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'- 4 DEC 1

Library Central Advisory Committee 1994(The senior internal committee responsible for advising the University Librarian)

Front row (L-R)Judith Wilson, Administrative Services

LibrarianWendy Coo~r,Associate Library,

TechniCal Services and SystemsMargaret 0' Hagan, Principal Librarian,

Fryer LibraryJanine Schmidt, University LibrarianSpencer Routh, Principal Librarian,

Collection DevelopmentVivien Nash, Principal Librarian,

Undergraduate LibraryMary 0'Sullivan, Principal Librarian,

Biological Sciences LibraryGeorge Eichinski. Deputy University

Librarian

Centre Row (L-R)Denise Dryburgh, Principal Librarian,

Central Reference ServicesGulcin Cribb, Principal Librarian, Audio

Visual ServicesEvan Mclay, Principal Librarian, Gatton

Library

Pamela Bray, Principal Librarian, LawLibrary

Mary 0' Mara, Principal Librarian,Architecture/Music Library

Margaret Gauld, Senior Librarian,Central Lending Services

Elizabeth Arden, Principal Librarian,Physical Sciences andEngineering Library

Robert Boot, Principal Librarian, HealthSciences Libraries

Rear row (L-R)Michael Manning, Electronic Services

LibrarianJoanne Rutherford, Library Staff OfficerPeter Cahill, Committee SecretaryJocelyn Priddey, Principal Librarian,

AcquisitionsGraham Rusher, Manager, Library

Computing ServicesChris Taylor, Principal Librarian,. Cataloguing

ISSN 1322-5014

The University of Queensland LibraryMission Statement

We link people and information, enabling the University of Queenslandto achieve excellence in teaching, learning and research.

Goals to realise this mission are:

Goal 1

Enable students, staff and researchers to locate relevant informationeffectively to suppon current programmes and lifelong learning.

Goal 2

Provide to customers in a timely manner relevant sources of information forteaching and research, from our own collection and by links (0 sourcesoutside the library.

Goal 3.~. ....

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: '.,"' ", .'

Ensure that library staff are e,mpowerec;J qnd c~uJ. iilteiact qlosely withacademic programmes ' ' .. ' .. ' " '.

'.,- .,..... .... :

Goal 4

"Ensure adequate funding and facilities to suppon the liQ/ary's mission.

Goal 5

Manage the Library's resources effectively.

CONTENTS

Introduction

Organisation and AdministrationOverviewCooperative activitiesStaffingBudgetList of grants received

FacilitiesPhotocopying

Client ServicesThe library clienteleConsultanciesReseorch and developmentInformation skills training and developmentCommunication strategy projectCommunicationInformation skills classesOff-air recordingMulti-mediaSupport for problem based learningLendingCatalogue accessMedline accessDocu ment deliveryNetworked services

Collection DevelopmentAllocation of fundsDigital resourcesConspectusCollection development policy documentDonors

Acquisitions and Cataloguing

Appendix 1 -Library Committee of Academic Board (Terms of Reference andMembership)

Appendix 2-University Library statistics 1992-1994

INTRODUCTION

Preparing for the continuingchallenges for the University ofQueensland Library arising from therevolution in informationtechnology guided activitiesduring 1994. It also was the year ofmy first twelve months as UniversityLibrarian and involved a carefulreview of the past, as well asdeliberation and planning for thefuture.

The university library of the ninetiesoperates in a rapidly changingenvironment. Students increasinglyhave an awareness andunderstanding of technologybased information resources andchanging needs both as far aseducation and information use areconcerned. As teaching andresearch methods are changing,particularly in relation to problembased learning and self-directedapproaches, library andinformation use is also changing.Postgraduate student numberscontinue to increase, leading tomore intensive library andinformation use. Research is agrowing proportion of theuniversity's activity, and isincreasingly carried out in a rangeof colla borative modes withexternal bodies. Library materialscontinue to increase in price at arate faster than general inflation.The growth of electronic networksand the Library's activeparticipation in these providefurther challenges but also theopportunity to meet some of the

challenges raised byenvironmental changes.

While a university library still acts,and will continue to act, as aninformation storehouse andprovides for the everyday needs ofstudents and teachers, it must alsorespond to its researchers'increasing demands for resourcesoutside the library. Clients need aninformation service that allowsthem to navigate local andremote computer systems,catalogues and files with minimumeffort and maximum effect, and toobtain with ease the resourcesidentified.

The library is no longer simply aphysical place with a largecollection of printed material but aclient driven service which is agateway to information delivery,preferably to the individual'sworkstation.

To help determine future directions,early in 1994 a Review of all Libraryactivities was commissioned froman outside consultant. Theextensive report by Margaret Traskcontains numerousrecommendations which werecirculated for consideration to thePro-Vice-Chancellor (AcademicServices), the Library Comrrlittee ofthe Acaderrlic Board a nd otherswithin the University, as well aswithin the Library itself.

The Trask Report is by no mea ns ablueprint of intended actions, buthas provided an extremelyvaluable background documentwhich will be consulted by thelibrary as we take up issues inresponse to the changingenvironment.

Concurrent with the Review, theLibrary's mission was redefined,and work began on a revisedStrategic Plan, to express newdirections.

Detailed work was also undertakenin completing first the specificationand then assessing tenders for anew integrated state-of-the-artautomated library system which isexpected to be operational during1995. When installed, the newsystem will provide new highquality services in the local contextand fast, easy access to nationaland international sources ofinformation. Teaching andlearning, research, andadministration and managementwill all be enhanced along withthe University's reputation forexcellence.

Throughout the year muchattention was focussed on our vita Ihuman resources, particularly onstaff consultative anddevelopment procedures toreassure our 270 staff a bout theirimportant role in shaping andimplementing the future. For thefirst time, senior staff participated ina two day retreat where broaddirections and key activities for thenext two years were the majorissues addressed.

There has a Iso been a concertedmove towards encouraging agreater sense of team work acrossthe various branches and sectionswithin the library. As part of thiseffort, staff team building sessionswere conducted during the yearand will be built on during 1995 toensure staff have the knowledge,skills and attitudes to carry theLibrary forward to effectiveinformation service delivery.

Janine SchmidtUNIVERSITY LIBRARIAN

Overview

ORGANISATION AND ADMINISTRATION

Cooperative Activities

The University of QueenslandLibrary is organised as a complexof fourteen branch librariesincluding five situated outside theSt Lucia campus. Three Brancheswithin teaching hospitals serveboth the academic programmesand the clinical work within thosehospitals. Purchasing andprocessing of library materia Is andlibrary automated systems supportare centralised and report throughthe Associate Librarian, TechnicalServices a nd Systems.

The Library reports through and isfunded through the Pro-Vice-Chancellor, Academic Services.The primary formal link betweenthe Library and the academiccommunity is the LibraryCommittee of Acodemic Board.The terms of reference of thiscommittee and its 1994membership are set out inAppendix 1. There are alsoadvisory committees for mostBranch Libraries, on which theDepartments served by the Branchare represented. In the case of thejointly run Hospital Libraries, thecommittees have Hospitalrepresentatives and havemanagerial oversight.

The University Librarian isrepresented on the AcademicBoard, on Faculty Boards and onother relevant Universitycommittees.

The framework of cooperative andcollaborative interaction withinwhich the Library operates is asignificant aspect of itsorganisational setting.

Libraries rely on a level ofinterdependence to fulfil theirclients' needs, and as a majorresearch library within Australia, theLibrary has an important role onthe national scene. Ata basiclevel, it contributes data to theNational Bibliographic Database,the library's catalogue is availablevia the Internet, and the Libraryparticipates in the nationallycoordinated interlibrary loansnetwork.

At an organisational level, theLibrary continues to be a memberof several forums to facilitatecoordination of library activitiesregionally and nationally: theCommittee of Australian UniversityLibraries (CAUL), the AustralianCouncil of Library and InformationServices (ACLlS) and QueenslandUniversity Libraries Office ofCooperation (QULOC).

The University Librarian is ex officioa member of QULOC and theQueensland State Committee ofACLIS. As well, these twoorganisations have some ten sub-committees and working partiesbetween them, on which theLibrary is represented. Theaggregate commitment of time by

the Library to these activities istherefore considerable, and needsmonitoring to ensure it is time wellspent. Various disparities in goalsbetween the members of thesebodies, reflecting disparities of sizeand of parent organisations, meanthat collaborative activity needs tobe defined with care. The mostsignificant cooperative regionalventure in 1994 was the successfulbid for ARC Mechanism C fundingto develop electronic documentdelivery. This is described in moredetail elsewhere in this report.

CAUL has in recent yearstransformed from a body primarilyaimed at exchange of informationand ideas to a body with apolitical presence representingUniversity Libraries collectively ingovernmental and other circlesand having a well definedprogramme of activity.

National access to the CurrentContents databases for Universitycommunities, arranged by CAUL asa trial in 1993, was continued in1994. Arrangements forcontinuation to 1995 had beenmade by the-end of year. TheUniversity of Queensland was oneof the most extensive users of thesedata bases. The success of theCurrents Contents trial led to CAULnegotiating national licences to arange of other databases - withOCLC Inc for its FirstSearch service,and with the U.S. Research LibrariesGroup (RLG) for access to some oftheir databases.

A concept that has developedover recent years within ACLIS isthat of the Distributed NationalCollection - the aggregate ofaccessible collections withinAustralia. The concept is intendedto encourage the development offormal agreements betweenLibraries to retain a good spread ofmaterial within Australia in specificdisciplines. A start was made in1994 to organise a formalagreement on retention ofholdings between major medicallibraries.

Staffing

Motivated and trained staff,deployed appropriately areessential for the Library to fulfil itsrole. This sentiment is reflected inthe Library's third goal: Ensure thatlibrary staff are empowered andcan interact closely withacademic programmes.

The Library has not been assisted inworking towards this goal by theongoing and protracted process ofAward Restructuring. In 1994, theUniversity moved further onclassifying staff. The Hay system ofpoints factor job analysis was usedto size all general staff positions.With some 270 staff, the task for theLibrary was extremely time-consuming, for all levels of Librarymanagement. Results from theprocess needed a moderationprocess by University managementto address a range of anomalies.The final outcomes were notreadily accepted by staff, and alarge scale appeals process wascommenced, which promised to

further draw the process out wellinto 1995.

The Trask report had identifiedimbalances in staffing levels as anissue for the Library. Addressingthese is very difficult with anincorrlplete classification structureand completion of theclassification process is somethingvery much to be looked forwardto.

Communication with staff is alwaysimportant, and in a time of changethe n10re so. Efforts were made tokeep staff abreast of issues. Aseries of meetings of all Library staffwas held during the year, at whichthe University Librarian addressedstaff regarding the Library Review,informing staff of the issues andproviding scope for questions andfeedback. To allow for the rostersand geographic distribution ofstaft and for the size of the staffbody, any individual session had tobe repeated three, sometimes fourtimes. Increased importance wasalso placed on the Library staffnewsletter, and Section Headswere enjoined to contributeregularly to this with news of theiractivities. At an informal level,regular information exchangemeetings organised by and 'forlibrarians to enhancecommunication, collaboration andcooperation were introduced.

The Library continues to makeextensive use of part time andcasual appointments to best meetfluctuating service demands.Internal secondments and changeof hours for part time staff werealso used to fill temporaryvacancies that occurred

throughout the year. This flexibilityin staff deployment gives staffopportunities and some variety, butgenerates a considera bleadministrative load.

A number of staff were secondedto other libraries under the QULOCstaff secondment scheme. Thisbenefits the Library as staff areprovided with opportunities todevelop new skills at higher levelsand also to experience otherlibrary work environments andcultures.

Two staff returning to work afterextensive sick leave were placedon long-term graded workprogrammes devised inconsultation with the RehabilitationAdviser from the University's Healthand Safety Unit. This has obviousbenefits for the library and alsoassists employees in their recoveryprocesses.

Staff continued to haveopportu nities to attend trainingand development programsthroughout the year.

Management and supervisory skillsdevelopment were en1phasised,along with information technologycourses to help staff update skills inthis rapidly changing area. Asusual, several senior staff weresupported in attending several ofthe excellent series ofmanagement training workshopspresented by AlMA. Staff alsowere encouraged to expandprofessiona I knowledge throughconference and seminarparticipation.

During 1994 some 220 individualattendances at seminars,conferences, workshops etcoutside the Library were supported,a sirnilar level to previous years.Amongst the more significantconferences for which attendancewas supported were - theCanadian Library Associationconference, the Map CircleConference, the Australian LawTeachers Association conference,Online/CD-ROM '94 in the UnitedStates, and the joint ALiA/NZLlAConference in Wellington.

As part of the library's commitmentto fostering excellence in teaching,learning and research at theUniversity, some staff attended thefirst annual Teaching and Learningconference organised by theTertiary Education Institute.

Expenditure on training anddevelopment was similar in realterms to recent years - directsupport for travel and conferencefees came to approximately$35,000. Heavy workloads weresuggested as an inhibiting factor inattendance at activities. Asongoing training to keep staff ableto meet changing client needs isvital, priorities will need to bereappraised by staff and theirsu pervisors.

A series of consu Itative sessionswith staff helped foster a strongcommitment to developing agreater team approach toproblem solving within a moreunified library service. Staff showeda strong sense of professionalism intheir willingness and abilities tomove temporarily to otherbranches and departments to

assist with peak periods ofdemand.

The library continued to providefield work placement opportunitiesfor students completing librarianand library technicianqualifications and school studentson work experience progra ms.

Budget

In 1994 the University Librarybudget was in the order of $A 17.3million. There was an increase ofsome $800,000 in the operatinggrant, most of which was spent onnew materials. Although fundingfor serial subscriptions increased indollar terms, in real terms there wasa substantial cut.

The funding increase for materialsresulted in this share of the 1994budget being 38.2 per cent,compared with 35.4 per cent in thepreceding year. The staffingcomponent of the budgetdropped one per cent to 53.6 percent, but remained comparablewith the national average for alarge university.

In addition to the operating grant,the Library was successful inattracting over $900,000 from avariety of sources - CAU L, theEvaluations and InvestigationsProgramme, the University's firstround quality funds and theUniversity's Action LearningPrograrnme. In many cases, theLibrary was acnng in partnershipwith acadenlic departments orother bodies. Included in theabove is a $300,000 ARC

Mechanism C grant for adocument delivery developmentproject to be undertaken jointlywith the libraries of Griffith Universityand QUT, which was approved in1994 but the monies for whichwere not available until 1995.

The grants were to fundinfrastructure and projects, as theaccompanying table illustrates.

List of grants received

Title Funding Body Depts. Involved MoniesReceived

Regional Document Delivery ARC Research Infrastructure UQ, GU, QUT Libraries $300,000Service

Im,age of a Service UQ Action Learning Program UQ Library $15,000Department

Information Skills for UQ Action Learning Program UQ Library, $20,000Postgraduate students in Biological SciencesBiological Sciences

Research Information Skills in UQ Action Learning Program UQ Library, Education $20,000Education

Networking for Support Staff UQ Action Learning Program UQ Library, $18,000Science Faculty

Communication in Large UQ Action Learning Program UQ Library, $13,000Classes Phys & Pharmacol

Architecture Image UQ Action Learning Program UQ Library, $21,250Database Architecture

Information Skills for Higher UQ Quality UQ Library, $55,000Degree Students P.G. Studies

Performance Measures for UQ Quality UQ Library $20,000Information TechnologyTraining Programmes

Japan Foundation Library UQ Library, $8,500 inProgram Asian Languages materials

Networking of Science UQ Quality UQ Library $50,000Citation Index

Multimedia Facility UQ Quality UQ Library, $80,000Prentice, T.E.1.

Electronic Research Library & UQ Quality UQ Library $400,000Business Periodical Ondisc

Facilities

Although there has been somerefurbishment and new librarybuilding work in the last severalyears, many of the Library'sbuildings, including the two largeones serving the Humanities andSocial Sciences, are now showingtheir age. They also lack thelayout and facilities needed tomeet contemporary client needs.Remedying this will be a majorfocus of development for theLibrary.

Some improvements to buildinginfrastructure were achievedduring the year. 1994 sawcompletion of Stage 1 of thereorganisation of the ground floorof the Undergraduate Libraryresulting in improved efficiencyand client service. New signagealso was introduced in the Duhigbuilding which houses theUndergraduate Library as well assome other library services.

The Architecture/Music Library wasextended to take in an adjoininglecture room. This went a smallway to relieving the critical spaceshortage in that Library. Thephotocopiers were relocatedwhich resulted in someimprovement in tattle tape gateperformance.

New stacks were installed in theLaw Library to provide for anestimated 10 years' growth inperiodicals.

Minor cha nges to the floor layoutplan of the Biological SciencesLibrary provided accornmodationfor a computerised Inter LibraryLoans system and improved theseminar room for teaching.

Significant improvements to thelayout of the Gatton CollegeLibrary circulation desk andreading area were cornpleted.Better access for disabled peoplewas provided.

Donated fu nds were used to partlyaircondition the work area inGeology Library.

A Warehouse\Book Repository wasapproved in the University's CapitalManagement plan. This repositoryis intended ultimately to house theLibrary's store of less used material,which is currently spread acrossseveral stores, including anenvironmentally unsatisfactory off-campus warehouse.

Photocopying

Photocopying services are animportant and heavily used facilityin the Library. No developmentsoccurred in the outsourcedfacilities management contractwhich the Library has forphotocopying.

A purpose-built photocopyingroom was established at GattonCollege Library and new machinesinstalled.

CLIENT SERVICES

The library clientele

The library serves a primary clientbase of some 21,000undergraduate students, 4,000postgraduate students and 3,500staff of the University, plus staff ofbodies with which the Universityhas formal links, such asCooperative Research Centres.Postgraduate enrolments areincreasing as a proportion of totalstudent enrolment. In 1991, higherdegree students comprised 13% ofenrolments (head count); thisproportion has grown by 1% perannum to its 1994 level of 16%. Ahigh proportion of the Universitypopulation are user? of the Library,at least as measured bymonograph loans. The clinical andin some cases nursing staff ofhospitals with jointly fundedlibraries form part of the primaryclientele of those libraries. TheLibrary also has a wide rangingclientele in addition to its primaryclientele - for example, staff andpost graduate students fromUniversities where the Library hasreciprocal borrowing agreements,staff and post-graduate studentsfrom other Universities through theAustralian inter-library loan system,and direct special agreementswith some institutions. The Library isalso open to the general public,where this does not interfere withservice to students and staff.Borrowing privileges are availablefor subscription. The proportion ofloans to other than primaryclientele is not great (under 5%),

but overall use of the Library bynon primary clientele is reportedby staff as significant, thoughstatistics are not available.

ConsuItancies

In 1994, the Library expanded itsperception of its client base toinclude the University'sadministrative units. Many of theseunits have collections of materialsto support their information needs,and the Library commencedoffering consultancy services toadvise on appropriate organisationof these collections.

Research and development

1994 saw the start of a major effortto involve the Library in researchand development activities, oftenin collaboration with academicdepartments, or external agencies.The purpose of this was to get abetter client focus in the Library'sintroduction of new services. It alsowas a means of accessing fundsoutside the Library's allocation fromthe Operating Grant to experimentwith and develop new orimproved services.

The most significant project to befunded, in monetary terms, was aproject to develop digitaldocument delivery mechanismsbetween Brisbane based UniversityLibraries. This project was

submitted jointly with two otheruniversity libraries, and is funded byan ARC Research Infrastructuregrant. It seeks to developmechanisms for transmittingdocument images electronicallyacross the Internet, thus improvingdelivery of documents requestedon interlibrary loan betweenUniversities. ~

Information skills trainingdevelopment

Several of the research anddevelopment projects which wereundertaken or commenced during1994 were aimed at assessingstudent information skills,developing programmes toenhance those skills anddeveloping performancemeasures to assess theprogrammes. The Library needs totake an active role in ensuring thatstudents are able to keep abreastof the rapidly changinginformation environ ment.Research projects undertaken withpartners in relevant academicdepartments proved to be asuccessful mechanism forpromoting change within theLibrary itself, and in projectingawareness of the Library'schanging role within the Universitycommunity.

Communication strategyproject

One project sought to developcommunication strategiesbetween the Library and thestudent body. It was fu ndedthrough and carried out under theauspices of the University's ActionPlanning Programme by a projectteam of senior Library staff andpostgraduate students. As part ofthe background work towardsdeveloping the strategy, a largesca Ie survey of student attitudes tothe Library was undertaken. Thisdata, as well as informing theproject tea m, will provide abaseline of information forassessing attitudinal trends.

Communication

Complementary to the researchprojects, was an increasedinvolvement with the academiccommunity in interpreting theLibrary to the students, and incommunicating with it.

Orientation Week activities were'rethought by a working partyinvolving all st. Lucia BranchLibraries, and a wider rangingOrientation programme wasintroduced. A trial specialOrientation programme for Halls ofResidence was undertaken withEmmanuel College. It proved veryworthwhile and will be extended infuture years.

The working party also designed anexhibition for University Open Day,and this display was also adoptedfor a Library Week display later inthe year.

Signage was reviewed, and it wasdecided to adopt new standards.These were commenced inUndergraduate Library and GattonLibrary, and were well received.

Suggestion boxes were alsointroduced in several Branches.There had been some scep·~icismas to the utility of such acommunication link. However,they were well used by the studentcommunity, and form a valuedsource of information on clientviews of the Library. It is planned tointroduce them in all the Library'sBranches.

In addition to the large surveymentioned earlier, a number ofother specific surveys wereundertaken.

At Princess Alexandra HospitalLibrary an evaluation of clientsatisfaction with the online searchservice highlighted the real valueof library research to patient care.The survey revealedoverwhelmingly that informationwas of clinical value, and in manyinstances, changed clinicalpractice.

At Herston Medical Library, asurvey com menced in late 1993was analysed, arid used to informcollection development andConspectus work.

Physical Sciences and EngineeringLibrary clients were also surveyed,to inform information skills courseplanning.

Information skills classes

Significant effort was put into theintrod uction of more informationskills classes in a wide range ofdisciplines, in addition to thealready mentioned research anddevelopment projects. This workdirectly su pports the Library's firstgoal enable student, staff andresearchers to locate relevantinformation effectively .... Whilstthe Library has always sought toconduct "reader education"classes to help clients use itscollections effectively, thearticulation of this goal syrrlbolisesa shift in the Library's service modelfrom being centred around thecollections to being centredaround the clients. The Library seesitself as being an active agent inimparting skills to its clients forseeking information they need.

This change in emphasis wasfurther symbolised by changing thename of the "Reader EducationCommittee" to the "Teaching andLearning Committee".

Some illustrative examples of theincreased scope of activity inresearching and learning are

classes given by CentralLibrary staff rose to 187classes with 2,409 attendeesfrom 94 classes with 1,347attendees in 1993

"navigating the internet"classes were introduced, togive clients anunderstanding of how toaccess information sourceson the Internet; 'theseproved very popular andwere heavily subscribed. It isplanned to increase these inscope in 1995

Law Library extended thework commenced in 1993 inpresenting the LegalResearch and Writingcomponent of a first yearLaw subject. There wereseven modules, with fifteenclasses for each. Six of themodules were Librarybased.

An impediment to the expansion ofinformation skills classes isinadequate facilities. Spaceconstraints and design rigiditieshamper the development ofelectronica Ily-based services. Amakeshift workstation facility wasintroduced to Law Library, toenable classes to proceed, butimprovement to facilities across theLibrary system will need to be afocus of development for 1995.

Off-air recording

In support of the goal of providingto customers in a timely mannerrelevant sources of information. ..the Library has long had a welldeveloped, within copyright lawprovisions, off air recording service.A new agreement with theAudiovisual Copyright Society,commencing at the start of 1994,

eliminated much time consumingrecord-keeping, and resulted in asaving to the Library of about$30,000 for the year. An averageof 70-80 radio a nd televisionprograms were recorded weekly.A total of 3,940 off-air recordingswere made from television (cf3,651 in 1993) and 1,807 from radio(cf 1756 in 1993).

Multi-Media

Two multimedia workstationssupported by about 50programmes were in'troduced inLibrary Audiovisual Services. Thiswas done in close consultationwith academic departments, tounderstand their particularsoftware needs for teaching andlearning. It also formed part ofplanning for a Multimedia Facility,a joint initiative with the PrenticeCentre and 'the Tertiary Educa'tionCen'tre, which is expected to beoperational in 1995. Theestablishment of this Centre isbeing made possible through agrant of $80,000 from QualityFunds, together with a specialallocation of $250,000 fromAcademic Services funds. It willprovide state of the art trainingand workshop facilities inmultimedia, and will be housedwithin the Library AudioVisualServices area and operated on aday to day basis by that unit.

Support for Problem BasedLearning

Problem based learning isincreasingly being considered bythe academic community. Thispromises to have significantimplications for library service andit is important that Library staff beinvolved in the early stages ofplanning for such learningmethods.

lhe introduction of problem-basedlearning for dentistry students hashad a major impact on thedemands placed on the DentistryLibrary. By 1994 half of all dentalstudents were involved in PBL witha dramatic increase in demand fordental library services.

Planning for problem basedlearning also occurred for a newcommon first year subject for theEngineering Faculty. The PrincipalLibrarian of the Physical Sciencesand Engineering Library wasinvolved in a working party to planfor this subject, and work bookswere prepared to support thesubject in anticipation of itsintroduction in 1995.

Lending

The a utomated loa ns system wasextended to Gatton a nd to LibraryAudioVisual Services at the start of1994, which completed itsintroduction to all relevant areas ofthe Library. With Gatton holdingsappearing on OPAC terminals, StLucia campus students began toborrow material from this branch.

With the growth in post-graduatestudent numbers, the proportion ofloans to postgraduates throughCentral Lending Servicescontinued to increase. There wasalso an increased demand forimproved facilities. Researchstudents' use of study carrels washigh, with numerous requests forsoundproofed carrels to eliminatedistractions caused by otherclients' laptop computers.

Catalogue access

Some refinements were made tothe catalog ue access software,notably a spelling thesaurus andthe ability to conduct searcheswhich resulted in more than 8000items retrieved. Further work willnot be carried out, given theplanned replacement of thesystem by 1996.

Medline access

At Herston Medical Library, a newworkstation running Medline CD+(Ovid) was installed, providinghospital and academic staff aswell as library staff with access to afast, efficient and very user-friendlyversion. This enabled SelectiveDisserrlination of Informationservices to be"offered for the firsttime. The Library also enteredholdings messages for the entireUQL against the Ovid and theSilverplatter Medline files, enablingclients to see which retrievedcitations were held locally.

Document delivery

The University of Queensland hasalways had an active service inextending its own collection bydocument delivery: from 1981onwards, it has made moreinterlibrary loan requests than anyother Australian university library inevery year except 1986.

Nevertheless, in 1994, a newemphasis on document deliverycompared to ownership saw thebudgetting as a tria I of $192530 oflibrary materials funds to assist inthe payment of photocopies ofarticles obtained on inter-libraryloan. (The trial commenced in

.May, and actual expenditure in1994 was $92262; it is planned tocontinue the trial in 1995).

This trial was occasioned by thegrowth of commercial and serrli-corrlmercial document supplyservices which offer more rapiddelivery though at a greater costthan traditional interlibrary loans.

The trial was intended to test thedemand for and quality of suchservices.

Requests for inter-lIbrary loans wentup during the year. This is notnecessarily related to the trial,though this did boost use to someextent. Rather, it is indicative of thegrowth in post-graduate andresearch work, and also reflectsthe increased awareness ofmaterial through the morepowerful searching available onCDRom and other digitaldatabases. The tria I did heig htenservice expectations by clients,

however, which had "the effect ofcreating some problems whendocuments were not availablethrough the rapid sources ofsupply.

Gatton College Library reported a50 per cent increase in interlibraryloans. This was largely attributableto increased postgraduateenrol ments.

The Biological Sciences Libraryreported a 40 per cent increase ininterlIbrary loan requests during1994, reflecting the activities of itsvery active research corrlmunity.

Central Library reported a 9.5%increase in requests.

Networked services

Provision of access to digitalinformation resources from workstations within the various Branchesof the Library and from desk tops inoffices and homes is a major thrustof the Library's programme ofdevelopment and considerableprogress was made in 1994 in thisregard.

The Library had a file server for itscommunication network, whichalso served needs of clientsaccessing databases connectedto the server. A second file serverwas introduced in 1994, dedicatedto the networking of databases.This allowed better client servicethroug h separation of networkedservices for staff from those for theclients. During the year, thenumber of CDRom drives attachedto the second server increased to

42, the hard disk space increasedto 7.1 Gbytes, and the memoryincreased to 64 Mbytes.

Access was provided to thedatabases for Macintosh users inthose cases where Macintoshretrieval software was available.

Some high use databases, such asMedline, were copied to hard disk,to provide a faster and morereliable service. As the cost ofmagnetic disks decreases, moredatabases will be copied to harddisk.

At the beginning of the year,access to networked databaseswas limited to library branches onthe St. Lucia campus. During theyear this access was extended tothe Library on the Gatton campusand to the Herston Medical Libraryand the library at the PrincessAlexandra Hospital Library. Lack ofnetwork connectivity to the MaterHospital library and the DentalSchool library prevented theextension of this service to theselibraries.

Approximately 120 staff attendeda series of seminars fordepartmental technical supportstaff to assist in accessing thedatabases. Each seminar dealtwith a different procedure foraccessing the databases - forthose departments with a Novellfileserver, or Dos/ Windows orMacintosh workstations connectedto the network. Support wasprovided in conjunction with stafffrom the Prentice Centre on anongoing basis to departmenta Iliaison staff.

Testing was undertaken of dial-inaccess to the database server.Users were able to telnet to aworkstation, login to the fileservera nd search the networkeddatabases. Data displayed on thescreen was passed back to theusers terminal or workstation. Thismethod of access proved usefu Ifor those users who were notnetworked or who required dialinaccess to the databases. It wasalso useful for Macintosh users whowish to search databases for whichthere was only DOS retrievalsoftware.

COLLECTION DEVELOPMENT

The goal of primary importance tocollection development is: Provideto customers in a timely mannerrelevant sources of information forteaching and research from ourown collection and by links tosources outside the library.

All other goals are affected by theLibrary's collecting, but this is itsfocus.

The framework for collection. development is increasinglycomplex as digitisation of dataallows a wider range of possiblemodes of collecting and requiresmany more issues to beconsidered in allowing access tothe data - where to house thedata, whether and how tonetwork, possible collaborativeforms of licensing (eg with otheruniversity libraries).

As well, purchase on demand ofless used material is renderedmore attractive through thepossibilities afforded by remoteaccess to databases and digitaltransmission of documents, anattraction accentuated by theongoing escalation in serial prices.These twin pressures led to a majorserials cancellation project in 1994,of $500,000 worth of subscriptions,undertaken across all Branches inproportion to the serialsexpenditure for each Branch, withspecific titles to be cancelledbeing decided with assistancefrom the academic community.As already noted, some $200,000

of the resultant savings wereallocated to a document deliverytrial. The vast majority, however, ofthe allocation for library materialsremains on purchases for localstorage and access, and thissituation will prevail for theforeseeable near future.

Allocation of funds

Funds for library materialscontinued to be allocatedaccording to formulae which haveapplied in the past. These assignabout half the funds allocated tomonographs to AcademicDepartments accordirrg to aformula which has a range offactors. The formula has not beenreviewed for many years andquestions arose during the year asto whether it still reflects relativeneeds appropriately. A review wasforeshadowed for 1995.

Digital resources

The Library extended its CD-Romabstracts and indexes significantlyin number, and, throughnetworking licences, improvedease of access within libraries andfrom academic departments. Bythe end of the year 28 CDRombases were in the process of beingnetworked, some themselvesmade up of a cluster.of related

bases (e.g. Austrom, a group ofAustralian bases in the socialsciences and humanities). Theresult is likely to be a greaterexploitation both of the Library'sown collection (particularly serials)and of resources elsewhere. Thisextension of the CDRom collectionwas largely funded from ResearchInfrastructure Fu nds.

Conspectus

During the year the Library sentworksheets to the National Libraryof Australia for entry into thenational programme of collectionassessment by the Conspectusmethod. Worksheets for 24 subjectdivisions were submitted: only aform division, Cartography, has notbeen done. The Library is thelargest university collection to havesubmitted data for so manysubjects.

Collection Development Policydocument

The Library commenced toprepare a written collectiondevelopment policy. Progress onthis varied across the Library, withsignificant advances being madein Medical Sciences and PhysicalSciences and Engineering

Donors

The Library continued to receivegenerous su pport from varioussections of the communityincluding the medical and dentalprofessions.

A large range of donations fromindividuals and organisations wasreceived. Donations ofconference proceedings fromorganisers or participants areparticularly helpful, as these areless easily acquired than titles fromstandard publishers. The short list ofdonors which follows is onlyrepresentative of a much longerlist.

Aboriginal and Torres Strait IslanderCommission

36 regional maps and keylist.

Commonwealth Commission ofInquiry into the Shoalwater BayArea reports.

Deutsche ForschungsgemeinschaftGerman monographs onBiblical and related studies,and the continuing setLexikon fur Theologie undKirche.

Professor David Effeneyrevised edition of Wylie'sAtlas of vascular surgery.

Ms. Amanda Evans, MermaidWaters

microfilms of documentsfrom the papers of GeneralDouglas Macarthur.

The late Penelope HallApollonius Rhodius,Argonauticon (1574), andother early printed books.

Professor Colin HughesDavid Butler & AustinRanney, Referendumsaround the world.

Kashmiri students of GattonCollege

books a bout Kash mir.

Dr. Robert BoughenAustralian organ music, bothscores and soundrecordings.

. Dr. David Lake, Department ofEnglish

early volumes of sciencefiction studies.

Mathematics Students I Societyextra copies of four heavilyused monographs.

Mr. Dan O'Donnell, Staffordhistorical and biographicalworks concerningQueensland

SEQ2001 Regional Resource UnitThe regional framework forgrowth management inSouth East Queensland.

Mrs. Mary SpencerJennifer Waelti-Walters,Michel Butor.

Dr. Conrad Young, JamboreeHeights

serial volumes from theAcademia Sinica.

ACQUISITIONS AND CATALOGUING

The Acquisitions and CataloguingSections of the Library link peoplewith information through their rolesof procuring, processing andproviding bibliographic access tothe Library's collections.

Traditionally "backroom" activities,these Sections are given a directclient liaison role in someorganisational models, in keepingwith the phIlosophy of a clientbased service approach. Whilstsuch organisational models are notpart of the Library's currentplanning, some efforts were madeto provide more direct clientinteraction.

The Cataloguing Section workeddirectly with clients on a ra nge ofconsultative work - for the Buildingsand Grounds Division, the Coursesand Careers Unit, and the ArtHistory Department. Consu Itationsvaried widely from fullydocumented and costedrecommendations to informaldiscussions. Apart from extendingthe professional service of librariansinto a new client area, the projectswere an important exercise inestablishing good relations withcolleagues in other parts of theuniversity.

Staff from both Sections undertookvoluntary rosters through much offirst semester to assist Library clientsin use of the catalogue. Thisassistance gave the staff a firsthand sense of client perspectives

and understanding of thecatalogue, and also gave muchwelcomed assistance to the clientservice staff.

An important objective of theAcquisitions section is the orderlyexpenditure of the allocation forlibrary materials. Several factorsmilitated against this objectivebeing achieved in 1994. The primeone was a swing in the exchangerate which resulted in serialsexpenditure being significantlybelow expectation. Orderingagainst monograph funds was alsobehind target throughout much ofthe year. Consequently, asignificant proportion of the fundswas committed late in the year,and the materials ordered werenot received a nd paid for by theend of the year. Whilst the under-expenditure is able to be carriedforward, new monitoringprocedures were planned for 1995 .to address this matter.

The two Sections carried out anumber of significant projects inaddition to their prime role.

The serials cancellation projectimpacted heavily on them, inparticular on the Acquisitionsseci"ion.

The cessation of operation of amajor serials supplier - the UScompany Faxon - necessitated thetransfer of some 5,000 subscriptionsto alternative suppliers. The flow ofserials ordering and processing

throug h the two sections wasreviewed and streamlined. Ateam based approach adopted incarrying this out worked well, qndwill be looked to as a model ih;future similar projects.

APPENDIX 1

Library Committee of Academic Board - Terms of Reference and Membership(1994 Memberships shown in parentheses)

Terms of Reference

1. advise the University Librarian on the Library requirements of the University.

2. consider and advise on the rules and regulations relating to the use of theLibrary.

3. consider and advise on such other matters as the Board, the Vice-Chancellor,the University Librarian or the Secretary and Registrar may refer to it and

4. transmit to the Board a report consisting of the minutes of its meetings whichinvolve recommendations to the Board or matters to which it desires to drawthe attention of the Board.

Membership

President of the Academic Board or nominee (Assoc. Prof. Sappideen)One representative from each Group

Biological Sciences (Assoc. Prof. Ternouth - Chair)Health Sciences (Assoc. Prof. Whitaker)Humanities (Dr. Diamond)Physical Sciences and Engineering (Dr. Gourlay)Social Sciences (Professor Elkins)

Representatives of the Alumni Association who is also a member ofConvocation (Ms. Cribb)

A maximum of two students nominated by the President of the University ofQueensland Union, one of whom shall be a postgraduate student(Ms. Daniel, Ms. Yap).

The Pro-Vice Chancellor (Acadernic Services) (Mr. Fielding)The University Librarian (Mrs. Schmidt)

APPENDIX 2

UNIVERSITY LIBRARY STATISTICS 1992-1994

1994 1993 1992

1 **Library Staff (i.e. Staff employed on 1st April)

Graduate Professional staff 80.91 80.63 76.08

Non Graduates with professional qualifications 2.74 1.74 2.00

Library Assistants 114.17 122.77 112.24

Administrative/Clerical 24.64 25.66 24.77

Library Attendants 39.07 38.07 36.49

Others/Casual equivalent 8.50 8.50 10.14

TOTAL 270.03 277.37 261.72

Distribution of Staff

Administration and Systems 17.63 16.33 16.91

Technical Services 53.40 58.68 54.76

Reader Services (Central Library) 68.12 67.86 64.20

Reader Services (Branches) 126.88 129.50 121.00

Other 4.00 5.00 4.85

2 Services

Items Lent

Central Library 348,715 339,123 354,422

Branch Libraries # 1,026,457 994,672 1,022,671

Items Lent to Libraries Outside Univ 18,144 *20,738 21,329

Iterns Borrowed from Libraries 22,222 19,973 19,246Outside QU

On-line Information Searches Made 623 1,045 1,414

Reader Education Classes Held 831 516 475

Normal hours of opening per week 78.5 78.5 78.5(Central) during academic year

** Figures include temporary staff employed on Special Projects

# Includes all Reserve Collection lending whether extra-mural or not. (Total of 158,237 ReserveCollection loans in 1992, 166,430 in 1993 and 180,698 in 1994).

* Excludes 11,200 loans made by other Library Couriers.

All figures include Gatton unless noted othenvise

1994 1993 1992

Audio-Visual Materials

New Titles added 1,527 1,492 1,733

Titles deleted 136 60 178

Holdings - Audio recordings 27,119 26,636 26,142

Films 643 649 639

Film Strips 368 368 371

Maps (Pieces) 41,810 38,296 29,976

Microcomputer software 653 486 381(Floppy disks)

Slide Sets 1,286 1,268 1,221

Video tapes 9,210 8,204 7,032

Production - Audiotapes recorded 1,807 1,756 1,644

Videotapes recorded 4,625 4,267 4,017

FIGURES INCLUDE GATTON UNLESS NOTED OTHERWISE

1994 1993 1992

3. Acquisitions

Books #

*New titles by purchase 19,001 22,893 24,128

*New titles by gift 3,974 4,339 3,756

Total volumes catalogued 29,424 39,374 40,360

Total volumes deleted 7,695 2,551 41,852

#*

Includes music scores and UQ thesesFrom 1992 new titles by purchase and new titles by gift record books received but notnecessarily catalogued in the year of receipt.

1994 1993 1992

Periodicals

Total Number of Titles Received 22,280 22,435 22,284

Number of non-duplicate titles received 16,921 *17,033 16,906

Number of new titles received 726 *780 887

Number of titles discontinued 879 *675 722

Total bound volumes added 13,260 16,610 17,696

Total bound volumes deleted 3,647 3,276 2,485

Total bound volumes in library 1,603,195 1,565,896 1,515,739

* Excludes Gatton

Microforms

New monograph titles added 52 64 49

New periodical titles added 11 13 78

Total titles held 26,279 26,226 26,201

* Represented by 56,749 reels, 662,123 fiche/cards.

FIGURES INCLUDE GATTON UNLESS NOTED OTHERWISE

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Financial Statistics for 1992-1994

A. Books and backruns of periodicals 1994 1993 1992

Library Vote (Operating Grant) $1,284,799 $1,351,180 $2,278,348

Research Infrastructure Funds $16,300 $106,825 $93,702

Other Library Funds $49,960 $32,408 $22,841

Bequests and Donations $58,797 $51,963 $44,129

Dept. Research Funds $74,566 $141,218 $83,998

Dept. Maintenance Funds $11,072 $23,074 $8,244

Other Dept. Funds $6,903 $2,880 $7,665

Hospital Boards $11,785 $27,288 $29,483

THRG $26,250

Total Books $1,540,432 $1,736,836 $2,568.410

B. Continuing Subscriptions 1994 . 1993 1992

Library Vote $3,889,872 $4,270,513 $3,631,912

Research Infrastructure Funds $129,880 $52,925 $54,405

Bequests and Donations $9,681 $4,208 $40,156

Other Library Funds $4,714 $8,421 $9,283

Dept. Research Funds $63,779 $29,397 $16,269

Dept. Maintenance Funds $1,640 $1,018 $1,871

Other Dept. Funds $5,357 $9,252 $6,728

Teaching Hospitals Recurrent Grant 0 $26,250 $26,250

Hospital Boards $343,205 $245,271 $193,166

Quality funds $35,642 0 0

Total Continuing Subscriptions $4,483,770 $4.647,255 $3.980,040

C. Audio Visual Materials 1994 1993 1992

Library Vote $58,232 $59,435 $88,862

Research Infrastructure Funds 0 $5,278 $10,071

Bequests and Donations 0 $43 $1,196

Dept. Research Funds $74 $900 $1,655

Dept. Maintenance Funds $3,258 $8,248 $9,413

Other Dept. Funds $4,173 $2,837 $3,190

Other Library Funds $154

Total Audio Visual Materials $65,891 $76,741 $114,387

TOTAL LIBRARY MATERIALS $6,090,093 $6.460,832 $6,662,837

D. Expenditure on Operating Costs

Binding

From Library Vote

From Hospital Boards

Other Funds

Total

Running Costs

From Library Vote

From Hospital Boards

From Other Funds

Total Running Costs

$343,391

$14,878

$358,269

$1,038,754

$18,703

$44,517

$1,101,974

$430,290

$3,850

$8,685

$442;825

$738,646

$17,629

$245,742

$1,002,017

$330,404

$22,220

$8,226

$360,850

$842,824

$12,757

$85,603

$941,184

Total Operating Costs $1,460,243

(Excludes cost recovery services such as photocopying and online searching)

E. Equipment

$1,444,842 $1,302,034

From Library Vote

From Hospital Boards

From other Funds

From Quality Funds

$182,017

$2,968

$154,381

$21,000

$206,525

$1,738

$68,617

$867,813*

$1,023

$111,172

Total Equipment $360,366

* Includes $702,695 towards an integrated library computer system$276,880 $980,008

F. Salaries and Salary Costs 1994 1993 1992

From Library Vote $9,046,505 $8,907,011 $8,479,532

From Hospital Boards $282,673 $240,586 $292,218

From Other Funds $131,595 $77,530 $71,422

Total Salaries and Salary Costs $9,460,773 $9,225,127 $8,843,172

G. Summary of Library Expenditure 1994 1993 1992

Library Materials $6,090,093 $6,460,832 $6,662,837

Operating Costs $1,460,243 $1,444,842 $1,302,034

Equipment $360,366 $276,880 $980,008

Salaries and Salary Costs $9,460,773 $9,225,127 $8,843,172

Total Library Expenditure $17,371,475 $17.407,681 $17,788,051

H. Source of Funds 1994 1993 1992

Commonwealth Government

- Library Budget $15,843,570 $15,963,600 $16,519,695

- Research Infrastructure $146,180 $165,028 $158,178- Research $138,419 $171,515 $101,922

- Teaching Hospitals Recurrent $26,250 $26,250 $26,250

- Departmental Maintenance $15,970 $32,340 $19,528

Other Departmental Funds $16,433 $14,969 $17,583

Hospital Boards $674,212 $536,362 $550,867

Other Libr~ry Funds (including Bequests $510,441 $497,617 $394,028and DonatIOns)

Total $17,371,475 17,407,681 $17,788,051

Library Operating Budget Expenditure as % ofUniversity Operating Budget Expenditure

* Total Library Expenditure as % of TotalUniversity Expenditure (excluding Property, Plantand Equipment)

%6.34

4.77

%6.91

5.25

%7.49

5.60

* From 1992 The University's financial statements were prepared on an accrual basis and this new basis ofaccounting is reflected in the figures provided.

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