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Library Committee Annual Report 05-06 Submitted by L. Levin The committee did not meet formally this year but conducted some business by email. Two topics were covered: the disposition of SIO PhD theses in the library, given digital submission procedures, and forthcoming change in Avanti services. I. Dissertations Peter Brueggeman provided the following information item regarding dissertations. The UCSD Office of Graduate Studies and Research (OGSR) has established use of a system for electronic submission of dissertations if the student wishes and in response to demand from UCSD graduate students. In the works for two years, this proposal went around to the various deans for approval. Students can continue to submit their dissertations in print to OGSR if the student prefers. A commercial company named UMI Proquest offers the electronic dissertation submission system being used at UCSD. UMI Proquest has long been receiving UCSD dissertations in paper and sells copies to libraries and individuals. Since 1997, UCSD has had free access to all UC dissertations in PDF form on UMI ProQuest. Now UMI Proquest will be receiving them largely in electronic format. The UCSD Libraries decided that dissertations submitted electronically will not have a printed version on shelf in the UCSD Libraries collection, and the electronic version will be linked from Roger, the library catalog. With the shifting of journals to electronic format, this discontinuation of dissertations in print on shelf is not expected to be controversial to library users by the UCSD Libraries. Arguably for some, electronic journal articles are different than book-length electronic dissertations; some users may prefer a printed dissertation available for checkout and reading in a physical format. So to be clear, there will be no print SIO dissertation in the SIO Library collection for SIO dissertations submitted electronically. SIO dissertations submitted in print by SIO students will continue to be found in print on SIO Library shelves, but it is expected that these will decrease. Masters theses will continue to be submitted in print and found in print on library shelves. At its recent meeting, the Scripps faculty endorsed Scripps Library to contact the graduating students with the option to publish their dissertations to the Scripps eScholarship Repository. This will make their dissertations available for open access, whereas their availability on UMI Proquest is UC-only. The committee was polled regarding 2 questions. A summary of answers, based on the 7 replies, are given below each. (1) Do you support publication of SIO PhD dissertations in the Scripps eScholarship Repository - with open access (rather than UC only access which occurs now with electronic copies). Yes (6) Optional (1 -citing the fact that Science or Nature may consider this prior publication) (2)Do you support generation of a print copy of each PhD dissertation for the SIO Library. This does not happen automatically when students submit their thesis electronically. Yes (5) No (2) As a result of this vote the following letter was submitted to head Libraria Brian Schottlender from the library committee. Dear Dr. Schottlender: The SIO library committee has discussed the current status of PhD dissertation publishing at UCSD, and would like to register the following recommendations. The majority of members (5 of 7) felt there should be a print copy of each SIO dissertation in the SIO library. Many feel that this is one place where such a document should exist, even though they are available online to UC. We also discussed the posting SIO PhD dissertations in the Scripps eScholarship Repository - with open access (rather than UC only access which occurs now). At the last SIO faculty meeting, the SIO faculty endorsed SIO Library to solicit graduating SIO students for their PhD dissertations and masters theses for posting to the Scripps eScholarship Repository, if the student wishes. The SIO library committee concurred, and all (7 of 7) recommended that students be offered this opportunity. One member indicated it should be a student option, as several highly selective journals may view this as pre-publication. We hope that our interest will allow SIO librarian Peter Brueggeman to pursue the SIO Library adding all SIO dissertations in print to the library collection in addition to posting them to the Scripps eScholarship Repository. Sincerely yours, Lisa Levin for the SIO Library Committee There has been no response to date from Brian Schottlender II. Avanti Services Peter Brueggeman informed the library committee of the following on May 24th. 2006. Scripps has renewed funding for Avanti document delivery scanning service at a level which will restrict service to SIO graduate students. Starting July 1st, all others wishing service. Scripps academics, will be recharged $3.50 per request up to 50 pages, which is the document delivery rate set by the UCSD Libraries. The amount being funded is at reduced level than that which we projected would serve graduate students for the next twelve months, so we will be advising the graduate students to be conservative in their requesting. Below you will see email from Doug Bennett to me on Scripps funding decision, followed by my preceding funding request ($7, 885) SIO Library will be communicating this Avanti service change to Scripps shortly. From Doug Bartlett: The Executive Council decided today that the SIO Library should > continue the Avanti service on a recharge basis starting in 06/07. > In recognition of the impact this action potentially might have on > students who use the service, the EC also agreed to establish a $4K > fund for one year to support student recharges for use of the > service. The management of this fund will be at your discretion. > I've copied John Hughes on this message, and he will work out the > mechanics of making the $4K available to you by mid-July. The EC > also asked that you report back every 3 months re: the impact this > change is having on Avanti usage. A brief e-mail to Charlie with a > cc: to me will suffice; I will then convey it to the EC. Discussion of the Library Committee included the following suggestions: * Strong support for continued funding of Avanti services *We should look at ways to (a) find the $$ shortfall to provide this service to students and (b) encourage them to economize to help sustain the privilege. We might identify a few heavy users who could perhaps scale back their requests without a big impact on their work? P. Brueggeman reports: When the service was reconfigured to graduate students only starting July 1st, SIO Library asked graduate students via email to be conservative in their requesting so that we can provide adequate service within available funds. *If student use is particularly high during the summer, does that simply mean the MAS students have better access to printers than library copy cards? To what extent do people use Avanti to obtain an electronic version of a paper that they've already looked at, and to what extent do they use it to streamline their research? Perhaps a little supplemental data gathering would be helpful before trying to present big Avant changes to the SIO community. *We should deal with this now. I specifically suggest requesting an estimate of how much would be saved by the recharge policy under current usage, and by how much the demand for Avanti has changed over the past few years. From a discussion about this (I think) last year, I was left with the impression that the total cost of the Avanti service was rather small, which argued against bothering about recharging. It would useful to know if the push to start recharging was in response to an increase in demand for the service. Response from P. Brueggeman was that the resources dont exist at the moment to do detailed tracking of Avanti useage in search of the extra $3,885 needed to fully fund Avanti. There is appreciation that the executive council sees the value of this service to graduate students. Also from P. Brueggeman: Reducing service to only graduate students cut our estimated cost for twelve months service from $7,885 to $5,756 (cost for service for academics estimated at $2,128). We received $4,000 which we estimated in June 2006 would last for 8+ months (through February 2007). I don't have a current snapshot of how those funds are holding up. Avanti usage went up and then levelled off, staying on a numerical plateau of usage for a few years now. Without the funding cutback, one would expect Avanti usage to start declining gradually at some point as usage of older literature declines. It will decline now since academics are excluded, and will fall to a level of usage reflecting a smaller population of users....... the graduate students. No further action regarding Avanti was taken by the committee.
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