2000 Library Annual Report

Introduction: a year of progress

A number of significant developments for the Library occurred in 2000. In addition to all the behind-the-scenes work that is carried out by Library staff each year, highly visible improvements occurred.

Computer Learning Centre facilities continued to be established at Library sites, with a sizeable increase in computer resources at both Swanston and Bundoora libraries. These were launched at the beginning of Second Semester, and like similar facilities at Carlton Library made available in 1999, were heavily used by students as soon as they were available throughout Library opening hours.

In addition, as a result of Strategic Investment Funding, an extra $1 million was invested in electronic resources, considerably increasing the volume of full-text journal databases and bibliographic databases available. By the end of the year, digital library resources had increased from under 2000 to over 14 000 titles. Databases included the prestigious research database, Web of Science.

University Librarian Ainslie Dewe and Vice Chancellor Professor David Beanland open the Learning Centre Facilities for Bundoora, Swanston and Brunswick libraries

Learning Centre Facilities at Swanston Library

Photograph by Peter Bennetts

In this report the Library has established six objectives that are aligned with those of the University. Under each objective are listed some achievements and highlights.

Objective A: Teach students and staff to become information literate as a basis for life long learning and real world problem solving.

Achievements

Develop definition, application and guidelines for Information Literacy (Teaching and Learning Strategy).

This is being done at various levels in all Faculty Teams.

The Library participated in the development of the nationally accepted Information Literacy Standards (CAUL workshop), which are now being promulgated by the Faculty Liaison Librarians through their involvement on course renewal teams. The standards form the framework for the learning objectives and assessment tasks that academics and librarians can develop together.

Develop and deliver quality information literacy programs which develop life long learning skills in graduates and postgraduates.

This is an ongoing process that is assisted by the work of the Information Literacy Working Party in providing guidelines for assessment and opportunities for staff to discuss their practice. The course renewal workshops concentrated on the relationship between graduate capabilities and information literacy and a major outcome was the development of a rubric for teaching and learning activities that support the development of information literacy. This is now being used by Faculty liaison teams in their work with faculty staff.

1210 information literacy sessions were held for 19 863 attendees, a drop of 3.92% However this reflects a change in practice where information literacy is increasingly being embedded in the curriculum, rather than the Library conducting specific sessions.

Develop and integrate information literacy modules into courses.

This is ongoing. An outline was developed for an online tutorial specifically for academic and research staff.

Liaison staff in all Faculty Liaison Teams were involved in integrating Information Literacy principles into new and existing courses. In the Business Faculty’s Bachelor of Commerce Program renewal, Information Literacy has been accepted as a capability and so built into the Bachelor of Commerce at the highest level of planning. Similar progress has been made in Applied Science.

Develop and deliver information literacy programs for academic and research staff to assist their professional development.

Sessions were held for academic staff that covered changes to the catalogue, new databases, etc. There is a regular program of drop in sessions for postgraduates at Bundoora. Carlton Library delivered training to approximately 300 staff as part of the Information Management and Technology Skills for TAFE Teachers Program. Staff attended information literacy session across all sites; however, statistics do not differentiate between staff and students.

Objective B: Work in partnership with teaching staff to promote innovative use of information resources on and off campus, to enhance teaching and learning.

Achievements

Evaluate information literacy programs and incorporate results.

The emphasis throughout 2000 was the development and adoption of accepted standards which would then inform the programs. The planning for such evaluation will be carried over into 2001.

Develop collections and access to resources to appropriately support courses and provide optimum mix of print and digital formats.

Individual Liaison Librarians have this as a priority in their workplans. Digital resources are reviewed and trialled on an on-going basis to ensure they are appropriate.

Provide Faculties and course teams with professional development and support including guidelines and tools to assist with development of courses and subjects.

In-service training has been provided to Liaison Librarians in Information Literacy and Course Renewal.

Ensure information to support courses is delivered in a timely manner.

1 204 172 items were loaned to users; 28 327 holds were satisfied; 1886 photocopies were sent between sites. There was no significant shelving backlog due to employment of casual staff at peak times, increased equipment for shelvers and manual handling training being carried out.

Implement electronic delivery to desktop for majority of document delivery requests.

Not achieved.

Promote Learning Technology Mentors to Faculties to assist with new learning technologies.

Learning Technology Services changed strategy and discontinued training new Learning Technology Mentors.

Develop Learning Centres to integrate relevant information technology, resources and management.

The Learning Centre Working Party met and planned development of Learning Centre facilities.

Swanston, Bundoora and Brunswick rebuilding programs were completed and the facilities became fully operational. A Learning Centres webpage was developed.

Coordinate the development, implementation and review the Virtual Reference Service.

The Virtual Reference Service (e-QUERY) was trialled and implemented with 146 queries responded to in second half of year.

Facilitate the access to faculty resources via Library workstations.

Access to faculty resources was made available from Learning Centre workstations in Swanston Library. Work on the implementation of Netware 5 and a new workstation image for Learning Centre facilities will extend services to all major library sites.

Implement the recommendations contained within the Digital Library paper, including the purchase of 5000+ new electronic titles through the Strategic Investment Fund.

The Datasets Librarian organised trials and evaluation of electronic databases before recommendations were made to purchase specific titles or database packages.

The Delivery of electronic resources was enhanced through the upgrade of servers and networking infrastructure in line with University guidelines.

A revised GeoWeb interface to replace the text-based interface (i.e. the Library catalogue) went live on a Library server in February 2000. GeoWeb allows direct links to all electronic resources (including full text) delivered via the internet.

The Library subscribed to electronic resources containing over 15 600 full-text titles in 2000.

The Information Strategy Unit evaluated several products that would resolve the question of authenticating users to allow remote access to electric resources. A detailed testing of the product EZproxy was begun. However ETEC-IT approved funds in December 2000 for a Novell consultancy into providing a long-term solution.

The addition of over 200 workstations with full Internet access corresponded with an increase in the Internet usage charge back costs. The popularity of unmediated access, especially after 6.00 p.m. was at odds with computer laboratories in faculties that closed external RMIT Internet access during the evenings. The implementation of NDS logins to Swanston Library workstations assisted in controlling usage to RMIT users only.

Investigate the provision of DVD and video on demand.

DVD facilities available at Swanston and Carlton; staff involved in EMA pilot discussion, with pilot scheduled for 2001.

Review the provision of library services to distance students.

A report on investigation into possible services for remote and flexible mode students was written and is currently under discussion.

Promote and facilitate access to information from global sources.

ISTs carried out at all sites to upskill library staff using new electronic resources. Electronic databases promoted at all LINC meetings. Liaison Librarians promoted electronic databases to academic staff.

Arrange training in cross cultural awareness for staff.

This is being organised for 2001.

Liaise with international student groups.

Is ongoing, and has resulted in our presence at expos etc.

Actively encourage staff to attend internationally influenced conferences and staff development activities.

The Business Development Manager attended the First Annual Stanford-California State Library Institute on 21st Century Librarianship, held at Stanford University, California, 6-12 August 2000.

The Staff Development Co-ordinator attended the Virtual Reference Desk 2nd Annual Digital Reference Conference, ‘Facets of Digital Reference’, held in Seattle, Washington, 16-17 October 2000.

A number of Information Strategy staff attended workshops, conferences, information seminars, both within Australia and overseas, and undertook further studies

Support international exchange teaching staff while they are at RMIT.

Carlton Library hosted a teacher-librarian from Sikkim for two days a week for eight weeks as part of the Sikkim Technical Capacity Building Project run by the RMIT Post Compulsory Education and Training Research Centre.

Identify, evaluate and pursue potential partnership or service agreement opportunities for the provision of library services to RMIT offshore international students.

Development of strategies for the delivery of RMIT University Library subscribed or hosted electronic resources to RMIT offshore international students. Consequently partnership opportunities will continue to be explored on a needs-only basis in 2001.

Develop plans for the establishment of a Learning Resource Centre as a part of the RMIT International University, Vietnam.

The Business Development Services Manager and the University Librarian provided advice to RIUV regarding initial campus and Learning Centre concept drawings for the RIUV South Saigon campus. As a part of the broader University strategy pertaining to Vietnam, the Business Development Services Manager was actively involved in a project consultancy lead by RMIT for the design and service configuration of a Learning Centre for Hue University. This entailed the development of a functional brief for the Learning Centre design and for the services and information resources to be provided. The University Librarian contributed to the project through her role as a Reference Group member, and liaised with the Major Projects Unit regarding project scope and library input.

Objective C: Increase knowledge base available to researchers for the development of new knowledge, by using IT to improve access to information world wide.

Achievements

Enhance University's research reputation by providing access to world class research resources.

The Web of Science has been purchased.

Implement LIDDAS to improve service to document delivery customers.

This was not achieved due to delays with vendor.

Develop links with the research components of faculties and divisions.

Faculty Liaison Teams have contacted research areas and promoted library services.

Promote Library services into Research and Development areas of the University so that the Library supports their activities and provides optimum access to resources.

This is being done on an ongoing basis.

Actively promote and develop Library partnerships with Faculty DoITs and FITMs.

Liaison occurred with DoITs and FITMs both formally through AITC and ITTC meetings and informally as required.

The Network Administrator liaised with FITMs both formally through ITTC meetings and informally as required.

Assess how Library services meet needs of postgraduate students and review services.

A mail out and email survey was posted to all postgraduate students. Replies were collated and a report presented to Library staff. Issues were taken to the appropriate working parties e.g. the Information Delivery Co-ordinators group is reviewing loans policies for postgraduate groups.

Investigate extending fee for service training and web publishing provision across all sites.

Bundoora commenced discussions with Learning Technology Services regarding providing IT training for RMIT staff across all sites.

Objective D: Maximise investment in information resources to ensure they correspond with learning and research needs of the University.

Achievements

Continue to develop partnerships with joint providers in Hamilton and East Gippsland and implement and monitor the performance of service agreements covering the provision of library services.

Bundoora staff provided advice as to appropriate resources, and purchased relevant material, trained local librarians and held sessions for students when they visited Bundoora. Network access was provided for remote access. Discussions were held with the East Gippsland Librarian to streamline services.

An agreement was negotiated with the Western District Health Service (Hamilton Base Hospital) Library, for provision of service to the initial intake of Bachelor of Nursing students enrolled at Hamilton. This service was actively supported by the Nursing Liaison Librarian, who provided training in the information products available via RMIT University Library to the Base Hospital Librarian.

Develop partnerships with community groups and provide information literacy training.

Bundoora Learning Centre laboratories were used by NIECAP and NEIS during semester break for classes (fee for service).

Carlton Library provided liaison and information literacy training to RMIT TAFE teachers developing Commonwealth Youth Programs in remote communities.

Review ‘Access to basic services’ for individuals, corporate groups and alumni.

The ‘Access to basic services’ handout was reviewed and reprinted.

Enable graduates to access information to assist career choice and development.

The OZJAC (Job and Course Explorer) database was extended throughout the Library via an online networked licence.

The introduction of an additional 200 + workstations across three Library sites allowed students access to RMIT and outside information on careers options.

Provide industrial placement experience for Information Services and Business Information Technology students.

Ten students from three faculties carried out vocational placements at three sites of the Library. The vocational placement program was co-ordinated by the Carlton Library

Improve information delivery to users with the use of new technologies eg. slip printers, self lending unit, email holds notification.

Slip printers were purchased at end of 2000; self lending units were rebuilt for the 2001 academic year; email holds notification was investigated and a trial proposed.

A small group of Library staff were involved in assessing both the use of slip receipt printers to replace data due slips and the introduction of holds notification via email. Both projects involved talking with and visiting other libraries that already have the solutions. Printers were purchased in late 2000 for installation at all information delivery service points in early 2001. An order was placed with Geac for the email software to be added to Advance test database. The software was quickly added to the live Advance database and trials were conducted using Library staff and with selected academic staff. A full implementation is planned for 1 Semester 2001.

The Customer Services Manager began discussions with representatives from 3M on the staged upgrading to self lending units within the four major library sites. Delays in the project with the vendor have meant that the live date has been rescheduled for early 2001.

Implement electronic booking for services and facilities.

This was not achieved —RMIT’s Learning Technology Services have taken responsibility for it.

The University researched and evaluated a number of electronic booking systems for possible use within computer facilities. At the end of 2000 a beta version of the software was ready for testing in B14 computer laboratory.

The electronic booking of several facilities for the use of Library staff was made available through GroupWise.

Train users in use of web-based OPAC.

This is an integral part of Orientation programs and is also conducted as a separate session if needed.

Develop best practice policy and procedure for the storage and retention of Library corporate, administrative and statistical information.

This objective was not pursued in 2000, and is now anticipated to follow on from the roll-out of the Library staff Intranet in 2001.

Develop a Library Intranet for efficient and equitable access to Library and University corporate information, to facilitate Library staff performance of their duties.

The Intranet Development Group developed a template for the Library Intranet, which included proposed content and processes for maintenance and updating of content. Information Strategy staff considered options on in-house development of the Intranet site, and recommended instead the utilisation of an existing intranet application on the Library's Novell server. This has the advantage of enhanced functionality at no additional cost to the Library. The Library Web Publisher has proceeded to develop a prototype Novell-based Intranet, which will be operational in the course of 2001.

Develop management systems to ensure effective management of the Library's collections and resources.

Upgrades to Advance 6.8, to Kinetica client 3.2 and GeoWeb 4 were successfully implemented. The catalogue was relocated to its own server and the interface was enhanced by the WebCat Group; the revised catalogue went live during the second week of February 2000.

Establish the Library Student Feedback Network and refine and implement Library student feedback and complaint management processes.

The Library Feedback Network was established. A formal process for collating and analysing feedback from all formal and informal sources, such as correspondence, email, meetings, suggestion box and verbal communications was developed and the process of raising awareness of this throughout Library staff and management was begun. Emphasis has also been placed on integrating feedback and complaint handling procedures into the one process, reflecting University thinking on this issue.

Identify and utilise new means of communicating Library developments and acquisitions to the RMIT community.

New ways of communicating Library developments were explored. In addition to communications through existing channels, e.g. Library News, Openline and RMIT Staff Email News, promotion through RMIT newsgroups began. The launch of the Swanston, Bundoora and Brunswick Learning Centre facilities achieved a high level of attention. A Library-wide publicity group was established to complement the activities of the Liaison Librarians and review signage. New ways of appealing directly to the student community were developed, including the distribution of fridge magnets and mouse pads with the Library's url. A promotional package of Library material was developed to improve understanding of the Library's role among University management and visitors.

Undertake an Activity-Based Costing exercise within the Library, to clarify resource allocation issues prior to the 2001 budget.

Following involvement in pilot programs in 1999, the Library became one of the key functional areas in the University for the general application of Activity Based Costing in 2000. All Library staff undertook an ABC survey which had been developed by Library management in conjunction with the University ABC project team. Results were collated and mapped into the University ABC database, and this subsequently informed to some extent the development of the University and Library budgets respectively for 2001. Further work continues into 2001 on manipulating Library ABC data into a series of reports to assist in management of Library resources.

Identify GST issues of significance to the Library and develop policies and procedures for the implementation of GST practice consistent with University requirements.

The Finance Co-ordinator was active in organising the Library's introduction of the GST in 2000, and in particular managed the review of Library activities to establish GST eligibility or exemption. Following from this, procedures for the invoicing of students for overdue loans were revised, as were procedures for Document Delivery Services payments and all commercial transactions associated with Copy Services. In terms of accounts payable, dealings with suppliers were reviewed to ensure that all invoices received were GST compliant tax invoices.

Identify, evaluate and exploit the potential for Library-based commercial activities.

The Online Technologies for Library and Information Services project was successfully tendered for and commenced in July.

Develop a process for the identification, evaluation and exploitation of non-recurrent sources of funding and support for the Library.

This was not pursued in 2000.

Review existing Library-based business activities and develop business cases for their future direction.

The Copy Services operations and finances were reviewed during Second Semester. It was subsequently agreed at the end of the year that Copy Services is to be integrated into the Business Development Services Unit from the commencement of 2001.

Develop a business case for the expansion of the Library Photocopying card system to service cost-recoverable printing in University general access computer laboratories.

At the instigation of the University, the Library's photocopying card system was successfully integrated into the ITS General Access Computer Laboratories in Buildings 48 and 14, City Campus. A business model was developed for this integration, allowing ITS to continue to operate printing services independently at these sites, with the Library Copy Services entering into a Service Level Agreement to manage the card system and revenues. A trial implementation of the Library's photocopying card system at a Departmental level also occurred in the Department of Geospatial Science.

Objective E: Maintain assets with well-equipped, pleasant study conditions conducive to effective learning and equal opportunity for all customers.

Achievements

Dispose of assets responsibly.

Information Strategy regularly disposes IT equipment that has been replaced or that is no longer worth repairing. The University policy on disposal of assets is followed.

Develop partnerships with faculties that encourage joint use of facilities in order to enhance student learning.

The Business Library regularly accessed a faculty computer laboratory for information literacy training, including Faculty staff.

Carlton Library PC Training Room was used regularly by various RMIT Departments for student learning.

Brunswick Library Seminar Room and Learning Centre facilities were used for teacher supervised self-paced learning activities.

Carry out regular preventative maintenance of media technology facilities.

Achieved.

Undertake Materials Availability Survey to identify blockages in reshelving material.

Material Availability Survey conducted, blockages identified and recommendations implemented.

Maximise user access to bookable rooms within Library.

A review of the layout of rooms available in the public area at Bundoora was carried out. Booking procedures for these rooms was reviewed and managed centrally. Statistics for usage were not kept across all sites.

Building works carried out at Brunswick in 2000 provided three rooms resulting in space for a total of 25 users.

Co-ordinate the planning of the Library's long-term accommodation requirements, and the development of new or existing Library spaces.

Swanston Media Technology service area was redesigned and rebuilt; the Business Library Information Desk and entrance area was reviewed by SHARM and recommendations made. Carlton Library’s Information Desk was moved.

The Work Environment Committee met regularly throughout the year and deliberated on Occupational Health and Safety issues. Rectification works occurred in the Swanston Library Copy Services area, to provide additional space for staff and improve security provisions.

The University disposal policy was used to removed redundant equipment from major sites.

Learning Centre facilities were installed in the Swanston, Bundoora and Brunswick libraries. A full-scale review of space utilsation at the Bundoora Library was undertaken in conjunction with Property Services, with plans being developed for the refurbishment of the Library in 2001. At the request of the PVC (Academic Services and Equity) a brief was developed for the establishment of a Postgraduate Research Centre within the confines of the Swanston Library. A review of services at the Business Library was conducted with a view to integrating recommendations into Faculty of Business building works for Building 108.

Provide disadvantaged students and users with disabilities with the facilities required to allow equitable access to all library resources and services.

Carlton Library produced a brochure on services available. Adaptive technology was installed at Swanston and Business libraries. Business staff received training in supporting users with disabilities. All teams nominated a liaison person for the Library Disabilities Interest Group. Adaptive technology not yet installed at Bundoora or Brunswick.

Increase staff awareness of students with special needs.

Business Library staff received training in supporting users with disabilities, and discussions with the Learning Skills Unit and CELL staff

Provide effective Learning Centre facilities and support mechanisms for users of Learning Centre facilities.

Rebuilding programs at Swanston, Bundoora and Brunswick libraries were completed and facilities made fully operational; BIT students on fieldwork placement supplement help desk staff. Learning Centres webpage developed and functional.

Through a training needs analysis, a high priority was given to developing skills in Information Staff to meet the expected demand created by the installation of learning facilities at Swanston, Bundoora and Brunswick libraries.

Objective F: Ensure safe and pleasant working conditions for staff and promote professional development.

Achievements

Develop work plan and staff development targets for all staff members and facilitate achievement.

Nearly all Information Strategy staff completed the workplan process for 2000.

Work plans were developed for all BDSU staff for2000. These currently are under review with work plans for 2001 in progress. All CSU staff had workplaces developed and reviewed.

Encourage staff to participate in staff mobility program.

Staff mobility processes and documentation developed; informal staff mobility and desk staffing exchanges occurred.

The Library's staff mobility program has been completely revised with a view to this being implemented in 2001.

Develop wide range of in-service training options.

In-service training was conducted at all sites; eachCSU team has an In-service Co-ordinator.

Implement users’ code of conduct at all sites.

Achieved.

Establish and manage the Library Staff Development Committee.

The Library Staff Development Committee was established and met three times during the year. The main items addressed were: the Library's involvement in joint training activities with the University of Melbourne library and the State Library of Victoria, the review of the Library Staff Development Plan, review of training activities which occurred during the year and the development of the Library Staff Mobility procedures.

Refine and implement the Library Staff Development Plan, by continuing to identify Library staff development needs and identifying training and learning solutions.

The Library Staff Development Committee was established and contributed to the revision of the Staff Development Plan for 2001. The key role of the Committee was to seek input from the Library Units and Teams represented, and to raise awareness of the plan throughout the Library.

The Staff Development Plan for 2000 served as the basis for most Library staff development decisions and activities. The Staff Development Co-ordinator regularly reported on activities and expenditure to Library Management Team, which assisted in targeted allocations of funds to strategically linked staff development activities.

Co-ordinate the Library-wide development of generic position descriptions.

Generic position descriptions were developed for levels HEW 3 to HEW 7 within the Customer Services Unit, incorporating generic statements under development by RMIT Personnel Services. Further work continues on this project into 2001 to develop appropriate generic position descriptions for the other Library units.

Investigate and implement SAP-based solutions to human resources management issues.

The application of SAP to general staff human resources requirements has been limited so far. The Library has begun to enter all staff development activities into SAP to improve its reporting to individual staff for their work planning, but further work is required to link this to the RMIT ESS. Work continues on establishing SAP/ESS workflow procedures to enable leave applications to be submitted and processed online.

Plan and implement Information Strategy workshop.

Planning for Information Strategy workshop delayed until 2001.

Statistics

Digital resources

15 619 digital titles were made available (including titles purchased with ITAP funding). The final expenditure on electronic resources through the Strategic Investment Fund was $1 157 619.52.

Comparative Information Resources Expenditure 1999 - 2000

Total Expenditure 2000

Student Population 1999 - 2000

(EFTSU = Equivalent Full-time Student Unit)

Library Usage Statistics 1999-2000

Web visits = visits to Library web server: page views

Surveys

University Experience Survey

49 per cent of students said the Library mostly or always had the information and services they needed for their study.

CAUL Client Congruence Survey

Approximately 60 per cent of users rate the Library as good or excellent. ‘Hot’ issues from qualitative comments were addressed where possible; many positive comments were also received – in particular about Library staff.

Materials Availability Survey

67 per cent of users found the material they wanted immediately; however 5% didn’t find material that was on shelves. Plans for 2001 to resolve this are being developed by the Publicity Group through review of signage, and addressing of Dewey system in Orientation tours and other publicity.

Library staff survey

95 per cent of Library staff have completed workplans.

Training

Information Literacy

1210 classes were held with 19 863 attendees and 1728 hours of teaching time.

IT Literacy

Approximately 300 academic and teaching staff participated in training provided by the Library that was designed to develop information /technology literacy.

Award

2000 Quality Award for outstanding quality improvement contribution in Teaching and Learning (Vocational Education and Training). Awarded for Carlton Library Learning Centre Development.

Annette Sullivan and Bernadene Sward accept the 2000 Quality Award from Vice Chancellor, Professor David Beanland.

Photograph by David Israel