1. Advocacy in academic libraries & collaborative infrastructure of library statistics in Africa Dr. Elisha Chiware Director: CPUT Libraries IATUL/UFSC Workshop - 2013 - Networking Library Services1

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 Services2

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 Services3

4. Part 2 - Approaches to advocacy: Strategic Planning IATUL/UFSC Workshop - 2013 - Networking Library Services4

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 Services5

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: o Branch o Department o Trainer o Number of sessions o Number of trainees o Year of study o 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 Services6

7. Programme review statistics Programme review statistics Usage Age of print collection 2 year comparison for no. of items and usage Colour coded according to faculty Break down per subject area and Dewey range No. of items – Books, AV and Periodicals Books include breakdown of Open shelf, Short Loan and Reference items Breakdown of the number of students per Branch and student level; Indicates the number of active students Example of the number of items circulated per user type within the department IATUL/UFSC Workshop - 2013 - Networking Library Services7

8. 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? Statistics and the research librarian User trends; Statistics Research support librarian Library management use: Annual report Feedback to faculty Library advocacy – to resource allocators More support Improved facilities; Increase post graduate research outputs IATUL/UFSC Workshop - 2013 - Networking Library Services8

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 Services9

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 Services10

11. Part 3 - Collaborative statistics database infrastructure: Building in-house statistics database: CPUT Libraries IATUL/UFSC Workshop - 2013 - Networking Library Services11

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 Services12

13. Database features  Source code PHP  Database MySQL  Minimal jscript  No cookies, flash animation, add-ons IATUL/UFSC Workshop - 2013 - Networking Library Services13

14. Main features  Security  Data selection  Reports  Automated alert system  Document storage  Help IATUL/UFSC Workshop - 2013 - Networking Library Services14

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 Services15

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 Services16

17. Data entry determined by: Data input RoleDateCategoryFacultyBranch IATUL/UFSC Workshop - 2013 - Networking Library Services17

18. Data entry 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 IATUL/UFSC Workshop - 2013 - Networking Library Services18

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 Services19

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 Services20

21. Automated alerts Determined by Institution  Up to 4 alerts  Define period between alerts  Initial alerts sent to data entry staff  3 rd alert sent to supervisor as well  4 th alert – supervisor to take action  Inspect menu allows viewing of data input IATUL/UFSC Workshop - 2013 - Networking Library Services21

22. Documents Can store documents on the database  Access controlled  Create directories  Upload from PC IATUL/UFSC Workshop - 2013 - Networking Library Services22

23. Part 3 - Collaborative statistics database infrastructure: Building collective statistics database: CHELSA IATUL/UFSC Workshop - 2013 - Networking Library Services23

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 Services24

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 Services25

26. Main features  Access via web interface  Data kept behind firewall  All database features available IATUL/UFSC Workshop - 2013 - Networking Library Services26

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 Services27

28. Access information University Link Region / Institution / Branch / User name / Access level Menu options IATUL/UFSC Workshop - 2013 - Networking Library Services28

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 Services29

30. System notes Submit requests for features, new developments or report bugs online View notes IATUL/UFSC Workshop - 2013 - Networking Library Services30

31. Part 3 - Collaborative statistics database infrastructure: Building a continental approach: Africa statistics project IATUL/UFSC Workshop - 2013 - Networking Library Services31

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 Services32

33. Thank you IATUL/UFSC Workshop - 2013 - Networking Library Services33