10 August 2005
1-2:30 p.m.
Geisel Library/LEC

Meeting Summary

Present: Jim Cheng, Harold Colson, Larry Cruse, Tammy Dearie, Sam Dunlap (convenor), Katy Farrell, Catherine Friedman, Tony Harvell, Sanae Isozumi, James R. Jacobs, Susan Jurist, Elliot Kanter, Karen Lindvall-Larson, Arvid Nelsen, Stacy Nelson, Alice Perez, ShinJoung Yeo

1. Announcements

• Katy announced the upcoming Westlaw Campus training on Friday, August 19, from 11-12 in LEC.
• Sam reminded everyone to make appointments with Susan to learn how to set up new items lists.
• Elliot announced his discovery of the ProQuest Digital National Security Archive that had been acquired by CDL two years ago and for which we had no record in Roger. He has entered this resource into Sage and it now appears in the Databases A-Z list.
• Susan announced trials of several databases via CSA including Bibliography of the History of Art, Francis, and the Avery Index to Architectural Periodicals.
• Tony announced that plans for the YBP shelf ready service are moving ahead and may start as early as September. We will start with approval books, and then move to slip titles. They will be placed on the review shelves along with titles needing approval decision. After one week, they will be removed and enter the workflow.

2. Updates:

• Sam presented an overview of the collections and services offered by the Center for Research Libraries (see below).
• Highlights from the July 13 meeting with the Metadata Services Department Liaison (Megan, Ryan, Sam in attendance):
  • The MSD is working on providing retrospective tables of contents for SSH monographs and they expect to add around 15,000 ToCs when they are done. The last library signed off on the proposal for accompanying CD-ROMs, and the MSD is working on interim procedures. The European Union reclassification project is proceeding well and should be completed before the beginning of fall quarter. Online reference-type works are findable by using the Roger advanced search feature and limiting by SSH Ref and NET.
• Link to LC Table of Contents:
  • Sam reported from Ryan that LC is embarking on a retrospective project to change their linking out to ToCs. Rather, this information will become part of the searchable bibliographic record.

3. Discussion:

• Last copy agreements in the age of shared print archives
  • Since order records will disappear for cancelled titles, it does not make sense to add a note along the lines of “will rely on copy in shared print archive.” Sam will ask Vicki to inform the UC Women’s Studies Consortium of this issue. For UCSD titles designated as “last copy,” we propose to cancel them and rely on the print archive.
• Sage format migration
  • Titles not yet in the Sage contract as of June 2005 such as Urban Studies Abstracts will not be cancelled. Harold requested that IR/PS retain one title in print. The Journal of Environment and Development was founded at IR/PS and is still edited here and visitors and UCSD patrons expect to see it in print. We will retain this title in dual formats.
• Millennium fund reports: Tony distributed and explained the following handout:

Interpreting the Fund Accounting Reports

Allocation - the amount distributed by CMG to a particular fund at the beginning of each fiscal year. This is normally done in August once the university ledgers have been updated with the new funds for the FY.

This amount does not show separately in the fund accounts rather will appear as part of the appropriation, once it has been input into the system. When we close out the fiscal year (June 30), the amount that is left becomes the "carry forward." That is what is appearing in your balance until the new allocations are added.

Appropriation - the allocation PLUS the carry-forward balances from the previous FY

Expenditures - monies actually spent (i.e. invoices paid)

Encumbrance - money committed to purchase an item, may not end up being the actual expenditure for it

Cash balance - Appropriation MINUS Expenditures - what is left after payments have been recorded (does NOT included encumbrances)

Free balance - Appropriation MINUS Expenditures AND Encumbrances. Keep in mind that all encumbrances may not result in expenditures or could be more or less than was encumbered.

Why so many codes?

We are required to track what is purchased with both state funds and endowment funds. Therefore we have to designate an endowment fund to cover even routine purchases that are made with endowment funds (e.g. if CMG decides that all approval plan books for History are to be paid with endowment funds - we have to have a separate fund to track it). The other thing we do is break out disciplines into categories of purchases to assist in reporting and budget planning: These fall into two categories:

NON-CONTINUATIONS (i.e. one-time purchases)

Example: Anthropology funds

Anth1 Firm orders

Anth2 Approval Plans

Anth5 Back periodicals

You will notice when the allocations are distributed, all the funds go into ANTH1. This is simply done for convenience (a place holder), however you can purchase either from direct orders or approval plans or back periodicals to spend this allocation.

CONTINUATIONS (ongoing purchases)

These reflect an ongoing commitment on the part of the Libraries to purchase them. We break them out so that we can predict the funding needs more accurately. You are required to submit an Order for a New Continuation (the former "Blue Form"). All new continuations require approval of the Cluster Collection Coordinator. The following are considered new continuations:

Anth4 Monographic standing orders (i.e. monographic series) - (these are paid upon receipt)

Anth6 Serial standing orders (these are paid upon receipt)

Anth7 Serial subscriptions (these are paid in advance)

Anth8 Electronic resources through CDL packages

DIGITAL FUNDS (those ending in 9)

There are library-wide funds that are used for Digital (E-resources). These funds divided into three large areas: sshu9, biom9, and scie9. Use of these funds is approved by CMG and is intended for library-wide digital resources costing more than $250 (one time) or $500 for a continuing digital resource. These funds can be used for UCSD-licensed resources, or for Tier 2 resources in which UCSD participates. You must fill out the Order Form for New Electronic Resource, get endorsements from your collection coordinator (who will confer with the appropriate AUL), then it is brought to CMG for approval by the AUL for your collection cluster. The CDL Tier 1 and Tier 2 packages are normally approved by CMG after consultation with CCG and individual bibliographers as appropriate.

tah 8/10/05

CRL Collections and Services

UCSD’s annual dues to CRL are around $40K per year. Brian is on the CRL Board and he asked Sam to think of ways for us to maximize our membership benefits. During ALA, Sam participated in two tours of and orientation to the rich holdings and services available from CRL. During these tours, CRL staff made repeated mention that CRL is the Center for Research Libraries, and that they are there to serve their member’s needs.  

By way of a brief introduction: In 1940, 13 Midwest university presidents began discussions for a deposit library and storage center for little-used collections, and this library opened in 1951 as the Midwest Interlibrary Center. In 1965, the Center changed its name and today CRL has 202 participating institutions and a collection of around 4 million items.

Midwest library collections are historically strong in science, technology, agriculture, and these areas are a significant part of CRL deposit holdings.

What is cataloged is in the Melvyl catalog

Major collection components :

Serials and exchanges :

1. CRL actively collects foreign language science and technology periodicals;
2. South Asian serials acquired through LC’s cooperative acquisition program;
3. Southeast Asian serials also acquired through the LC program.

Current subscriptions include 7000 titles rarely held in North American libraries. The main exchange program is with the Library of the Russian Academy of Sciences, which provides CRL with a copy of all serial and monographic publications. CRL has an extensive collection of Academy publications from its founding in 1724.

CRL actively collects newspapers in three categories:

1. domestic, including current micro subscriptions to 54 foreign language ethnic papers and 19 African-American papers;
2. foreign, including current micro subscriptions to over 300 papers from 93 countries and 10 papers in newsprint, which are filmed by CRL;
3. newspapers on demand, in which CRL will acquire back issues to papers it currently subscribes to. [More about “Purchase on demand” later.]

Microform, Reprint Sets &Archival materials acquired in 5 categories:

1. major new micro sets in literature, art, theater, music and other fields, as approved by the membership. Now over 300;
2. continuing major micro sets that are published over time;
3. South Asian microfiche of research titles reformatted by the LC Field Office in New Delhi;
4. Southeast Asian microfiche of research titles reformatted by the LC Field Office in Jakarta;
5. archives on demand, in which CRL will acquire microform service copies of archival material that records the activities of national governments. Now has ½ of all publications available from the U.S. National Archives and Records Administration

Area Studies Mircoform Projects focus on six areas: Africa, Eastern Europe, Latin America, Middle East, South Asia, Southeast Asia. CRL actively acquires materials from East Asia.

Monographs: CRL houses a cataloged collection of over 330,000 monos, primarily in the history of science, medicine and technology, or from South and Southeast Asia.

CRL seeks to provide comprehensive access to doctoral dissertations submitted to institutions outside the U.S. and Canada. 100 European universities maintain exchange or deposit agreement with CRL.

Uncataloged or partially-cataloged collections : [of course, not in Melvyl]. CRL is working its way through the cataloging backlogs and records migrate into Melvyl as they become available.

More than 700,000 foreign dissertations not yet completely cataloged

[Send all requests to CRL with the note: “Please purchase if the Center does not own.” CRL will check their five shelving locations: regular, oversize, extra-oversize, microfilm, microfiche. Turn-around time for notification is 48 hours.]

Uncataloged U.S.state documents collection of more than 500,000 volumes through 1950, and a collection of legislative journals through 1990.

One Washington state document from 1909 involved housing the criminally insane.

Foreign government publications number several hundred thousand volumes. The foreign official gazettes are cataloged.

Special collections :

U.S. primary and secondary textbook collection from the late 1700s through the 1960s, including the Safety Sam series.

U.S. college catalogs collection, with emphasis on historic black, women’s, and Native American colleges.

Other collections include WWII war crimes tribunals, foreign central bank publications, and a historic railroad collection.

Services

Purchase Proposal Program (for expensive micro sets of over $1000 that are too costly for individual institutions to acquire, or which may not be readily available via ILL. Purchased with member dues)

Shared Purchase Program (for additional micro sets not purchased on the above program, purchased with additional campus funds)

Demand Purchase Program

To meet scholars’ individual research needs, the Center purchases materials in certain categories on demand, to the extent that funds permit. Requests to the Center for demand purchases are initiated by member ILL offices. The three categories of materials acquired under this program are: Foreign Dissertations, Archival Material, Newspapers. The Center will acquire retrospective files of any newspaper for which CRL already has partial holdings.

As funds permit, requests for demand purchases are honored on a first-come, first-served basis with a maximum expenditure of $2,000 per patron per year.

Detailed information about these three purchase programs is available at this URL: http://www.crl.edu/content.asp?l1=3&l2=60

Next meeting: Wednesday, October 12 from 1-2:30 in Room 276.