Advocacy in academic libraries & collaborative infrastructure of library statistics in Africa

1. Advocacy in academic libraries & collaborative infrastructure of library statistics in Africa Dr. Elisha Chiware Director: CPUT Libraries IATUL/UFSC Workshop - 2013 - Networking Library Services

2. Contents • Part 1 – Introduction • Why advocacy in libraries? • Part 2 - Approaches to advocacy • 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

3. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

4. Part 2 - Approaches to advocacy: Strategic Planning IATUL/UFSC Workshop - 2013 - Networking Library Services

5. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

6. Faculty Information literacy certificate Collaboration with Faculties & Centre for Continuing Education • Face-to-face training and online module • Assessment (per module or for the whole course) • Detailed training statistics based on: • Branch • Department • Trainer • Number of sessions • Number of trainees • Year of study • Time slots • CPUT accredited certificates Programme review manual Programme certification by professional bodies • 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

7. 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 Age of print collection No. of items – Books, AV and Periodicals Books include breakdown of Open shelf, Short Loan and Reference items Usage Example of the number of items circulated per user type within the department Breakdown of the number of students per Branch and student level; Indicates the number of active students IATUL/UFSC Workshop - 2013 - Networking Library Services

8. Statistics and the research librarian • 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 Feedback to faculty/departments • 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? User trends; Statistics Research support librarian • Librarymanagement use: • Annual report • Feedback tofaculty Library advocacy – to resource allocators Improved facilities; Increase post graduate research outputs More support IATUL/UFSC Workshop - 2013 - Networking Library Services

9. Part 2 - Approaches to advocacy: Marketing and promotion • In line with University strategy • Aligning segment characteristics with products • Fundamental needs of users IATUL/UFSC Workshop - 2013 - Networking Library Services

10. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

11. Part 3 - Collaborative statistics database infrastructure: Building in-house statistics database: CPUT Libraries IATUL/UFSC Workshop - 2013 - Networking Library Services

12. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

13. Database features • Source code PHP • Database MySQL • Minimal jscript • No cookies, flash animation, add-ons IATUL/UFSC Workshop - 2013 - Networking Library Services

14. Main features • Security • Data selection • Reports • Automated alert system • Document storage • Help IATUL/UFSC Workshop - 2013 - Networking Library Services

15. 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) IATUL/UFSC Workshop - 2013 - Networking Library Services

16. Access Registration details (including Institution and branch) + Access permissions (allocated by Systems administrator) + Roles assigned to person (by Systems administrator) = Menu options IATUL/UFSC Workshop - 2013 - Networking Library Services

17. Data entry determined by: IATUL/UFSC Workshop - 2013 - Networking Library Services

18. 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 Data entry IATUL/UFSC Workshop - 2013 - Networking Library Services

19. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

20. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

21. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

22. Documents • Can store documents on the database • Access controlled • Create directories • Upload from PC IATUL/UFSC Workshop - 2013 - Networking Library Services

23. Part 3 - Collaborative statistics database infrastructure:Building collective statistics database: CHELSA IATUL/UFSC Workshop - 2013 - Networking Library Services

24. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

25. 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. IATUL/UFSC Workshop - 2013 - Networking Library Services

26. Main features • Access via web interface • Data kept behind firewall • All database features available IATUL/UFSC Workshop - 2013 - Networking Library Services

27. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

28. Access information • University Link • Region / Institution • / Branch / User • name / Access level • Menu options IATUL/UFSC Workshop - 2013 - Networking Library Services

29. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

30. System notes • Submit requests for features, new developments or report bugs online • View notes IATUL/UFSC Workshop - 2013 - Networking Library Services

31. Part 3 - Collaborative statistics database infrastructure:Building a continental approach: Africa statistics project IATUL/UFSC Workshop - 2013 - Networking Library Services

32. 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 IATUL/UFSC Workshop - 2013 - Networking Library Services

33. Thank you IATUL/UFSC Workshop - 2013 - Networking Library Services