Simplifying Borrowing Privileges at Binghamton University Libraries
Binghamton University Libraries aim to enhance access by simplifying borrowing privileges, fostering collaboration, and promoting innovative knowledge management. With a diverse collection of over 2.4 million volumes, the libraries prioritize creating a welcoming environment for learning, research, and community engagement. Their mission is to bring people and information together, supporting the university's academic excellence and global impact through core values of collegiality, creativity, and continuous improvement.
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Simplifying Borrowing Privileges to improve access and accuracy Nancy Abashian, Head of Reader Services Jill Dixon, Director of Public Services Binghamton University Libraries
About Binghamton University Binghamton University Mission Binghamton University is a premier public university dedicated to enriching the lives of people in the region, state, nation and world through discovery and education and to being enriched by partnerships with those communities. Founded in 1946 Elite Public University: Kiplinger s Personal Finance, Princeton Review, Fiske Guide, and U.S. News & World Report Peace Quad, Binghamton University Campus. Photo by Jonathan Cohen.
Binghamton University Academics Students Undergraduates: 12,997 Graduates: 3,080 Top 25% of high school class 15% International students from 100+ Countries Bartle Library Group Study Room. Photo by Jonathan Cohen. Academics 641 Full-time faculty and 267 Part-time faculty (includes visiting scholars, clinical faculty, researchers, and lecturers) 50+ Degree programs in Arts & Sciences, Management, Nursing, Engineering, and Community & Public Affairs
Binghamton University Community Campus Community BU Staff BU Research Foundation BU Retirees BU Alumni Special Programs Binghamton Community High school students Local citizens Volunteers SUNY Affiliates Library Staff Jessica Armstrong assisting patron.
Binghamton University Libraries Binghamton University Libraries are the center of the University's intellectual community, providing a welcoming environment for the creation and management of knowledge through innovative thinking, open inquiry, and collaborative partnerships. Reason for Being (Mission Statement) Binghamton University Libraries bring people and information together utilizing value-added local initiatives to enhance learning, teaching, and research in ways that achieve national and international acclaim while strategically advancing our University s mission and vision. Core Values We value a collegial, collaborative, and creative organizational culture that encourages experimentation focused upon assessing and improving the effectiveness of our users experience.
Binghamton University Libraries : Locations & Collection Four Locations Glenn G. Bartle Library (main library) Science Library University Downtown Center Library Library Annex @Conklin Bartle Library Stacks. Photo by Jonathan Cohen. Collections 2.4 million volumes (print, e-books , government documents) 1.8 million microforms/microfilm 93,414 journals 125,560 CD-Roms, sound recordings, videotape, DVDs) 120,959 maps
In the Beginning. There was Aleph *Know thy patron status *Know thy patron type *Know thy item status (WHAT?)
Patron Type = broad descriptor Patron Status = determines relationship to items
The Problem Access & Accuracy What s your status? Who are you really? So many to choose from! Aleph says: pick a number between 1 and 100. So many mistakes! Data entry- so many keystrokes, so little consistency
It was so bad. How bad was it? Follow these steps: 1.) Which of 12 statuses does patron belong? It depends . 2.) Which of the 100 types does patron belong? It depends .. 3.) What kind of ID is involved? It depends . 4.) What s the loan period for patron s status? It depends . 5.) What are the limits for the status? It depends . 6.) Can patron recall or use ILL? It depends 7.) When should the patron expire? It depends . 8.) Wait, who are you again? I have no idea, return to step one or refer patron to Head of Reader Services
The Birth of a Committee: Borrowing Privileges Committee Membership: Head of Reader Services Assistant Director of Access Services Assistant Head of Reader Services Science Library Information Services Desk Coordinator Resource Sharing Coordinator
The Mission Improve accuracy reduce clerical errors reduce patron duplication reduce errors in categorizing patrons Increase access increase loan periods increase access to all material
The Proposal Simplify Privileges Reduce Borrower Categories Standardize Loan Periods Standardize Material Limits Ease Recall Demand on Patrons Utilize ILL Workflow Create Courtesy Reserve Program Provide Accessibility for Visiting Scholars and Faculty Sponsored Borrowing Programs
To simplify privileges: Clean up ALEPH Total Patron Records: 82,236 Total records eligible for immediate purge: 45,465 Expired as of 1/1/2011 No loans No holds No outstanding fines or fees transferred to Banner Exp. Patron with fines transferred to banner: 3024 Exp. Patron with active fines NOT transferred:1696 Exp. Patron with active holds: 941 Exp. Patron with lost loans: 267
To simplify privileges: Reduce ALEPH Statuses Old: 01 Undergrads 02 Summer Programs 11 Grads 12 PhD 13 ABD 30 Faculty/Staff 40 Other Staff 41 Auxiliary Staff 56 Alumni 57 Visiting Scholars/Volunteers/Courtesy Borrowers 59 Retirees 81 SUNY Affiliates/Clinical Campus New: 01 Undergrads 11 ALL Grad students (grad, PhD ABD) 30 State Employees 57 Courtesy Borrowers 80 Special Programs
To simplify privileges: Simplify Patron Type Local Citizen High School Student Alumni SUNY Affiliate Special Programs Older Adults Clinical Campus Auxiliary Visiting Faculty/Scholar Volunteer Retiree Faculty/Professionals Management/Confidential Emeritus/Emerita Research Foundation Employees Staff Undergrads Grads PhD ABD
To simplify privileges: Simplify Patron Type 57 Courtesy Borrowers Local Citizen High School Student Alumni SUNY Affiliate Special Programs 80 Special Programs Older Adults Clinical Campus Auxiliary Visiting Faculty/Scholar Volunteer Retiree 30 State Employees Faculty/Professionals Management/Confidential Emeritus/Emerita Research Foundation Staff 01 Undergrads 11 Grads PhD ABD
Simplify(& Increase) Loan & Material Limits Standard Loans: Before: 4 weeks 6 weeks Annual End of term End of summer After: 6 weeks Annual Book Limits: Before: 15 25 50 100 200 To infinity and beyond After: 15 50 200
Updating Aleph, Forms & Website Coding borrower status and type for university affiliates was done through campus IT All manual, in-house records were globally changed by system administrator Forms were reviewed, revised and distributed by committee Library website was updated to reflect changes
The Proposal Simplify Privileges Reduce Borrower Categories Standardize Loan Periods Standardize Material Limits Ease Recall Demand on Patrons Utilize ILL Workflow Create Courtesy Reserve Program Provide Accessibility for Visiting Scholars and Faculty Sponsored Borrowing Programs
To Ease Demand: Reduce recalls-Use ILL Item is owned AND requested through ILL: Item is NOT on loan Document Delivery Item is on loan Textbook: Cancel ILL Request Recall Courtesy Reserves Not a textbook: Request has multiple recalls Courtesy Reserves Process ILL request: IDS, SUNY, SCRLC, in-state free reciprocal libraries Request not filled by lenders Recall Courtesy Reserves
To Ease Demand: Courtesy Reserve Courtesy vs. Traditional Reserves: Not course related No communication with teaching faculty Based solely on demand Short term loan period of 1 day vs. 2 hours Pilot: 5 books were identified for Courtesy Reserves 50 circulations (Per item: high of 16, low of 3)
The Proposal Simplify Privileges Reduce Borrower Categories Standardize Loan Periods Standardize Material Limits Ease Recall Demand on Patrons Utilize ILL Workflow Create Courtesy Reserve Program Provide Accessibility for Visiting Scholars and Faculty Sponsored Borrowing Programs
To Provide Access: Visiting Scholars & Faculty Before: Courtesy Borrowers No access to ILL No recall 15 loan maximum After: Sponsored Borrowers ILL Permissions Recalls Allowed 50 loan maximum Fees/Fines paid by University Provost s Office
The Proposal Simplify Privileges Reduce Borrower Categories Standardize Loan Periods Standardize Material Limits Ease Recall Demand on Patrons Utilize ILL Workflow Create Courtesy Reserve Program Provide Accessibility for Visiting Scholars and Faculty Sponsored Borrowing Programs
Summary: Simplifies borrowing types from 12 to 5 Increases loan periods to at least 6 weeks Standardizes book limits Visiting Scholars and Faculty receive ILL privileges ILL processes borrowing requests on items owned & checked out Courtesy Reserves provides short term access to in demand items
Approval & Feedback: Library Administration Borrowing Types: Addresses issues of accuracy Simplifies training of staff about privileges Loan periods & book limits: Increases access to collection (longer time periods) Less confusing for staff & patrons Visiting Scholars Privileges: Preferred option for department sponsorship of visiting scholars Needed approval from Deans Council & Provost Courtesy Reserves: Purchase-on-Demand vs. Courtesy Reserves
The Mission Improve accuracy reduce clerical errors reduce patron duplication reduce errors in categorizing patrons Increase access increase loan periods increase access to all material
Opportunities for the Future Review of Fines/Fees Review of LOST/MISSING procedures Review record retention
Questions/Comments? Thank you!! Nancy Abashian, Head of Reader Services Binghamton University Libraries abashian@binghamton.edu Jill Dixon, Director of Public Services Binghamton University Libraries jdixon@binghamton.edu
