Coordinating Committees
Untitled Document
CDC Meeting
June 6-7, 2000
Agenda
Madison
I. Introductions and approval of minutes and CUWL meeting report - Joan
II. Overview of budget and pending renewals
-Review products begun in January ; Lorie will begin to get renewal quotes
for items we wish to continue
III. Netlibrary
-Understanding the product
-Procedures
-Terms of agreement
IV. Grove’s Music
-Costs/ terms of agreement
V. Journal of chemical education renewal
VI. Product wish lists
VII. Full text journal links – how to get access to:
Elsevier Science Direct
Academic
Wiley
VIII. Budget Request/Cost sharing models
-If all UWS funds are allocated, and all items renewed, how to continue developing
the
Shared Electronic Collection
-Exploring cost sharing models such as OhioLink; developing options/plans
IX. Book withdrawl procedures
X. UWS Website
-What CDC documents reside on the website
-email list upkeep
XI. Officers
XII. Other – Schedule next meeting in September
UW System Collection Development Committee Meeting
June 6-7, 2000 (Madison)
Present:
Joan Robb (UW - Green Bay) (Chair)
Kate Anderson (UW - Stevens Point)
Sylvia Beardsley (UW - Parkside)
Janice Bogstad (UW - Eau Claire)
Linda Cecchini (UW - Eau Claire)
Lorie Docken (UW System)
Brian Finnegan (UW - La Crosse)
Cynthia Huebschen (UW - Oshkosh)
Joyce Huang (UW - Whitewater)
Laura Jacobs (UW - Superior)
Jay Kirk (Marquette University)
Curt Le May (UW - River Falls)
David Null (UW - Madison)
Cathy Palmini (UW - Stevens Point)
Evelyn Payson (UW Colleges)
Lou Pitschmann (UW - Madison)
Mary Rieder (UW Colleges)
Sue Strehl (UW - Stout)
James Tobin (UW - Milwaukee)
Judy Wurtzler (UW - Platteville)
1. Minutes from the April 17 meeting were approved.
2. General introduction of attendees.
3. Overview of CUWL meeting:
The CUWL group approved expenditures for E-Subscribe, Web of Science, Oxford
English Dictionary, McGraw-Hill Encyclopedia of Science and Technology, Groves
Dictionary of Opera, the renewal of ABI Inform with images, and the idea of
subscribing to CCH online (which the CDC group will not pursue because of cost).
CUWL did not approve the expenditure of shared funds for NetLibrary.
CUWL accepted the book bid document. Responses are due June 16. Questions may
be referred to Lori Taylor.
The utility of the CDR and its information was a topic. Reports will be done
as usual this Fall, but a subcommittee will discuss the need for and use of
the information. (The CDC recommended that we request Lou Pitschmann be added
to the CDR review subcommittee.) CUWL and the CDC group believe that the report
could be simplified, and a CDR could be designed that would offer more helpful
data.
The CDC group discussed some aspects of CDR reporting which are important. There
is a need for budgetary information to answer questions by legislative or government
bodies (for example, use of UW libraries by non-UW patrons). Reporting is inconsistent
across campuses because of differing interpretations of the questions. The CDR
should not take too narrow an approach, and should look at what external factors
influence buying power and costs. Examples of the types of expenditures for
which data is needed include expenditures for books and serials, foreign and
domestic, and print compared to electronic.
CUWL will respond to the need for budget initiatives with a letter to the UW
President and Board of Regents. (A letter from Bob Carmack was distributed.)
The Chair noted that CDC group members should make an effort to ensure that
Directors are informed about products the CDC group is considering, and decisions
this group makes.
Jay Kirk noted that Drexel University has made a commitment to no longer maintain
print volumes of periodicals.
4. Overview of budget and pending renewals:
Academic Universe and Statistical Universe have been renewed from the 2000/2001
budget.
Access to the Oxford English Dictionary begins July 1.
Access to "Access Science" (McGraw-Hill) begins July 1.
Access to Groves Dictionary of Art begins July 1.
An agreement is pending with Emerald Press / MCB.
Discussions with CCH have ended, as the vendor offers no consortial discount.
The American Institute of Physics is compiling a list of print holdings across
the System, and will be negotiating to offer group access.
The Royal Society of Chemistry has not responded to Lorie’s inquiries
as to cost.
The American Chemical Society is reluctant to restore campus-wide access to
Chemical and Engineering News for fear that individuals will drop their subscriptions.
However, they are considering offering a one-year pilot program to offer access
to faculty and students, members and non-members, who would have to set up individual
accounts. The CDC group would be interested in participating in this pilot.
Access to WorldCat has been renewed from UW System funding (not shared electronic
funds) in anticipation of its use for universal borrowing. Beta testing of universal
borrowing is expected in late September, with the full module available in January
2001. This will require an upgrade of Endeavor, and it is unlikely that all
campuses will be ready to take advantage of universal borrowing immediately.
The CDC group moved to recommend of expenditure of shared funds for System-wide
access to Ulrich’s International Periodicals Directory. Motion made, seconded,
and carried.
Some campuses have noted that Books In Print on EBSCO does not offer information
on videos, and reviews may appear and later disappear. There are reports that
the Bowker version has improved, and the CDC group is interested in a trial
and price quote. "BIP" is due for renewal January 2001.
The Journal of Chemical Education, which is produced electronically on the Madison
campus, was paid for in October 1998 with Central Investment Funds. This subscription
ends June 30. The cost for access from October 1998 through June 2000 was $5,000.
It was moved to recommend renewal of this journal with shared electronic funds
in July 2000. Motion made, seconded, and carried.
It was moved to solicit renewal quotes for the following products:
ABI Inform with images; Ethnic NewsWatch, Gender Watch, and Alt-Health Watch;
American Chemical Society Web editions; Project Muse full package with 112 titles;
Institute of Physics journals; Science Online and NextWave; CQ Researcher; American
Mathematical Society MathSciNet; BIOSIS via SilverPlatter. Motion made, seconded,
and carried.
Options were discussed for access to Grove’s Dictionary of Music (2nd
edition). If shared electronic funds purchase online access for all campuses,
individual print sets will cost $3,400 each. The CDC moved to recommend purchase
of online access, at a cost of $23,436. The group agreed that 4-5 concurrent
users per campus would be desirable, and that campuses should purchase their
own print copies as desired. Motion made, seconded, and carried.
5. Campuses were asked to submit for this meeting their "wish" lists
of products which would be of interest for consideration for purchase either
with shared funds, or possible group purchase with campus funds. The following
products were of interest to a majority of campuses:
America: History and Life. It was noted that UW - Milwaukee purchases this,
and it is "heavily used." Madison cancelled their edition, but would
like to see it available online. A motion was made to consider purchase with
shared funds for all campuses.
Historical Abstracts online would also be of interest to most campuses.
Seven campuses now subscribe to CIS Congressional Universe. This product would
be of interest of most campuses. Lorie has already obtained a price quote of
$57,000 for System-wide access.
There is interest in a shared purchase of CINAHL with full text. Each vendor
offers this product with a different set of periodical titles; Bell & Howell
is reported to offer more titles than EBSCO. The Customized Database Task Force
is expected to be considering the overlap between CINAHL and other databases.
CIS International Statistics / State and Local Statistics. The cost for "International
Statistics" (which offers no full text) is 17.5 cents per FTE ($22,470).
The cost for "State and Local Statistics" is 20.5 cents per FTE ($26,320).
Criminal Justice Abstracts
Dissertation Abstracts
Environment Abstracts
GeoRef (Some campuses are interested only in the SilverPlatter version)
FIS Online (formerly Moody’s). It would be desirable to include annual
reports. UW - Eau Claire noted that their campus has occasionally had trouble
with access and response times.
Human Relations Area Files (HRAF). Campuses may be interested in a trial.
Mental Measurements Yearbook
MLA Bibliography
Music Index (Most campuses would be particularly interested in a full-text music
index.)
Physical Education Index
SocioFile / Sociological Abstracts
6. Book withdrawal procedures.
A question was raised on one campus regarding disposal of withdrawn books. A
handout was given that included the state procurement manual piece regarding
disposal of all property. Most books fall into the category (under $1,500 in
value) of items whose disposal is delegated to the campus. Books can be donated
to other organizations within certain limits. All "property marks"
must be removed.
Some campuses are being asked to value rare-book collections. Representatives
wondered if there is an established method or procedure for this.
7. CDC Officers.
Secretary / Chair-Elect Terri Muraski is leaving the UW System, and the nominee
proposed for incoming Secretary / Chair-Elect (Joanne Carr) cannot presently
serve as Chair. Joan Robb would be willing to remain as Chair for the sake of
continuity, until Joanne is able to take office. It was moved that the CDC re-elect
Joan as Chair, with thanks to Joan for duty "above and beyond." Motion
made, seconded, and carried. Joanne Carr was nominated as Secretary / Chair-Elect:
Motion made, seconded, and carried.
8. CUWL Website.
The CUWL web site presently contains meeting agendas, minutes, and a list of
members. Lorie is working with System staff to included CDC information here.
Among the items the group suggested be available on this site are: meeting agendas
and minutes; group e-mail list; definitions, guidelines and policies for database
and product selection. Contract terms and licenses are presently available on
a non-linked page. This page will be fairly secure, and will be maintained by
WILS. CDC members should send changes for the e-mail list to Lorie Docken.
9. Campuses had been asked to submit "wish lists" of periodicals (titles
they would like to have available online across the System). However, the initial
list was not immediately useful, as each campus used its own criteria for their
title list. The group will try to develop a new list of requested titles, based
on:
- ILL requests from undergraduate and graduate students for the last 2 years
- Journals to which campuses now subscribe in print, which have high use or
are otherwise desirable to duplicate electronically.
Campuses may suggest a maximum of 25 titles based on ILL use, and 20 titles
based on print subscriptions. Suggested titles should be sent to Joan by July
15, and should include title, publisher, and print price.
Possible sources for online titles include:
Academic Press "Ideal" Library, offering about 175 titles, mostly
science. Titles are available only by package, not selected individually, and
Academic deals only with consortia. Print cancellations are not permitted. A
motion was made to ask Lorie investigate pricing. Moved, seconded, and carried.
Science Direct, from Elsevier (the group attended a demonstration of this product).
The product has some good features, but it is uncertain at this time whether
a consortium would be able to select individual titles, or would have to purchase
packages.
Highwire offers some free content as well as online subscriptions. The group
would like to investigate the content and the amount of free material, and whether
any savings might be realized by canceling print subscriptions. Lorie will also
investigate terms.
10. NetLibrary.
NetLibrary is a Web-based resource for the delivery of electronic books, with
no additional software required. The average cost per title is about $60, and
the minimum initial purchase for a library or consortium is 500 titles. This
purchase also provides access to NetLibrary’s "public" collection
(public domain titles). Libraries can form a consortium to purchase the minimum
500 titles, and a Wisconsin consortium presently exists, consisting of 11 private
colleges, one UW institution (Oshkosh), and five technical colleges.
The present consortium has purchased 535 titles to date. Marquette University
took the lead in developing an initial list of selected titles from NetLibrary’s
monographs, for the reason that Marquette had more staff devoted to collection
development than did the other campuses in the initial group. After Marquette’s
proposed list was distributed, other members of the consortium suggested additional
titles. At some point, criteria must be determined for the selection of new
titles. NetLibrary presently offers over 10,000 commercially-available titles,
of which about 580 appear to have been published before 1990.
Madison believes that NetLibrary can be an important addition to its collection,
and would proceed in joining the consortium alone if necessary. Madison selectors,
including librarians from the undergraduate and reserve libraries, have completed
an initial list of proposed titles which can be used as a basis for our initial
selections if the other campuses wish to join the consortium. This list now
totals over 1,100 titles, which could be purchased for approximately $70,000.
Extensive discussion on NetLibrary brought up some points the group felt were
important:
• There was a question of long-term maintenance of NetLibrary. Arrangements
have been made for the titles to be transferred to OCLC in the event of NetLibrary
going out of business. In the event that an individual campus wants to drop
out of a consortium, NetLibrary believes that they can split out a library,
so that one campus would not have to lose access to the titles purchased by
the consortium to that point.
• Based on the pricing model developed for the existing consortium, the
cost for the entire UW System to join would be $128,000. With this large a commitment,
there is a desire to see whether NetLibrary could offer any additional discounts.
• Accessing NetLibrary can be viewed as an exploration of a new library
resource; this is a good reason for using shared electronic access funds. Additional
state funding could conceivably be requested if this project proves a successful
example of cooperation between different types of academic libraries.
• NetLibrary is not a subscription service. If the consortium elects not
to add to the initial collection of titles, no additional costs would be incurred.
Even as a one-time purchase, these titles would add to the "core collection"
of electronic resources for undergraduates, for the first time incorporating
books into this basic collection.
• Questions were raised regarding the 5% fee for "management expenses"
assessed by WILS, which include soliciting requests for titles, collecting and
offering lists of titles for comments, managing costs, and placing the orders
with NetLibrary. The UW’s 5% fee would total $6,400. The CDC wondered
if the same fee would be assessed in the future, if the workload would diminish
once the major part of the collection is in place. (Lorie indicated that she
could not add the management of NetLibrary to her own duties.)
• NetLibrary potentially offers a particular potential benefit to smaller
libraries, which would gain access to a larger number of titles than they could
fund on their own, as part of a consortium.
• Questions were raised regarding annual costs. It was explained that
the consortium’s initial estimate was that annual costs would not exceed
half of the first year’s investment. At the most recent consortium meeting,
however, it was suggested that no additional fees be requested from campuses
until July 2001, based on the consortium’s current financial status (new
members and money still in reserve for the purchase of additional titles). Subsequent
years’ fees will be determined by the consortium, based on the status
of the collection and the need for additional titles or copies. (If UW libraries
join the consortium, each library will participate in such decisions.)
• Madison noted that their campus would favor bringing up NetLibrary as
soon as possible, in order to allow library staff time to learn how to use the
resource before the start of the Fall semester.
• Some of the current consortium’s operating principles were discussed.
Concerns were expressed about a library losing access to the present collection
if they elect to withdraw from the consortium; the CDC group felt that this
was unacceptable. NetLibrary claims to be able to freeze a collection at the
point at which a library drops out of a group, so that their access would continue
but would not grow with the group’s. (Lorie suggests that the vendor may
not yet actually be able to implement this.)
• The CDC group also questioned the need for a mechanism to review suggested
titles, feeling that no library should have the right to question another library’s
suggested choices. (If one library does not wish to offer its users access to
an individual title, it need not catalog such a title.)
• There is presently no cap on the number of titles an individual library
may suggest. Some wondered whether larger campuses should have the right to
select more titles for purchase.
• Access to NetLibrary across the UW System would expedite resource sharing.
This is truly a shared collection, available to users from any participating
campus, and offers a variety of titles which many libraries would have difficulty
in making available with only their own funds.
• Based on use in the consortium to date, each title costs about $6.00.
This is less than the cost of a typical ILL transaction, and could ease the
burden on ILL and the reliance on student help for shelving, checking in, and
tracking items. The NetLibrary titles also will require no further maintenance
such as binding, repairing, or replacement due to loss.
If the UW libraries join the NetLibrary consortium, they would like to see the
following concerns addressed:
1) The consortium’s "operating principles" should directly address
academic freedom concerns.
2. Each member shall have the right to select titles without review, up to the
proportion of their contribution, whether from shared funds or individually-contributed
funds.
3. The CDC would expect the consortium to aggressively negotiate discounts on
future purchases.
4. If a library were to leave the consortium, that library should have access
to the titles purchased to that date.
5. The consortium management fee structure should be reviewed.
6. The UW group agrees that a library should have the option of leaving the
group if individual campus contributions are required.
7. The consortium should have the ability to add titles more frequently than
monthly if needed.
The following motions were presented regarding Net Library:
Motion:
In accord with the UW System’s emphasis on resource sharing, the CUWL
CDC group recommends that $128,000 be allocated from UW shared electronic collection
funds in order to join the Wisconsin Academic NetLibrary Consortium, provided
that NetLibrary assure in writing that should the UW System or one of its members
withdraw from the consortium, they will have continued access to the collection
already selected, and that each member shall have the right to select titles
without review in proportion to their size.
Moved, seconded, and carried.
Motion:
In the future, in the event that individual campuses are asked to contribute
funds to subsidize the UW’s participation in the NetLibrary project, each
campus will be given the courtesy of being allowed to withdraw from the NetLibrary
consortium at that time.
Moved, seconded, and carried.
Motion:
In order to take advantage of resource sharing by August 2000, the CDC accepts
the initial selections drafted by UW Madison’s selectors. Additional titles
or copies will be selected by other campuses from remaining funds.
Moved, seconded, and carried.
Motion:
The CDC will set up a committee of not more than seven members to discuss NetLibrary
issues.
Moved, seconded, and carried.
(The members nominated at the meeting were Brian Finnegan, Evelyn Payson, Lou
Pitschmann, Jim Tobin, and Judy Wurtzler.)
11. Full text journal links.
Discussions centered on the ability to link from some vendors’ indexing
databases to the full text of online journal articles in another database. SilverPlatter,
the vendor of choice for several databases accessed by UW campuses, offers software
called SilverLinker, which permits access to library holdings messages or to
the specific cited article in a full text journal. ISI Links, available from
the publisher of Web of Science, offers the ability to link to full text journals
from such publishers as Academic Press, American Institute of Physics, Highwire
Press, and Johns Hopkins University Press. EBSCO is beginning to offer softlinking
from bibliographic databases such as ERIC, to full-text articles within other
EBSCO databases, such as Academic Search Elite. Some of these links take the
user directly to a specific article, while some direct one to a publisher’s
or journal’s Web site. Such linking abilities could be a factor in future
selection of databases and subscriptions for shared purchase.
The CDC group hopes that EBSCO will provide linking at no cost to full-text
articles from the major bibliographic databases ERIC and Medline. (Lorie Docken
will investigate the possibility.)
Individual campuses must arrange for linking from SilverPlatter and ISI. The
CDC group urges campuses to pursue this, in order to maximize the value of these
products for our users. The UW System has a substantial investment in products
like Web of Science.
12. Budget request / Cost sharing models.
The CDC group applauds CUWL’s efforts to gain continued shared funding,
as reflected in Bob Carmack’s letter to Sam Orr, and requests that should
additional funding be received in the next biennium, a portion of that funding
be designated for the purchase of shared electronic resources, in order that
efforts to date can continue. In support of this request, the CDC group notes
that:
1. The availability and importance of electronic resources will continue to
increase.
2. The CDC group believes it has demonstrated the ability to allocate these
funds toward valuable resources which meet the needs of all campuses.
3. Access to these shared resources has had a positive impact on individual
campuses and their students and faculty.
4. These funds have greatly increased the number and quality of research tools
available to distance education students.
The CDC group plans to investigate possible options in cost-sharing models,
in order to continue to develop a shared collection of electronic resources.
OhioLink, Illinet, and the California model are examples of cost-sharing initiatives
which have been successful in other states. To make such efforts work, individual
campuses may be willing to subsume some of their needs to those of the majority,
while "bundling" of resources generally makes purchases at least somewhat
attractive to all participants.
The CDC group suggests that is valuable to continue funding electronic resources
centrally, possibly with campus contributions toward specific products. It may
be desirable to expand partnerships beyond the UW group (as in the case of NetLibrary)
to include private academics or perhaps even businesses. At least for the short-term
future, only a percentage of expenditures should be allocated for ongoing commitments.
The CDC group notes that we are not committed to automatically renew all present
expenditures. Principles apply to each recommended purchase, and evaluation
will be a part of future renewal decisions. (Evelyn suggested that, "We
are moving into an age where cooperative works better than competitive,"
in regard to shared purchases.)
12. Other business:
Several campuses note that printing reports in Endeavor is a problem; many reports
are difficult and time-consuming to produce. Some campuses (such as Madison)
have been able to write reports that work well; it may be possible to share
the "specs" for those. The "naming system" has also been
a problem. A patch is available, but adding still may not work properly.
Some campuses report that they had made good use of the "Hoover’s
Capsules" business directory formerly available free on EBSCO, and would
be interested in subscribing.
14. Next meeting: tentatively scheduled for September 25-26 (Monday - Tuesday)
Meeting adjourned.
Minutes respectfully submitted by Cynthia Huebschen, acting Secretary.