Library & Information Services

Annual Report 2011-12

Table of Contents

Page

Highlights2

I.Library Administration3

II.Archives5

III.Bibliographic Services9

IV.Circulation14

V.Collection Services17

VI.Interlibrary Loan27

VII.Reference and Instruction29

Appendix—Library Statistical Summary40

Highlights

The virtual library was dramatically expanded and renovated through a series of initiatives this year:

  • The library website was comprehensively redesigned as part of the new campus website project. The library page continues to be one of the busiest on the campus website, with 175,000 visits annually. The new version has performed exceptionally well in usability tests with students.
  • A library mobile site was created for research on the go. Over the course of the year it was visited 1500 times.
  • ThemySMC portalprovided the platform for the creation of an alternate library homepage, with access to all the same resources as the main site.
  • 60,000 ebooks were added to the library collection via a new purchase on demand program, bringing the library’s total ebook count to over 75,000.
  • Digital archival collectionswere made accessible via the web with support from the Edmundite Southern Missions. This database currently provides access to over 5000 historic images documenting the work of the Southern Missions and the history of the college.
  • Anarchives searchdatabase was added to the website to allow enhanced searching of the Saint Michael’s College and Society of Saint Edmund archives.

The library buildingwas improved with a new entrance, research assistance desk, and study furniture.

Library use was up across the board, with gate count, circulation, interlibrary loan, and research questions all increasing 6-11%, reflecting the impact of the new curriculum.

The information literacy program was restructured to articulate with the new curriculum and provide developmentally tiered instruction throughout a student’s academic career. The program hit all-time highs in both number of sessions and students attending.

Personal librarians were assigned to each First Year Seminar section to help support students with the new research requirement.

The King James Bible turned 400 this year, and the library hosted a commemorative exhibit from the Folger Shakespeare Library. Support for the exhibit and associated programs was provided througha grant from the National Endowment for the Humanities.
I.Library Administration

A.Personnel

John K. Payne, Director of Library and Information Services

Tina M. Ryan, Executive Assistant to the Director

B.Accomplishments in 2011-12

Progress on Goals from 2010-11 Annual Report

Goal: Contribute to implementation of new campus and library website

  • Action: The new campus website went live in May 2012. The new library website provides streamlined access to the resources students need most and has performed extremely well in user testing.

Goal:Create procedures manual for circulation staff

  • Action: Manual under development.

Goal: Plan for implementation of discovery search software in 2012-13

  • Action: Evaluated five different products; selected three for trials in 2013.

Goal:Develop plan for reorganization of library facilities in 2012-13

  • Action: Planning for the renovation of the current History suite into Academic Support Services is ongoing.

Goal:Collect data to assist with evaluation of the new curriculum

  • Action: Provided data to the administration, including gate count, circulation, interlibrary loan, research questions, and online searching. Most indicators of library use increased 6-11% from the previous year, suggesting a significant impact from the new curriculum.

Other Accomplishments

  • Made significant improvements to library facilities, including a new entrance, reference desk, and study furniture.
  • Contributed to creation of mySMC Portal, including a library component.
  • Collaborated with circulation staff to revise student worker sign-up and scheduling process.
  • Worked with representatives from other offices on Break Services Committee to evaluate student needs during academic breaks and holidays and made recommendations to administration.
  • Hosted 2012 Vermont Library Conference.

C.Goals for 2012-13

  • Extend weekend hours on a trial basis.
  • Continue to develop mySMC portal content, including team sites for library staff and student workers.
  • Select vendor and plan for implementation of discovery search software in 2013
  • Work with academic support and facilities staff to plan for renovation of History suite into Academic Support Center in 2013-14.

D.Professional Activities

John Payne

  • Academic Affairs Council
  • Administrative Council
  • Break Services Committee
  • Library and Educational Technology Committee
  • mySMC Portal Implementation Committee
  • Technology Steering Committee
  • Vermont Consortium of Academic Libraries Board
  • Vermont Library Conference Committee
  • Web Advisory Committee

II.Archives & Special Collections

A.Personnel

Elizabeth B. ScottArchivist

Amy BombardAssistant

Br. Tom Berube, SSEVolunteer

Amy continues to work 15-20 hours per week in the Archives. In the fall, Edmundite Brother Tom Berube began volunteering in the Archives. He has been working on both the photograph collection and a database of SSE personnel. SSE Superior General Michael Cronogue has also given Tom permission to work with restricted personnel files that only Liz has had permission to access in the past. The two student workers assigned to the archives work a total of 15 hours a week. We have also continued to benefit from the help of interns. In the spring, AlainaWermers worked with SSE French language materials, providing new finding aids for materials. This summer, Danielle Emmets is working with the ContentDM photo project and assisting with a number of small backlogged projects.

B.Activities

Implement Content DM

The major activity of the year was the implementation of Content DM. Thanks to the generosity of the Edmundite Southern Missions, we purchased the ContentDM digital assets database in June and began to use it in late July. After designing a structure and working up procedures, Liz imported legacy data and began using the database. She then began training others in using the database. In addition to Archives staff, Liz trained Circulation supervisor Karin Eade to add and edit metadata. The entire process is quite time consuming. Scanning photographs is quite time intensive, but providing metadata can also prove challenging, especially when legacy data is suspect. The sheer number of photographs means that this will continue to be a significant activity in the Archives for some time to come.

Implement Archon

In the fall, Liz made the decision to implement a new database for collections. Archon is a free collection management database used by many archives worldwide. Stacey installed the database on the web server, and a search box is available on the new website. Using the search box on the website, users can enter a search term and Archon provides links to collection descriptions and inventories. Patrons can use keywords or utilize our controlled vocabulary. Browsing is also an option, and one can view the hierarchical arrangement. Amy is almost finished entering collection descriptions and inventories for processed collections. We will continue to add collection data, and plan to add accession data beginning in the fall.

Website Redesign
As a part of the College website redesign, Liz redesigned the Archives homepage. In addition to streamlining the site and better describing the contents of the Archives, we have made huge steps in providing collection information through the site. Patrons may now search the Saint Michael's College Digital Archival Collections photographs database or the Archon database to identify specific items or collections. Guides for specific interest areas appear on the main site and more will be forthcoming for important areas of interest. Finally, there is now more graphic content on the site.

Exhibits

King James Bible

While technically not related to the work of the Archives, a significant event of the last year was Liz’s coordination of the King James Bible touring exhibit. After successfully winning the NEH grant, Liz traveled to Washington DC in September. She arranged a series of talks, two of which took place at Saint Michael’s and one, sponsored by UVM Special Collections, at UVM. With the assistance of Laura Crain, she arranged speakers, publicity, and catering for the Saint Michael’s events, working with the PR office, Print Services and the Vermont Ecumenical Council and Bible Society. All of the events were well attended with a nice mix of students, faculty, staff, and community members. In conjunction with the Traveling exhibit, she also put up three exhibits related to the KJB, including one large exhibit featuring rare Bibles from Middlebury and UVM. Despite the success, she will never do any of this again.

Saint Edmund Exhibits

At the request of the College Administration, in November Liz created two exhibits related to Saint Edmund. The library exhibit highlighted some of the library materials related to Saint Edmund. The other exhibit was located on the bulletin board outside the Campus ministry offices and provided a brief overview of the hagiography of Saint Edmund. These exhibits certainly increased the exposure of the campus to Saint Edmund, and hopefully educated the community about Saint Edmund and his legacy

Other Library Exhibits

  • A Moving In exhibit highlighting archival materials related to orientation
  • A Christmas exhibit featuring Christmas cards from the Rev. Gerald Dupont, SSE faculty papers collection. .
  • Portraits of the South. This exhibit highlighted some of the photographs from the Southern Missions taken by Rev. Arthur Rivard, SSE. SMC adjunct photography professor Jordan Douglas used negatives taken by Rev. Arthur Rivard, SSE, to create the prints. The SMC Magazine will use some of these prints in an upcoming issue.

Redesign Archives public space

Thanks to the assistance of Laura Crain and Kristen Hindes, we have made some significant changes to the physical arrangement of the most public spots in the Archives. The entry way is more welcoming and less cluttered, thanks to a simple rearrangement of some furniture and judicious hanging of some items. In late June, a new table arrived for room 128. This room now looks more like the public space it is, with a usable table, a ready reference collection, PC and the multifunction printer/copier.

Acquisitions

The archives did not receive any significant accessions from the college over the past year. We did receive approximately 30 boxes of materials from the Edmundite Southern Missions in Selma. Another significant collection was the acquisition of the Alan Jakubek photograph collection. Jakubek was a local professional photographer who died in 2002. His collection, which is 14 cu. ft., includes many photos taken for the SMC magazine, for a number of New England and outdoor magazines and a number of personal photos.

C.Reference statistics

Reference requires a special comment this year. We saw an approximate 40% increase in reference interactions over the year prior. While we did see a flurry of activity in February directly related to material on the New York Giants (who were playing in the Superbowl), there is not one thing that accounts for the increase. In the coming year we will use ZOHO to collect statistics and better track different patron types and the lengths of the interactions.

Administrative SMC Staff / General / Edmundite / FAH / TOTAL
July / 1 / 4 / 0 / 0 / 5
August / 4 / 1 / 0 / 1 / 6
September / 7 / 2 / 3 / 0 / 12
October / 3 / 6 / 3 / 1 / 13
November / 5 / 5 / 2 / 0 / 12
December / 0 / 1 / 0 / 0 / 1
January / 2 / 5 / 1 / 1 / 9
February / 4 / 4 / 1 / 2 / 11
March / 1 / 5 / 2 / 0 / 8
April / 1 / 0 / 4 / 2 / 7
May / 0 / 5 / 0 / 0 / 5
June / 6 / 8 / 0 / 0 / 14
TOTAL / 34 / 46 / 16 / 7 / 103

D.Goals for 2012-2013

Goal 1 Continue to provide physical and intellectual access to collections

  • Continue to provide excellent reference service
  • Continue to populate the Archon database with both accessions and processed collections.
  • Use the Archon module to create MARC records for processed collections.

Goal 2 Preserve and provide access to non-paper based materials

  • Continue to work scanning photographs and adding items to ContentDM.
  • Explore digitization of SMC yearbooks, student newspaper, and college catalogs.

Goal 3 Develop a collecting plan for archival and manuscript materials

  • Work with Institutional Advancement staff to highlight aspects of the archives
  • Investigate ways to reachout to retiring faculty about donating records

Goal 4 Provide outreach for collections

  • Work with the Alumni and Parent Relations office to continue to refine involvement with Alumni activities
  • Create three in-library exhibits, including an online component to at least one.

E.Professional Activities: Liz Scott

Conferences/Workshops Attended

  • Society of American Archivists Aug. 2011
  • New England Archivists October 2011

Service on Committees

  • Library
  • Public Relations Committee
  • Exhibits Committee
  • Disaster Preparedness Task Force (Chair)
  • College
  • CEPC Library Representative
  • Art Committee
  • Professional
  • Society of American Archivists
  • Membership Committee (Vice Chair)
  • Archivists of Religious Collections Section (Secretary)
  • Community
  • Vermont State Historical Records Advisory Board

III.Bibliographic Services

A.Personnel

  • Associate Director for Systems and Metadata: Stacey Knight
  • Senior Bibliographic Services Specialist / Cataloging: Michele Shea
  • Senior Bibliographic Services Specialist / Periodicals: Bernadette Jones
  • Bibliographic Services Specialist / Cataloging and Periodicals: Sandra Roy

B.Accomplishments and Activities in 2011-12

  1. Systems
  • Launched library mobile site. (Fall 2011)
  • Coordinated with Collection Development the scheduling of online demonstrations from discovery tool vendors. (Winter/Spring 2012)
  • Implemented Google Calendar to maintain library hours on the library’s main site. (Spring 2012)
  • Assisted Collection Development with setting-up electronic invoicing with YBP. (Winter 2012)
  • Voyager online catalog customizations. (ongoing) Significant customizations included:
  • Online form to support the Order on Demand initiative in Acquisitions. (Summer 2012)
  • Drafted initial library page for MySMC portal. (Summer 2012)
  • Customized reports for Collection Development, Circulation, and Reference (ongoing)
  1. Cataloging
  2. Created the new location “CD Collection” and globally changed holding records from “Circulation Desk” location. (Fall 2011)
  3. Created the new location “DVD Collection” and globally changed holding records from “Circulation Desk” location. (Winter 2012)
  4. Assisted with weeding project. (ongoing)
  5. Cleaned up links in online catalog. (ongoing)
  6. Cataloged various gift book collections including a collection of jazz cds. (ongoing)
  7. Cataloged 5,202 books, 496 DVDs, 343 CDs, 52 audiobooks, 21,019 e-books, and 909 online videos.

C.Goals for 2011-12

  1. Systems
  2. Select and implement a discovery tool from Serials Solutions (Summon), Ex Libris (Primo), or EBSCO (Discovery).
  3. Develop 2nd phase of mobile site.
  4. Implement external authorization using Mikenet username and password to access My Account features in Voyager.

2. Cataloging

  • Implement Order On Demand project with Collection Development.
  • Continue documenting cataloging procedures.
  • Keep up-to-date with RDA and new cataloging rules/practices.
  • Investigate authority work in the catalog.
  • Work with interlibrary loan to create WorldCat Local Holdings.

D.Professional Activities

  1. Committees
  • PR Committee (chair: Michele McCaffrey) – Knight
  • Library/IT Committee (chair: Stacey Knight)
  • Electronic Journal Access (chair: Laura Crain) – Jones
  • Library Exhibits (chair: Joyce Stowell) – Jones, Roy
  • Weeding Committee: (chair: Laura Crain) - Shea
  • Periodical Use Study Committee: Jones
  • Web Committee: (chair: Steve Burks) – Knight
  • Datatel Portal Implementation Team – Knight
  1. Conferences and Meetings
  • NELA Conference, Burlington, VT, Sheraton, October 3, 2011: Knight
  • October Conference, Dartmouth Biomedical Libraries – West Lebanon, NH, October 21, 2011: Knight
  • NELIG December meeting – Burlington, VT University of Vermont, December 2, 2011: Knight
  • Vermont Library Association Conference – Colchester, VT, Saint Michael’s College, May 22, 2012: Jones, Knight
  • Knight presented “Going Mobile in Six Minutes” at PechaKucha Session
  • Outreach and Orientation: VTCSL Symposium – Colchester, VT, Saint Michael’s College, June 15, 2012: Knight

APPENDIX I

Bibliographic Services Statistics: 2011/12

Cataloging / FY12 / FY11 / FY10 / FY09 / FY08 / FY07
Bibliographic records exported from OCLC: / 5,942 / 7675 / 9,616 / 8,171 / 7,312 / 7,440
WorldCatPromptCat Records received: / 1,220 / 297
Current holdings added to OCLC: / 5,331 / 6952 / 8,629 / 7,905 / 8,883 / 6,492
Cataloging Searches: / 10,649 / 11,172 / 13,629 / 17,331 / 16,016 / 17,044
Searches per bibliographic record exported: / 1.8 / 1.4 / 1.4 / 2.2 / 2.2 / 2.3
Holdings deleted from OCLC: / 1121 / 698 / 894 / 2,548 / 794 / 361
Original cataloging: / 5 / 3 / 48 / 9 / 9 / 58
Voyager record count / FY12 / FY12 / FY10 / FY09 / FY08 / FY07
Bibliographic: / 259,284 / 233,234 / 226,842 / 214,578 / 210,782* / 229,478**
Holdings: / 275,159 / 248,965 / 243,772 / 231,372 / 227,701* / 246,248**
Item: / 267,244 / 262,743 / 256,409 / 248,620 / 245,807 / 239,388
Serials check-in: / 1,732 / 1,725 / 1,709 / 1,686 / 1,671 / 1,654
Authority: / 153,272 / 153,271 / 153,269 / 153,266 / 153,263 / 153,282
Reserve lists: / 67 / 73 / 43 / 48 / 53 / 49
Patrons: / 1,788 / 1,494 / 1516 / 1456 / 3,286 / 3,564
Operators: / 37 / 38 / 35 / 36 / 39 / 36
Vendors: / 950 / 901 / 868 / 821 / 765 / 709
Funds: / 1,115 / 1,001 / 916 / 905 / 745 / 742

*Decrease due to deletion of 25,920 records for e-journals

** Includes 25,920 records (to be deleted) for e-journals.

Materials inventory / FY12 / FY11 / FY10 / FY09 / FY08 / FY07
Monographs: titles / 196,394 / 192,807 / 174,078 / 167,582 / 165,459 / 165,401
vols. / 223,016 / 218,267 / 213,276 / 207,198 / 205,821 / 199,899
Periodicals: titles / 1,654 / 1,592 / 1,684 / 1,690* / 1,759 / 1,759
vols. / 41,454 / 40,356 / 38,764 / 37,080 / 42,398 / 41,256
Software: titles / 279 / 302 / 194 / 270 / 324 / 312
items / 416 / 451 / 476 / 511 / 587 / 501
E-resources: titles / 38,276 / 17,344 / 17,220 / 12,350 / 10,800 / 10,512
Audiovisual: titles / 8,449 / 7,804 / 7,222 / 6,296 / 6,177 / 5,626
items / 12,396 / 11,335 / 11,284 / 9,953 / 8,340 / 8,243
Microform: titles / 18,999 / 18871 / 18,827 / 18,827 / 18,827 / 18,827
items / 136,337 / 136,209 / 136,209 / 136,209 / 136,209 / 134,209
TOTAL: titles / 264,051 / 238,720 / 219,225 / 207,070 / 203,437 / 202,437
vols/items / 451,895 / 423,962 / 417,229 / 403,301 / 404,155 / 394,620
Reserves: titles / 5,695 / 5, 511 / 5,706 / 5304 / 5,834 / 5,848
items / 7,093 / 7,931 / 8,113 / 7867 / 8,353 / 8,367
Equipment: types / 259 / 154 / 83 / 103 / 75 / 53
items / 752 / 685 / 566 / 521 / 343 / 321
Binding / FY12 / FY11 / FY10 / FY09 / FY08 / FY07
Standard periodicals bind: / 73 / 84 / 110 / 150 / 214 / 393
Advantage periodicals bind: / 0 / 0 / 0 / 0 / 52 / 288
TOTAL periodicals bind: / 73 / 84 / 110 / 150 / 266 / 681
Monographic bind: / 134 / 111 / 264 / 211 / 216 / 168
Current SMC theses bind / 119 / 75 / 62 / 109 / 91 / 67
Retrospective SMC theses bind: / 0 / 0 / 0 / 0 / 0 / 0
Music bind: / 0 / 0 / 0 / 0 / 0 / 0
Archival storage: / 0 / 2 / 2 / 7 / 0 / 0
Faculty/staff items: / 0 / 4 / 7 / 26 / 393

Expenditures:

OCLC Account / FY12 / FY11 / FY10 / FY09 / FY08 / FY07
Credits:
Balance CF / $0 / $842 / -$1,437 / $216 / $69
Annual-in-advance / $20,000 / $24,000 / $25,000 / $25,000 / $25,000 / $25,500
Interest credit / xxx / $122
Extra payments / xxx / xxx / $1,000 / $4,000 / none / none
TOTAL / $20,000 / $24,000 / $26,842 / $27,685 / $25,216 / $25,569
Access to OCLC / $2,978 / $2,899 / $2,899 / $2,899 / $2,892 / $2,899
Cataloging (OCLC) / $6,935 / $7,145 / $7,145 / $6,738 / $6,480 / $6,228
ILL (OCLC) / $7,423 / $8,460 / $8,772 / $10,490 / $9,404 / $9,411
ILL (non-OCLC) / xxx / xxx / xxx / xxx / xxx / xxx
TattleTapes / xxx / $2,685 / $1,561 / $1,554 / $3,015 / $2,371
Catalog Cards / xxx / $1 / $4 / $3 / $0 / $0
Workshops, etc. / xxx / $170 / $0 / $235 / $195 / None
SUBTOTAL / $22,570 / $25,543 / $26,843 / $26,653 / $25,353
TOTAL / 17,336 / $22,570 / $25,543 / $26,843 / $26,653 / $25,353
Balance: CF to next FY / -$2,285* / $1430 / $1,299 / $842 / -$1,437 / $216

*The negative balance results from two FirstSearch subscriptions being paid from the deposit account.

*Lyrasis formerly Nelinet no longer offers OCLC’s cataloging products starting. OCLC bills directly beginning in July 2011, and the library has a direct deposit with OCLC.

FY12 FY11 / FY10 / FY09 / FY08 / FY07
Lyrasis membership fee / $1,210 / $1,210 / $5,072 / $4,924 $4,667 / $4,444
Bindery / FY12 / FY11 / FY10 / FY09 / FY08 / FY07
Bound periodicals / $752 / $867 / $1,139 / $1,477 / $2,811 / $7,007
Book repair / $1,613 / $1,172 / $3,109 / $2,329 / $2,091 / $1,646
Archival storage / 0 / $61 / $26 / $82 / 0 / 0
Faculty/staff items / 123 / $57 / $143 / $302
Thesis shipping / $100 / $55 / 0 / $50
SMC master’s theses / $304 credit / $164 / $65 credit / $151 credit / $89 credit / $134 credit
TOTAL / $2,284 / $4,533 / $4,352 / $4,089 / $4,813 / $8,519

IV.Circulation

A. Personnel

Valerie Carzello, Circulation Services Specialist (12hrs/wk)

Karin Eade, Senior Circulation Services

Kathy Godlewski, Senior Circulation Services Specialist (until 11/2011)

Jillyan James, Circulation Services Specialist (12hrs/wk)