Building Operations Cataloging
Music Library North Carolina Collections Preservation and Conservation Reference Department Teaching Resources
Security in the building was maintained at a high level due to the efforts of Joyner's security officer Roger Davis and our use of security guards along with a good working relationship with university police. Reports of theft and vandalism in the building have continued to be minimal since the introduction of our security guard program in the summer of 1996.
Shipping/Receiving continued to serve the building well due to the efforts of Linda Morton with the assistance of Ann Manning. They successfully continued the processing of all incoming and outgoing mail and materials while dealing with Facilities personnel, vendors and all other activities that flow through the loading dock/Shipping/Receiving area. They also maintained /monitored security in the loading dock area through the use of security cameras and monitors as well as questioning any non-university personnel who might enter that area. Ann Manning retired in the spring but returned to work parttime in the Cataloging Department. Though we missed Ann's able assistance in the department, Gloria Bradshaw stepped in to help Linda out and provided invaluable assistance to Linda and the department.
Trudy McGlohon was responsible for the planning and implementation of several projects over the past year. These included: --oversight authority for the library in the planning and construction of 5 offices and a conference room now known as the 2300 suite of Library Administration. --coordinated the construction of the Ronnie Barnes African-American Resource Center. --assisted in the relocation of the TRC Department to the 2nd floor. --participated in the planning, bidding and oversight of the Music Library renovations. --oversaw the addition of over 6000 linear feet of shelving space to the general circulating collection. --coordinated the removal of shelving and the layout of a study and lounge area on 1st floor west wing, moved the newspaper collection to 1st floor and assisted in the shifting of the periodicals collection. --coordinated and assisted with the relocation of the Government Documents unit. --rearranged the Approval Plan area and constructed wall shelving in Collection Development. --removed remaining user space from the middle of the stacks on 2nd and 3rd floors and reconstructed 79 study carrels on 1st and 2nd floors west wing. --moved the Oversize Collection to compact shelving in the basement. --coordinated the relocation of 71 map cabinets. --coordinated the physical rearrangement of Library Administration. --designed and constructed cubicle layout in room 1104 to be used as an editing room for the Broadcasting department. --transferred the Social Work and Criminal Justice Collections from HSL Brody to Joyner and assisted Cataloging by doing preliminary processing of these collections. --last but not least, the shifting of the entire general circulating collection which is still in progress…
On August 1, 2001, all card production ceased. With the ability to browse call numbers in Horizon and the increased expense per card produced (34.8 cents), it was time to bring the era of catalog cards in Joyner Library to a close.
On November 15, 2001, Jane Greenup and Helen McCoy received 30 and 25 year service awards, respectively.
Jane Greenup and Lorré Bullock were instrumental in getting the cataloging portion of the Documents Reference move accomplished within a very short timeframe with minimal advance notice.
Marilyn Lewis completed original cataloging for approximately 100 titles of a special project for Special Collections, as well as cataloging several microforms collections that were needed for classroom instruction.
Claudia Arendell provided several subject thesauri for searching various collections of digitized art images in the Digital Resources Collection database, a campus-wide initiative involving the College of Arts and Sciences, the School of Art, and Joyner Library.
Alice Crumpler completed retrospectively adding item records to Horizon for all ECU manuscript theses currently housed in University Archives, allowing patrons non-circulating access to ECU theses they may be unable to locate in the general stacks.
The Serials/Microforms Unit members Mary Lancaster and Rossa Davis processed an amazing 38,258 microforms while the team of Jane Greenup and Lorré Bullock processed retrospectively a combined total of 6,737 government documents monographs and serials.
This has been another year of change for the Circulation Department. Two of our full-time staff members have left the department. One, Catherine Santa Ana, has been out on disability for all but two weeks of this year. Another resigned his position as Night Manager and has left the university. In March we got permission to hire a temporary half-time position to help cover Catherine's responsibilities. David Hisle is the person we hired. He took over our student payroll, overdue and fine notices, as well as covering some desk hours. Until March, the entire staff had been asked to cover those duties.
We have worked hard to get Electronic Reserves going in the department during a time of campus-wide budget crisis and when the department has been operating with fewer staff than it has ever had. In an attempt to save money for the Library, we even gave up student staff over the summer terms. Despite these setbacks we were able to work with Joyner's Systems Department and ITCS to get a pilot e-reserves project going by the middle of the summer. The early success of this huge undertaking is due in large part to the efforts of our Reserves Coordinator, Cassandra Robinson.
One of the largest changes to the department this year has been the addition of the Library Cashier responsibilities. We now collect fines, thesis binding payments, book replacement fees, carrel deposits, and all other monies collected by the library. We maintain the library safe, with two cash banks to run the register seven days a week. With the cashier responsibility has also come the responsibility of going into ECU's Registrar's system to place and remove library tags (holds) on student's records. All of this has meant an enormous amount of training for the entire department. Fortunately we received a half-time position with the cashier duties. Pam Evans had been Head Cashier in the Building Operations Department. She and her job duties were moved to Circulation the day before the Fall semester began. Pam had been out on half-time disability, working twenty hours per week. By May she had recovered enough of her strength to work a full forty-hour week.
Some procedural changes have been made. Namely area residents may now check out videos with their library cards. Videos now check out for one week to all borrowers. This change occurred to allow greater access to our Holocaust video collection, which had been purchased with grant money donated to the library. I have also been working with the librarian at North Carolina Wesleyan College, to allow them to purchase in mass quantity area resident cards to distribute to their students. This agreement should be up and running by Fall 2002.
Circulation statistics are down slightly from the previous academic year. The total of items checked out from Academic Library Services this year was 116,492. Last year's total was 120,379. The total number of people entering the library is also slightly down. This year's total is 530,770. Last year's total was 531,148.
The Joyner Library Government Documents & Microforms Department handles physical processing, maintenance, and basic public service for the federal documents, maps, and general microfiche collections. David Durant serves as Interim Department Head, while Janice Rice, Anna Dougherty, and Michele Ritchie work as staff. The department currently has one SPA vacancy, the LTA position formerly held by Demetra McDonald. It is hoped that the department will be allowed to fill this vacancy as soon as circumstances permit.
Since the assumption of responsibility for the general microfiche collection did not occur until the very end of the 2001-2002 academic year, this report will focus solely on the issues and trends that impacted government documents during this period. The Government Documents Department faced four major challenges over the course of the 2001-02 academic year. The first of these involved the move of all documents materials from the 2nd floor to the basement, and the subsequent physical and organizational arrangements. The second challenge was that of providing public service for documents items. Thirdly, there was the continuing need to provide access to documents resources in all formats. Finally, there is the long-term challenge inherent in the Federal Depository Library Program's (FDLP) shift towards primarily electronic publication and distribution.
Music Library The following four-phase renovation plan was successfully completed this year.
Phase 1 (completed during summer session, 2001): Relocation of all computer workstations, printer, and microform reader/printer to the former School of Music computer lab and rearrangement of the reference collection and study area.
Phase 2 (completed during Christmas break): Installation of compact shelving in the closed stack and circulating stack areas.
Phase 3 (completed during Easter break): Installation of a new circulation desk.
Phase 4 (completed during the break between the spring semester and summer session I, 2002): Installation of new carpet and office landscaping in the office area.
New library signage was installed in May.
The choral and sheet music project was completed this year.
Acquisition Highlights: DVD format · Began collecting the DVD format · Jazz: a film by Ken Burns - 10 DVD set produced by PBS CD collections · Artur Rubenstein limited edition - an 82 CD set of the recorded performances of one of the greatest pianists of all time · The Carter family: in the shadow of Clinch Mountain - a twelve CD set of the music of this legendary country music family · America's millennium tribute to Adolphe Sax - a seven volume CD set of saxophone performances produced as a tribute to the creator of the saxophone
North Carolina Collection
During the 2001-2002 year staff members accomplished nearly all of the department's goals.
Increase Use of the North Carolina Collection Particularly noteworthy in this area was the increase in instruction. In the spring of 2002 the department taught over twenty-five sections of English 1200 students who were assigned a project requiring the study of an "artifact" (book, map, newspaper, historical document, etc.) in the North Carolina Collection. This new relationship with the English Department resulted from efforts by the North Carolina Collection's faculty to contact specific academic departments and departmental programs, including the Writing Center, to promote the collection's holdings and services. Some of these students took their assignment very seriously. One student used the census component of the Pitt County Digital Tobacco History exhibit to analyze the use of child labor within the tobacco industry in Greenville in 1900. Others consulted many sources to understand the historical or cultural context of the item they selected. Two of the students said that they would use the North Carolina Collection in future classes. Staff members welcome the development of such research relationships early in students' careers.
Other successful efforts included: - the preparation of a four-color brochure for the department - the continuation of a monthly column in the Daily Reflector -the development of a PowerPoint presentation that gives an overview of the department's holdings and services -the preparation of three exhibits (photographer Bayard Wooten, the history of the Pitt County Historical Society, and the history of the North Carolina Collection); the Pitt County Historical Society exhibit opening was held on January 27, 2002, as part of the celebration of the society's 75th anniversary
In addition, on May 8, 2002, with the help of Library Development, the staff held a successful public event to present the first Friend of the North Carolina Collection Award in honor of Minnie Marguerite Wiggins (1926-1999), North Carolina Librarian from 1968 to 1991. A portrait of Miss Wiggins by Ms. Jeanne Jenkins was unveiled. An article about this event appeared on the front page of the May 9, 2002, issue of the Daily Reflector.
Finally, a script was written for a video about the North Carolina Collection to be made available to the public through the university's IPTV.
Improve Quality of Service Offered In achieving this goal, staff members undertook the following activities: -Held regular staff development sessions, including a field trip to the North Carolina Collection at the University of North Carolina at Chapel Hill -Developed a template for standardization of most of the department's web- based and printed subject guides -Compiled two new subject guides: "Greenville and Pitt County: Sources for Study"; and "History of Greenville and Pitt County: A Pathfinder" -Acquired more powerful computers for the service desk and reading room -Re-wrote the department's collection development policy -Undertook an inventory of the North Carolina Stacks collection -Developed a North Carolina component for the Reference Department's Pirate Source listing of key library resources
In addition, efforts to improve the physical condition of the collection included the replacement of worn-out microfilm boxes and, with the help of the Preservation and Conservation Department, acid-laden pamphlet binders. The pamphlet binder project, which included the deacidification and repair of the pamphlets, was funded in part by a grant from the National Endowment for the Humanities that was co-authored by staff of the two departments.
Staff members fielded an increasing number of e-mail requests--a service appreciated by users who cannot make a trip to the library. One of these patrons was so pleased with the service she received that she made a financial contribution to the library.
Enhance Web Pages In achieving this goal, staff members did the following: -With the help of Diana Williams, the initial version of the Pitt County Digital Tobacco History Exhibit was brought online in September, 2001; by the end of the fiscal year, census data for the following townships and towns had been added to the searchable database: Beaverdam Township; Belvoir Township; Greenville Town; Greenville, North of the Tar River; Greenville Town; and Greenville Township. -Made corrections to entries in the North Carolina Periodicals Index preparatory to its development as a true database, with searchable fields; worked with the Systems Department in designing a new interface for the database -Identified free electronic journals among titles indexed for the North Carolina Periodicals Index preparatory to including links to these journals in index records
In addition to work related to departmental goals, the staff invested an enormous amount of time in the coordination of the John Lawson Symposium held October 19 and 20, 2001. Spearheaded by Dr. Vince Bellis (Biology, retired), the symposium commemorated the 300th Anniversary of John Lawson's trek through South Carolina and North Carolina in 1700 and 1701. The event attracted more than 150 participants.
Preservation and Conservation
The department treated more books from Circulation this year (1421) than the previous year (995). There were fewer student workers and most of them were first-year employees.
608 pamphlets were placed in binders this year as compared to 663 the previous year. The number was lower this year because fewer Music materials were received for processing.
In addition, 1,520 pages (3,040 sheets) from books and 85 maps (170 sheets) were deacidified.
President Wright's Bible: At the request of the University Archivist, the staff undertook the conservation of President Wright's Bible, which was to be used for the installation of Chancellor Muse. A process new to the department was used to prepare the volume for rebinding by the professional binder. A duplicate Bible was borrowed on interlibrary loan, the title page was scanned, and then a replacement title page was printed in color on Japanese paper. This procedure saved money for the University because the professional binder did not add conservation time charges.
Flood-damaged materials: One of the major activities of the department during this year was working with some of the flood-damaged books that had been dried successfully. One Hebrew Bible was washed, pressed, and sewed together in preparation for a new binding. Other family Bibles were cleaned and repaired as needed. Several church record books were disassembled and repairs have been made, including new covers for a few of the books.
The last group of flood-damaged books was placed in the freezer/dryer during this year. The average drying time for books so far has been 12 to 14 months. Those books with coated paper and those with leather or thick covers take much longer to dry than books without covers or those with porous paper. Most of the materials recovered following the flood have been returned to the owners, many of whom have been pleasantly surprised with the finished products.
National Endowment for the Humanities Preservation Assistance Grant: We received a National Endowment for the Humanities grant that covered the purchase of pamphlet binders to rehouse 500 North Carolina pamphlets. The purchase of a Bookkeeper deacidification system complemented this grant and made it possible to deacidify materials being rehoused from acidic binders to acid-free pamphlet binders. These materials were in danger of loss from deterioration in the acidic binders. As part of this project, 85 valuable maps have been flattened, deacidified, and repaired and will be stored in map cabinets rather than folded inside pamphlet binders.
The department head again served as a grant reviewer for NEH grant applications. For several years this experience has generated new ideas for preservation-related activities for Joyner Library.
New equipment acquired this year: Board crimper so that heavier board can be used to make box enclosures for books in the Rare collection Bookkeeper Deacidification System Polyweld machine to be used for the encapsulation of fragile North Carolina materials such as maps and broadsides
Special Collections books: As requested by the library director last year, the department increased the work done on books for Special Collections. Several books were completed for the Rare collection and approximately 25 are waiting to be processed. One student was trained to work with repair of leather books in preparation for her to begin working on Rare books if she returns to work next year.
Preservation assistance: The Preservation and Conservation Department staff has been active in preservation training on a continuing basis by hosting regional SOLINET workshops on book repair, disaster planning and recovery, and preservation management. Since librarians from throughout the nation have received training at Joyner Library, they continue to contact library staff when specific preservation concerns arise at their library. P&C continued to be very active in preservation assistance during the last year and answered requests for assistance with mold outbreaks from public schools, public libraries, and college and university libraries in North Carolina, Pennsylvania, Tennessee, and Florida.
Environmental monitoring: DataLoggers were placed in critical locations when we moved into the new building and additional ones were acquired when we moved into the final phase in 1998. P&C used these instruments to monitor temperature and humidity and to advise building and facilities staff when there was a problem that might be detrimental to the collection. This is a critical function because of the books that were involved in the mold outbreak in remote storage that have been integrated into the general collection. These books will always be more susceptible to a mold outbreak if the environmental conditions in the library reach the point where mold spores will become active. This function has been even more critical during the budget crisis when utilities savings rather than the condition of library collections are foremost in the minds of administrative and facilities staff.
During the past year there was only one water problem in the building. P&C staff worked with the staff in the affected department to reduce the humidity in the area. Using a dehumidifier effectively takes a certain amount of education about the relationship of humidity and temperature as well as instruction on how to operate the dehumidifier.
Integrated Pest Management: When we moved into the new building in 1996, the library adopted an Integrated Pest Management (IPM) program under the supervision of the Preservation and Conservation Department. Integral to this program has been learning about the pests we identified and seeking to develop non-chemical methods of control. The last resort in IPM is chemical treatments. Every few years ECU has new pest control contracts and it has been the responsibility of P&C to work with the new company to continue the IPM program. Last fall the head of the Circulation Department alerted P&C to the fact that a pest control technician was in the department ready to spray chemicals in response to an ant problem. P&C staff responded to the call and learned that a new company had secured the campus contract and that they were prepared to spray inside the library rather than follow the IPM program that had been used since 1996. The new company was willing to work within the library's IPM program. Throughout the year P&C worked with the company on a continuing basis and with departments that identified pest problems. Traps are placed throughout the building and monitored and pest sightings are reported to P&C as they happen. It is critical that a record of chemicals used in the building be maintained because of the possibility that students with severe chemical allergies might enroll at ECU.
State binding contract: P&C has been active in state binding contract negotiations since 1993 when Heckman Bindery, our primary binder since 1968, was removed from the contract without input from libraries. We were required to use the other binders that had been awarded the state contract until we proved that these binders were not following Library Binding Institute standards for binding. Heckman was returned to the state contract and we have worked closely with preservation librarians at several other state institutions to monitor the binding contract. During last year we worked with preservation librarians at other UNC System libraries to recommend an extension of the current contract. We recommended an extension that limits the amount of price increase rather than suggesting a new contract that will result in increased prices.
Disaster planning: For several years the head of the department has served as the chair of the library disaster committee. This role has involved extensive training in disaster preparedness and recovery. It also includes keeping disaster supplies in stock, updating the disaster manual as needed, updating the emergency procedures handbook, and keeping the building warden roster updated as staff leave or change work areas. In addition, this role involves assessing evacuations of the building to determine if improvements can be made and working with Environmental Health and Safety personnel to make certain all evacuation procedures meet standards. The library received high marks on evacuations held last year.
The Reference Department provided quality service to patrons through personal contacts at the reference desk, email reference transactions, individual research consultations, group library instruction sessions, and the selection and presentation of information on the library's web pages. The Reference desk remained the busiest service desk at Academic Library Services, with staff answering 20,587 reference questions.
New staff members were integrated into the department and made significant contributions in all areas of departmental responsibility.
The Reference Department introduced Pirate Source, a dynamic database that brings together the best print, subscription-based, and free websites on a topic, and continued to regularly update E-Journal Locator, a database essential to comprehensive searching for fulltext online journals.
The library instruction program continued to grow, reaching 6,257 students in 269 sessions. While the First-Year Writing Program is the largest client for library instruction, increases were also seen in upper-level and graduate course-integrated instruction sessions.
Teaching Resources TRC moved from the first floor to the second floor in May 2002. This move was conducted primarily by the TRC staff, Sue Hisle, Dawn Flye, and Jason Osborne. Also helping with the move was Alan Bailey, the TRC student workers, Trudy McGlohon and one of her student workers.
By moving to the second floor, the added responsibility of taking care of the DLC has been ended.
Questions about DLC and Periodicals are no longer a function of TRC.
As of May 2002, when TRC moved to the second floor, another section has been added to the department. The "Ronnie Barnes African-American" section is now physically a part of the department.
For the first time, TRC now has open stacks for audio-visual materials.
TRC will stop buying video tapes and only purchase DVD's, unless video tapes are the only format for a specific item requested by faculty.
TRC now has one, and potentially two viewing rooms for classes.
A new circulation policy for videos and DVD's was implemented. This allows for all patrons (faculty, students, and area residents) to check out these materials for seven days. There is now a maximum of five a/v items that can be checked out at one time.
During the 2001-2002 academic year, (plus 1st summer session, 2002), the TRC staff taught a total of 27 B.I. sessions, which reached a total of 610 students. During the 2000-2001 academic year there were 34 B.I. sessions with a total of 270 students. This past academic year had seven fewer sessions, but reached 340 more students.
According to circulation records, "Media" had 5,046 items checked out between July 1, 2001 and June 30, 2002. This is an increase of 375 from the previous year (4,671).