UCB Annual Statistics, Background and Instructions

Source Data
GLADIS Autocirc Statistics	NRLF Deposits, Withdrawals and Holdings

Each year, units in The Library and the Affiliated Libraries report statistics to staff in the Librarian's Office. The Librarian's Office, in turn, reconciles and compiles data for use in the following kinds of projects:

• completion of national and statewide surveys;
• as background information for budget presentations to the campus;
• in reports to relate library resources to campus resources;
• in reports to UCB Office of Instructional Research;
• in reports to UCB Office of Public Information;
• in Library tours and information leaflets; and
• for internal budget and workload forecasts.

A statistics package is sent to units for return to the Librarian's Office. The deadline for 1998/99 statistics is September 10, 1999.

Units in The Library and the Affiliated Libraries are asked to complete the forms indicated below:
	Units, The Library	Affiliated Libraries
Schedule A	x	x
Schedule A, Transfers In	for those units who received ownership of materials from another unit during the year	for those units who received ownership of materials from another unit during the year
Schedule A, Transfers Out	for those units who transferred ownership of materials to another unit during the year	for those units who transferred ownership of materials to another unit during the year
Schedule B	completed by Lib Systems Office	x
Schedule C	prepared in LO from data received	prepared in LO from data received
Schedule D	x	x
Schedule E	x	x
The Library Unit Statistics	x	n/a
Affiliated Library Data	n/a	x

Definitions of terms used on Schedules A, B, C, D and E are provided by the Office of the President.

Schedule A and "transfers in/transfer out" worksheets. (completed by units in The Library and the Affiliated Libraries)
Schedule A should reflect all library materials which are owned by your unit, irrespective of shelving location. Shelving location of materials is clarified on Schedule E.

• Check that unit name, contact person and phone number are correct
• Shaded boxes are totals or subtotals of other cells. Please make sure that these shaded boxes do in fact equal the sum of their component figures. If you have questions, please consult with your unit head, with your resource group, or Elise Woods, ewoods@library.berkeley.edu.
• Holdings, beginning of the year. All numbers reported last year have been re-posted here as the beginning-of-the-year figures. If you need to correct a number in the "beginning of the year" holdings column, please only do so after discussing this with Elise Woods, ewoods@library.berkeley.edu.
• Transfers in and transfers out. One consequence of Library reorganizations has been the transfer of portions of collections from one "owning" unit to another, (e.g. moving materials from "General Reference" to "Information Desk".)
  • Do not consider materials sent to NRLF as "transfers"; materials at NRLF remain your unit's "holdings" despite the fact that these materials are remotely shelved.
  • Do not consider CD Roms mounted on a tower in another location as a "transfer"; instead continue to report this as owned by your unit on Schedule A, and as housed in a different location on Schedule E.
  • If you had material transferred to you from just one unit, please post this information in the "transferred in" column on Schedule A. Please consult with the unit which sent you material this year, to be sure that your "transfer in" figures match those being reported by the "sending" unit as having "transferred out".
  • If you transferred material out of your unit to just one other unit, please post this information in the "transferred out" column on Schedule A. Please consult with the unit which received material from you this year to be sure that your transfer figures match those being reported by the "receiving" unit.
  • If you had material transferred to you during the year from more than one unit, please first complete the "transfers in" detail worksheet enclosed. The "transfers in" column on Schedule A should equal the sum of all transfers into your collection. Please consult with the units which sent you material this year, to be sure that your "transfer in" figures match those being reported by the "sending" units as having "transferred out".
  • If you transferred material our of your collection to more than one unit during the year, please complete the "transfers out" detail worksheet enclosed. The "transfers out" column on Schedule A should equal the sum of all transfers out of your collection. Please consult with the units which received material from you this year to be sure that your transfer figures match those being reported by the "receiving" units.
• Holdings, end of the year
  • must equal the sum of Holdings (beginning of the year + transfers in + added - transfers out - withdrawn.)
  • must equal the end-of-the-year total holdings shown on Schedule E, by material type.
• "Volumes" should include all bound volumes (e.g., monographs and bound serials.) In most cases, should include books that have a companion CD (see multi-media kits.) For a more detailed definition of "volumes," see the UCOP definitions.
• Serials titles held, end of year. For units within The Library, the total "serial titles received" as of the end of the year has been pre-posted based on figures from the Innopac system. These numbers should not be changed. Please provide transfer, added and withdrawn information to balance the beginning-of-the-year to the end-of-the-year figure already shown here.
• Manuscripts and archival materials. UCB normalized how to count manuscript and archival materials, using the logic of "manuscript unit," to be kept by material type. For definitions of what constitutes what material type, see UCOP definitions for manuscript and archival materials.
• Multi-media kits. The UCOP definitions make is clear that an item is to be counted as a multi-media kit when a) it is composed of materials in various media, and b) no single component is dominant. In most cases, a book with an attendant CD to tape should be considered a volume, not a multi-media kit.
• Monographic CD-ROMs. In most cases, if a CD-ROM accompanies a book; count the package as a volume, not as a monographic CD-ROM. A CD-ROM accompanied by a small companion pamphlet, is likely a monographic CD-Rom.
• Serial CD-ROMs. See "Machine Readable Data Files, item 4 of the UCOP definitions for how to count serial CD-ROMs.

Schedule B (completed by Affiliated Libraries only)

• Check that unit name, contact person and phone number are correct
• Numbers reported for last year have been pre-posted here for comparison. Please provide numbers as of June 30 this year.

Schedule D (completed by units in The Library and the Affiliated Libraries)
Non-returnable items are facsimiles exchanged (mail, fax, Ariel, etc.) with no expectation of return. Note: non-returnable items requested for the purpose of being added to a collection are not interlibrary transactions as defined for purposes of Schedule D.

Returnable items are all library materials exchanged on loan.

Any loans made from your collection by members of the UCB ILS staff are centrally reported and should not be double-counted. Only include lending or borrowing transactions made directly by your unit.

• Complete this form if
  • on behalf of a patron, your unit has ordered a document from a commercial supplier, and the document has been given over to a patron (and not added to the collection.) Post such transactions as "non-returnable items borrowed" from "all other suppliers."
  • on behalf of a patron, your unit has requested from other libraries either returnable or non-returnable items, without going through UCB Interlibrary Services (ILS).
  • your unit has sent library materials to other libraries on behalf of a library patron, without going through UCB Interlibrary Services (ILS).
  • Note:If you are associated with a commercial operation which provides document delivery from your collection, only include these transactions if these requests were received by you through normal ILL channels, and which you then submitted to the provider for fulfillment. (e.g. BoaltExpress and EBSCODOC direct transactions with clients should NOT be included.)
• Check that unit name, contact person and phone number have been supplied
• If you are coordinating a point-to-point fax project (e.g. Bioshares), please consult with other library units which are participating to be sure that all activity is reported, but is reported only once.

Schedule E (completed by units in The Library and the Affiliated Libraries)
Report all library materials owned by your unit, subtotaled by their shelving location. (e.g. report in separate columns the subtotals of materials shelved in your unit; at NRLF; on a CD Rom tower outside your unit, etc.)

• Check that unit name, contact person and phone number are correct
• Schedule E has multiple columns for you to post holdings in different building locations. The building names reported last year for your collection have been pre-posted. If you have materials stored in a building which has not been pre-posted, please provide the complete address in the column heading.
• Total holdings on Schedule E must equal holdings reported at the end-of-the-year on Schedule A.

Notes, Unit Statistics (The Library only)

• Check that unit name, contact person and phone number have been supplied
• Instructions appear on the form itself, which hopefully are self-explanatory; if you have questions please E-mail or phone Elise Woods (ewoods@library, 3-3202)
• Please be sure that the "total" fields do in fact equal the sum of their component fields.

Notes, Affiliated Library Data (Affiliated Libraries only)

• Please be sure that the total fields do, in fact, equal the sum of related fields
• Hopefully, this sheet is otherwise self-explanatory. If you have questions, please E-mail or call Elise Woods, (ewoods@library, 643-3202)

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