Minutes of June 10, 2003 Meeting

Grace Agnew, Ron Becker, Jeanne Boyle, Veronica Calderhead (recorder), Howard Dess, Mary Fetzer, Tom Gylnn , Kevin Mulcahy, Ann Montanaro, Jim Nettleman, Mary Page, Bob Sewell, Farideh Tehrani, Connie Wu

AUL Report

Bob announced that Marianne Gaunt has been appointed co-chair pf the System-Wide Information Technology and Library Issues Working Group. This is one of the working groups that reports to the overall Implementation Committee which is looking into the merger of RU, NJIT, and UMDNJ. The appointment was made by Dr. Vagelos. This is very good news for the Libraries.

Bob announced that four new state funds budget reports from SIRIS are available. These reports arrange funds codes into the following broad subject categories: Multidisciplinary/General, STM, Social Sciences and Arts and Humanities. The reports provide a better perspective in preparing for 2004 materials budget. It was agreed that the reports should be generated after the closing of the previous fiscal year, after the allocations have been entered, January, and monthly from April  June. If any group or person on CDC would like to have the same reports generated at a different, they must contact Ann Montanaro.

RGS also provided the same category breakdown for current databases subscribed by RUL (mainly charged to ELPX, with a few exceptions).

RGS also distributed a 2003 budget report on current balances by materials types for RUL, Central, and each campus. This report was also generated from SIRISI.

Budget Planning

The budget situation at this time is extremely uncertain. For budget reductions purposes, the libraries are now being considered an academic department. This means the cut to our base budget will be less than the higher rate for support services, including university administration. For planning the Libraries are using a 2.5% reduction. This percentage equates to $600,000 in the base budget to be distributed as follows: Collections: $400k; Staffing: $150K; below-the-line: $50k.

In addition to the $400K figure for collections, there will also be cuts in the one-time funding we have enjoyed over the last several years as well as serials inflation of roughly $500K. In the worst case scenario, the entire shortfall for collections could be as high as $2.1 million. For planning for collections cuts, CDC determined we should work with two reduction scenarios: 27% reduction ($2.1 M) and 13% ($1 M) but hope that the situation will improve once the budget is finalized when adjustments up or down can be made.

The primary principles for administering the budget cuts are fairness, balance and university priorities. As for the latter principle, the Libraries are trying to get data from CSPAD (Committee on Standards, Priorities, and Academic Development). The data relevant to the Libraries is the universitys internal rankings of departments.

All formats and purchasing methods will be included: e-resources, print journals, books, approval plan, memberships, publisher packages, etc. E-resources evaluation teams will look at current e-resources. RGS will oversee a group looking at the approval plan.

The Libraries are speaking to the university administration about getting its share of the indirect cost return generated by federal grants.

In 2004 non-state funds may have to be used to pay for journals. This has been discouraged in the past, however, extraordinary times require extraordinary measures.

The 1,000 pound gorilla in all of this is Science Direct, the Elsevier e-journal package that, if not changed, would cost $1.3 M in 2004. Science Direct is the single largest continuing expenditure at RUL. Radically reducing cost for this would provide the lion's share of money needed to meet budget shortfall. Three possible scenarios emerge from the discussion based on limiting our cost to Elsevier to approximately $500K:

Document Delivery: Pay minimal access to Science Direct database ($20,000) and designate $500k for document delivery of titles to the desktop in the Science Direct database. Online Subscriptions to a very limited number of core journals, those shown to be most useful to Rutgers faculty and students. Cancel all online access to current titles and reinstate print subscriptions to a very limited number of core journals. This would provide free online access to titles subscripted to in print through Web Editions which provide a 13 month 'rolling backfile.'

All of these are problematic and terms for each are not yet known. Preliminary discussions between Rutgers and Elsevier will take place on June 16.

URL: http://www.libraries.rutgers.edu/rul/staff/groups/cdc/minutes/cdc_03_06_10.shtml
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