Public Services in Special Collections, SPEC Kit 296 (November 2006)

Turcotte, Florence; Nemmers, John

124 · SPEC Kit 296
Pennsylvania State University
Number enrolled Credit Courses and Multi-session Classes
Once per semester
Wage Hours Worked by Student, Professional &Support Staff
Hours Worked by Student
Monthly
Hours Worked by Professional
Monthly
Hours Worked by Support Staff
Monthly
Contributed Services Staff
Monthly
Dollars for Professional
Monthly
Dollars Paid by Federal Funding
to Work Study Students
Monthly
________________________________________
Jump to Submit Button ________________________________________
Interlibrary Loan
Non-PSU Activity (Definitions) (What not to count) (What to Count)
Loans Provided/Supplied
PA Academic
Monthly
PA Other
Monthly
PA Public
Monthly
PA School
Monthly
Non-PA
Monthly
Photocopies Provided/Supplied
PA Academic
Monthly
PA Other
Monthly
PA Public
Monthly
PA School
Monthly
Non-PA
Monthly
Loans Received
PA Academic
Monthly
PA Other
Monthly
PA Public
Monthly
PA School
Monthly
Non-PA
Monthly
Photocopies Received
PA Academic
Monthly
PA Other
Monthly
PA Public
Monthly
PA School
Monthly
Non-PA
Monthly
________________________________________
Exit without updating Stats Contacts for help with your statistics: Torsten Bjalme,
Kimlyn Patishnock
Report problems with the web pages to: Linda Klimczyk
Twice a year in the Fall and Spring semesters we are asked to collect two different types of data
for inclusion in this report to ARL. One week is Reference Statistics and the following week is

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Public Services in Special Collections · 123
Pennsylvania State University
Outreach
Tours
Exhibits
Programs
Lectures
Conferences
Meetings
Literature
Slide Presentations
Instruction
Professional Ethics
List and Explanation
ALA Statement of
Professional Ethics
The Library Bill of Rights
SAA Code of Ethics
Appendix 1: Collection Types
and Locations
Collection Types
Collection Locations
Appendix 2: Reference
Resources
Binders
Finding Aids
Publications
Card Catalogs
Online Resources
Tip Sheets and
Pathfinders
Special Collections
Databases
Online Searching
Glossary
Sample Forms
Registration
Supplemental Registration
Materials on Hold
Loan Receipt
Patron Instructions for
Retrieving Scanned Files
of Photos
Public Scanner
Instructions
Circulation with Special
Permission
Preservation Department
Orders
Photographic Orders
Request for Duplication
Locations).
If data has been entered for the month,fiscal year and location that you selected you will
be given an update form from which you can verify or change data. If no data exists for
the month, fiscal year and location that you selected you'll be given a blank form from
which you can enter data.
Fiscal Year:
Month:
User ID:
Select UP Location:
Or ...
Select CCL Location:
Export Statistics Reports
Contacts for help with your statistics:Torsten Bjalme, Kimlyn Patishnock
Report problems with the web pages to: Linda Klimczyk
Example:
Using November 2004, there were 780 uncatalogued items counted for Special
Collections during that month. 780 represents ALL collections or items from all 3
units that were used during the month – whether we used workflows or not.
________________________________________
Update Statistics for: Special Collections November, 2004/2005
Please enter only numeric data (numbers, decimal point, comma, dollar sign) in
the fields below. Do Not enter alpha characters.
Initial vlaues for blank fields are pre-set to 0. To enter data, type over the 0.
Accept the 0 when you have no data to enter.
To see instructions for the categories below, hold your mouse over the bullet next
to the category.
Exit without updating Stats
________________________________________
Circulation
Uncataloged Items
Monthly
Reserves
Monthly
In House Use
Biannually when notified
________________________________________
Collections
Serials Received but not Purchased
Monthly
________________________________________
Film/Video
Monthly
________________________________________
Patron Exit Count
Biannually when notified
Reference Transactions
In-House /Telephone
Biannually when notified
Reference Transactions
E-Mail /Web
Biannually when notified
________________________________________
Service Points
Number of Staffed Service Points
Annually in June
________________________________________
Instruction
Course-related/Integrated Instruction Sections
Once per semester
Number of Students in Course-related/Integrated Instruction Sections
Once per semester
Tours, Outreach &Seminars
Once per semester
Number of Attendees in Tours, Outreach &Seminars
Once per semester
Credit Courses and Multi-session Classes
Once per semester

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SPEC Kit 296: Public Services in Special Collections (November 2006) resources

Public Services in Special Collections · 125
Pennsylvania State University
Collection Use Statistics. Forms are provided via email for each covered week, copied, and placed
at the appropriate desk(s).
What are ARL Statistics?
ARL Statistics is a series of annual publications that describe the collections, expenditures, staffing,
and service activities for the member libraries of the Association of Research Libraries. Statistics
have been collected and published annually for the members of the Association since 1961-62.
Before that, annual statistics for university libraries were collected by James Gerould, first at
Minnesota and later at Princeton. These data cover the years 1907-08 through 1961-62 and are
now called the Gerould statistics. The whole data series from 1908 to the present represents the
oldest and most comprehensive continuing library statistical series in North America. Printed copies
are available from the ARL Publications Program.
The Reference Statistics are collected at the front desk and the reference desk, while the
Collection Use Statistics are only collected at our reference desk. At the end of the collection
periods the statistics are added together and entered into the Library ARL Statistics Site. Reference
Statistics are entered under the category Reference Transaction In House/Telephone, and
Collection Use Statistics are entered under the category In House Use. Even though we count the
number of Troubleshooting, Where is…..and Policy &Service questions, they are NOT entered on
the ARL database, but compiled for in-house use by the Public Service Department of the library.
Copies of all ARL statistics are kept by the person in Special Collections designated to work with
the statistics throughout the year. The registration forms are distributed when the count is taken
and returned to the individual units.
Web Statistics via URCHIN
At the present time this particular source of statistics is available to one Special Collections staff
member to view using their log-in and a specially created password provided by I-Tech. Urchin
records all “hits” or successful requests to our web server from a visitor’s browser for any type of
file. While the numbers recorded are large, one single web page can cause many hits – one for
each image included on the page, etc.
After discussion, I would envision this field being added to our statistics database and recorded on
a monthly basis.
Maintaining
Registrations Forms
When all statistical information is taken from the registration forms they are returned to the unit
department head.
Automated Circulation
Slips generated through SIRSI are stapled to the registration form, and both are returned to the
unit department head
Reporting
As explained in previous paragraphs, reporting of statistics is primarily only done upon request for
ARL purposes or for faculty/staff projects.

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SPEC Kit 296: Public Services in Special Collections (November 2006) resources

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SPEC Kit 296: Public Services in Special Collections (November 2006) resources

SPEC Kit 296: Public Services in Special Collections (November 2006) resources