Library Materials Budget Allocation by Lois Schultz February 23, 2005

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Library Materials Budget AllocationbyLois
SchultzFebruary 23, 2005
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A balanced collection proportionally reflects
all the programs, instruction and research
conducted in an institution. David Genaway
Source Library Acquisitions Practice Theory,
Vol. 10, pp. 287-292, 1986.
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Balance collection is achieved through some plan,
often a formula.
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The best formula is one that quantifies need
with the minimum number of variables, since each
variable adds time and expense of data collection
as well as the number of calculations that must
be made to implement the formula. David
SchappertSource Tuten, Jane H. and Beverly
Jones, Allocation Formulas in Academic Libraries,
American Library Association, 1995.
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History of NKUs formulas
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Formula in 1980s

• X .2A .3B .3C .1D .1E
• Where
• X Departmental allocation
• A Departmental library use (circulation
  statistics) total library use
• B Cost of books published by subject total
  cost of all books published
• C Cost of serials published by subject total
  cost of all serials published
• D Number of majors in department total
  majors
• E Credit hour production by discipline total
  credit hours

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Formula in 1990s

• Based on previous years allocation and credit
  hour generation by department

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Library Materials Budget Advisory Committee
formed in the fall of 2001
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Library Materials Budget Formula Subcommittee

• Fred Beasley
• Tom Heard
• Don Kelm
• Lois Schultz

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Departmental Variables

• Number of credit hours
• Graduate
• Upper Division
• Lower Division
• Number of courses
• Graduate
• Upper Division
• Lower Division
• Number of majors
• Number of graduates
• Number of faculty

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Publications Variables

• Cost of materials
• Serials
• Books
• Number of items published

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Library Use

• Circulation of items in the collection
• Interlibrary loan requests
• Library research orientation of the field
• Faculty publications

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Other Variables

• New Programs
• New faculty
• Programs of distinction
• Accreditation
• Historical allocation
• Historical collection development

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Recommended Formula
X A 2B 3C D 2E
9 Where X Departmental allocation A Lower
division courses B Upper division courses
C Credit hours D Cost of books E
Cost of periodicals No department could lose or
gain more than 10.
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• Revised Formula
• X A 2B 3C D 2E
• 9
• Where X Departmental allocation
• A Lower division courses
• B Upper division courses
• C Credit hours
• D Cost of books
• E Cost of serials
• No department could lose or gain more than 5.

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Library Materials Budget Formula Subcommittee
2002/2003

• Clinton Hewan
• Yasue Kawahara
• Kathy Schroerlucke
• Lois Schultz

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Charge

• To fine tune the formula for allocating the
  departmental funds to include the graduate
  programs.

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Recommended Formula X A 2B 3C 3D E
2F 12 X
Departmental allocation A Percentage of
universitys lower division courses generated by
the department B Percentage of the
universitys upper division courses generated by
the department C Percentage of graduate
courses generated by the department D
Percentage of the universitys student credit
hours generated by the department E
Percentage of the average cost of books published
in all subject areas by the average cost of
books published in the departments subject area
F Percentage of the average cost of
periodicals published in all subject area by the
average cost of periodicals published in the
departments subject area
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Revised Formula X A 2B 2.5C 3D E
2F 11.5 X
Departmental allocation A Percentage of
universitys lower division courses generated by
the department B Percentage of the
universitys upper division courses generated by
the department C Percentage of graduate
courses generated by the department D
Percentage of the universitys student credit
hours generated by the department E
Percentage of the average cost of books published
in all subject areas by the average cost of
books published in the departments subject area
F Percentage of the average cost of
periodicals published in all subject area by the
average cost of periodicals published in the
departments subject area
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Used in 2003/3004 and 2004/2005 with exceptions
for departments with most dollars in recurring
cost items.
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In 2003/2004departments with over 80 of their
2002/2003 allocation in recurring cost items
received 500.
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In 2004/2005departments with over 95 of their
2003/2004 allocation in recurring cost items
received no dollars for one time purchases.
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In 2004/2005 departments with recurring cost
items being between 90-95 received 500.
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Why the High Rate of Increase for Periodicals

• Technology investments
• Increases in paper cost
• Increase in postage
• Page volume increases
• Strength of dollar
• Electronic journals
• Bundle paper and electronic
• Unbundle paper and electronic
• Cancellations cause publishers to raise prices
• Consortial sales
• Document delivery
• Pay per view
• Price
• Mergers and buyouts cause increases in conversion
  and realignment
• General inflation

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What for 2005/2006?

• Work on a plan for containing recurring cost.
• Move excluded departments back into the formula

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Containing Cost
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The Collection Management Committee of the
Library is working on ways to contain recurring
cost.
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Plans

• Accreditation requirements
• Usage study
• Provide access to content instead of container
• Interlibrary loan
• Document delivery
• Purchase article from the publisher

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Is it better to purchase content article by
article instead of subscribing to the journal?
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Ingenta articles average less than 30, but
assume articles are 50.Ten articles 500.
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All departments back in the formula
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To include all departments in the formula with no
department receiving less than last year.
151,000 is needed for the departmental
allocations. Cost is 41,000 more than last year.
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A Compromise

• Apply formula at 50 for departments with high
  recurring cost items
• Total costs would be 128,500
• Cost is 18,500 more than last year.

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Questions?
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Recurring cost projections 2005 2006\Departmental
Allocation for 2005-2006 .xls - Sheet1!A1
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• end

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