Coordinating Committees

Document Delivery Funds Working Group, Report, January 11, 2008

To: CUWL CRS-CC
From: CUWL Working Group on Document Delivery funds
Date: January 11, 2008

The CUWL Working Group on Document Delivery was given the following charge:

DRAFT CHARGE

CUWL has approved $40,000 in FY08 to either extend or expand, as appropriate, commercial document delivery services at the comprehensive campuses and the Colleges to support currently unmet faculty research needs.   In FY09 $80,000 has been allocated for this initiative on the condition that participating libraries provide matching funds.

A working group will be charged with developing recommendations on which document delivery services should be selected, what steps should be taken by the participating campuses to ensure equitable access to the new or expanded services, and how usage will be managed to remain within budget.   The working group will be expected to submit their recommendations to the Collections and Resource Sharing Coordinating Committee by January 14, 2008.

Following two conference calls in December and January, the Working Group is recommending the following for Spring 2008:

  • Add Science Direct and Wiley Interscience to the existing structure in place through WILS that provides commercial document delivery to UW Libraries from the British Library and CISTI. Wiley is willing to extend the same arrangement that they have with UW Madison to UW System, i.e. purchasing 500 tokens (articles) for $5,000, $10 per article;
  • Consider other publisher or non-publisher options for 2008-09, especially if Science Direct and/or Wiley fail to meet our needs;
  • WILS and OLIT staff will periodically monitor the use of the funds by campus, and assemble data on what content is being purchased;
  • Use of the funds through the spring term should be periodically reported to CUWL through the CRSCC;
  • Campuses should be given a dollar figure as a ‘guideline’ for how much they should expect to be able to use of this document delivery money based on each campuses percent of total FTE. If money is unspent after a certain point it should be opened up for campuses that have already met or exceeded their ‘guideline’ amounts to spend the rest of the money;
  • An informational document should be created instructing individual ILL/Document Delivery staff on how to take advantage of these funds;
  • The use of sophisticated ‘routing rules’ such as what UW Madison is using in ILL may be developed to apply to ILL / ILLIAD locally to improve the process of identifying requests from faculty that could be filled with these funds;  
  • Promotional documents should be created to promote these funds and this service on individual campuses;

Following the end of Spring semester and prior to July 1, the Spring 2008 arrangements should be evaluated, including whether the services selected are meeting the needs of faculty and campuses, whether the use of the funds is balanced or uneven across campuses, and if the process is working or can it be improved. Recommendations for changes in the services, procedures, etc. should be made and implemented prior to the 2008-09 fiscal year.

Respectfully submitted by Ron Hardy, Chair of the Working Group

Working Group members: Jan Bogstad (Eau Claire), Ron Hardy (Oshkosh), Mindy King (Stevens Point), Richard Krause (Parkside), Lisa Pillow (River Falls), Mark Rozmarynowski (Colleges), Heather Weltin (Madison), Mary Williamson (WILS), Judy Wurtzler (Platteville), Paul Moriarty (System), Lisa Jewell (System)