WEST VIRGINIA STATE UNIVERSITY

2003 - 2004

ANNUAL REPORT

of the

DIRECTOR

DRAIN-JORDAN LIBRARY

Submitted by

R.N. Sharma, Ph.D.

West Virginia State University

Institute, West Virginia

October 2004

TABLE OF CONTENTS

2003 - 2004 ANNUAL REPORT

I.         INTRODUCTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i

                        1. Appointments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . i

                        2. Highlights of Departmental Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii

                                    PUBLIC SERVICES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .ii

                        3. Archives and Special Collections Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . ii

                        4. Circulation and Interlibrary Loan Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . iii

                        5. Instructional Materials and Production Center. . . . . . . . . . . . . . . . . . . . . . . . . . . .iii

                        6. Periodicals Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iv

                        7. Reference and Government Documents Department. . . . . . . . . . . . . . . . . . . . . . .iv

                                     TECHNICAL SERVICES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .v

                        8. Acquisitions and Collection Development. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . v

                        9. Cataloging Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vi

                        10. Systems Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

                        11. Committees Served. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

                        12. Professional Meetings Attended by Librarians. . . . . . . . . . . . . . . . . . . . . . . . . . viii

                        13. Professional Meetings Attended by the Support Staff. . . . . . . . . . . . . . . . . . . . . ix

                        14. Publications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ix

                        15. Presentations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x

                        16. Problems and Suggestions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .x

                        17. Conclusion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii

II.       APPENDIX

                        I. Benin Collection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .a-v

III.      APPENDICES - DEPARTMENTAL REPORTS

                                             PUBLIC SERVICES

                        A. Archives and Special Collections Department. . . . . . . . . . . . . . . . . . . . . . . . . . . .1

                        B. Circulation and Interlibrary Loans Department. . . . . . . . . . . . . . . . . . . . . . . . . . 19

                        C. Instructional Materials and Production Center. . . . . . . . . . . . . . . . . . . . . . . . . . .32

                        D. Periodicals Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

                        E. Reference and Government Documents Department. . . . . . . . . . . . . . . . . . . . . . 46

                                          TECHNICAL SERVICES

                        F. Acquisitions and Collection Development Department. . . . . . . . . . . . . . . . . . . . .62

                        G. Cataloging Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

                        H. Systems Department. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

IV.     LIBRARIANS and STAFF. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

WEST VIRGINIA STATE UNIVERSITY

DRAIN-JORDAN LIBRARY

2003-2004 ANNUAL REPORT

INTRODUCTION

             Libraries are temples of learning and a majority of students and faculty do use them on a regular basis to obtain knowledge and do research for their assignments. During 2002-2003, over 71% students at West Virginia State University used the Drain-Jordan Library on a regular basis. This trend has continued during the 2003-2004 academic year. The gate count shows that 121,002 users visited the Library during the year as compared to 119,912 during 2002-2003. A record 131,399 online searches were conducted through the online databases as compared to 87,917 searches in 2002-2003. Computers in the Library were used 43,301 times in 2003-2004 as compared to 41,447 during 2002-2003. Another highlight of the year was opening of the Library Cyber Café in the Wilson Student Union in January 2004. This new facility has ten computers and a few printers which can be used by students and other visitors from 7:00 A.M. to 11:00 P.M., six days a week, Monday through Saturday, and from 9:00 A.M.-7:00 P.M. on Sunday. Through these computers, students have access to the online catalog of the Library and other materials including al online databases. According to Mr. Joe Oden, Interim Assistant Vice President for Student Affairs of the University, this facility is heavily used every day at all hours by students and others. In addition, there are ten computers in Wallace Hall, a second Library Cyber Café facility which is open Monday-Friday, from 8:00 A.M.-7:30 P.M. This facility also has a few printers to help students and others to make copies of their research materials.

             Introduction of the “Library Smart Stop” in 2003-2004 has been a great success and many students have taken advantage of this program. The Library will continue to have this service available to students during the 2004-2005 Academic Year for the benefit of all students. Lights were installed in front entrance of the Library for the safety of all students using the Library during the evening hours. New signs have been posted all over the Library to guide students, faculty and other users to various areas, including book stacks in the Drain-Jordan Library. All signs were prepared in house by the Instructional Materials Center (IMC.)

APPOINTMENTS

~Abdul Aden was appointed Reference and Government Documents Librarian, effective January 16, 2004.

~Helen Margaret Bassitt was appointed Part-time Reference Librarian for the Fall 2003 Semester. She worked twenty hours per week at the Reference Desk.

                                                                                              -i-                                       

~Diana Deane was appointed Part-time Circulation Assistant for 2003-2004. She worked twenty hours per week at the Circulation Desk.

~Jean Fisher joined the Library as Catalog Librarian on July 1, 2004.

RETIREMENT

~Jean Carol Machusak, Library Technical Assistant II, in the Cataloging Department since 1980, retired on September 30, 2004.

HIGHLIGHTS OF UNIVERSITY LIBRARY DEPARTMENTAL REPORTS

PUBLIC SERVICES

ARCHIVES AND SPECIAL COLLECTIONS DEPARTMENT

             According to Mrs. Ellen Ressmeyer, Archivist of the University Library, the use of Archives in all areas increased tremendously during the 2003-2004 Academic Year. A Procedures Manual was prepared for the benefit of all employees. Due to the shortage of staff, the Archives Librarian served at the Reference Desk and taught Bibliographic Instruction classes on a regular basis along with other librarians. The Library Technical Assistant for the Archives worked at the Circulation Desk also along with other Library Technical Assistants. David Milam, a History major was an intern in the Archives for one-hundred hours. During his internship, Mr. Milam learned about the processing of archival documents and other aspects of archives. Major accomplishments of the department included: arrangement and classification of university documents was updated, research on various projects including the Head Start Program for Chicago Video Projects, Camp Washington Carver for Marshall University’s Virtual Museum, the Kanawha and Michigan Railroad, and on Women Deans, was done for a few organizations and individuals. In addition, seven exhibits were prepared by the Archivist for the Library. They included “Out of Africa, Benin Room Exhibition, West Virginia State College Authors, Slavery in Kanawha County, and Warren Davis, President of West Virginia State College from 1919-1954.

             Two-hundred fifty two (252) scholars visited the Archives. There were 139 phone inquiries, and 188 e-mails and correspondence. In addition, 830 items were used by scholars in the Archives, and 58 new books and 173 documents were added to the collection during the year. The goal of Archives for 2004-2005 is to start digitizing the media collection. (For details, see Appendix A)

                                                                                             -ii-                                       

CIRCULATION AND INTERLIBRARY LOAN DEPARTMENT

             During 2003-2004, students and faculty checked out 6,857 books as compared to 8,742 during 2002-2003. Faculty checked out only 104 books during year. Faculty members put 528 books and articles on “Reserves” and they were used 1,330 times. The Library borrowed 155 books and 140 articles on Interlibrary Loans from other institutions. The Drain-Jordan Library loaned 216 books and 27 articles to other institutions. 121,002 students and faculty, and other users visited the Library in 2003-2004 as compared to 111,912 users in 2002-2003. The Circulation Department’s goals for 2004-2005 are to improve the Interlibrary Loan System. It will help to receive all requests by e-mail from all users. The “Reserve” will be automated once the VIRTUA System has the capability of permanent reserves. The overdue notices are being sent to all borrowers twice a month. Special overdue notices were sent to all faculty members also. Procedures of the Circulation Department were revised. (For complete details, see Appendix B)

INSTRUCTIONAL MATERIALS AND PRODUCTION CENTER

             The Instructional Materials Center (IMC) has been without a professional librarian since 2002. During this difficult time, Nancy Sims, Library Technical Assistant II, has managed the Center. The IMC is open all hours the Library is open, seven days a week, but help is available only from Monday through Friday from 8:00 A.M. to 4:30 P.M. Nancy has done collection development and has been involved in various projects, including an inventory of the “Picture Files” in IMC. They will be cataloged in the near future for the benefit of all users. Seventy-five record albums were donated to the Library during 2003-2004. A list of albums was prepared and all of them have been added to the Library collections for the use of students, faculty, and others. The Library received a gift of one-hundred CD’s from the State of West Virginia. This collection has been added to IMC for the benefit of all users. Many long overdue books from faculty and others were recovered and placed in the IMC collection. Nancy prepared the “Procedures” Manual for IMC. It has been included in the notebook along with other departments procedures for the benefit of the Library staff. Abdul Aden, Reference Librarian, has been given additional responsibilities to oversee the IMC until the position of an IMC Librarian is filled.

             The IMC had 1,235 books checked out from its collection, and 1,663 books were used in the Library. The Library Technical Assistants answered 778 questions, and the production lab was used by 1,204 students. The IMC Library was used by 1,837 students during weekdays from 8:00 A.M. to 5:00 P.M. Evening and weekend statistics are not kept because no one is on duty in the IMC during those hours. Major goals of IMC for 2004-2005 are to get the Picture File and kits cataloged and repair damaged books in the collection. (For further details, see Appendix C)

                                                                                            -iii-                                       

PERIODICALS DEPARTMENT

             It has been reported by Mary Horn, Serials/Reference Librarian, that in spite of the tight budget and increasing costs of periodicals, a successful effort was made to retain a majority of the print journals and electronic databases. Usage in both categories increased dramatically. The Library subscribes to eighteen

online databases. They include 18,423 abstract journals and 33,182 full-text journals. Students, faculty, and other users have access to 51,605 online journals. A new database Science Digest was added to support the new graduate program in Bio-technology. Another database Psych Articles was added to the collection for Psychology majors and other users by cancelling a few print and microfilm titles in Psychology. Other databases added to the collection include American Chemical Society (ACS), Archives full-text database, and Criminal Justice Periodicals Index. Access to seventeen science/biomedical journals (full-text), including Nature, Cell, and Journal of Immunology, was made available for one year (2003-2004) through the West Virginia Bio-medical Research Infrastructure Network (WV-BRIN) and Marshall University. A record number of electronic searches (131,399) were done during 2003-2004 as compared to 87,917 in 2002-2003. The Library has 330 print titles and 130 titles on microforms. Thus, the total subscriptions for periodicals last year were 460. The ERIC Microfiche Collection grew by 11,413 during 2003-2004 and at present stands at 72,729. All periodical titles for the collection are selected by the help of faculty to support the curriculum and research needs of students and faculty.

             In May 2004, the updated Periodicals Holding List of the Library was published and copies were made available throughout the Library for the use of all interested students and faculty. Significant progress was made during the year in entering more than 200 periodical titles into Virtua, the database of Drain-Jordan Library. A Procedures Manual was prepared by the staff of the Periodicals Department.

             New carpet was installed in the offices of the Serials/Reference Librarian and the Library Technical Assistant in the Periodicals area in the Fall of 2003. Among the goals set by the Periodicals Department for 2004-2005 are to write grants to fill in gaps in the microfilm collection. (For details, see Appendix D)

REFERENCE AND GOVERNMENT DOCUMENTS DEPARTMENT

             Abdul Aden was hired as Reference and Government Documents Librarian on January 16, 2004. He has certainly done a commendable job during the last eight months including collection development in both Reference and Government Documents areas. He completed a major project of preparing a list of all materials in the Benin Room. (Appendix I) The collection will be cataloged soon and it will help users to find the material easily with the help of the online catalog of the Library. Ms. Jean Fisher was hired as a temporary Reference Librarian for 2003-2004.

                                                                                             -iv-                                       

             The Reference Department was allocated $13,065 for collection development. Many new and updated editions of reference books including directories, encyclopedias and other books were added to the collection.

             Government Documents play an important role in research. The Drain-Jordan Library has been a Selective Depository of the U.S. Government Documents since 1907. The materials received by the Library from the Government Printing Office have gone up from 23% to 33% in eight years, a net increase of ten percent. It includes annual reports, census data, hearings of the United States Senate and House of Representatives, information on U.S. Presidents, agriculture and other subjects, journals, CD’s, DVD’s, maps, and information on microfiche and online. 8,528 items wee added to Government Documents during 2003-2004.

             The Internet usage has continued to increase over the last five years. Access to the online databases from off-campus has also increased. Computers were used 43,301 times by students and others during 2003-2004, as compared to 41,477 in 2002-2003. As mentioned earlier in the report, 131,399 searches were conducted on databases, the highest number since the introduction of World-Wide Web (www), and databases in the Drain-Jordan Library.

             The Reference area is one of the busiest areas in the Library and a Reference Librarian is always on duty during all hours the Library is open to the public. Reference Librarians answered 5,641 reference questions. Bibliographic instruction is an important part of the Reference service. Librarians teach research methodology to students at the invitation of faculty members and they introduce them to the hidden treasures of the Library. In addition, tours of the Library are also given to students. During 2003-2004, librarians taught 118 classes as compared to only 78 classes 2002-2003. The program has functioned very well but there certainly is a need of a Bibliographic Instruction Librarian to lead and manage a very popular and busy program. (For details, see Appendix E) A Procedures Manual was prepared by the Reference and Government Documents Department.

TECHNICAL SERVICES

ACQUISITIONS AND COLLECTION DEVELOPMENT DEPARTMENT

Budget - The Acquisitions Department’s regular budget for materials was decreased from $150,00 to $100,000 for the year 2003-2004. Nineteen academic departments and the Community and Technical College were allocated $25,500 for collection development. The regular Travel Fund was slashed from $1,500 to $350.00 for the 2003-2004 academic year. In addition, the Supply Fund was reduced from $4,000 to $3,000, which covered office supplies, archives, interlibrary loan and printing charges.

                                                                                              -v-                                       

Title III - Activity Four

             Thirty-two thousand, three-hundred seventy two dollars and fifty-six cents ($32,372.56) were spent on the Media Studies and Bio-technology Graduate Programs. This included $5,356 for the Media Studies database, $4,137.29 for Media Studies paper journals. $22,879.27 was spent on Bio-technology journals.