PUC Library Advisory Committee Meeting

April 8, 2003 – SFLC 301

In attendance were: Kathryn Carpenter, Catherine Murphy, David Pick, Lee Rademacher, Robert Selig, Rebecca Stankowski, Elaine Waples, Lynn Zimmerman.

The meeting began with introductions at 11:36 a.m.

Rebecca Stankowski reported on the bankruptcy of the Library’s periodicals vendor, RoweCom. She gave an in-depth report to the Library Advisory Committee so that members can respond to any future questions from PUC Faculty.

Most PUC Library periodicals had been purchased from one vendor. That vendor now known as divine Library Services (formerly known as Dawson; then Faxon; then RoweCom) had collected payments, but had forwarded only a portion to publishers. The PUC Library had authorized payment of $200,000 to RoweCom in 2003, with only $80,000 being paid out to publishers. Both RoweCom and divine filed for bankruptcy and RoweCom is also suing divine. In all, approximately $65 - $88 million was lost to all involved libraries.

The PUC Library payments to RoweCom were forwarded to some of the numerous publishers from which periodicals had been ordered for the PUC Library. Publishers have made accommodations by continuing to send issues during a grace period.

A “gentleman’s agreement” was signed in March between the PUC Library and some of the periodicals’ publishers; those publishers will give the PUC Library 2003 issues in exchange for the promise that the PUC Library will not cancel future orders for 2004. The PUC Library payments (and other libraries’ payments) that are recovered by the courts will be used as payments to the publishers. As of this date, there are twenty-eight pages of publishers listed as those agreeing to provide 2003 subscriptions under the Prepaid Order Agreement.

Normally the PUC periodicals budget analysis and price projections for the coming year would be completed by now. This pending case affects which periodicals will be cancelled in addition to the budget constraints for 2004. Service charge fees need to be considered.

In addition to complimentary issues from gracing publishers, Interlibrary Loans are now being used to satisfy patrons’ needs. EBSCO will probably be chosen as the periodicals vendor for 2004, as that is the vendor used by Purdue Lafayette, Purdue North Central and IUPU Fort Wayne.

The question was raised regarding the pattern/history of divine’s financial problems as a factor in considering the new vendor. The response was that the PUC Library was part of a group of many large libraries that lost out as a result divine’s purchase of RoweCom. RoweCom, EBSCO and Swets Blackwell were the major periodicals vendors operating in the USA.

Electronic and digitized versions of the missing periodicals were also discussed. But many periodicals do not always offer complete contents of their publications; and usually only current issues are available. As to using this venue as a substitute for printed materials, either the content is not there or that option is very expensive. As example, IEEE publications in electronic format are available since 1994-95 only.

To summarize, PUC Library budget provides funding for paper or electronic issues of publications; at this point, approximately one-third of the usual periodical offerings are missing; examples of these are Ranger Rick, Ebony and Time. Scholarly periodicals are generally being sent, as the academic library community is their primary market. However, there is no pattern as to which publications will/will not be sent to the PUC Library. In the long term, the future of the PUC Library will be impacted by: holes in the collection; early payment discounts will no longer be available; larger than typical price increases to offset the loss to publishers in 2003.

EBSCO has less competition and greater incentive, and will probably be the periodical vendor winner. Small publishers may not survive, but established scholarly publishers should weather this crisis.

The question is how the PUC Library should proceed regarding the 2004 Budget and acquisitions. Pending are: which publications should be cancelled; will there still be an all-faculty review? Rebecca Stankowski has requested a bid from EBSCO; June 1, 2003 is the cancellation date. But, Rebecca needs to prepare the title list for the 2004 order. The question was raised regarding the EBSCO bid versus past RoweCom bids; the bids were close, and the 5% service charge was considered. Usually, bids’ projected costs are based on the two previous years’ figures. For 2004, $35,000 in projected price increases plus additional service charges needs to be cut in order to stay within budget.

Faculty input should give the Library Advisory Committee the best advice. But the vendor bankruptcy, the $35,000 in additional cost, and the protected publisher list will all factor into the decision. Since this budget needs to be prepared quickly, the regular procedure regarding faculty input may have to be altered; and, the decision for the periodicals order will be based upon supporting the students’ needs. Program directors need to make the final considerations, and the faculty should understand the unusual constraints faced by the Library for the 2004 renewals.

E-mails will be sent out to PUC Faculty via four address lists to include all faculty, administrators, and the Chancellor. The e-mail will be: a brief statement via a Word document and attachment; entitled “Library Periodicals Emergency;” and, will refer to supporting students (following the PUC Strategic Plan and the recommendations of the Task Force on Collection Development and Information Access Policy in 2000). Discussion will be held at departmental meetings, with department heads then responding. Responses will also be acknowledged from any other interested individuals. April 18, 2003 will be the deadline for feedback. Rebecca Stankowski will report the data, recommendations, dollar amounts, and titles at the April 24, 2003 PUC Library Advisory Committee meeting.

In the future, attention should be drawn to the Library budget, and to its impact on “student success” as part of the PUC Strategic Plan. There have been no increases to the Library budget for the past two years, and less has been purchased as a result. There were increases for 1999, 2000 and 2001, so it was possible to avoid cancellations during those years. Peer comparisons can be done regarding funds for periodicals, but not in the near future. Discussion was held regarding the Library budget as a Senate issue, and can be noted as an integral part of the “Freshman Experience” to meet students’ needs.

The meeting adjourned at 12:33 p.m.

Respectfully submitted,

Cynthia Leighty

Secretary, Library Director’s Office