ACRL News Issue (B) of College & Research Libraries 69 D raft: Statement on Quantitative Standards for Tw o-Year Learning Resources Program s F o r e w o r d T h e follow ing statem en t on qu antitative standards for two-year college learning resources programs has been prepared by the Ad Hoc Sub­ committee to Develop Quantitative Standards for the “Guidelines for Two-Year College Learning Resources Programs.” The statement is a draft copy presented for reaction and comment. At the ALA Dallas Conference in June 1979, the Com­ munity and Junior College Libraries Section will hold a hearing on the draft statement. In the meantime, comments may be sent to James O. Wallace, D irector of Learning Resources, San Antonio College, 1001 Howard Street, San An­ tonio, TX 78284.; (512) 734-7311, ext. 257. I n t r o d u c t i o n When the “Guidelines for Two-Year College Learning Resources Programs”* was completed in 1972, it was planned that a supplementary state­ ment of quantitative standards should be d e­ veloped. This document is the intended supple­ ment, designed to meet the recurring requests for suggested quantitative figures for help in planning and evaluating programs. No absolutes are presented here; too many variables must be considered for this to be possible. In addition, al­ though extensive use has been made of existing statistics when these were appropriated no con­ clusive research provides qu antitative m eas­ urements of some factors. In such cases the pro­ fessional judgment and extensive experience of the members of the committee have been the basis for the recommendations. * Am erican A ssociation of Com m unity and Ju n io r C o lleg es— Association for Educational Communications and Technology— American Li­ brary Association, “Guidelines for Two-Year Col­ lege Learning Resources Programs,” A udiovisual Instruction, X V III, p. 50-61 (Jan. 1973); C ollege ù R e sea rch L ib r a r ie s N ews, X X X III, p .3 0 5-15 (Dec. 1972). †For example, extensive computer analysis was made of the 1975 H EG IS statistics, which had the only comprehensive coverage of audiovisual holdings. These statistics were analyzed by F T E , by types of materials, and by other factors. The quartiles developed have been used extensively by the com m ittee. Stanley V. Smith, L ib r a r y Statistics o f C olleges an d Universities: F all 1975 Institutional D ata (U.S. Dept, of Health, Educa­ tion and Welfare, National Center for Education Statistics, 1977). A dherence to every single e lem e n t in the Learning Resources Program (as defined in the “Guidelines”) is not considered essential in this document. For example, collection size is viewed as relating not to book holdings alone or to au­ diovisual holdings alone but rather to total biblio­ graphical unit equivalents (as defined in section on collections). The significant variable accepted for most ele­ ments is enrollment expressed as full-time equiv­ alent (FT E ) students. The tables reflect from under 1,000 FT E to the largest enrollments for a single Learning Resources Program. Should the total enrollment be more than twice the F T E , collection, staff, and space requirements will ex­ ceed the quantities in the tables. Levels of at­ tainment of Learning Resources Programs will vary. Two levels are addressed in this document in each enrollment bracket: “minimal” (indicated in the tables by M) and “good” (indicated by G). A program consistently below the M level for its size is probably not able to provide services needed. A program consistently above the upper, or G level, will usually be found to have the capability of providing outstanding services. It cannot be expected that these quantitative standards will remain constant. To reflect changes in two-year colleges, results of additional re ­ search, new technological and professional de­ velopments, experience in the use of this state­ ment, and changes in the economic and educa­ tional conditions in the nation, it is recommended that a review committee be appointed three years from the date of initial adoption and at three-year intervals thereafter. S t a f f S ta ff co m p o nen ts are defined in the “Guidelines.” The positions in table 1, which in­ clude the director, are full-time equivalents for staff working thirty-five to forty hours a week for twelve months a year, including vacations and holidays, in a Learning Resources Unit in which most processing occurs on campus. Staff in a cen­ tral unit, such as a processing center for a multi­ campus district, should be in proportion to the services rendered each campus. Staffing of branches, extension centers, com­ mercial level production facilities, computer op­ erations, printing services, extensive learning or developmental laboratories, bookstore operations, or on-the-air broadcasting are not included in the table. Most institutions will need to modify the 70 T A B L E 1 S t a f f F u ll-T im e E q u iv alen t Profes E n ro llm e n t L ev el sional Su pport U n d e r 1 ,0 0 0 M 2 4 G 4 6 1 , 0 0 0 - 3 ,0 0 0 M 2 . 5 5 G 4 10 3 , 0 0 0 - 5 ,0 0 0 M 3 . 5 9 G 6 18 5 , 0 0 0 - 7 ,0 0 0 M 6 15 G 8 2 4 A d dition al for M .5 1 e a ch 1 ,0 0 0 G 1 3 F T E o v e r 7 ,0 0 0 staffing p a tte r n to in c lu d e su ch facto rs as lo n g e r o r s h o rte r w orkw eeks an d an nu al co n tra c ts. B u d g e t B u d g e t form u las in a tr u e s e n s e a re n o t p o ssi­ b le in tw o -year c o lle g e s b e c a u s e o f w id e v a ria n ces in p r a c t ic e fro m in s titu tio n to in s titu tio n . F o r e x a m p l e , film r e n t a l s m ay b e c h a r g e d to d e ­ p a rtm e n ta l b u d g ets, and s ta ff frin g e b e n e fits m ay o r m ay n o t b e in c lu d e d in th e b u d g e t for L e a r n ­ in g R e s o u r c e s P ro g ra m s . I n a d d itio n to th e s e , va rio u s o th e r s e r v ic e s , su ch as le a rn in g o r d e ­ v e lo p m e n t a l la b o r a to r ie s , w h ic h a r e d e fin it e ly p a r t o f s u c h p r o g r a m s , w ill n o t a lw a y s b e so ch a rg ed in th e in s titu tio n a l b u d g ets. T h e fo rm u la s a r e fu r th e r c o m p lic a te d w h e r e t h e r e a r e c e n t r a l i z e d s e r v ic e s , s a t e l li t e o p e r a ­ tio n s , an d c o n tin u in g e d u c a tio n r e s p o n s ib ilitie s , so th a t an a b so lu te form u la is n o t p o s s ib le w ith ­ o u t e x a m in in g a ll e le m e n ts o f staff, m a te r ia ls , s e rv ic e s , and th e d e lin ea tio n s lis te d in I I I C o f th e “G u id e lin e s ” a t ea ch cam p us. E x p e r ie n c e in d ica tes, h o w ev er, th a t a fu lly d e ­ v e lo p ed L e a rn in g R eso u rc es P ro gram w ill usually re q u ire from 7 to 12 p e r c e n t o f th e ed u ca tio n a l an d g e n e ra l b u d g e t o f th e in s titu tio n , w h e th e r t h e s e a r e s e p a r a te ly id e n t if ie d as le a r n in g r e ­ s o u r c e s o r d if fu s e d in a m u l t i p l e n u m b e r o f acco u n ts. C o l l e c t i o n S i z e S iz e o f th e c o lle ctio n av ailab le on an y tw o -y e a r c o l l e g e c a m p u s is b e s t e x p r e s s e d as “ b i b l i o ­ g ra p h ica l u n it e q u iv a le n ts .” W h e r e a m u ltic a m ­ p u s d is tric t m a in ta in s so m e m a te ria ls c e n tra lly , th e s e hold ings should b e d is trib u te d for sta tistica l p u r p o s e s p r o p o r t i o n a l to u s e b y t h e v a r io u s ca m p u ses. B ib lio g ra p h ic a l u n it e q u iv a len ts (B U E ) co n sist o f w r itte n , r e c o r d e d , o r o t h e r m a te r ia ls . E a c h ite m in th e follow ing th r e e group s is o n e B U E . W ritten M aterials 1. O n e ca ta lo g ed bo u n d v olu m e. 2 . O n e p erio d ica l v olu m e. 3 . O n e ca ta lo g ed d o cu m e n t. 4 . O n e r e e l o f m icro film . 5. O n e ca ta lo g ed m icro fich e. 6 . F i v e u n ca ta lo g e d m icro fich e. 7. F iv e m icro card s. 8 . O n e ca ta lo g ed m u sica l w ork. 9. O n e p e rio d ic a l c u rr e n tly re c e iv e d . R e c o r d e d M a teria ls 10. O n e v id e o c a s s e tte o r v id eo ta p e re e l. 11. O n e r e e l o f 16 m m m o tio n p ic tu r e film . 12. O n e c a ta lo g ed 8 m m loop film . 13. O n e c a ta lo g ed 3 5 m m slid e p ro g ram . 14. O n e ca ta lo g ed s e t o f tra n s p a re n c ie s. 15 . O n e c a ta lo g ed slid e set. 16. F ifty ca ta lo g ed 2 x 2 slid es , n o t in sets. 17. O n e ca ta lo g ed so u n d re c o r d in g (d isc, re e l, o r c a ssette). 18. F iv e film s re n t e d o r b o rro w e d d u rin g an ac a d em ic year. O th e r M a teria ls 19 . O n e c a ta lo g e d m a p , c h a r t, a r t p r in t, o r ph o to grap h . 2 0 . O n e ca ta lo g ed kit. 2 1 . O n e ca ta lo g ed ite m o f realia, m o d el, o r art o b je c t. 2 2 . Any o th e r c o m p a ra b le ca ta lo g ed item (s). T a b le 2 show s th e to ta l n u m b e r o f B U E s u se d to m ea su re th e c o lle ctio n . N orm ally, w ritte n m a­ te ria ls sh o u ld co n s titu te a t le a s t 7 0 p e r c e n t o f th e B U E s . All o th e r p ro p o rtio n s o f th e to ta ls m ay b e a d a p te d to th e L e a r n in g R e s o u r c e s P ro g ra m o f th e in s titu tio n . F le x ib ility in d e te r m in in g th e in ­ fo rm atio n al n eed s o f th e p rog ram th e n m akes it p o ssib le to ch o o se to p u rc h a s e e it h e r a b o o k o r an aud iovisual ite m , a p erio d ic a l su b s crip tio n , o r an y o th e r m a te ria ls . N o tw o -y e a r c o lle g e sh o u ld b e w itho u t s o m e B U E s in e a ch o f th e fiv e c a te g o rie s u s e d in t a b l e 2 . T e c h n i c a l in s t i t u t e s w ith e x ­ tr e m e l y s p e c ia liz e d p ro g ra m s m a y r e d u c e th e total B U E re q u ire m e n ts as m u ch as 4 0 p e r c e n t. A n n u a l A c c e s s i o n s I f th e m a teria ls a re to m e e t th e in s tru ctio n a l n eed s o f th e in s titu tio n se rv e d , c o n tin u e d a c q u is i­ tio n s a c c o m p a n ie d b y c o n t i n u e d w e e d in g a r e n e e d e d e v e n w h e r e h o ld in g s e x c e e d r e c o m m e n ­ dations. N ew m a teria ls a re n e e d e d for p re s e n ta ­ tio n o f n ew info rm atio n a n d n ew in te r p re ta tio n s o r th e c o lle ctio n b e c o m e s d a ted an d d e c r e a s e s in ed u ca tio n a l valu e. N ew co u rs es a d d ed to th e c u r ­ riculu m and n ew in s tru ctio n a l p ro g ram s r e q u ir e n ew m a teria ls to m e e t classro o m an d ind ividu al n e e d s o f s tu d e n ts. As e n ro llm e n t in c r e a s e s th e r e is n e e d fo r m o re d u p lica tio n and fo r b ro a d e r ap ­ p r o a c h e s to to p ic s a lr e a d y r e p r e s e n t e d in th e c o lle ctio n . F iv e p e r c e n t o f th e c o lle c tio n siz e sh o u ld b e th e m in im u m an nu al a cq u isitio n fo r e a ch L e a r n ­ in g R e s o u rc e s P ro gram . T h is p e r c e n ta g e d o es n o t in c lu d e re p la c e m e n ts o f lo st o r sto le n ite m s o r m a te r ia ls to s u p p o rt n e w c o u r s e s o r c u r r ic u la , w h ich sh o u ld b e ad d ition al. 71 TABLE 2 C o l l e c t i o n S i z e W ritten Materials Recorded Materials Periodical O ther Motion O ther Collection FTE Subscrip W ritten Pictures & Recorded O ther Size Enrollm ent Level tions Materials Videotapes Materials Materials Totals U n d er M 200 20,000 15 350 50 20,615 1,000 G 300 30,000 125 1,350 350 32,125 1,000- M 300 30,000 125 1,350 350 32,125 3,000 G 500 50,000 350 3,200 1,200 55,250 3 ,0 0 0 - M 500 50,000 350 3,200 1,200 55,250 5,000 G 700 70,000 700 5,350 2,350 79,100 5 ,0 0 0 - M 700 70,000 700 5,350 2,350 79,100 7,000 G 800 85,000 1,250 8,500 4,500 100,100 Additional M 5 6,000 13 10 5 6,133 each 1,000 G 30 12,000 150 405 305 12,890 F T E over 7,000 TABLE 3 S p a c e R e q u i r e m e n t s Audiovisual Total Print Materials Materials andS ceseivr Related Assignable Full-Time Instructional Square Enrollm ent Minimum Maximum Minimum Maximum Services Feet 1,667 7,500 9,250 5,000 6,750 750 15,000 2,500 9,503 13,055 5,000 8,552 950 19,005 5,000 15,495 21,693 7,748 13,946 1,550 30,990 8,333 23,000 32,200 11,500 20,700 2,300 46,000 10,834 28,503 39,904 14,251 25,652 2,850 57,005 14,167 35,488 49,683 17,744 31,939 3,549 70,975 16,667 40,650 56,910 20,325 36,585 4,065 81,000 S p a c e R e q u i r e m e n t s Space standards for tw o-year colleges have al­ ready b e e n d ev elo p ed by th e L earn in g Resources Associaton of California C om m unity Colleges and should b e utilized for p e rm a n e n t facilities to be in u se for t e n o r m o re y ears. T h e ir F acilities G u id elin es, ‡ if a d ju s te d to F T E by u se of th e fo rm u la p ro v id e d , w ill s e rv e as a sa tisfa c to ry standard. T able 3 has b e e n ad a p te d from th e Facilities G u id e lin e s u s in g a b s o lu te F T E to allo w easy com parison w hen th at publicaton is not available. T he p rem ises u pon w hich th e original was based d eserv e m ore a tte n tio n than is possible in these standards. To b e ad d e d to th e total square feet in table 3 is any additional space n e e d e d for related in stru c ­ tional services for individualized instruction, such as learn in g laboratories, study skills c e n te r, lan­ g u ag e la b o ra to rie s , e tc . Also to b e a d d e d are in te rn a l offices, office service areas (file room s, ‡L earning R esources Association o f th e Califor­ nia C om m unity C olleges, Facilities G uidelines f o r L ea rn in g R eso u rces C enters: P rin t, N o n -p rin t, R e la te d I n s tr u c tio n a l S e rv ic e s (P .O . Box 246, Suisun C ity, CA 94585, 1978), $25. v a u lts , d u p lic a tin g ro o m s, in te r n a l c o r rid o r s , office supply room s, etc.), office-related confer­ ence room s and conference room services (kitch­ e n e tte s , so und e q u ip m e n t storage, etc.), internal classroom s a n d la b o ra to rie s, a n d n o n assig n ab le sp a c e (ja n ito r s c lo s e ts , sta irw a y s , p u b lic c o r ­ ridors, elevators, toilets, a n d building utility and operational facilities). E q u i p m e n t f o r D i s t r i b u t i o n T h e re is n e e d for sufficient e q u ip m e n t for dis­ trib u tio n to classrooms beyond e q u ip m e n t neces­ sary for individual u tilization o f audiovisuals in th e learn in g cen ters. R ecom m endations are lim ­ ite d to m ajor types o f eq u ip m en t. O p aque p ro ­ jectors should b e available even in minim al p ro ­ g ram s; q u a n tity w ill d e p e n d u p o n u tiliz a tio n . O v e rh e a d p ro je c to rs sh o u ld b e a v ailab le in all classrooms. R ecom m endations in table 4 are for classroom e q u ip m e n t d istrib u tio n only a n d as­ sum e a rep lacem en t schedule no t lo n g er th an five years. Q u an titativ e form ulas for som e e q u ip m e n t are in h e re n t in use. In a laboratory situation, ty p e a n d q u a n tity o f e q u ip m e n t w ill d e p e n d u p o n w hat th e course o r program is. P e rm a n e n t sound a n d p ro je c tio n e q u ip m e n t w ill b e in sta lle d in large lec tu re halls. All classrooms will have p e r­ 72 TA BLE 4 E q u i p m e n t f o r D i s t r i b u t i o n Video- Audio- 16mm Su per 8mm cassette Slide casette Record Uses p er Year Projector P rojector Player P rojector Player Player 1-100 2 -9 2 -9 2 - 9 2-24 2 -4 9 2 -9 101-1,000 10-24 10-24 10-24 2 5-49 5 0-99 10-24 1 ,001-3,000 25—44 15-19 2 5-32 5 0-64 100-174 25-35 3 ,0 01-5,000 45-49 20-24 33-49 6 5-99 175-249 3 6 -4 9 5,0 0 0 + 5 0 + 25 + 5 0 + 100+ 250+ 50 + manently installed projection screens and room- darkening drapes or shades and will have connec­ tions and outlets for closed -circu it television where it exists. In d e te rm in in g th e n u m ber o f p ie c e s of equipment, a reasonable distribution of demand is assumed, i.e ., that all use will not be concen­ trated on a peak period of either the days or the academic year. Random access or broadcast de­ livery system s will also affect the needs for equipment. P r o d u c t i o n All Learning Resources Programs should pro­ vide some production capability according to the needs and requirem ents o f the curricula, the availability of com m ercial m aterials, and the capability of the delivery system. Production, ex­ cept where part of an instructional program or meeting a specific institutional need, is not an end in itself. Neither is it related to institutional size. Basic production capability for all campuses consists of minimal equipment items for: Still photography (1 35m m cam era and a r­ rangements for developing film elsewhere). Ability to make and duplicate sound record­ ings. Sign production. Graphics layout and lettering. Laminating and dry-mounting. Ability to make overhead transparencies. Simple illustrations. Videoplaying and duplication. One camera videotaping and videodubbing. Intermediate production capability consists of all elem ents above and in addition equipment items for: Photographic black-and-white printing and pro­ cessing. Ability to edit sound recordings. Two-camera video production. Advanced production when justified consists of all above and in addition equipment items for: Simple studio videoproduction in color. Simple studio for sound recording and editing. O ptional p roduction (ju stifiable only when needed for programs for cooperative distribution or highly sophisticated institutional needs) in addition consists of: Color television d irecting, production, and editing. 16mm motion picture directing, production, and editing. Color photographic developing and processing. U s e r S e r v i c e s . T h e m ost im p ortant asp e ct to m easure in standards for Learning Resources Programs may well be the services to the user. No data now exist on which to base standards of use except for a few isolated elements. In lieu of such standards a checklist (which attempts to identify those ele­ ments for which user statistics might be collected) has been developed, including some of those e lem e n ts already recog n ized as significan t. Others, which have not been collected, are sug­ gested along with these for institutional use and experimentation in the Appendix. A p p e n d i x C h e c k l i s t o f U s e r S e r v i c e s S t a t i s t i c s t o B e C o l l e c t e d A. Circulation to students for out-of-building per­ sonal use (number of items) B. C ircu la tio n to faculty for p erson al use (number o f items) C. Interlibrary loans (i.e., through mail or deliv­ ery systems) 1. Requests to borrow (number of items). 2. Items received (number of items). 3. Photocopies received (number of items). 4. Requests to loan (number of items). 5. Loans made (number of items). 6. Photocopies sent (number of items). D. Use of materials in-house 1. Periodicals (number o f volumes or issues). 2. Other printed materials (number of items used by count of materials on tables, re­ serve use, etc.). 3. Microforms (number of items). 4. Audiovisuals (number of items by type). E. Group use in-house 1. Audiovisuals seen or heard (number of stu­ dents served). 73 2. Audiovisuals used in learning laboratories (number of students served). F. Direct instruction 1. Directed learning sessions (number of stu­ dents served). 2. Instructional sessions (number of students served). 3. Classroom instruction for oth er faculty (number of students served). 4. Taped individual programs used (number of students served). 5. W orkshops and sem inars conducted (number of students served). G. Community service 1. D irect loans to nonstudents (number of items). 2. D ire c t loans to students and faculty of other institutions (number of items). 3. Tour groups of campus visitors (number of individuals served). 4. Groups attending m eetings in facilities (number of individuals served). 5. Telephone reference questions (number of requests received). 6. Research projects assisted (number of proj­ ects). H. Reference services to students, faculty, and staff 1. Directional reference questions (number of questions). 2. B rie f ready reference (number of ques­ tions). 3. Extensive assistance (by number of ques­ tions and item descriptions). 4. A ssistance to physically handicapped (number assisted). 5. Referrals to outside agencies (by number). 6. R e fe re n ce questions not answ ered (by number and item descriptions). I. Bibliographical services 1. T elep h o n e v erification o f ow nership (number of items). 2. On-line reference services utilized (number of queries handled). 3. Preparation o f b r ie f ( i.e ., less than ten items) bibliographies (number of bibliog­ raphies). 4. P reparation of longer bib liograp hies (number of bibliographies and d escrip ­ tions). J. Consultative services 1. Informational and current awareness ser­ vices (number of contacts). 2. Individual assistance to faculty for instruc­ tional problems (number of contacts). 3. Team involvement in instructional projects (number of projects). 4. New faculty orientation (number of faculty served). K. Distribution and delivery services 1. Sh ort-tim e (less than one week) use of equipment (number of items). 2. Long-time use of equipment (number of items). 3. Off-campus use of equipment (number of items). L. Classroom and other group use of materials 1. S h ort-term (less than one week) use (number o f items). 2. Long-term use (number of items by type). 3. Off-campus use (number of items by type). M. Viewing audience 1. Classroom (number of students viewing or listening to materials). 2. Special events (number of individuals view­ ing or listening to materials). 3. Off-campus audience (number of individu­ als viewing or listening). N. Television closed-circuit use 1. Programs owned locally (number of show­ ings). 2. Programs rented or borrowed (number of showings). 3. Viewing audience (number of individuals). O. Production 1. R ecording and duplication (num ber o f items and number of staff hours). 2. V ideotape reco rd in g and duplication (nu m b er o f item s and nu m ber o f staff hours). 3. Graphics production (number of items and number of staff hours). 4. Transparency production (number of items and number of staff hours). 5. Slide production (number o f item s and number of staff hours). 6. Other photography (number of items and number of staff hours). 7. Dry-mounting and laminating (number of items and number of staff hours). 8. Duplicating/copying services (number of items and number of staff hours). P. Maintenance 1. Bench repair o f equipm ent (number of items and number of staff hours). 2. On-site repair of equipment (number of items and number of staff hours). 3. Contractual maintenance (number of items repaired). Q. Projectionist services 1. Classroom pro jection (num ber of occa­ sions). 2. Recreational and community projection (number of occasions). 3. Other projection (number of occasions). R. Display and public relations 1. Bulletin board displays (number prepared). 2. Exhibits provided (number prepared). 3. Informational publications (number pre­ pared). ■■