JUNE 13-15, 2011 LANCASTER, PENNSYLVANIA University Authors Mei Ling Chow Montclair State University System (Symphony)

JUNE 13-15, 2011 LANCASTER, PENNSYLVANIA

University AuthorsMei Ling Chow

Montclair State University

System (Symphony)


Something about MSUFTE* counts of Faculty (2010-2011)

College of Education & Human Services 188

College of Humanities & Social Sciences 308

College of Science and Mathematics 135

College of the Arts 164

School of Business 90

Others 4

Total 889

18,402 undergraduate and graduate students (total student body)

*FTE : total headcount of full-time faculty (including sabbaticals), plus 1/3 the total headcount of part-time faculty


Background

New Provost came July 1, 2008

Started an initiative with the Library to organize a university-wide event to recognize faculty members who have had books published recently.

The project started without pre-planned procedures in Fall 2008


2008-2009

Acquisitions

• Looks up authors and books

• Orders books if not owns

Cataloging

• Catalogs books• Adds public

note : MSU Faculty Author

• Adds Itemcat1 FAC_AUTHOR

Library IT

• Scans book covers


Library Dean

• Writes blurbs

Associate Dean

• Writes blurbs

Government Document Librarian

• Edits the contents of the drafted brochure which includes information about the authors, the books and the blurbs.


Problems

Acquisitions (No straightforward way to find out the authors and their books and too many last minute orders)

Library IT (No systematic way to scan the book covers, no record to keep track what’s done)

Dean and Associate Dean not easy to divide the work of writing blurbs


Too many people involved and no way to track the progress: Ordered? Received? Cataloged? Scanned? Where is the book?


Solutions?


1. Working more closely with the Provost OfficeLibrary Dean communicates with the Provost

Provost sends email to the MSU community to announce the event and recommend the authors to contact the Library.


2. Access Database on a shared drive

Information in the Access database includes:

Bibliographic information of the books (Title, Author, Publisher, Year of Publication, Call number)

Information on the authors (College, Department)

Images of book covers

Progress of work (Ordered? Received? Cataloged? Scanned? Sent to where?)


Functions of the database

Contains all information of the books and the authors

A report in the format of a WORD document can be generated to prepare for the contents of the brochure

The database is on a shared drive so all personnel involved can access it to check the progress



Acquisitio

ns

•Receives notification of MSU author’s work

•Orders books if not owns

•Enters title and author information to Access db

Cataloging

•Scans covers and catalogs books

•Adds public note : MSU Faculty Author and Item cat1 FAC_AUTHOR

•Completes information of the book in the database

Dean and Asso

c Dean

•Enters blurbs to the database

2009-2010


ProblemAccess Database cannot be accessed by more than one user at a

time. Difficult for 2 blurb writers to coordinate their work.

SolutionBlurb writers work on WORD document generated from the

database instead of entering the blurbs to the database


ProblemEntries in the WORD document need to be sorted by College, and

then by Author. And only the MSU authors will be bolded when there are more than one author.

SolutionAdd extra fields (in the Access database) like last name of main

author, other MSU authors and other non-MSU authors.



Acquisitions• Receives notification of MSU author’s work• Orders books if not owns• Enters title and author information to Access db

Cataloging

• Scans covers and catalogs books• Adds public note : MSU Author and Item cat1

FAC_AUTHOR• Completes information of the book in the

database• Creates WORD doc from the database

Dean and Assoc Dean • Enters blurbs to the WORD doc

2010-2011


Marketing

READ photos are created as souvenirs from the Library to the authors.

Photos of the reception added to the Library’s webpage.

2011-2012

http://msuweb.montclair.edu/~chowm/Univ_Authors_Posters_2011.wmv


Use of LibGuide To explain what the event is about

What categories of works will be included

How to inform the Library about their works

Includes forms for ordering books and media items

Archives of previous brochures and pictures

http://montclair.libguides.com/msuauthors

2011-2012

http://montclair.libguides.com/msuauthors



Similar projects by other institutions


http://library.indstate.edu/about/units/rbsc/faculty/faculty_authors.html

http://library.indstate.edu/about/units/rbsc/faculty/faculty_authors.html


http://www.libraries.rutgers.edu/rul/news/10/02_faculty_authors.shtml

http://www.libraries.rutgers.edu/rul/news/10/02_faculty_authors.shtml


http://view.fdu.edu/default.aspx?id=1863

http://view.fdu.edu/default.aspx?id=1863

Documents

JUNE 13-15, 2011 LANCASTER, PENNSYLVANIA University Authors Mei Ling Chow Montclair State University System (Symphony)