Periodical Use Study

To: Bernard Derr, Chris Yates, Deb Carter Peoples, Carol Hallenbeck, Charlene Howison, Marsha Zavar
cc: Tom Green, Theresa Byrd
From: Carol Holliger
Re: Periodical Use Study, 1999-2000
Date: August 24, 1999

During Fall and Spring semesters of 1999-2000, we will be conducting a study of in-house use of periodicals at Beeghly Library and the branch libraries--Science, Biology, and Music. We are attempting to document actual use of individual periodical titles in order to make more informed decisions should we need to make cancellations in the future. These in-house use statistics will be just one of several factors taken into account if cancellation decisions need to be made. We all know that this is an inexact science. Library users will continue to re-shelve even though we ask them not to do so and some issues may inadvertently be counted twice. Despite the potential for error, I still think it is worth doing.

Beeghly procedures:

1. Beeghly circulation staff will regularly "sweep" the tables and photocopy areas of the first, second, and third floors looking for periodicals which have been left on tables. These periodicals will be brought down to the Circulation Desk and run through "check-in" to make sure that none of them were actually checked out. Circulation staff will then place these periodicals on the shelf labelled "Periodicals" behind the Circulation Desk..

2. Science, Biology, or Music periodicals which have been checked out and returned to Beeghly or used for Interlibrary Loan copying will also be placed in the "Periodicals" shelf behind the Circulation Desk. Circulation staff will no longer place periodicals in the transport boxes in the Mail Room. Every "returned" or "used" periodical will be placed on the "Periodicals" shelf behind the Circulation Desk, and the Serials Manager will be responsible for wanding in the "In-House Use".

3. Periodicals student will desensitize all periodicals on the "Periodicals" shelf each day, place them on a cart, and take them downstairs to the basement reshelving cart. Student will then "sweep" the downstairs tables, carrels, and photocopy area for issues which have been left out. These issues will also be placed on the reshelving cart. Student will use portable bar code reader to record "in-house use" of each print issue and microfilm box on cart. Issues which belong at Science, Biology, or Music will be taken upstairs and placed in the transport boxes in the Mail Room. Student will then alphabetize issues left on the reshelving cart and shelve as usual.

4. Around the 29th of each month, Serials Manager will transfer "in-house" use statistics from portable bar code reader to the Circulation terminal. Those responsible for monthly statistics will need to subtract checked out items from the number of in-house uses in order to get the true in-house figure for the month.

5. At the end of each semester, the Serials Manager will run an alphabetical list of currently received titles with the "in-house" statistic for each title. The number of check-outs for each title will need to be subtracted from the number of "in-house" uses in order to arrive at the actual "in-house" use for each title. A spreadsheet will be created which displays this data in a readable format. This spreadsheet will include titles housed at Beeghly, Biology, Science, and Music.

Science, Biology, and Music procedures:

1. Student or staff will "sweep" tables and photocopy areas regularly, looking for periodicals which have been used, and place them on the reshelving truck. Prior to shelving, the issues should be taken to the CONSORT work station in order to record "in-house use":

Circulation Subsystem

A>Additional Circulation Functions

I> Count In-Library Use

1>Count INTL USE

(wand over bar code of each issue)

<Return> when all done

Q

2. The transported box of periodicals which is delivered twice a week from the Mail Room will already have been "wanded in" for in-house use. They will be "shelf-ready". Please do not wand these in again as this will throw off our statistics considerably.

3. If an issue has no bar code, do not worry about it. We are more interested in our currently received titles anyway.

4. To make a long story short, you will be responsible for recording in-house use of periodicals which you find during your sweep of your particular library. Checked out items which are returned to you at your library can be included in your process of recording "in-house" use on CONSORT, since we will be subtracting the number of circulations from the number of "in-house" uses to arrive at our actual in-house number.

Signage:

1. Marsha will prepare large signs (2 for Beeghly, 1 each for Science, Biology, and Music) which will read as follows:

PERIODICAL USE STUDY IN PROGRESS.
PLEASE DO NOT RESHELVE UNBOUND, BOUND OR
MICROFILM PERIODICALS.

2. Marsha will make labels for the reshelving truck or area in Science, Biology, and Music which

clearly indicate Reshelving Truck or Reshelving Area. (Biology?? Music??)

Time Frame:

We will begin the study at Beeghly on September 1st. Branch libraries may implement the process as soon as they are able. I understand that the first couple weeks at the branches are hectic. If you want to meet with me about this, give me a call at 3252.