Please respond to Andrew Shroyer, not to SERIALST. Thanks! -Marcia

---------- Forwarded message ----------
Date: Mon, 11 Jul 1994 15:29:02 EST
From: ANDREW SHROYER <SHROYERA@ELMER1.BOBST.NYU.EDU>
Subject: How Downsized are you?

Dear Colleagues,

Below is a set of questions devised to investigate how well
serials units in large-ish libraries have fared in
maintaining effective staffing.  I am seeking a range of
responses as wide as possible from libraries (whether perceived
as "downsized" or not) with serials collections of 5,000 or
more active titles.  I will summarize results for the list,
when compiled.  Surface mail or FAXED responses from printed-
out copies of the questionnaire are welcome.  PLEASE SEND
RESPONSES OR COMMENTS TO ME, NOT TO THE LISTSERV (Note: this
requires that you key in my e-mail address, since simply using
the "reply" function will result in the response going to the
listserv).  Please return filled-in questionnaires no later
August 5, 1994.  Thanks  for taking the time!

--Andrew Shroyer

*********************************************************************

1) Please provide your assessment of the adequacy of the staffing of
the serials unit at your own institution.  Do you consider the unit
to be:
    a)_____ right-sized for the needs of your institution.
    b)_____ historically inadequately staffed.
    c)_____ recently down-sized from a historically adequate staff.

2) What is the size of the serials collection processed by your unit?
_______________ (Number of active subscriptions maintained, rounded
to the nearest hundred).

3) In addition to the basic serials control/check-in function, what
other functions is the unit responsible for?
    a)_____ bindery preparation
    b)_____ summary holdings statements maintenance
    c)_____ serials cataloging
    d)_____ invoice processing/expenditure record-keeping
    e)_____ ordering of new serials
    f)_____ pre-order searching
    g)_____ monographic series control
    h)_____ government documents control
    i)_____ spine-labeling of volumes
    j)_____ bar coding of volumes
    k)_____ other: __________________

4)  What number of FTE (persons) are currently in place for
serials unit functions?  Please express fractions as
decimals.
    a)____librarians  b)____non-MLS intermediate supervisorial staff
    c)____regular support staff  d)____casual/student staff
    e)____total

5)  Please read the example below and compute carefully, before
filling in the blanks.  a) How many FTE (persons) are currently in
place for the basic serials control/check-in function--that is, apart
from all "peripheral" functions checked off in 3?: _____   b) What is
the number of titles each person (or FTE) is responsible for checking
in? : _________/person.

[EXAMPLE:  For a collection of 6,400 active serials titles, a
serials unit of 5.0 FTE devotes approximately 75% of the typical
staff workday to basic check-in/serials control activities.  Thus,
for 5(a) above, the correct response would be 3.75 FTE (since 5.0
*multiplied by* .75 = 3.75); and for 5(b) above, the correct
response would be 1,707/person (since 6,400 *divided by*
3.75 = 1,707).]

6)  If applicable, what is the pre-downsized, preferred historical
figure for the number of FTE reported in 4(e)?:  _____ ; for the ratio
given in 5(b)?: _________/person.  What was the last calender or
academic year in which this fuller staffing level was maintained?:
______.

7)  Have any of the functions checked in 3 been added to the duties
of the unit since the year given in 6?  Check all that apply:
3a___ 3b___ 3c___ 3d___ 3e___ 3f___ 3g___ 3h___ 3i___ 3j___

8)  Do you believe that diminished buying power at your institution
has resulted, over time, in a comfortable volume of materials for each
staff person to process? _____COMMENT:_____________________________
___________________________________________________________________

9)  What automated system, if any, is used for serials control?
__________________________ in use since ________(month, year).
OPTIONAL:  Has use of this system eased the impact of FTE
reductions through diminished redundancies/improved efficiency? _____
Has the use of the system enabled the unit to employ a lower
level/strata of staff than could previously be employed for the basic
serials control function? _____ COMMENT:__________________________
__________________________________________________________________

10)  If downsized, which of the following scenarios best fits your
local situation?
   a) ___ positions were eliminated after natural attrition
   b) ___ layoffs were implemented
   c) ___ positions were replaced by casual or temporary employees
   d) ___ positions were replaced by lesser skilled staff bearing a
          lower classification level
   e) ___ other: ___________________________________________________
      _____________________________________________________________

11)  Which, if any, of the following phenomena have you observed in
recent years with regard to your serials processing unit?  For each
item checked as applicable, please indicate the percentage (%) of the
observed phenomenon that you attribute to the downsizing of staff.

    Applicable? (X)                              % due to downsizing
    a)___ significant backlogs in base functions        _____%
    b)___ unusual rate of error among staff             _____%
    c)___ unusual level of user dissatisfaction         _____%
    d)___ high level of staff absenteeism               _____%
    e)___ high level of staff anxiety re performance    _____%
    f)___ unusually low level of overall morale         _____%
    g)___ staff grievances related to workload          _____%
    h) ________________________________________ (other) _____%

12)  If applicable, has downsizing of your unit affected your dealings
with vendors (subscription agents, binders)? _____ How?____________
___________________________________________________________________

13)  Has your own work as a professional changed (in terms of
workload, level of tasks, professional methods, interest in outside
professional involvements) as a result of downsizing? _____ Please
elaborate:__________________________________________________________
____________________________________________________________________
____________________________________________________________________

ARE RESPONSES TO THE ABOVE TO BE KEPT CONFIDENTIAL? _____  (Note: all
responses will be used in compiling findings).

Respondent Name: ___________________________________________________

Position Title:  ___________________________________________________

Institution:     ___________________________________________________

Telephone Number:___________________________________________________

================================================================
Andrew Shroyer                     SHROYERA@elmer1.bobst.nyu.edu
Head, Serials Records              Teleph: (212) 998-2481
Bobst Library                      FAX:    (212) 995-4366
New York University
70 Washington Square South
New York, NY  10012
=================================================================