Perspective and Process
We are all aware of the $450 million budgetary shortfall for the state economy and, as a result, the tightening fiscal belt for the UT System. If you add to this situation the fact that the library projected a collection deficit for FY 2009 of $340,000 just to maintain our present journals, databases, and book subscriptions, you can understand the challenging situation that the campus faces.
As many of you know, the inflationary cost of journals (both paper and electronic) and electronic databases has increased 10-12% each year for over a decade. The primary reason for the annual projected increase is publisher inflation, but additional reasons, especially at this time, are the number of our foreign titles and the devalued dollar, databases previously funded by contributions, increased database use, and large aggregate journal packages. Thankfully, campus administration has been able to cover past journal and database increases that required new, recurring funding. Unlike many health science libraries throughout the country, we have not had to make significant cuts to our collection since 1992.
This year, however, funding to support the library collection is unsustainable because of the state and campus budgetary situation. Therefore, we were asked to prepare for possible cuts to the collection should it become necessary, and it is now apparent that we must do so. We began the process in early May, because invoices for subscriptions and licenses for databases began coming due July 1, and we quickly needed input from everyone to help decide which journals, books, and databases to cut if, ultimately, the projected deficit funding would not be provided in the library budget for FY2009.
To prepare for the $340K budgetary shortfall, we followed a process used in many health science libraries to identify cancellations that would be equitable across colleges and programs.
Step 1
The library Collection Selection Committee identified journals, databases, and books (subscription-based) for possible cuts totaling the projected deficit amount.
Step 2
A survey was developed listing the identified journals, databases, and books for possible cuts. On May 5, the online survey was distributed to UTHSC faculty, staff, and students who were asked to select those library resources most critical to their work. Not all library journal/database titles were listed in the survey, just those selected by the Collection Selection Committee for possible cuts. On May 19, the survey closed. We realize that the survey was long and daunting, as 1300 journals, databases, and books were arranged alphabetically, requiring respondents to go through the entire list. The Collection Selection Committee spent a great amount of time developing the survey instrument, and there was no better method than to list each journal title alphabetically to ensure the best possible input.
Step 3
The results from the survey were compiled. A total of 620 responses were received for the survey, including 286 faculty, 154 students, 95 staff, and 72 residents, fellows, or postdocs (13 respondents falling outside the categories listed above were ineligible to pick titles, and their responses were not included).
NOTE: Because of the nature of journal packages of titles and lack of specific 2009 pricing on some titles, it was difficult to accurately project savings. Many journal titles are part of larger packages and cannot be cancelled singly. Additionally, we get many journal titles for free as part of a larger package, and we pay a discount for those titles that we need because, generally, the more we buy (as part of a package), the more we save. If the numbers change, the contract must be renegotiated because the cost will change. Therefore, contract renewals with cuts are a complex and time-consuming process.
Step 4
In early June, the Serials and Acquisitions librarians developed a Library Subscription Cancellation Proposal for collection cuts that delineated cuts of $150K, $200K, $250K, and $300K and that took into consideration survey results, campus use, ISI impact factors, and estimated price/savings for journals and databases. Each title and database was listed with the estimated savings if the title was cut.
Step 5
On June 9, the Library Subscription Cancellation Proposal report was submitted to the Vice Chancellor for Academic, Faculty, and Student Affairs with the request that the library be provided with a specific budget shortfall figure.
On June 12, we received word from the Chancellor’s Office to move forward with plans to reduce library collection expenditures to offset the projected 2009 inflationary increases for journals, databases, and books of approximately $340K.
Step 6
The Serials and Acquisitions librarians met to discuss the specified cancellation list with the Collection Selection Committee for review and approval. Then the list went to the library director for approval.
Step 7
The recommended cuts were posted on the library website (June 24) to seek additional campus input by July 1.
Step 8
The list was revised by the Serials and Acquisitions librarians, approved again by the Selection Committee and library director, and the appropriate cancellations have begun.
Step 9
Vendors are being informed, cancellations are beginning, and access has already ceased to some titles, beginning with components of the Ovid contract.
In summary, the collection cut process is complex and has been informed by input from the campus community. The collection, after all, is a resource for the entire campus. The cuts are spread across virtually every college, discipline, and program. We certainly understand and appreciate the fiscal situation that the campus is facing, and we in the library will continue to do what is necessary to balance our budget while trying to protect the most important campus library resources.