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Creating the Resources Directory of Illinois Anne Craig and John Finn Hatching the Idea When the system reference librarians' group (in which state Library staff have traditionally been included) first started talking about it, it seemed impossible: a survey of 3,900 ILLINET libraries to determine special collections and foreign language strengths on a library-by-library basis. A reference librarian's dream come true! So many "treasures" are not cataloged in the statewide union catalog, ILLINET Online, that finding special collections and foreign language material is a test of memory and experience. As the idea evolved, the project got a name, The Resources Directory of Illinois (RDI), and a purpose, it was designed with the intent to supplement, not replace, ongoing reference service in Illinois libraries. How? By providing a subject directory of reference services, sources and special collections in the state. As the group discussed it, however, it seemed less like an impossibility and more like a very good idea and one that should go forward. The RDI had been born! Writing the Questionnaire The group compiled a list of questions that could be separated into four main categories: general information, foreign language collections, special collections and information about training and development practices in Illinois. The fourth section was never intended to be included in the directory; it will be used by library systems and the Illinois State Library for development purposes. The finished questionnaire product is attached as is the flier that accompanied the disk in the mailing. Other survey instruments and their companion end products from known "reference inventory" projects were reviewed during the process. These publications included: Directory of American Libraries with Genealogy or Local History Collections, 1988, compiled by P. William Filby Directory of Polish Collections in Illinois Libraries, 1993, Chicago Public Library Guide to Foreign Language Materials in Chicago Area Libraries, 1988, Metropolitan Library Systems Illinois Libraries and Information Centers, 1981, Illinois Regional Library Council Standards, Specifications, and Codes Available in Illinois: a Union List, 1986, Metropolitan Chicago Science and Technology Librarians 1994 Foreign Language Survey Results, North Suburban Library System The group also examined criteria for service as presented in publications such as: Avenues to Excellence II, 1989, Illinois Library Association Serving Our Public: Standards for Illinois Public Libraries, 1996, Illinois Library Association's Forum Standards Review Committee Standards for the Services of Illinois Multitype Library Systems, 1992, Illinois State Library How to Distribute the Questionnaire The very first decision to be made was to select an instrument for gathering the information from the 3,900 ILLINET member libraries. State Library staff were determined to find an electronic mechanism for collecting the data. Finding a one-size-fits-all electronic questionnaire tool was not easy. Libraries in Illinois are spread over the entire spectrum in terms of size, technological know-how and equipment availability. As the search for an electronic solution to administering the questionnaire began, we discussed making a Web version of a questionnaire. After some initial digging, however, it was evident that the success of any Web instrument would be significantly crippled by the lack of widespread Web access among the 3,900 libraries, coupled with the telecommunications charges that some libraries might have to bear to complete a survey of this size. As a result, the State Library staff began to look for the lowest common denominator: What could be distributed on disk and run under DOS 3.x or higher and nothing more? 66 The search resulted in the identification of the shareware program "Questionnaire Programming Language" (QPL), designed by Kevin Dooley of the U.S. General Accounting Office, and unearthed by reference librarian John Finn. The beauty of QPL was that all it required was DOS. The text of the questionnaire, the software to run it and the answers entered could all peacefully exist on the same computer disk. John set up the software so that all the user had to do was type go at the A: prompt. The system reference librarians had cumulated the questions they would like to ask; John set up each question in QPL. D-Day (that's disk-day) Dec. 2, 1996, was the day that 3,900 disks were mailed from the State Library to the ILLINET member libraries. The process of completing the survey was fairly simple. Data was entered by each library on the disk that was sent to them by the State Library, the disk was returned to the State Library, and the information was input into a Microsoft Access database. About 1,000 disks have been returned and processed. Bumps in the Road With any project of this scale there are bound to be some problems. Hindsight being 20/20, we probably should have had a mechanism for people who are computer-phobic to return their surveys in paper. For reasons of simplicity and the prohibitive cost, however, we deliberately avoided sending out a paper version of the questionnaire.
John had made text and Microsoft Word versions of the questionnaire that were present on the disk so that users could print the questionnaire prior to actually completing the electronic version. Some users simply printed one of these files, answered it in its paper form and returned it. Some users entered their answers electronically in the text or Word file. Some users simply returned the envelope to us when they saw a computer disk. Another issue that surfaced was that some libraries (mainly school libraries, a most enthusiastic group!) are Mac-only. No PC anywhere in the neighborhood! Some obtained a paper copy and submitted it. In the end, surveys that were returned on paper, regardless of the reason, were accepted. Some of the 12 library systems pitched in to convert the paper versions to electronic format. Finally, some of the disks returned to the State Library contained viruses, and some had become mangled in the process of being mailed from place to place. The End Result Design of the end product, the Resources Directory of Illinois, is currently underway on the ILLINET WEB. There will be links between the RDI and the ILLINET Directory so that users of either can jump between the directory-type information provided in the ILLINET Directory and the expanded information about collections in the RDI. From the ILLINET WEB Resources Directory of Illinois section, users will be able to: access the RDI record for a particular library choose from a list of foreign languages and see which libraries reported collections in these languages choose from a list of Library of Congress Subject Headings and see which libraries reported collections in these subjects link to the ILLINET Directory on the WEB link to the RDI from the ILLINET Directory on the WEB Watch for details about the availability of the RDI. Your first glimpse will appear on the ILLINET WEB at http://www.library.sos.state.il.us. NOTE: The Resources Directory of Illinois questionnaire and a publicity flyer follow. 67
Sample Questionnaire Begins Here GENERAL INFORMATION 1a. Seven digit institution code (from mailing label this survey came with): ______________ 1 b. Institution name: 2. Today's date; 19____ Year____ Month____ Day 3. Street address: 4a. City: 4b. Zip Code: 5. Head of reference department (if applicable): 6. Name and title of person completing this questionnaire:
7. Primary reference telephone, including area code:
8. Primary reference fax, including area code: 9. Primary reference email: 10. Library system: 11. Days library services are offered: (check all that apply) _ 1. Sunday _ 2. Monday _ 3. Tuesday _ 4. Wednesday _ 5. Thursday _ 6. Friday _ 7. Saturday 12. Is someone available to answer reference questions whenever the library is open?
_ 1. Yes 13. OCLC symbol: 14. ILDS route:
15. Do your staff members have access to the Internet? 15 b. In what form: (check all that apply)
_ 1. The World Wide Web (WWW)
15 c. Other: 15 d. Is the Internet publicly accessible?
__ 1. Yes (GO TO QUESTION 15e) 15e. In what form? (check all that apply)
__ 1. The World Wide Web (WWW)
15 f. Other:
15 g. Does your library have a policy on the use of the internet?
15 h. Do you provide Internet access to your library's catalog? 69 15 i. What is your library's catalog Telnet address or URL:
16. Which of the following electronically accessible databases and/or services does your library utilize? (check all that apply) 16 a. Other Database(s):
17. Does your library contribute to a shared electronic database any cataloging records for CD ROM products, online sources, or other electronic reference tools?
18. Estimate the percentage of the total library materials budget that is devoted to reference:
(check only one answer)
70 SECTION B - FOREIGN LANGUAGE MATERIALS Please answer the following questions about foreign (non-English) language materials that your library owns. Skip this section only if you have no foreign language materials in your library
19 a. Please rate your foreign language collection by size (minimal, small, medium, or large):
(check only one answer)
19 b. What language(s) are represented in your foreign language collection? (check all that apply) 19 b2. Other language(s):
19 c. How do users access the materials in your foreign language collection? (check all that apply) 71
19 d. Estimate the percentage of foreign language collection that is uncataloged:
(check only one answer)
20 a. Does your foreign language collection include fiction materials?
20 a1. If yes, what language(s)?:
(check all that apply) 20 a2. Other language(s)?:
20 b. Does your foreign language collection include non-fiction materials? 72
20 b1. If yes, what language(s)?:
(check all that apply) 20 b2. Other language(s):
20 c. Does your foreign language collection include children's materials?
20 c1. If yes, what language(s)?:
(check all that apply) 73 20 c2. Other language(s):
20 d. Does your foreign language collection include adult material?
20 d1. If yes, what language(s)?:
(check all that apply) 20 d2. Other language(s):
20 e. Does your foreign language collection include recently published materials? 74
20 e1. If yes, what language(s)?:
(check all that apply) 20 e2. Other language(s):
20 f. Does your foreign language collection include historical material?
20 f1. If yes, what language(s)?:
(check all that apply) 75 20 f2. Other language(s):
21 a. Are foreign language-speaking staff available to assist patrons?
21 b. If yes, what language(s)?:
(check all that apply) 21 b2. Other language(s): SECTION C - SPECIAL COLLECTIONS
The following questions about special collections are subjective. Please do not skip the questions in this section unless your library does not have any collection of materials that can be defined as "significant beyond your library." A special collection is defined as a body of materials that is identifiable as having special significance in the overall character of your library's collection. Examples of special collections are: materials similar in subject matter, format type, historical value, rareness, and/or completeness. Also, a special collection could be material that is special because it is important to your area. Do not compare your library to other libraries; a collection(s) in your library may be "significant" because it is important in your area. In 76 short, if you can define a body of materials as having significance beyond your library, then you have a pecial collection. Using Library of Congress Subject Headings only, please describe any special collections in your library. If you are unsure of Library of Congress Subject Headings, consult ILLINET Online, your system database, or your library system reference consultant. 22 z1. Self Assessment of Special Collections: Collection # __ 22 a1. This collection is significant because: 22 b1. Library of Congress subject heading 1: 22 c1. Library of Congress subject heading 2: 22 d1. Library of Congress subject heading 3: 22 e1. Library of Congress subject heading 4: 22 f1. Library of Congress subject heading 5:
22 g1. What formats are available for this collection? (check all that apply)
22 h1. General description of material in the collection:
(check all that apply)
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23 e1. For your non-primary/non-resident clientele, do you provide research reference service... (check all that apply)
23 f1. For your primary patrons,
do you provide research reference service...
(check all that apply)
24 a1. Please describe any use or access restrictions concerning this collection:
25 a1. Fees assessed for certain services? 25 b1. If yes, please describe services:
26 a1. Will you circulate this material to primary clientele?
26 b1. Will you circulate this material through ILL?
26 c1. Will you circulate this material to reciprocal borrowers? 78 MANNER OF ACCESS TO THIS SPECIAL COLLECTION: Bibliographic instruction is defined as the instruction of patrons with the goal of facilitating their semi-independent use of your library's collections and resources. Ready reference service is defined as the provision of quick, factual information. Research reference service is defined as the provision of information and/or guidance needed to respond to a subject query. Subject queries cannot be satisfied by quick, factual information, and usually result in research and investigation of a variety of available sources. Research reference service is more in-depth than is ready reference service and can sometimes require lengthy periods of time to administer.
23 a1. For your non-primary/non-resident clientele, do you provide bibliographic instruction... (check all that apply)
23 b1. For your primary patrons,
do you provide bibliographic instruction...
(check all that apply)
23 c1. For your non-primary/non-resident clientele, do you provide ready reference service... (check all that apply)
23 d1. For your primary patrons,
do you provide ready reference service... (check all that apply)
79
26 d1. Do you have other special collections you feel need description? If you answered "yes" to the last question, please repeat the last section as many times as you need to. On the electronic version of the survey, you can describe as many as 10 different special collections. SECTION D STATEWIDE PORTRAIT OF REFERENCE/REFERRAL PRACTICES AND TRAINING/PROFESSIONAL DEVELOPMENT The information received from this section of the questionnaire will not be included as part of the Directory. Your responses will provide a statewide assessment of reference practices, and will identify forums through which training needs can be met.
27 a. When you are unable to answer a patron's question to his/her satisfaction, do you attempt to answer the question by contacting another source?
(check only one answer)
27 b. When you are unable to answer a patron's question to his/her satisfaction, do you attempt to answer the question by referring the question to your library system?
(check only one answer)
80
27 c. When you are unable to answer a patron's question to his/her satisfaction, do you attempt to answer the question by referring the question to another library?
(check only one answer)
27 d. When you are unable to answer a patron's
question to his/her satisfaction, do you attempt to answer the question by suggesting to the patron that he/she visit another library/institution?
(check only one answer)
28. What types of questions are you most likely to refer to your library system or other libraries? (check all that apply)
28 a. Other, please specify.
29. How does your library handle questions from non-primary/non-resident clientele? (check only one answer) 81 __ 4. Full service __ 5. Other: 29 a. Other, please specify:
30. How do you keep your staff skilled in the use of basic reference resources? (check all that apply)
31. How do you keep your staff skilled in the use of basic reference interviewing techniques? (check all that apply) 31 a. Other:
32. In your opinion, what is the most effective
method of offering/delivering continuing education opportunities? Are they opportunities offered by;
(check only one answer)
32 a. Other methods:
33. Are your staff who perform reference duties members of the Illinois Library Association? (check only one answer)
34. Are your staff who perform reference duties members of the American Library Association? (check only one answer) 82 __ 2. No __ 3. Some are, some are not
35. How often have they attended professional conferences? (check only one answer)
36. Does the library pay staff members' membership fee(s) in professional organizations? (check only one answer)
37. Does the library pay expenses for professional conference attendance? (check only one answer)
38. Has your library evaluated reference service within the past two years? (check only one answer)
38 a. If your answer was yes, what means were used? (check only one answer) 38 b. Other form of evaluation:
39. How many part-time staff members who perform reference duties does your library employ? (check only one answer)
83
40. Of those part time staff,
the number for whom reference is a primary responsibility:
(check only one answer)
41. How many of the above listed part-time staff have an MLS? (check only one answer)
42. How many full-time staff members who perform reference duties does your library employ? (check only one answer)
43. Of those full-time staff,
the number for whom reference is a primary responsibility:
(check only one answer)
44. How many of the above listed full-time staff have an MLS? (check only one answer) 45 a. Identification code: (This question is answered automatically by the software). 84
45 b. Please describe any informal and/or formal agreements (other than agreements with your library system) that you have with other libraries or organizations to fulfill reference service needs in your library:
(check all that apply)
45 c. Other agreements: (please preface your answer with the name of your institution) 45 d. Please describe the above agreements: (please preface your answer with the name of your institution) 46. General comments and suggestions for questions to include in the next version of the questionnaire: (please preface your answer with the name of your institution) 85
THE ILLINOIS LIBRARY & INFORMATION NETWORK THE RESOURCES DIRECTORY OF ILLINOIS Wouldn't it be great to have an ILLINET Directory of reference resources? The enclosed diskette is a questionnaire designed to gather information that will be used to compile the Resources Directory of Illinois. Your participation in this project (completing and returning the questionnaire!) will accomplish the following goals:
* provide information about your library to be used in the forthcoming
What is the Resources Directory of Illinois? The purpose of the RDI is to identify and assess reference sources and services in ILLINET libraries. The RDI is intended to supplement ongoing reference service. It is also intended to be a subject directory that is a snapshot of reference services and sources provided to library patrons. All users of the RDI should confirm location, hours, and availability of sources prior to visiting any given location.
The Directory:
How can you help with this important project AND be part of this exciting directory? Place the diskette in the A: drive and follow the instructions on the reverse side of this letter. All you need is DOS 3.1 or higher, no word processing or database application is necessary! It's very easy! 86 Questionnaire InstructionsRead Me First Who: The questionnaire should be completed by the library director in consultation with the reference librarian(s) or the person(s) who is the most knowledgeable about reference services in your library.
STEP 1: Print a Paper Copy of the Questionnaire
STEP 2: Complete the Electronic Questionnaire
Navigating tips
General Description
Does your library have more than 10 special collections?
Please return the completed disk by
Persons involved with the creation of the directory concept and the questionaire:
*Anne Craig, Public Services Coordinator, and John Finn, Reference Librarian, Illinois State Library. 87 |
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