Advocacy in academic libraries & collaborative infrastructure of
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Transcript Advocacy in academic libraries & collaborative infrastructure of
Advocacy in academic
libraries & collaborative
infrastructure of library
statistics in Africa
Dr. Elisha Chiware
Director: CPUT Libraries
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Contents
Part 1 – Introduction
Part 2 - Approaches to advocacy
Why advocacy in libraries?
Strategic planning
Collaboration
Policy development
Marketing and promotion
Part 3 - Collaborative statistics database
infrastructure
Building in-house statistics database: CPUT Libraries
Building collective statistics database: CHELSA
Building a continental approach: Africa statistics project
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Part 1 – Introduction:
Why advocacy in libraries?
Advocacy is about saying to decision-makers &
stakeholders that library statistics is:
A base for decision-making and a good marketing tool
A base for analysis of current work & comparison with
previous years
Key in a public relations exercise for the library
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Part 2 - Approaches to advocacy:
Strategic Planning
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Part 2 - Approaches to advocacy:
Collaboration
Surveys
Institutional:
•Information Literacy surveys
Library:
•LIBQUAL Survey ; User satisfaction
survey (In-house); Library space
survey; Staff surveys
Ongoing:
•Exit surveys; Suggestion box
surveys
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Faculty
Information literacy certificate
Programme review manual
Collaboration with Faculties & Centre
for Continuing Education
Programme certification by professional
bodies
Face-to-face training and online
module
Assessment (per module or for
the whole course)
Detailed training statistics based
on:
o
Branch
o
Department
o
Trainer
o
Number of sessions
o
Number of trainees
o
Year of study
o
Time slots
Report covers Library’s strategic
alignment with the University;
Clientele; Teaching and Learning;
Collection; Library facilities;
Information support services; Future
initiatives and trends; Appendices
and includes: Department budget
allocation, ILL usage, database
usage, training statistics, etc.
Librarians provide comment and
insight
Taken to University Quality
Assurance Department for input
Approved by Deans
CPUT accredited certificates
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Programme review statistics
Colour coded according to faculty
Break down per subject area and Dewey range
2 year comparison for no. of items and usage
No. of items – Books, AV and Periodicals
Books include breakdown of Open shelf,
Short Loan and Reference items
Breakdown of the number of students per
Branch and student level;
Indicates the number of active students
Age of print collection
Usage
Example of the number of items circulated
per user type within the department
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Statistics on what?
Describing & measuring performance
Contribution to research, scholarship
and community services in the university
Collection size and strength
Number of postgraduate students and
researchers
Frequency of library visits and requests
for assistance
Trends in library use
Statistics and the
research librarian
Feedback to faculty/departments
User trends;
Statistics
Research
support
librarian
Usage trends of library resources by postgraduate students
Providing research committees with essential data on Post
Graduate / Researchers’ information use and behaviour
Following up on researchers’ research output
e.g. using the standard platforms like Scopus, Web of
knowledge
Is the research output of any significance to the
community?
Library management
use:
•Annual report
•Feedback to faculty
Improved facilities;
Increase post
graduate research
outputs
Library
advocacy
– to resource
allocators
More
support
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Part 2 - Approaches to advocacy:
Marketing and promotion
In line with University
strategy
Aligning segment
characteristics with
products
Fundamental needs
of users
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Marketing outreach
Awareness campaigns:
Engineering caucus – feedback on
library activities and Faculty involvement
E-Resources fair –
taking e-resources into public space and
interacting with faculty and students
Leesnet –
Mini conference/colloquium including
panel discussion with experts
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Part 3 - Collaborative
statistics database
infrastructure:
Building in-house statistics database: CPUT
Libraries
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Purpose
recording of annual statistics
inputting of monthly statistics
“official” library statistics
access a variety of statistics in one place
access to statistics via reports
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Database features
Source code PHP
Database MySQL
Minimal jscript
No cookies, flash animation, add-ons
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Main features
Security
Data selection
Reports
Automated alert system
Document storage
Help
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Indicators/Guidelines
3 main sources used:
Measures For Quality In SA HEI Libraries / CHELSA
CHELSA Guide to the self review of University Libraries
(2006)
ISO (ISO 2789)
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Access
Registration details (including Institution and branch)
+
Access permissions (allocated by Systems administrator) +
Roles assigned to person (by Systems administrator)
=
Menu options
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Data entry determined by:
Role
Branch
Date
Data
input
Faculty
Category
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Data entry
Staff member inputs data
per counter
Counters available
are based on access
permissions
A detailed explanation is
provided for each counter
All data input can be
retrieved via reports
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Data maintenance menu
Available to Institutional
administrators
Lists all available functionality
as menu items
Used to:
set-up parameters; allocate
permissions; create links;
provide access to templates
for non-standard data
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Reports
System administration
Pre-defined
View system setup
Templates
Pre-defined
Fixed reports
Non-standard data structures
Report designer reports
Based on templates
CHELSA reports
Institutional reports
Can be downloaded as EXCEL spreadsheets
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Automated alerts
Determined by
Institution
Up to 4 alerts
Define period between alerts
Initial alerts sent to data entry
staff
3rd alert sent to supervisor as
well
4th alert – supervisor to take
action
Inspect menu allows viewing of
data input
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Documents
Can store documents on the database
Access controlled
Create directories
Upload from PC
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Part 3 - Collaborative statistics
database infrastructure:
Building collective statistics database: CHELSA
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Indicators
Statistics collected for trend analysis and benchmarking with
other academic libraries in SA
Areas covered include:
Provision of stock
Annual additions to stock
Subscriptions to electronic databases
Study spaces
No. of libraries
Clientele
Hours open per year
Library staff
Use of library services
Expenditure
Access to electronic resources
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CHELSA database module
Access restricted to global administrator
Creates databases for institutions
Links Institutions to regions
Creates user records for institutional administrators
Assigns access permissions for databases and institutional administrators
Creates and edits CHELSA data input categories, sub-categories and counters
Assigns definitions and parameters for categories, etc.
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Main features
Access via
web interface
Data kept
behind firewall
All database
features available
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Data Hierarchy
Two components:
CHELSA data
Input categories determined
by global administrator
All institutions data available
via reports
Institutional data
Usage is optional
Categories determined per
institution
Access restricted to
institution
Reports viewable by
institution only
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Access information
University Link
Region / Institution
/ Branch / User
name / Access level
Menu options
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CHELSA reports
Available to all Institutions
Viewership based on access permissions within the institution
Can view selected years per institution
Can select which Institutions you want to view
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System notes
Submit requests
for features, new
developments or
report bugs online
View notes
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Part 3 - Collaborative
statistics database
infrastructure:
Building a continental approach: Africa
statistics project
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CPUT: IATUL and IFLA
Collaborative Activities
2013
Post conference workshop at IATUL, Cape Town
Assisting in the development of MOOCs at Oslo University for
training librarians in developing countries
2014
Brunei, South East Asia expertise sharing meeting
2015
IFLA Pre/post conference workshop
Other
initiatives
African Librarian forums – presenting on statistics
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Thank you
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