Illinois Cooperative Collection Management Program

Illinois Cooperative Collection Management Program

Final Report to the IBHE

Fiscal Year 1999 - 2000

Activities Undertaken:

The Illinois Cooperative Collection Management Program enjoyed a year of expansion, productive activity and self-assessment. In its ongoing effort to better serve the needs of the academic library users in the state of Illinois, the ICCMP has partnered with other state library agencies, convened important statewide meetings of library leaders, negotiated very favorable license agreements with vendors of electronic databases on behalf of its membership, reviewed its internal documents and supported the strategic development of the state's metacollections.

Leadership

Maria Otero-Boisvert continues to serve as Consortium Director.
Allen Lanham, Dean of Libraries at Eastern Illinois University, served as Chair of the Consortium's coordinating committee. Charlotte Johnson, Director of User Services at Southern Illinois University at Edwardsville served as vice-chair, chair elect.
Arthur Young, Dean of Libraries at Northern Illinois University continues to serve as project director for the IBHE's HECA grant that funds the work of the consortium.
Members of the Coordinating Committee for 99-00 were: James Forstall, IBHE; Barbara Alexander, Illinois State Library; Robert McKay, River Bend Library System; Bernard Fradkin, College of DuPage; Sonia Bodi, North Park Seminary; Cecile Jagodzinski, Illinois State Library; Charlotte Johnson, Southern Illinois University at Edwardsville; Allen Lanham, Eastern Illinois University; Doris Brown, DePaul University; Dorman Smith, Aurora University; Linda McEwan, Elgin Community College; Kathy Walsh, National-Louis University; Karen Schmidt, University of Illinois at Urbana; Carla Tracy, Augustana College; Art Young, Northern Illinois University; Maria Otero-Boisvert, ICCMP

Membership Increasing

Please see the full list of member libraries in Appendix A or visit:

http://libws66.lib.niu.edu/ccm/ccmlibr.html for a list of members with hot links to their institutions' web sites.

Collection Partnerships Program FY 2000 (please see Appendices B - F)

A total of five collection partnerships were funded in this fiscal year. Allocations totaling $180,000.00 were distributed to the individual institutions participating in each partnership. In order to receive the funding, the library directors of each partner was asked to sign a "Commitment of Responsibility" form which stipulates the terms of the grants. Each partner has also agreed to submit a report indicating resources selected and purchased and the selection method used by the bibliographers.

Independent Films by Women

Columbia College, Chicago	Kimberly Hale	$9,900.00
DePaul University	Susan Clarke	$9,900.00
University of Illinois, Urbana	Martha Zarate	$9,900.00
Travel & Web Development	Held at NIU	$1,800.00
Total Distributions		$31,500.00

Business

Augustana College	Allison Pirri	$2,250.00
College of DuPage	Judy Wagner	$2,250.00
Columbia College	Kimberly Hale	$2,250.00
DePaul University	Shannon Asaria	$2,250.00
Eastern Illinois University	Carl Lorber	$2,250.00
Illinois State University	Katherine Weir	$2,250.00
Loyola University	Yolande Wersching	$2,250.00
National-Louis University	Kathleen Walsh	$2,250.00
Northeastern Illinois Univ.	Mary Jane Hilburger	$2,250.00
Southern Illinois Univ.,Edwardsville	Paul Anthony	$2,250.00
University of Illinois Chicago	Joan Fiscella	$2,250.00
University of Illinois Springfield	Jan Peach	$2,250.00
University of Illinois, Urbana	Elizabeth Clarage	$9,750.00
Meeting Expense	Held at NIU	$750.00
Total Distributions		$37,500.00

Administration of Justice

Danville Area Community College	Sally Duchow	$2,000.00
Moraine Valley Community College	Nancy Hessler	$3,000.00
Southern Illinois University,Carbondale	Darrell L. Jenkins	$5,000.00
Western Illinois University	Carol Covey	$5,000.00
Total Distributions		$15,000.00

Environmental Studies

Illinois Natural History
Survey Library	Beth Wohlegemuth	$8,300.00
Loyola University Chicago	Daniel Blewett	$8,300.00
Illinois Institute of Technology	Charles Wenger	$21,000.00
University of Illinois, Chicago	Deborah Blecic	$8,305.00
DePaul University	Marilyn Browning	$2,000.00
University of Illinois, Springfield	Linda Kopecky	$8,625.00
University of Illinois, Urbana	Priscilla Yu	$4,150.00
University of Illinois, Urbana	Mary Beth Allen	$3,000.00
Eastern Illinois University	Johnson Kuma	$6,000.00
Eastern Illinois University	Carl Lorber	$2,000.00
Eastern Illinois University	Virginia Baldwin	$3,320.00
Total Distribution		$75,000.00

Remote Access CD-ROM

Eastern Illinois University	Virginia Baldwin	$3,003.00
Illinois Institute of Technology	Charles Wenger	$2,165.50
Northern Illinois University	Nestor Osorio	$2,734.50
Southern Illinois University, Carbondale	Roland Person	$4,102.00
Southern Illinois University, Edwardsville	Paul Anthony	$1,890.00
University of Illinois, Chicago	Bob Malinowski	$1,890.00
University of Illinois, Urbana	William Mischo	$5,215.00

Total Distributions		$21,000.00

Collection Partnerships FY 2001

The call for proposals for the next year's grant competition was issued in the Fall of 1999. The consortium was very pleased to receive twelve proposals representing a broad spectrum of member libraries as well as a variety of important subject areas. The review process involved not only the members of the CCMCC but also that of six volunteer library directors who read and graded each proposal. The coordinating committee met in early April to review the proposals and select those that will be funded pending the outcome of our grant proposal to the IBHE. Below is a list of all proposals selected for funding.

Project Title	Lead Bibliographer	Number of Partners	Amount Funded
Administration of Justice, Year 2	Darrell Jenkins, SIU-C	7	$13,700.00
Biotechnology	Charles Wenger, IIT	7	$39,800.00
Enhanced Access to the UIUC Serials Collection	Karen Schmidt, UIUC	n.a.	$35,600.00
Environmental Studies, Year 2	Deborah Blecic, UIC	12	$39,400.00
State-wide Assessment Project	Mary Munroe, NIU	9	$3,060.00
Women's Studies	Jill Althage, NEIU	5	$43,500.00
TOTAL DISTRIBUTIONS			$175,060.00

Projects Undertaken

Core Values Taskforce - A taskforce of CCMCC members from Illinois State University, Northern Illinois University, National Louis University and University of Illinois was convened to draft an updated set of goals and objectives for the consortium. This small taskforce reviewed existing consortium documents, gathered and processed input from the membership and created a new document called the "Statement of Principles" which was submitted for approval to the CCMCC. The coordinating committee has since adopted and endorsed the document. The statement of principles has also been vetted widely to the membership as a handout at membership meetings and as a posting to the consortium's web site. (see Appendix G)

Central Storage Facility Survey - The CCMCC convened a taskforce to investigate the need for a Last Copy Center to serve the academic libraries in the state of Illinois. Karen Schmidt of UIUC, Dorman Smith of Aurora University and Cecile Jagodzinski of Illinois State University were charged with creating and distributing a survey to all academic libraries in order to gauge the need for a central storage facility to house last copies of volumes weeded from local collections. The taskforce was also charged with considering the need for cooperative arrangements between libraries to house the last copies in a particular discipline. The survey was distributed and responses collected. A preliminary report on findings was presented to the IBHE/IACRL Liaison Committee in late April. The taskforce feels that the response to the survey indicated general support for the idea of a central storage facility but that most respondents needed more detailed information before committing to the concept at any level. The members of the taskforce will continue their deliberations during the new fiscal year and make a recommendation to the coordinating committee. (see Appendix H)

VI. Meetings and Conferences Sponsored (see Appendix I)

Two of the goals of the consortium are that of communication among our membership and continuing education. The ICCMP strives to create opportunities for librarians and library leaders to come together in a structured environment for the purpose of collaboration and cooperation. This year we have sponsored and coordinated four major meetings:

The Bibliographers' Meeting hosted by Northern Illinois University in DeKalb on November 18-19, 1999 brought together approximately 70 participants. Meeting attendees ranged from rank and file librarians with subject selection responsibilities to library directors. The keynote speaker for the conference was Anthony Ferguson, Associate Director for Collections at Columbia University in New York. Mr. Ferguson's presentation was entitled, "Life Beyond E-Resources: The Future of Cooperative Collection Management".

The Summit Meeting of Library Directors, hosted by the Newberry Library in Chicago on December 9, 1999 was attended by over 50 participants. Adrian Alexander, Executive Director of the Big Twelve Plus consortium joined us as keynote speaker. Mr. Alexander's presentation was entitled, "Fear and Loathing in the Land of Oz: Consortia and Cooperative Collection Development in the Brave New World." Arthur Young, Dean of Libraries at Northern Illinois University, gave an informative report from the Illinois State Library, Network Advisory Committee. Sue Stroyan, Library Director at Illinois Wesleyan University, led a very active discussion of the whole group on the future of the ICCMP. Once again, we had created an opportunity for the membership to speak to us directly on their hopes and concerns for the consortium and to engage in an open exchange of ideas. The participants of the Summit Meeting of Library Directors were very positive about the experience. Several mentioned the need to pull this group together periodically since there is no other forum which brings all of the state's directors together to discuss issues of this magnitude. The ICCMP is committed to providing more opportunities such as this one in the future.
A Spring Workshop was held on May 15, 2000 at Loyola University's Water Tower Campus. Three presentations were offered for this continuing education opportunity. Dr. Gary Brown, Director of Library Services in Latin America for Blackwell's Book Service, spoke on, "E-Books: Present Realities and Future Challenges". Diane Perushek, Assistant University Librarian for Collection Management at Northwestern University presented on "Creative Funding for the New Millennium" and a team of library experts from Urbana (Tom Peters, Karen Schmidt, Lynn Wiley and Tina Chrzastowski) offered a panel presentation on "Approaches to Assessment". This presentation touched on several important issues in collection assessment: tools and methodologies, evaluation of electronic resources, statewide interlibrary loan usage and periodical use studies.

Congressional Information Services (CIS) Training Workshop - The ICCMP coordinated yet another continuing education event for librarians in Illinois. Pam Rebarcak, Regional Library Representative for CIS, Lexis-Nexis, presented a one day workshop on June 16, 2000 featuring advanced training on several CIS products such as Academic Universe, Congressional Universe and Statistical Universe. Members of the consortium hold subscriptions to many of these databases. This training assisted them in providing better reference services and also in offering enhanced user training in the use of these information resources. The consortium director coordinated this event with Barbara Alexander of the Illinois State Library in order to offer it as an interactive video teleconference. Five library systems offices across the state agreed to allow the use of their VTEL facilities in order to bring this workshop to the widest possible audience. In addition to the Illinois State Library, the consortium director worked with the Alliance Library System, The Chicago Library System, the Lewis & Clark Library System and the Lincoln Trail Library System in the coordination of this event.

State-wide Cooperative Activities

It is of paramount importance that the consortium work cooperatively with other groups within the state of Illinois as well as groups in other wider arenas. The cooperative nature of the workshop described above is an excellent example of how the consortium seeks out opportunities for these kinds of activities.

Another cooperative venture which has taken on great importance this year is that spearheaded by the Illinois State Library. The Illinois Electronic Resources Partnership (IERP) is an effort by the state library to create a clearinghouse for information about the various library systems, networks, consortiums, etc. that engage in license negotiations on behalf of their membership. The goal of this effort is to facilitate communication among these groups in order to minimize overlap. The clearinghouse is presented as a web site that is accessible to the public (http://findit.sos.state.il.us/epartners/) as well as a listserv for the administrators of the groups involved. The ICCMP is an enthusiastic supporter of this project and has already participated in key constituencies' meetings and in electronic surveys posted by the state library.

The consortium also supports the work of the IBHE/IACRL Liaison Committee. The current chair of the CCMCC attends meetings of this committee. A report of consortium activities is always offered at these events. These are invaluable opportunities to share and gather information with others in the state's academic library community.

As the Illinois Digital Academic Library (IDAL) continues to establish itself by planning its future governance structure as well as its programmatic development, the ICCMP has been an enthusiastic supporter. Both consortium director, Maria Otero-Boisvert, and Art Young, the CCMP's HECA Project Director have attended and participated in planning meetings convened by IDAL. Through our participation in this process, the consortium has become even more certain of the value of its own contributions to academic libraries in Illinois. Despite its far-reaching goals with respect to eResources, IDAL will never be able to meet all of the electronic resource needs of all of the academic libraries in the state. There will continue to be a need for a partner consortium, which will assist academic libraries by negotiating favorable license agreements for specialized databases at discounted prices.

At the national and international level, the ICCMP is always represented at meetings of the International Coalition of Library Consortia (ICOLC). Both the consortium director and the presiding chair of the CCMCC attend the annual meetings of this influential group. The ICOLC has become an important market factor for many publishers and aggregators as it sets standards for licensing and statistical reporting and advises on pricing models. This year, ICOLC held a Fall meeting in the Chicago area and a Spring meeting in Orlando, Florida. These meetings are an important source of information on upcoming multi-consortial deals with electronic resource vendors. They also provide an opportunity to meet with vendors and hear their presentations.

The consortium also supports the work of its sister consortium, NILRC. Maria Otero-Boisvert communicates frequently with John Berry, executive director of NILRC and shares information concerning vendors and electronic resources. This year, the director attended the Vendor Fair sponsored by NILRC and the Illinois State Library at the College of DuPage in Glen Ellyn.

Electronic Database Access

The ICCMP has been very active this year in negotiating favorable licenses to many electronic resources on behalf of its member libraries. Consortial cost savings come in many forms. Vendors appreciate the ease of having one designated contact for a large group of libraries. They also appreciate the convenience of sending one invoice to a consortium office and receiving one payment for many subscriptions. For this they are often willing to negotiate either a flat discount rate or offer a pricing model which results in cost savings to participants. One example of such a model is the establishment of a "minimum participation threshold" which either results in free subscriptions or reduced rates. For example, if the consortium signs up 10 libraries at full price, the vendor will provide 10 free subscriptions. The consortium is then free to reallocate the cost of the ten paid subscriptions across 20 libraries thereby lowering the cost for all involved. Sometimes the vendor is willing to acknowledge the different types of libraries in our consortium by offering a pricing model that lowers the price for community and smaller liberal arts colleges. Consortiums, in general, represent the largest segment of the academic market for all electronic resource vendors. This gives our membership a distinct advantage.

Some of the databases for which we have negotiated either new subscriptions or renewals this past year are:

Encyclopedia Britannica

American Chemical Society

Blackwell Science / Munksgaard

Cambridge Scientific Abstracts

Congressional Universe (CIS)

Academic Universe, Statistical Universe, History Universe, State Capital Universe, Paratext Pooles (SOLINET)

GaleNet

Historical Abstracts, America: History and Life and Art Bibliographies Modern (ABC-CLIO)

STAT-USA

Project Muse (Johns Hopkins University Press)

IDEAL (Academic Press)

MathSciNet (American Mathematical Society)

Goals Achieved

Website - The ICCMP website (http://libws66.lib.niu.edu/ccm/) has been continually updated and enhanced throughout the year.
Listserv - The consortium listserv, ILCCM, serves as the principal vehicle for communication among the membership of the consortium. There are currently over one hundred subscribers to the list. The director, acting as the list owner, shares information, announces new database offers, meetings, etc. with all subscribers. Members also share information with each other, post queries and enjoy group discussions. Those libraries wishing to dispose of duplicate and gift materials offer them to the membership via the listserv. The consortium director has succeeded in revitalizing the list as is evidenced by the number of subscribers as well as the traffic of daily postings.
Internal Documents - One of the goals for this year was the revision of internal documents governing the consortium. A taskforce was formed to complete that task. The "Statement of Principles" document was a direct result of a yearlong planning process which included the proactive solicitation of member input.
We continue to work with the key planners of the Illinois Digital Academic Library project in order to ensure a comprehensive and non-duplicative slate of services to the academic libraries of the state of Illinois. Telephone and e-mail communication occurs frequently between the IDAL and the ICCMP offices. Thomas Dorst, the director of IDAL has attended meetings of the ICCMP. IDAL press releases are forwarded to Maria Otero-Boisvert who shares them with the membership in an effort to keep all academic librarians informed on the development of this important cooperative venture.

Populations Served

The combined student FTE for all ICCMP members is now over 406,300. This includes the full spectrum of students served by the higher education community of the state of Illinois: community college, undergraduate, graduate, research, professional, distance and vocational students. The collections that we help to develop and the database access that we negotiate also serve to support the curricular and research needs of the administration, staff and faculty of member institutions.

In those districts where the local community college and/or public university library also serves community patrons, the number of people served is substantially higher.

The continuing education mission of the consortium, as represented by the annual meeting, bibliographers' meeting and directors' meeting attracts registrations in the area of 50 to 70 participants each. As mentioned previously, the ILCCM listserv has a current base of 100+ subscribers.

Program Results

Fiscal Year 1999 - 2000 was a year of steady expansion in terms of membership, services and activities. As evidenced by the activities highlighted above, the consortium was able to fulfill its mission in multiple ways:

expending the awarded IBHE funds in a timely and responsible manner
enhancing the metacollection of the state of Illinois
negotiating and coordinating several advantageous databases access deals for many of its member libraries,
providing continuing education and networking opportunities to Illinois librarians
supporting ambitious projects with state-wide impact
communicating and cooperating with other library groups in the state to ensure that appropriate services and resources are provided to the citizens of Illinois
reviewing our internal documents in a conscious effort to assess our own effectiveness as a consortium

We are more confident than ever that the ICCMP has a distinct mission to serve within the state of Illinois. We are grateful to the Illinois Board of Higher Education for the continued support.

APPENDICES

List of ICCMP Members
Independent Films by Women Collection Partnership Reports
Business Collection Partnership Reports
Administration of Justice Collection Partnership Reports
Environmental Studies Collection Partnership Reports
Remote CD-ROMS Collection Partnership Reports
Statement of Principles
Survey on Storage Needs
Meeting Flyers