3.   Library Statistics

3.1 PURPOSE
This policy defines the library statistics required for management information purposes in the library administration and for external reporting.

3.2 STANDARDS/REPORTS

3.2.1 The UNVA Libraries adopt the American National Standard for Library and Information Sciences - Library Statistics (ANSI - Z39.7-1983) to (1) provide definitions and categories for library statistics (2) determine what should be collected and reported.

3.2.2 The libraries report statistics to the Vice President for Academic Affairs, and the Chancellor of the University.

3.3 GENERAL

3.3.1 Monthly statistics from the branch library directors that are required by the library administration are due to the Dean of Library Services on the tenth working day of each month.

3.3.2 The Dean of Library Services is responsible for preparing a monthly summary of library statistics by the twentieth working day of each month.

3.3.3 In addition to the specific statistical categories outlined below, library supervisors may keep additional statistics for internal management purposes.

3.3.4. Where library statistics are estimated, a typical week is defined as the first full week in November. (If exams or holidays occur during this sample week, other sample weeks may be substituted.

3.4 PUBLIC SERVICES

3.4.1 Each branch librarian is responsible for reporting use of library services and resources.

3.4.2 The following statistics are collected monthly and cumulated annually:

• reference questions,

• directional transactions,

• charged circulation (including reserves) and (broken down by borrowers and pieces),

• bibliographic instruction presentations,

• database reference transactions (from online service statistics),

• interlibrary loans (made to other libraries & requested from other libraries),

• in-library, uncharged use of materials (from shelving statistics). and

• in-library users (count of users entering the library).

3.5 COLLECTION RESOURCES

3.5.1 The branch librarians are responsible for reporting all categories related to the growth and processing of collection resources statistics.

3.5.2 Collection resources are reported in both physical units (such as physical volumes) and intellectual units (such as titles). Other reporting units are specifically designated below.

3.5.3 The following collection growth statistics are collected monthly and cumulated annually total and by category):
 

• print materials, with The following print materials reported separately:
  
  

• books serials (titles and bound volumes and unbound serials in volume equivalents) 

• government documents not treated above (cataloged and uncataloged). (Government documents in microform are counted as microforms.)
  
  

• manuscripts and archives (series and linear foot),

• cartographic materials,

• audio visual materials,

• motion pictures and video materials,

• kits, realia, and

• machine readable materials.

• the number of service points,

• square feet available,

• shelving capacity (total and filled), and

• seating capacity.

3.6.2 The library administration annually reports equipment holdings by the following categories:   

• microform readers and reader printers (if any),

• projectors for visual materials,

• audio equipment,

• film projectors,

• video projectors,

• computer terminals,

• reprographic equipment, and

• equipment for people with special needs.

3.7 FINANCES AND PERSONNEL

3.7.1 The Dean of Library Services annually reports budget increases for current operations for all sources.

2.7.2 The Dean of Library Services reports the number of volumes of items received as gifts and exchanges and a total estimate of value.

3.7.3 The library administration annually reports the expenditures for current operations for funds under library control in the following areas:   

• personnel,

• collection resources (including binding, cataloging and database access fees),

• other operating expenses.

3.7.4 The library administration annually reports the number of FTE employees (by function and by status).

Sponsor: Linda Nainis, Dean of Library Services, March 27, 2006
Reviewed: Librarians, April 10, 2006
Approved: Dean of Library Services, April 12, 2006
Final approval: Academic Deans