Academic Library Case Study (pg.

164-165)

1. Identify Stakeholders
a. Students: have to do what’s in the best interest of the students
b. Professors and Faculty: It is their responsibility to help the librarians
analyze the collection and determine the best course of action of
where library materials should go.
c. Librarians and other library staff: Run reports, analyze input from
faculty and students, also need to be aware of possible job loss.
d. University Officials: Money allocations need to be reassessed as well as
the utilization of space.
e. Alumni/Donors: donors to MNH might no longer donate money to the
University with the closing of the MNH. University needs to work on
other ways to bring that money back in.
f. Community: Loss of resources that the MNH had available. Also loss of
administrative, custodial, and clerical jobs that the MNH library had to
offer the community.
g. Museum Staff: If some of the MNH collection is transferred to the
Museum, they have to make arrangements to handle the increase of
materials.
h. Biochemistry Library: Also has to make arrangements for transfer of
materials from MNH.
i. Entomology, Fisheries, and Wildlife Library: Also has to make
arrangements for transfer of materials from MNH.
2. Analysis of Collection
a. Duplicate serial subscriptions should be cancelled.
b. The superseded editions of reference materials should be offered to
faculty and their respective departments. If unwanted, try to sell or
recycle the materials.
c. The materials that are duplicated in the EFW Library can be given to
the Biochemistry Library or sold/recycled depending on the space
allotment in the Biochemistry Library.
d. The remaining collection will be analyzed based on subject areas. It
must be determined if the materials would be better served in the EFW
Library or the Biochemistry Library. If the subject area is determined to
be a benefit to both libraries a sub-committee made up of faculty and
librarians will be created to analyze such materials on an individual
basis.
e. The serials and monographs budget will be equally divided to the EFW
and Biochemistry Libraries and the Museum of Natural History.
f. Serials dated 1962 and before will be given to the Museum upon their
request.
 g. Materials will be evaluated on their uniqueness and rarity to other
libraries nationwide and internationally.
h. No materials will be purchased with the budget allocated for the
current academic year. This budget will be used to hire more student
workers to help with the transfer process.
i. For the actual physical transfer of materials, volunteers will be
requested from the student and community populations.
3. Communication Needs
a. A library closing committee needs to be created. This committee
should consist of:
i. Faculty members of both the College of Biological Sciences and
the College of Natural Resources.
ii.Librarians from MNH, EFW, and the Biochemistry Library
iii.University officials
iv.Students from affected departments
v.Museum curators and officials
b. A listserv of a wiki would serve as a good outlet for communication of
this issue.
4. Timeline
a. July 1: Closing of the MNH is announced
b. July 15: Creation of closing committee and appointment of members
c. July 25: Reports are created about materials and duplicates from the
other libraries on campus
d. August 1: Cancellation of duplicate serial subscriptions
e. August 7: If the CBS, CNR, EFW Library, Biochemistry, Museum of
Natural History or any other group on campus wants specific materials
from the MNH, they must submit it in writing detailing the materials
requested and the reason it would benefit their department, library or
group.
f. August 14: Superseded reference materials will be offered to faculty
members. Leftovers will try to be sold or recycled. All materials that
need to be recycled will be picked up by December 1.
g. August 20: Report that details the subject headings and general areas
that the MNH materials fall under.
i. If materials fall under the Biochemistry Library, EFW, or Museum
will be designated by a sticker system. The physical work of
apply stickers to the collection will be completed by the student
workers.
h. September 1: Materials that are left undetermined by the subject
report will be analyzed by the above mentioned sub-committee. This
process will be completed no later than November 1.
i. September 15: Serial materials that will be given to the Museum will be
transferred over in three waves starting on Sept. 15, October 15, and
 November 15. This will give the museum a cushion to add the
materials to their system.
j. September 20: A sub-committee will be created to handle the selling,
donating, and disposing of all shelving, desks, chairs and other
furniture that will not remain in the MHN Library area after the closing
of the library.
k. September 30: Duplicate materials that are also available in the EFW
will be offered to the Biochemistry Library and other libraries on
campus. They must decide if they want any of the materials by this
date.
i. These materials will also be designated by the sticker system.
l. October 10: All remaining materials will also be analyzed on the basis
of their uniqueness. If it is determined that the MNH holding of a
material is one of the few in the world/country it will automatically be
kept and depending on its rarity given to the Museum or appropriate
libraries.
m. October 15: Second wave of serial transfers to the Museum.
n. November 1: All materials that were analyzed by sub-committee will be
decided upon and the sticker system will be completed.
o. November 15: Third and final wave of serial transfers to the Museum
will be completed.
p. November 30: A complete list of materials that will be given to all
libraries and departments will be compiled and given to the respective
people.
q. December 5: All miscellaneous-sticker marked materials will be
withdrawn from the MNH system and removal of all MNH distinguishing
markings will be removed from materials that will be transferred to
other departments, faculty, and groups on campus. These materials
will be placed in boxes and notifications will be sent to the respective
parties informing them that the materials are ready and must be
picked up by January 14.
r. December 10: Materials will be withdrawn and all MNH distinguishing
markings will be removed from all Biochemistry-sticker marked
materials and placed in boxes.
s. December 31: Materials will be withdrawn and removal of all MNH
distinguishing markings will be removed from all EFW-sticker marked
materials and placed in boxes.
t. January 1-14: All boxes will be delivered to the EFW library and the
Biochemistry Library.
5. Three largest problems
a. Deciding which department/library will get materials.
b. Sticking to the timeline
c. Finding volunteers and getting the committee members to do what is
asked of them.
 Executive Summary

Stakeholders

Students

Professors/Faculty

Librarians/Library Staff

Alumni/Donors

Community

Museum Staff

The other libraries

Analysis of Collection and Handling

Canceling duplicated serial subscriptions

Weeding thoroughly to avoid duplication of effort

Subject-area analysis and distribution

Appropriate material given to MNH

Communication

Form a committee to handle appropriate communication with stakeholders to

assure buy-in

Timeline
 July 1: Announce library closure

August 1: Cancel duplicate serials subscriptions

August 14: Materials sale of weeded material open to general public

September 15: Begin moving serials material

January 1-14: Complete the move

Areas of Concern

Which department will receive what materials

Adhering to the rigorous timeline

Stakeholder buy-in

Communication