UAMS.EDU

Annual Report

2010/2011 ANNUAL REPORT
UNIVERSITY OF ARKANSAS FOR MEDICAL SCIENCES LIBRARY

Prepared by Mary L. Ryan, Library Director
Table of Contents

A. Introduction

B. Services
Education
Clinical Care
Research
Information Resources
Facilities
Historical Research Center
UAMS Committees
ACH Library Support
AHEC Libraries
Outreach
Personnel & Professional Activities
Assessment/Benchmarking
C. Key Strategic Goals for 2011/12

 

Introduction

As a major health sciences library and a partner in the mission of UAMS, the Library provides support for education, research and clinical care activities at UAMS as well as service to the citizens of Arkansas. The Library provides:

  • A comprehensive collection of information resources, including over 4,500 online journals, nearly 1,000 ebooks, and four major point of care clinical information tools
  • A variety of services, including formal instruction in accessing the Library’s information resources and other topics, mediated searches and consultations, electronic reserves for classes, interlibrary loans for items not owned by the Library, support for compliance with the NIH Public Access Policy, and outreach services to unaffiliated Arkansas health professionals and the public
  • A 44,000 square foot facility with a variety of study areas, the Learning and Teaching Resource Centers, a classroom and online testing rooms, a teleconferencing facility, a lounge with vending machines, a large 24/7 study area and a 24/7 computer lab, the Historical Research Center/ Archives, and a 2,500 square foot off-site storage facility
  • The expertise of 14 Library faculty and 23 (21 FTE) staff

There were 863,282 “page views” of information accessible through the Library’s website, and the gate count of persons entering the Library was 183,462.  Usage of some of the Library’s services and facilities increased during the year, including mediated searches/protocols/consultations (20%), the 24/7 study area (2.3% despite missing two months of data), and items checked out (2.8%).  Overdue fines collected and sales of print/copy cards dropped about 30%, and the number of items borrowed from other libraries dropped 10.5%.

A new strategic plan was developed to guide activities and the allocation of resources for the next few years, and a staff reorganization plan was developed to take effect at the beginning of the new fiscal year.   Some of the themes which helped drive the development of the strategic plan included budget pressures, a more limited and patron-driven acquisitions process, the growing use of mobile devices for health-related applications, the need for life-long learning skills for our users and the Library staff, the expanding need for library liaisons to provide information at the point of need, the increasing digitization of special collections, the need for renovation/repurposing of physical space as user needs change, succession planning for upcoming personnel retirements, and the need to help improve the scholarly communications system.

Because the Library did not receive an increase to the 2010/11 base budget for journals and databases, the cost for which rises about 8-10% annually, the staff began cutting journal subscriptions, including the entire Informa journal package.  Many more cuts in subscriptions will have to be made during the coming year, since the Library received a $160,000 budget cut for 2011/12.

Besides needing annual base budget increases to cover the rising cost of journals and databases, the Library also needs more space for the Historical Research Center/Archives and needs renovation funding to convert stacks space to student study and collaboration space.

Services

Education

Orientations/Tours/Presentations/Classes – To ensure that students and faculty are aware of library resources and service, 25 orientations (1,969 attendees) were given to incoming students at all levels as well as to new faculty.  A tour was given for 90 COM Freshman Family Day attendees and 10 tours were given for 340 COM prospective students.  The Library provided 26 tailored presentations for 1,158 attendees on topics ranging from specific resources provided by the Library to more general topics such as scholarly communication/publishing. Twenty-nine classes were taught to 663 attendees on diverse topics such as PubMed, Evidence-based Medicine, RefWorks, Databases and Searching, Social Sciences Resources, and Toxicology Resources, and one Screencasting workshop was taught to 15 attendees.

Liaison Activities – Liaison program activities expanded throughout the campus to include the institutes, several additional departments, and to UAMS entities off campus.  The coordinator of the liaison program implemented a new plan for the College of Nursing, using a team with different liaisons working with undergraduate, graduate, and doctoral programs.

Learning Resource Center/Teaching Resource Center – Staff of the Teaching Resource Center helped faculty incorporate technology into their educational offerings, and the Learning Resource Center provided students with access to many curriculum-based instructional programs.  Some specific activities included the following:

  • Administered 770 unique tests to a total of 11,528 students
  • Worked with every new student and resident to establish their domain accounts for email, etc.
  • Provided support for the use of mobile applications of information resources
  • Provided technical support for 977 people using digital video editing, Remark OMR, Impatica, scanning, Photoshop, and other products
  • Scheduled 108 meetings in the Access Grid room for 827 attendees, and provided technical support for 17 teleconferencing meetings for 109 UAMS attendees from various campus units

 

Teaching with Technology Committee – Librarians served as Executive Director and as Technology Director for the Teaching with Technology Committee, which is composed of representatives from all UAMS colleges and the academic support units.  This year student representatives from several of the colleges joined the Committee.  A Mobile Devices Users Group was organized by this committee.  A reference librarian coordinated the eTech@Noon series that keeps UAMS faculty, students, and staff up to date on current educational technology tools and resources.  The Teaching with Technology Symposium 2010 was attended by over 200 educators and administrators from UAMS and higher education institutions around the state, as well as some K-12 teachers.  The symposium netted over $5,000, much of which was used to support the purchase of hardware and software for the Teaching Resource Center.

Interprofessional Seminar Series on Electronic Medical Records, Medical Information, and Emerging Technologies – The Library was one of the sponsors of five seminars held throughout 2010/2011 that focused on team-based care, ethics related to patient information, patient-centered care, and technologies used in patient care at ACH. The seminars were presented to the first year students from the five colleges, and total attendance across the series was approximately 2,000.

Online Guides and Tutorials – The Library began developing online guides and tutorials to provide users with brief topical information demonstrating the functionality of the Library’s databases, electronic resources, and services.  Librarians and staff received training in Jing, Camtasia, and Softchalk.  The Library provided workshops and presentations through the Teaching with Technology symposium and eTech@Noon series, and also made announcements at college orientations and meetings to publicize the tools and the availability of Teaching Resource Center training and support.     The online guides and tutorials created here and guides from other sources were made available via the Library website.

Copyright Assistance – The Library’s Associate Director provided copyright assistance to 101 individuals and made presentations to various groups.  A notice of copyright infringement penalties was included in all student handbooks, provided in library orientations and presentations, and distributed to every student as proscribed by the Higher Education Opportunity Act.

Other – Selected additional education-related activities include the following:

  • Provided backup library support for the Northwest Arkansas campus, ACH and AHEC libraries
  • Mounted 617 documents in electronic reserves system for 20 COM, CON and COPH classes
  • Provided information for accreditation self-studies for various colleges and programs
  • Maintained a 24/7 study area used by students and residents more than 14,400 times when the Library was closed.

Research

Research & Clinical Search Services (RCSS) - The RCSS provided free expert literature searches for research, patient care, teaching, publication and presentation purposes, etc.  One-on-one or small group database training sessions were provided as well as consultations on search strategies and searching techniques. Expert searchers completed 198 in-depth literature searches this year, including ANGELS, IACUC and AUP searches, and other searches requested by clinical or research faculty.  This 20% increase reflects an increasing number of requests and the filling of a vacant expert searcher position.

Institutional Animal Care and Use Committee (IACUC) – A reference librarian served as a voting member of the IACUC.  She reviewed each protocol’s animal alternative search and provided searching assistance to researchers, participated in the monthly committee meetings, and served as team leader for two biannual site visits.  Over 114 protocols were reviewed, and 83 searches for animal alternatives were performed representing a 30% increase in intensive IACUC searches.

Center for Clinical Translational Research (CCTR) – A reference librarian served as the expert literature searcher for the CCTR, and two librarians worked closely with the CCTR to identify and evaluate citation analysis tools.  The Library invited Web of Science inCites and Elsevier SciVal representatives to provide demonstrations of their products.  Collaboration is ongoing.

NIH Public Access Policy – Two Library faculty worked with departments and individuals to improve the UAMS compliance rate with the NIH Public Access Policy from 69.2% to 79.5%.  They also participated in a pilot project with the National Library of Medicine (NLM) to study ways to improve the compliance rate at NIH-funded research institutions.  Many suggestions for improving the article submission process as well as the compliance tracking system were provided to NLM.

Clinical Care

Clinical Information Resources – Four major point of care clinical information resources (UpToDate, Clineguide, ACP Pier and DynaMed), as well as many other information resources, were provided to UAMS clinicians from the clinical desktop, and three were available from off-campus as well.

ANGELS Project – A reference librarian provided 14 extensive literature searches in numerous databases for each new topic and guideline renewal for the Antenatal and Neonatal Guidelines, Education and Learning System Project.

Information Resources

Since many of the Library’s information resources are now available online only, the website at www.library.uams.edu serves as the gateway to those resources.  A major redesign of the website has been underway throughout the year, with a projected release date of early next year.  Staff also maintained Facebook  (351 likes) and Twitter (789 followers) sites for the Library.

More than 120 computers are maintained in the Library to provide access to information resources and email, and wireless access is also available.  Staff provided prompt service when software, printing or networking problems occurred.

Twelve online journal subscriptions were added and 33 subscriptions for print journals were cancelled.  The Library added 852 new books, and cataloged new books for other libraries as follows: ACH – 75; departmental libraries – 41; and AHEC libraries – 487.  Many freely available online publications were cataloged and linked to from the Library’s online catalog, including health-related government publications and Institute of Medicine reports.  The Learning Resource Center added 65 software items and withdrew 635 items from its collection.

Circulation and Interlibrary Loan staff maintained a printed collection of more than 103,800 journals and 40,956 books, and provided interlibrary loan and document delivery services.  More than 2,838 journal articles and books not provided directly by the Library were obtained quickly on interlibrary loan, 3,843 items were loaned to other libraries, and 626 copies of articles in the Library’s print journal collection were scanned and transmitted to UAMS personnel upon request.

Facilities

A facilities team was established to look at existing problems and to make suggestions for improvements throughout the Library.  Along with the Recycling Team, they organized two days of cleaning of public and office areas, during which Library employees disposed of unnecessary files, washed walls, polished furniture, dusted the third floor stacks and thoroughly vacuumed the floor, and sanitized carrel tops and computer key boards throughout the Library.  Campus Environmental Services washed and waxed the brick area on the first floor of the library, cleaned the carpet in the 24/7 area, and cleaned interior windows on first and fifth floors.

Property Services assisted in removing many items from the Library. Shelving and file cabinets were transferred to other VCAA departments, and many items that were not in working order or were obsolete were sent to M&R, including computers and accessories, monitors, printers, hard drives, VHS players, digital cameras, projectors, scanners and coin-ops.  Several chairs, tables, book trucks, a sofa, a cabinet, shelving units, large mail carts and the eight piece reference desk were also M&Red.   The HRC moved many boxes to the distribution center.

Engineering and Operations installed a new heating system in the Ed II lobby which helped solve a long-standing problem with cold air near the front entrance of the Library (this project was cost-shared with the Office of Academic Services).  They also replaced or repaired many lights throughout the Library to make study and work spaces brighter, installed new carpet in the elevator, tested door alarms and replaced two old door alarms, placed a “Library” sign at the front entrance, installed a glass window in the back door of the 1st floor, and mounted cameras for testing rooms.

Art exhibits were provided in the 2nd floor gallery, including watercolors by Robert McGrew, art deco acrylic sculptures by Mike Butner, and photographs by College of Pharmacy employees.   

The storage area in the Distribution Center leaked after a heavy snow melt, endangering the thousands of volumes of journals and many boxes of archival materials stored there.  This is not the first time the roof has leaked, and the status of repairs is unknown at this time.

Staff worked with the campus sustainability office to identify ways to participate more fully in conservation and recycling programs.  Recycle bins were purchased and distributed throughout the Library, and staff assumed responsibility for various conservation and recycling activities.

Historical Research Center

The Historical Research Center collects and preserves information on the history of UAMS and the health sciences in Arkansas, and provides access to this information for the public as well as UAMS personnel.   Staff responded to over 100 in-depth historical questions and photo requests.  Oral histories of Drs. Joycelyn Elders, Pat Youngdahl, and Betty Lowe were produced and added to the collection this year, and HRC and LRC staff worked with three colleges on video projects documenting their history and/or current events.  The HRC provided historical exhibits for Freshman Family Day, The Golden Grads reception, the Founder’s Society Dinner, and the 33rd Annual Family Medicine Intensive Review Course, hosted the National Library of Medicine (NLM) exhibit Changing the Face of Medicine: Celebrating America’s Women Physicians, and assisted other Library staff in the production of an exhibit celebrating the 175th anniversary of NLM.  Along with its support group, the Society for the History of Medicine and the Health Professions, the HRC hosted an annual fall dinner meeting, with guest lecturer Dr. E Mitchell Singleton speaking on pre-Civil War Medicine in Northwest Arkansas, and a spring lecture series presentation by Dr. Cynthia Pitcock entitled “Bugs, Worms and Bad Water: a History of Public Health in Arkansas.”

UAMS Committees

Library faculty and staff served on many UAMS committees during the year that contribute to the mission of UAMS and/or that enhance the quality of the work-life of UAMS employees.  The committees include the following:

Academic Affairs Technology Advisory Committee

Academic Computing Advisory Committee

ACH Education Council

ACH Nursing Research Committee

ACH Patient Education Committee

Arkansas Geriatric Education Center Outreach Committee

Arts of UAMS Council, Chair

Blackboard Administration Committee

Catastrophic Leave Committee

Chancellor’s Diversity Committee

CHRP Dean Search Committee

Classroom Technology Committee

COM Associate Dean for Undergraduate Medical Education Search Committee

COM Curriculum Committee

(including Clinical Education Committee and Educational Technology Committee)

COM Freshman Day Planning Committee

COM Women’s Faculty Development Caucus Publications Committee

Education II Readiness Committee

EHR Committee, Training Committee Co-Chair, HIT Committee, HITRC (Statewide) Advisory

Committee

Institute on Aging Education Committee

Institutional Animal Care and Use Committee

Interprofessional Seminar Series Planning Committee Co-Chair

IT Coordinating Committee

OED Appointment, Promotion and Tenure Committee

OED/GME Educational Working Groups – Clinical Skills Center Team

P3 (Recycling) Team

Psychiatry Department Faculty Development Working Group

Teaching and Technology Committee – Executive Director, Technology Director, eTech@Noon

Coordinator, Mobile Technology Users Group

Teaching with Technology Symposium – Program Planning Committee Co-Chair, Coordinating, Local

Arrangements and Facilities Committees

UAMS Medical Center Patient Education Committee

Vice Chancellor for Academic Affairs/Chief Academic Officer Search Committee

Video Index Project

Women’s History Month Planning Committee

ACH Library Support  – The UAMS Library provided (on a contract basis) a librarian and library services at Arkansas Children’s Hospital, including training and backup for the ACH librarian, cataloging of ACH Library materials, and filling of interlibrary loan requests.

AHEC Libraries – The Library also served as a backup for the seven AHEC libraries, provided training opportunities, hosted quarterly AHEC librarian meetings, and cataloged AHEC materials.    Since the AHEC NW Library is now the UAMS Northwest Campus Library, a closer relationship with that library has been established.  Staff worked with the AHEC librarians to promote access to information resources and services such as document delivery, for unaffiliated health professionals throughout the state.

Outreach/Community Service

National Network of Libraries of Medicine/South Central Region (NN/LM) Outreach Contract – Funded by an annual contract with the NN/LM SCR, the Library taught three classes on biomedical information resources to non-UAMS health professional groups and made six presentations to prospective health professional students. The Library promoted National Library of Medicine resources by exhibiting at 13 professional conferences and one health fair. Additionally, the Library hosted three Medical Library Association webcasts for medical librarians from throughout the state. In order to share expertise and information with an analogous health sciences library, staff from the UAMS Library and the Bird Health Sciences Library at the University of Oklahoma Health Sciences Center visited each other’s libraries to discuss many topics, including website analytics and historical digitalization projects. Travel expenses were funded in part by a travel award from the South Central Academic Medical Libraries Consortium.

DynaMed Statewide Project – The UAMS Library, the AHEC libraries, and the Regional Programs Office continued to fund and promote statewide access to the DynaMed point of care clinical information tool, the National Library of Medicine’s products and services, and other resources which might be of use to health professionals practicing throughout the state.  The number of Arkansas health professionals registered for password access to DynaMed rose from 80 to 256 (a 220% increase), and many others are accessing DynaMed in hospitals and clinics using IP verification.

Personnel & Professional Activities

Personnel – Shawn McGehee, the systems support technician, resigned and was replaced by Rick Kinley.  Chrysanne Demirel, a part-time weekend Circulation Department employee, resigned and was replaced by LeTisha Stacey.  Laura Underwood, a full-time Circulation employee, resigned and was replaced by LeTisha Stacey (the part-time position vacated will be filled in the coming year).  Sharon Keel moved from the Education and Reference Department to the Learning Resource Center.  Jon Goodell was promoted from Instructor to Assistant Professor.  Dena Plaisted, Head of Document Access Services and Systems, retired after 11 years of service.  A reorganization plan was developed to go into effect on July 1, 2011.

Several improvements in internal communication were made throughout the year, including enhancing the content and regularity of staff meetings and reinstating the “Daily Memo” as a way of communicating on a daily basis about important events, employees who are out of the Library, etc.

The Toronto Transit Commission requested permission to use Joanna Delavan’s Office 2007 Users Guide, faculty at several other institutions requested permission to use Jan Hart’s Copyright: Good Habits online tutorial in their curriculum, and a health sciences librarian from Iowa requested permission to use Mary Ryan’s unpublished paper and bibliography on American medical publishing.

Professional Activities – The Library faculty and staff participated in national, regional, state and local associations to further the profession of librarianship, to help them develop leadership and teamworking skills, and to enable them to investigate and implement the best practices of academic health sciences libraries.  They served as officers and committee members, presented papers and taught CE courses, and helped plan for and implement meetings (see individual CV’s for more details).  Relationships supported by professional associations also provided opportunities for group purchases and reciprocal agreements that helped mitigate the impact of the rising cost of journals.

Training/Mentoring – One UAMS librarian completed and another began the UAMS Leadership Institute program.  Librarians and staff attended CE courses and/or meetings, and participated in webinars and other educational opportunities to update their knowledge and enhance their skills.  Two librarians received outside funding awards for staff development expenses.  The Library hosted a National Library of Medicine Associate Fellow for a weeklong visit, the Library Director co-supervised a practicum for a University of North Texas library school student working at the AHEC Library in Texarkana, and the Historical Research Center provided an internship for a UALR Master of Public History student.

Assessment/Benchmarking

Input for planning and evaluating the Library’s resources and services was obtained from many sources, including, but not limited to, the Library Advisory Committee (including two representatives from each college), a comments form on the Library’s website, emails and other communications received from Library users, input received through the Library’s college and departmental liaisons, and survey results from various accreditation self-studies.

As part of its strategic planning process, the Library hired an outside consultant to facilitate focus groups with students and the Library Advisory Committee (faculty) to assess current products and services and develop recommendations for the future.  Focus groups of Library employees addressed functional issues, such as organization and communication.  Many of the recommendations from the focus groups were implemented or are in the process of being implemented.

The Library was highly rated (#6 out of 26) for satisfaction by the UAMS faculty in the Academic Senate survey completed in the spring of 2011.

The presentation on Library’s services was one of the two (out of ten) most highly rated presentations at the COM new faculty orientation, with the attendees rating the information provided as relevant and useful.

The Library continued to have one of the highest interlibrary loan fill rates (consistently over 90%) of the 18 academic health sciences libraries in the south central region of the National Network of Libraries of Medicine.

Statistics compiled by the Association of Academic Health Sciences Libraries (AAHSL) are reviewed each year to determine how the UAMS Library compares, in various categories, to the other 130+ academic health sciences libraries in the US.  These statistics are also used to prepare graphs comparing selected Library statistics to those of thirteen “peer” libraries, and several of the graphs are included in the Library’s budget proposal each year.

Key Strategic Goals for 2011/12

  • Continue implementing the Library’s strategic plan, including the reorganization of personnel and the development of a renovation plan
  • Complete the redesign of the Library’s main website, and evaluate the public health website
  • Expand the Library’s liaison program with various UAMS departments and with outside entities, such as the Arkansas Department of Health, to provide better two-way communication between the Library and its constituents
  • Continue to support the scholarly publication activities of UAMS authors by helping them comply with the NIH Public Access Policy, with a goal of increasing the compliance rate from 79.5% to 90%, and by collaborating with the CCTR in evaluating publication activities
  • Increase outreach activities in general throughout the state and complete the outreach and digitization projects submitted to the NN/LM SCR office for funding
  • Expand the DynaMed statewide project, with a goal of increasing the number of “password” registered users from 256 to 400, and increasing the number of IP verified sites by five
  • Continue succession planning and enhancing staff development, including nominating one person for the UAMS Leadership Institute, shifting some UAMS Committee responsibilities, etc.
  • Continue to enhance the relationship between the UAMS Library, the NW campus library, and the AHEC libraries
STATISTICAL OVERVIEW 2010/2011 2009/2010
Gate Count Total           209,214              217,596
24/7 Usage             14,417                14,086
Website Visits    
UAMS Library page views           863,282              951,212
UAMS Library visitor sessions           195,145              258,755
Consultations    
   Mediated Searches                 198                    157
   Reference Consultations                   82                      51
Copyright Consultations                 101                      79
HRC Consultations/Bibliographies                 123                    147
Formal Instruction    
Tours, orientations, presentations, and classes/attendees
92/4,320
110/3,327
Workshops/Seminars (includes eTech@Noons)/attendees
12/182
10/123
Teaching with Technology Symposium
1/209
1/223
Learning and Teaching Resource Centers
 
 
Tests Administered/Students Tested
770/11,528
851/11,826
Testing/Instructional Room Reservations
255
340
Teaching Resource Center Usage
977
1,231
Access Grid/IOCOM Facility Use (groups/people) 125/936 96/907
Access Grid/IOCOM Use (groups/people) 17/109 15/115
eReserves courses/page views 20/8,287 26/21,225
Collections    
Book Volumes             40,956                40,768
Print Book Titles             34,056                33,886
Electronic Book Titles                 865 834
Current Journal Subscriptions              4,684                  4,585
Bound Journal Volumes           103,813              103,557
Item Usage    
Books checked out              5,231                  5,089
AV & Computer software                   85 87
Books and Journals Used In-House              4,248                  4,876
Interlibrary Loan/Document Delivery    
Items Borrowed From Other Libraries              2,838                  3,635
Items Loaned to Other Libraries              3,843                  4,558
Document Delivery Items                 626 554
Exhibits    
Outreach Fairs & Exhibits/attendees 21/1,348 20/1,269
HRC/Arts at UAMS Exhibits 5/4 4/5