Professional Documents
Culture Documents
2001-02 to 2006-07
According to the Standards of the Association of College
and Research Libraries
Submitted by:
Prof. Victoria Delgado Aponte
Director
Self-Study Committee:
Prof. Irma Quiñones-Coordinator
Prof. Nilca Parrilla
Prof. Francisca Corrada
Mrs. Luz Evelyn Acevedo
Miss Verónica Guevara
Other collaborators:
Prof. Efraín Flores
Mrs. Amariliz Burgos
Content
Introduction .............................................................................................................3
ACRL Standards
Planning...........................................................................................................7
Assessment......................................................................................................16
Assessment Results........................................................................................21
Services ............................................................................................................31
Information Skills...........................................................................................55
Resources.........................................................................................................68
Access...............................................................................................................85
Administration ...............................................................................................126
Budget..............................................................................................................134
General Recommendations....................................................................................141
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Introduction
The University of Puerto Rico (UPR) is the public system for higher education on the
island. It has eleven university campuses, including the Río Piedras, Medical Sciences and
offering of the UPR includes 495 programs that offer associate degrees, degrees in Bachelor
of Arts, Bachelor of Science, Master of Arts or Science, doctorate in philosophy (PhD.) and
The UPR Medical Sciences Campus (MSC) is made up of six schools: the School of
Medicine, the School of Pharmacy, the School of Dentistry, the School of Public Health, the
School of Health Professions and the School of Nursing. The Campus also has three deans’
offices that provide support: The Office of the Dean of Administration, the Office of the
Dean of Students and the Office of the Dean of Academic Affairs. More than 2,000 fulltime
Its diversity of services, complexity, and state-of-the art offerings in the area of health, have
made the Medical Sciences Campus, with all its schools, responsible for higher education in
all the disciplines it covers and makes it the leading university in research, service, and
clinical aspects. This ensures our mission to educate, take care of, and maximize the health of
all Puerto Ricans and identifies us as leading professionals in our fields throughout the world.
The Conrado F. Asenjo Library of the University of Puerto Rico, Medical Sciences Campus,
is the principal resource for information on health sciences on the island. It has the most
offers its students and faculty multiple services and supports the curricula of the different
schools. Its resources and services are also available to the personnel of the complex of the
Medical Center, the University of Puerto Rico Hospital in Carolina, to health professionals
in Puerto Rico, and to the general public (See the Library Profile, Appendix 0.1).
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Library Assessment Project: Description of the Self-Assessment Process
Quality in higher education is a multidimensional concept that should embrace all its
staffing, students, buildings, facilities, equipment, and services in the community and
openly by independent specialists, if possible with international expertise, are vital for
University presents its work agenda in the document “Diez para el Década” (Ten for the
Decade) and, as an initiative of the president of the University of Puerto Rico, Antonio García
including the Library, to accredit the academic programs. The initiative of the president and
the Board of Trustees is presented in Certifications Nos. 136 and 138 (2003-2004), which
establish that it is necessary to promote and maintain the accreditation of the academic
In the summer of 2005, Dr. Julia Vélez was named as the coordinator of the Project to
Evaluate the Libraries of the UPR Library System. Coordinators were also designated in the
campuses and working committees. The process includes the following phases:
1
UNESCO (1998). World Declaration on Higher Education for the Twenty-First Century: Vision and Action
and Framework for Priority Action for Change and Development in Higher Education. Accessed at:
http://www.unesco.org/education/educprog/wche/declaration_eng.htm
4
Phase 1 - Study of standards, criteria, and indicators
Phase 2 - Preconditions
The quality standards for libraries, established by the Association of College and
Research Libraries (ACRL) were used. The ACRL is the professional organization with
expertise in academic libraries.2 ACRL includes academic librarians and other stakeholders.
It is the largest division of the American Libraries Association (ALA) and has a diverse
membership. For this, and other reasons, the external assessment will be conducted by
Also during the summer of 2005, the director of the Conrado F. Asenjo Library, Prof.
Victoria Delgado, named Prof. Irma Quiñones to coordinate the library assessment process.
Both attended meetings and training activities. In 2007, Prof. Irma Quiñones was named co-
coordinator of the assessment project at the UPR system level. The Assessment Committee
is made up of:
2
http://www.ala.org/ala/acrl/index.cfm
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This task force attended several activities and, together with the rest of the staff, carried
out different tasks, such as: analyzing standards, assessing strengths, areas of development,
opportunities, and pitfalls (See Appendix 0.2), revising the vision and mission, drafting
A great part of the process included identifying and gathering documents essential to
self-assessment.
The committee met periodically. Other members of the staff met with the task force. Prof.
Efraín Flores drafted the standard for Information Skills and Mrs. Amariliz Burgos, the
library administrator, drafted the budget standard. Later, these standards were discussed
and edited by the committee in dull. All members of the staff collaborated by providing
data, revising documents, and carrying out many other functions. The preparation included
frequently informing the staff on the status of the assessment process. The information was
updated at every meeting and the project was discussed with all employees. The
coordinator also conducted meetings in the different departments of the Library. The service
was promoted in different forums, such as the Institutional Assessment Committee and the
Council on Educational Integration and Planning, which is made up of the associate deans.
Student organizations were contacted and a space was opened on the Library’s website to
library.rcm.upr.edu/autoestudio/index.html.
The self-study includes the 2001-2002 and 2006-2007 academic years and used a
The following describes, analyzes, and interprets how the Library meets the ACRL
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1. Standard – Planning
Introduction
It is extremely important for Library administration and staff to plan their services and
functions. The principal purpose of planning is to establish the mission, vision, goals,
objectives, strategies, and actions to be taken. It is an organized and coherent effort to achieve
the Library’s goals with its resources and needs. The emphasis on organization and planning is
• Policies and procedures for developing and maintaining the Library collection –
• Manual of Procedures for the Serial Publications Section. 2006 (Appendix 1.2)
• Procedures for Inter-Library Loans of the Medical Sciences Campus (Appendix 1.4)
• Policy for the evaluation and development of the Reference Collection (Appendix 1.6)
• Mission, Goals, and Classification System of the Historic Archives of the Conrado F.
• Evacuation Plan for the Conrado F. Asenjo Library 2002 (Appendix 1.8)
• Plan of Action in case of a partial shutdown of the air conditioning system in the
3
At present, we continue updated other documents, such as, for example, the Library Regulations.
7
1.1 Objective – The Library will have a mission and goals that serve as the framework for
its activities.
From 2005-2006, the teaching staff of the Library underwent a formal revision of the
Library’s mission and vision. Both of these were discussed with the rest of the staff.
The Library of the Medical Sciences Campus has the following vision:
To be the heart of the Medical Sciences Campus academic and research activities by meeting
We are a public academic library specialized in health sciences dedicated to meeting the
information needs of the academic community of the Medical Sciences Campus, the
professionals who work in public health in Puerto Rico, and the general public. We actively
participate in the teaching, learning, and research processes, providing health services and
educating users on how to access and make critical use of the information.
resources that facilitate and promote access to information and learning. This mission was
drafted to serve as the pivotal point in offering our services. An analysis of the mission was
After undertaking a brainstorming process, we also drafted the values of the library. We are
• Satisfying the information needs of our users in a dynamic and innovative way.
• Educating users on how to access and make critical use of the information.
• Providing access to sources of quality information that promotes health services and
health care.
8
• Being an integral part of the teaching-learning and research processes of the Medical
Sciences Campus.
We subscribe to the Library Bill of Rights, established by the American Library Association
• Not excluding anyone from our services because of race, color, sexual orientation,
gender, birth, age, physical or mental disability, ethnic origin, or social conditions, or
1.2 Objective – The mission and goals of the Library shall be compatible and consistent
1.2.1 Is the mission compatible or consistent with the mission of the institution?
The Medical Sciences Campus is the unit of the state university system whose mission is to
train the human resources who will make up the interdisciplinary staff to foster and maintain
the best possible health conditions for the people of Puerto Rico. It is a multidisciplinary center
and in research on the prevailing health conditions in Puerto Rico. It is made up of three
Vision:
9
To become a renowned institution and interdisciplinary center of international prestige
dedicated to higher education in health sciences, and to the development of new knowledge
The mission of the Library is compatible and consistent with the mission of the Medical
Sciences Campus. It stresses leadership and training of professionals in the fields of health,
…maintain the best health …dedicated to meeting the The wellbeing of the
conditions amongst the information needs of the community in general.
people of Puerto Rico. academic community of the
Medical Sciences Campus,
the professionals who work
in the area of public health in
Puerto Rico, and the general
public.
10
promotion of patient health.
1.3 Objective – The assessment of the Library’s quality and efficiency shall relate to the
The Library has had an assessment plan since March 2006 (Appendix 1.12). It was prepared
and discussed with the Library staff and is continually revised. Work plans submitted by
department directors include two columns, which include information on how the roles,
1.4 Objective – Library programs and services within the context of the institution will be
developed in a planned manner, using formal procedures and methods, such as strategic
plans.
The Library has a strategic plan that was designed in 2005-2006 (Appendix 1.11). In order to
comply with this purpose, previous strategic plans were revised. The plan was prepared for
the purpose of complying with the established vision and mission, thus achieving a paradigm
change regarding our facilities, services, and resources. This plan presents the direction the
Library will take from 2005 to 2010 and can be modified according to changes in our internal
In order to comply with all our projects and commitments with the community of the
Medical Sciences Campus, the Library must act strategically and ensure that this plan is carried
out. The plan is a flexible tool and is subject to annual evaluations and revisions.
1.5 Objective- The Library plan will be developed with the participation of the university
community. These planning methods require feedback from a broad sector of the
institution’s community. It helps the institution prepare for the future by clearly defining
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a vision and a mission, establishing objectives and goals, and implementing specific
1.5.1 How does the Library staff participate in the institution’s general planning process?
The director and teaching staff actively participate in the general planning process through
the different committees and institutional forums (Appendix 8.3). These include:
• Council on Integration and Educational Planning – Director and one alternate member
• Liaison librarians with the Schools (Functions of liaison librarians, Appendix 4.6)
Strategic planning establishes the course the Medical Sciences Campus will take, how it will
Members of the Library staff contribute to developing the plan by making suggestions to their
supervisors who, in turn, include staff projects in their strategic and work plans that are
subsequently considered for the strategic plan. The Library Administration encourages
1.6 Objective – The strategic plan will be developed by including such aspects as
The plan was developed according to the guide developed during the retreat, “Encounter:
Breaking Paradigms in Planning, Implementing, and Evaluating the Professional Staff of the
Academic Library,” held June 9-10, 2005 in Guayanilla, Puerto Rico. The principal purpose of
this workshop was to instruct academic library directors and coordinators of the assessment
12
project in the different campuses of the University of Puerto Rico in how to prepare a plan of
action to develop and implement the Library Strategic Plan of the University of Puerto Rico
libraries.
The plan was initially drafted to include the years 2006-2010. The process was conducted as
follows:
• Analysis of the document “Diez para la década” (Ten for the Decade) (Appendix 1.14)
and the strategic plan of the Medical Sciences Campus (Appendix 1.15)
Sciences Campus.
- Training our human resources to develop our virtual information services and to
- Providing the Library with the necessary infrastructure to offer new virtual
information services.
- Identifying the necessary fiscal resources to comply with our strategic plan.
• Several proposed goals and plans were presented by the different departments.
13
• Subsequently, the strategic plan was revised.
Currently, the plan for analyzing compliance with the proposals for 2006-2007 is being
revised and evaluated. This document was developed taking into consideration the MSC
document. During this semester, representatives from the different schools, dean offices, and
the Campus administration are updating the MSC strategic plan, which was to be in effect from
2003-2008.
Goal 6.2 of the Strategic Plan of the Medical Sciences Campus reads as follows:
To maintain a quality library on the Medical Sciences Campus that serves as the pivotal
point for teaching, research, and creative activity for the academic community. The
MSC strategic plan includes some of the areas that we have chosen as our focus of
attention.
The Director and the Coordinator of the Library Assessment Project have attended
discussion activities on the strategic planning of the Campus. Strategic objective 8.2.1 states
that emphasis will be placed on the participation of the academic community in the strategic
planning. During these activities, discussion focused on new trends and events that are part of
our external environment, which we are integrating into our planning process. Some of the
most important activities include all the actions aimed at strengthening research4 and creating
“Academic Medical Centers.” The introduction to Public Law No. 136 of 2006 (Appendix 1.15)
reads as follows:
4
Zerhouni E. (2005, octubre). Transnational and Clinical Science-Time for a new vision. The New England
Journal of Medicine. p.1621.
14
and clinical, epidemiological, and social medicine research, healthcare
1.7 Objective – The process will help the community focus on its essential values and
provide general direction that helps guide its daily activities and decisions.
1.7.1 How is the strategic plan used to implement library services and programs?
The plan guides the actions and tasks carried out in the different departments. At the end of
the fiscal year, each unit submits a report that sets forth the goals achieved.
The Board of Trustees of the University of Puerto Rico. “Ten for the Decade: Planning
Agenda for the University of Puerto Rico. (2005) Accessed June 1, 2006, at:
http://www.certificaciones.upr.edu/certificaciones/
The Board of Trustees of the University of Puerto Rico. General Regulations of the
http://www.upr.edu/sindicos/reglamento.htm
Summary:
The Library is involved in an ongoing planning and plan revision process, when needed.
We participated in the planning of the Campus’s strategic plan and the institutional
still limited. Partial aspects of the Library situation are included. It has not been possible to
equally integrate all its functions. We now have an opportunity (we have positions on
institutional committees) and, at the same time, a challenge since this process requires great
15
We agree with the definition of Chandra (1975) who believes that participation is a constant for
discussion on matters that will be decided and will finally lead to the adoption of a course of
action. It is an ongoing process where giving and receiving information is essential and is one
One of the greatest strengths of our planning process is that we developed a mission and a
vision that are compatible with those of the Campus. They are published on the Library web
(Institutional assessment, CIPE, FRC, and others). Nevertheless, we understand that we must
2. Standard - Assessment
Introduction:
The Library provides opportunities for the full community of users to participate actively
in the assessment process. Users are those to whom services are offered from the facilities
and who receive services from distant places through electronic access, virtual references, or
other means.
The Library has a tradition of data collection which, in turn, helps create an assessment
culture such as the one we want to develop. Statistics compiled from other departments and
offices are used to complement the assessment process. These include the Planning and
Institutional Research Office and the Institutional Assessment Committee, among others.
The librarian in charge of the assessment project is also a member of the Institutional
Assessment Committee, which has facilitated the process and the discussion on the Library
5
Chandra, R. (1975). Student participation in administration. New Delhi: Sterling Publishers.
16
The Library has a library assessment committee made up of four teaching
librarians (the project coordinator, the Library director, the technical services
supervisor, and the Serial Publications supervisor) and two assistants. One of the
2.1. Objective – The assessment will be an ongoing process and will include different
techniques.
2.1.1. Does the assessment plan include a broad range of techniques to evaluate the
The self-assessment processes conducted by the Medical Sciences Campus to renew the
operating license granted by the Puerto Rico Council on Higher Education and accreditation
by the Middle States Commission on Higher Education, provide very valuable information
for assessing the Library’s services. The Library is also evaluated by professional accrediting
agencies for academic programs requiring accreditation (See Appendix 2.1. for a list of
The Library Assessment Plan (Appendix 1.12) includes a variety of quantitative and
qualitative techniques that provide essential information for the ongoing improvement of its
surveys, focus groups, and workshop evaluation questionnaires. The Evaluation Plan also
Our projects for developing an evaluation culture include the focus group strategy. We
worked on this strategy during March 2002. The following is a list of the objectives:
1. Identifying the information needs of users –real and potential- of the MSC Library and
17
2. Identifying new services that help Library users meet their information needs.
3. Identifying the most effective means to inform users of the Library’s services.
4. Identifying other type of services the Library can offer, in addition to providing
information.
(See more information in the report entitled: Information and Service Needs of Users of
the Medical Sciences Campus Library of the University of Puerto Rico – Focus Groups
Based on the results of this focus group and other sources, new services were designed:
frequent orientation and workshops, virtual references, proper facilities for the use
of portable computers, and bookmarks for the most important Internet pages.
• Students requested group study areas and computers with access to software, such
• The development of these services included planning processes (See Strategic Plan,
Appendix 1.11). Many of these were considered when remodeling the Library. In the
administered to the Campus faculty in order to know, among other things, whether
or not they knew what a virtual reference service was and the hours during which
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3) Annual Library Reports.
2.2 Objective – The assessment plan will be used to evaluate the Library’s mission,
2.2.1. How are the results of the assessment plan used to improve the quality and
At the end of each academic year, the Library departments submit an achievement report
that analyzes whether or not the goals proposed for that year were met.
The activities are evaluated and actions are taken in accordance with the results. We are
in the process of gathering the information that was included in the different plans.
During the current year, we are working with the results of the assessment plan to
2.3 Objective – Library users will be given the opportunity to make comments and
2.3.1. Does the plan provide for feedback on all the components of the Campus
community?
The Library continually receives feedback from users. In addition, it has conducted focus
groups and user surveys. From November 2006 to February 2007, we conducted a survey as
part of the self-study process. We distributed three questionnaires on the services offered by
the Library.
We had one questionnaire for the faculty, one for students, and another for employees. The
questionnaire was distributed on all service desks of the Library. They were also sent to
some schools and departments through liaison libraries. The Student Council also
equipment, access, services, and staff. The personal questionnaire includes the degree of
satisfaction with the individual’s work environment, communication and other areas. The
Summary:
The Library has begun to develop an assessment culture. It provides for user
accreditations include the participation of the Library. We found the following strengths of
this standard:
• It has a tradition of gathering and analyzing data on its collections and services.
consideration.
assessment committee.
• This self-study process has led us to recognize the need to develop more effective
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3. Standard – Assessment of results
Introduction:
to what degree the Library has achieved the results it expected in order to reach the goals
and objectives it established. It allows us to learn about the general panorama and identify
areas of opportunity.
3.1. Objective – An assessment of the results will measure and demonstrate how the
3.1.1. Does the Library staff and the institution’s administration have a clear
The Library’s administration has endeavored to have the Library staff learn about and
understand the Library’s mission. (See presentations to the staff, Appendix 3.1)
The mission was revised in 2005-2006. The statement was the result of several meetings of
librarians. All the members of the staff who work in the Library have a copy of the vision,
the mission, and other documents that have been presented and discussed at several staff
meetings (Presentations: Appendix 3.1) It was also published on the Library website:
3.2.1 How does the Library incorporate the institution’s mission into its goals and
objectives?
As discussed in Standard 1, the library planning processes are carried out in accordance
with those of the Medical Sciences Campus. The institutional goals of the library, as well as
the strategic areas of the plan, are geared toward complying with the Campus mission,
within the planning agenda of the University of Puerto Rico. Ten for the Decade (Appendix
1.14).
21
With this purpose in mind, several documents, including policy documents and
3.3 Objective - The library will maintain a systematic, ongoing program to evidence its
3.3.1 How does the library maintain a systematic ongoing program to evaluate
As mentioned in the assessment standard, staff meetings are held at the end of the
academic year, during which each supervisor presents and discusses the year’s
3.4 Objective – Generating mechanisms for evaluating results in order to improve library.
The focus is on the achievement of the results that were identified as desirable in the
library’s goals and objectives. Identifying performance benchmarks that indicate how
well the library is doing what is has established in its goals and objectives and what it
wants to do (self-assessment).
The library uses different strategies for its self-assessment, such as surveys, focus groups,
and analysis of documents such as reports, plans, and others. The library’s success in
achieving the objectives established for the population it serves is measured. These efforts
are reflected in different documents, such as survey reports (Appendices 2.3, 2.4, 2.5), the
focus group report (Appendix 2.2), and the analysis of strengths, opportunities, areas for
development, and pitfalls (Appendix 0.2) and in the assessment of user training activities
(Appendix 2.6).
The Library has been able to establish ongoing collaboration with several professors from
different faculties and schools in order to formally integrate the teaching of information
22
access skills into their courses. As a result, workshops or talks have been integrated into the
syllabuses of different courses, placing special attention on research courses and courses
that require intensive use of information. In many of these cases, what is learned in the
activities offered by the library staff forms part of the evaluation requirements of the course.
3.4.2 Does the library revise and update its assessment procedures together with the
The Library's integration into the institutional processes begins at the service planning
stage. In addition:
representatives from all the schools and deans offices. The library has a
different schools are presented. This is very useful for learning about the projects
committee.
• Program accreditation processes also call for rigorous preparation. The faculties of
the different schools, together with the librarians, evaluate collections and other
activities. Some of these efforts are presented in the annual reports of the technical
6
These and other evaluations of the collection for purposes of program accreditation are included in Appendix
3.5.
23
- Conrado F. Asenjo Library Resources for Veterinary Technology Program –College of
- Librarians draft the report on strengths, opportunities, areas of development, and pitfalls
The plans are drafted and updated in the library, taking into consideration the plans and
activities carried out by the departments and campus administrative offices. Resources
added to the collection and the development of new services are decisions that are made
taking into consideration institutional projections. (See: Institutional Strategic Plan and the
3.4.3 Is the library assessment plan an integral component of the institution’s assessment
There are different institutional areas for which the assessment of the library’s services
and its collections are an integral component for assessing the institution and its
accreditation strategies. First, periodic self-studies conducted by the campus for MSA
accreditation and CES licensing, respectively, include assessments of library services and
programs include evaluating of library resources and information and how these support
proposed programs.
24
The electronic platform WeaveOnline, Assessment Management System7 was acquired as
part of the institution’s evaluation efforts. All the departments and programs, including the
library, are expected to maintain their assessment plans on this platform. In this way, the
results of the assessment process at the different levels of the institution will be
documented.
The following is a list of the institutional assessment committee’s areas of work for this year
3.5 Objective – Design and use strategies that allow the compilation of library results.
3.5.1. Which results are measured by the library? How are they measured?
The achievement of the goals set at the beginning of the academic year is measured.
Supervisors conduct that analysis, together with the staff from the different departments
and they prepare an achievement report. Operational plans are drawn up, taking into
26
2. To develop and administer collections so that they can be duly catalogued,
users.
3. To develop and offer reference services to allow users to obtain the information
they need.
4. To encourage the training of life-long learners with skills for critical thinking by
The document “Ten for the Decade” gives us the opportunity to reflect on our work. The
with this by developing proposals and projects such as those under Title V; there
have been experiences with co-teaching between professors and librarians. There
have been processes to integrate information skills into the curricula. We have
27
increased accessibility to bibliographical resources, databases, complete texts of
• Goal III: Research and competitive work – We have projects related to access to
databases and information to develop research in any area, particularly the ISI Web
• Goal X: Strengthen the institution’s identity –Access will be given to unique digital
collections, which will contribute to the history of health sciences in Puerto Rico and
In addition, forms and questionnaires will be used to evaluate the different library
activities.
3.5.2 What quantitative and qualitative data does the library compile on its performance?
How does it take into account special needs, for example, the needs of users with physical
disabilities?
All departments gather date to evaluate their work. Annual reports present different
statistics that are discussed in depth in the resource and services standards. Some include:
28
With regard to services for the disabled, the library complies with the requirements of the
3.6 Objective – To compare the library with other libraries with similar characteristics
3.6.1 How does the library compare with other libraries that have similar characteristics?
The library compares favorably with other libraries of the Consortium of Southern
Biomedical Libraries (CONBLS). It participates in the exchange of services and has received
recognitions.
According to the report of the “CONBLS Salary Survey,” the library compares favorably,
except for the director’s salary (CONBLS Salary Survey, Appendix 3.9).
Summary:
The Conrado F. Asenjo Library carries out different quantitative and qualitative activities to
evaluate the effectiveness of its services and the quality of its collections. Some of these
among others.
• The director of the library has ensured that staff learn more about the library’s
29
• Both the strategic and work plans (Appendices 1.10 and 1.11) contain indicators to
• The statistics necessary and essential to complete our assessment process have not
been identified.
• As part of our work plan, we will begin to analyze the statistics we gathered. We will
also identify the sources of qualitative information that we will continue to use. In
addition, we will renew our participation in the survey conducted by the Association
30
4. Standard - Services
One of the most important strengths of the Conrado F. Asenjo Library is the quality of its
services. They support the mission, objectives, and curricula of the MSC academic
programs. The staff provides competent help and library hours are reasonable and
convenient for its users. Reference services and other special aids are available when the
4.1 Objective – The library will establish, promote, maintain and evaluate a variety of
quality services that support the mission and goals of the institution.
4.1.1 How well does the library establish, promote, maintain, and evaluate the wide
variety of quality services that support the institution’s academic programs and the
The library services are geared to supporting curricular offerings and information needs.
Therefore, services have been established for the public. In addition, in response to new
trends, the library has established new services, such as virtual reference.
As mentioned in Standard 2, the library responded to the needs of the community and
The library also offers a variety of core services for the Campus community. We serve a
population of 2,808 students, 879 faculty members and nonteaching employees who work in
the institution.
We also provide services to students and professors from the other units of the system,
offering them universal an services interlibrary loans and others. Services are offered to
students from other universities and to health care professionals, particularly to the Carolina
services are evaluated frequently using evaluation sheets, direct communication with users,
others. Beginning in 2007, virtual reference has been offered through two service
modes: e-mail and “chats.” In this way, we are complying with one of our priorities,
students, professors, and the academic community at large, the library has
developed blogs that are useful and valuable in meeting information needs and
http://referenciarcm.wordpress.com/
• The library also developed a tool for news, points of view, information, and
• The Reference Department offers a wide range of workshops and other educational
activities. For example, it offers a workshop on the use of the electronic catalogue
(Horizon), which is an essential tool for locating books, printed resources, and
MDConsult, and others. In this way, students and professors learn how to locate
32
• In addition to teaching how to use databases effectively, the reference librarians offer
workshops and talks on other essential aspects of the effective use of information, as
part of academic and clinical research. This is the case of workshops like the
Introduction to APA and AMA manuals of style. These discuss, using concrete
examples, core issues for all researchers; for example, how to paraphrase and quote
correctly, how to prepare a list of references and basic aspects, and how to format a
• The library also offers workshops on the new program, RefWorks, an online research
management program that allows the user to import his/her references directly from
the database and prepare the bibliography according to the rules of APA, AMA, and
• The librarians, in general, design and offer other workshops, adjusting them to the
particular needs of the students, professors, and general public. Some recent
• The library has an area of specialized resources on women’s health, located in the
journals, books, reports, brochures, databases, the Internet, and the Women
9
Workshop topics are dealt with in more detail in Standard 5, Information Skills.
33
- Coordinating and developing workshops on integrating gender and
women’s health topics into the curriculum; the use of resources and services
• Circulation and Reserve – This is the section in charge of lending, recovering, and
organizing the different bibliographical resources. The staff provides services seven
• The Circulation collection is located permanently on the sixth floor, on open shelves
that allow independent use. The Reserve Collection is the section that is made up of
the principal textbooks and materials that professors use in the courses offered in the
MSC. The Thesis Collection was recently integrated into this section. In order for these
resources to always be available for the students, these resources are loaned only for
• At this time, the professors’ reserve materials are in a transitional stage; with support
from the Title V cooperation project, it is being changed from the traditional reserve
section to an electronic reserve section. The objective is for the student to be able to
access materials assigned by the professors from any computer, retrieve them and
• Special Collections (SE) – This section includes the Puerto Rican Collection of Health
Sciences, the Dr. Bailey K. Ashford Collection and the History of Medicine Collection.
These collections include local material on health sciences and material of historical
value in general. The SE is a small library in and of itself since different functions are
carried out there, including service to the public, such as technical processes, sponsor
34
searches, dissemination tasks, and research (See the Manual of Procedures for Special
The following is a summary of some of the quantitative data for the period.
• From 2006-2007, there was a considerable drop in the number of visitors to the area
compared to previous years. In general terms, it can be said that the decrease is due to
lack of space. This was due to the fact that areas usually used for his purpose were not
available because they were being renovated. Secondly, because the collection was
moved to the fifth floor of the library for several months and other remodeling
situations.
• The Resource Center for learning collects, provides access to and circulates audiovisual
teaching material. Is provides access to videos over the library’s web page.
• The Serial Publications Section processes, organizes, and maintains the journal
• The interlibrary loan service is very efficient and effective. Through this service, the
faculty, students, researcher, and healthcare professionals who need an article from a
journal that is not available in print or electronic format in the library can request it and
have it sent to them in digital format to their e-mail or in hard copy. The library is able to
do this because it has collaboration agreements with the United States National Network
of Medical Libraries, with libraries of other units of the UPR system, and the Veterans
Library; it is also able to request materials or resources found in the United States
Library of Congress.
35
• Loans can be requested in the office, at the Circulation desk, online from the web page,
Interlibrary Loans10
2005-2006 2006-2007 %
• Requests received from libraries in the United States decreased, possibly due to the
globalized tendency of increased direct electronic access to the complete text of articles
in electronic format.
• During this year, by analyzing the statistics, we can see a decrease in internal use of
printed journals, from 11,891 in 2005-2006 to 10,327 in 2006-2007. This could be due to
the fact that many journals are available in electronic format as, for example, Elsevier,
Lippincott Williams & Wilkins de Ovid and annual reviews. In fact, there was an
10
Statistics from July 2007 to February 2008 show the following totals: Professors = 478
Researchers = 998, Students = 234, and Others = 190
36
increase in the use of A to Z and access to electronic journals from 2,070 in the 2005-2006
• The historic archive contains institutional documents that are of value for the history of
the Medical Sciences Campus. Since 1992, the historic archive has collected institutional
documents generated by the units of the Medical Sciences Campus that date back to
1966. This is the year the legislature approved Medical Sciences as a campus of the
The Technical Services section provides the following services to the Campus
community:
• Information on providers
• Information on collections
• Self-study documents of the programs are worked on for accreditations in the area of
• Bibliographical lists of new curricular program syllabuses are checked against the
• Lists of bibliographical resources are checked from core lists for the purpose of new
acquisitions.
The library continues to develop virtual as well as in-person services. We have users who
access resources online only, others who visit the facilities and some who combine both
strategies. This is illustrated by the faculty members who participated in the survey.
Twenty-two (22) percent of the professors go directly to the facilities to receive services,
37
34.5% mentioned that they access materials online and 39% use both strategies. Thus, we
can say that 56% use online access (combining the figures of those who use only online
access and those who use both strategies) and 61% come to the facilities, although some of
these also access electronic resources outside the MSC (Report of survey results) (Appendix
4.1.2 How are students and faculty informed of the library’s services?
Different methods have been developed to inform users of the changes to and details on
the library’s services. These strategies allow for very active and efficient feedback. Some
examples are:
http://referenciarcm.wordpress.com/
http://llamadavirtual.wordpress.com/
7. Alert services
4.2 Objective – Reference services and other special aids (resource loans) must be
Student and faculty expectations affect library services since our goal is to meet their
needs as identified in different points of service. The library is a center for study and
research. The services are totally designed to benefit our users. For example, in general
38
terms, professors expressed their satisfaction with the different areas mentioned here,
especially with those in the reference section, which reflects 83.3% satisfaction.
The faculty has the option of recommending books and other resources for the curricular
offerings (Report on the Results of the Survey, Appendix 2.3, 2.4. and 2.5).
4.2.2 Does the library maintain and use quantitative and qualitative measures of their
The library uses different quantitative and qualitative measures for the variety of services
it offers its users. It is important to note that there was a significant increase in requests from
the faculty and administration. This could be due to the workshops that have been offered
and have served to inform them of the services we offer. The administrative staff who visits
the library also presents different information needs, such as health and academic topics for
them as well as for members of their families. There has been a decrease in questions from
2005-2006 2006-2007 %
Students 1296 1503 16
Faculty 259 401 55
Administration 74 105 42
Residents 146 195 34
Healthcare professionals 179 201 12
Private Individuals 557 502 -10
TOTAL 2,511 2,907 16
1. Reference Questions
2005-2006 2006-2007 %
Direct 207 264 28
Information 1,517 1865 23
Telephone 300 345 15
Fax 80 104 30
E-mail 374 321 -14
Referral 41 40 -2
TOTAL 2,519 2,939 17
39
The decrease in e-mail questions may be due to the fact that many are channeled through
virtual reference (See the Title V report for the federal fiscal year, Appendix 4.2)
Workshops 2006-2007
Internet 32
Library web page 77
PubMed 60
Databases 127
Others
- ENFE scientific
literature search 46
- APA 118
- AMA 10
- Women’s health 2
- RefWorks 45
- Poster
presentations 18
- Databases/
PubMed 33
- Databases / library
web page 70
- PubMed / EBM 103
- PubMed / EBP 28
- PubMed / library
web page 49
- library web page /
orientation tour 44
TOTAL 862
40
Number of workshops 72 Hours invested 146 Individuals trained _862_
The number of workshops has increased by offering combined workshops, for example:
Under “others”, most requests are from pharmaceutical companies or medical insurance
plans. Professors and researchers represent 78% of the requests and students represent 12%,
The Circulation and Reserve Department reflects the following statistics: From July 2005
to June 2006, the library was visited by 173,864 users, which represents a + 9% increase in
attendance. It is necessary to note that the attendance is an approximate figure, since the
number shown on the resource control sheet is the total number of times people enter and
leave the library. Statistical data shows that there was a decrease in student use of the
permanent and professors reserve areas. The data also shows a decrease in the use of
resources in the following categories: faculty, students (except students from the School of
Dentistry), employees, hospitals, MSC residents, and universal loans. However, there was
Library Attendance
Schedule for the facilities, including the Study Room Total number of hours
Comparatives
** Books loaned
42
User transactions by category
Universal loans 54 33 - 39 %
Permanent Reserve
10,080 8,580 - 15 %
Collection
Use of professors’
3,536 3,252 -8%
reserve section
This report presents the most outstanding aspects of the Circulation and Reserve Section.
In preparing the report, statistics generated in the Horizon statistics module were
43
considered, as well the observations of Circulation and Reserve Section staff while on duty
• The data are presented mostly in tables and include the following components:
general users by category, use of the permanent and professors’ reserve sections and
library attendance.
• The most relevant data show that during the 2005-2006 academic year, there was an
increase in the number of users who visited our library and in the number of
transactions made by students from the School of Dentistry (we must note that in this
item, in addition to statistical data from Horizon, we noticed an increase in the use of the
library by dentistry students, visiting professors, and health care professionals while
• It should be noted that the continued decrease in journal loans and transactions by users
in some categories are indicative of the continued strengthening of the different online
information options that are currently available on both campus and personal
computers.
4.3 Objective – The library must provide competent and fast help to our users.
4.3.1 Are reference, circulation, and other services designed to allow students to reap the
• All the services are designed to allow students to reap the most benefit from
available resources. The resources respond to the curricular needs of the six (6)
schools of the institution. The printed and electronic collections are developed in
accordance with recommendations from the faculty, students, and liaison librarians
44
in each school. During the program accreditation process and the revision or
establishment of new programs, the collections that are pertinent to the programs
• Professors are given a space, the professors’ reserve section, to provide the resources
that the library has not been able to acquire. Currently, work is being carried out to
reserve.
• The library web page also provides electronic resources that support all the
academic programs. All these products have been tested before acquiring them and
statistics on use have been one of the criteria used for acquiring and maintaining
them. We have a proxy server that allows the academic community to use the
resources online to maximize their use. It should be noted that user prefer this
• Workshops are offered on the effective and efficient use of all databases, online
• We have a virtual reference service that guides users through the program
“Question Point.” This service helps or guides the user on how to obtain the
• The collections are open and labeled, which provides easy access and independent
45
• It loans resources for a reasonable time, which maximizes the use of the resources.
and requests for bibliographical searches can be made in the same way.
• Wireless Internet access throughout the library, its surroundings and the Student
Center broadens access since many users have their own laptops. Electrical outlets
have been added on the floor and under the tables in response to student requests.
Many students spend hours in the library and their laptop batteries do not last long
enough.
• All of these mechanisms that are part of the library’s services are designed to allow
students to gain maximum benefits from the available resources. Students have
on curriculum committees.
• 69.6 % of the students are very satisfied or satisfied with the work and study
environment; 16.1% are neutral and 10.6 % are dissatisfied or very dissatisfied with
• 76.9 % of the students are very satisfied or satisfied with library hours.
• 56.7% of the students are very satisfied or satisfied with the summer schedule.
low percent of 3.7% stated that they were dissatisfied or very dissatisfied with the
summer schedule.
46
• A large majority of 82.1% is satisfied or very satisfied with the library web page and
only 2.8% were dissatisfied or very dissatisfied. The library is working on keeping its
web page up to date, given the dramatic changes in providing electronic services.
• A majority of 75.6% is satisfied or very satisfied with the online catalog. A minority 2.8% is
dissatisfied or very dissatisfied. This is one of the core services that, in turn, promotes
• A majority of 75.1% is satisfied or very satisfied with the databases and only 3.3% are
• 34.6% of the students replied that they were very satisfied with the circulation service
and another 34.6 % indicated that they were satisfied, for a total of nearly 70%. Twenty-
three and a half (23.5 %) stated that they were neutral. 2% percent indicated that they
were dissatisfied.
• 35.9% of the students selected the “neutral” option and 29% indicated that they were
“very satisfied” with the interlibrary loan system. As seen in the statistics, this service is
used more by researchers. Therefore, most students did not indicate that they were very
satisfied since they are not the principal users of the service.
Students commented that they were satisfied with the services. They included
expressions such as “Excellent treatment,” “The quality of the services is excellent,” “They
always help me a lot,” The library employees are excellent,” and “are very willing to help.”
Their principal complaints are related to hours, since they want the library to be open 24
hours a day or to have extended hours during final exams. They also noted that the cold and
47
Many of these situations will be resolved once the remodeling of the library is finished.
educational paradigm of the past. Libraries must provide individual quiet study spaces, but
certain areas are dedicated to the exchange of ideas and interaction between employees and
users.
Other frequent complaints that we hope to resolve once the remodeling is completed refer to
the quality and availability of equipment, including photocopiers, terminals, printers, and
Students requested more electronic journals, the most recent edition of books, more labeling,
and staff.11 The professors’ survey provided more data showing how adequate the service
areas are:
• Reference – A large majority of 83.3% indicated that they were satisfied and only a
• Reserve – A large majority of 82.2% indicated that they were satisfied or very
• Digital reserve - 54.8% are satisfied, 2.4% unsatisfied, and 31.0% are neutral. Some
may be unaware of this service, which, is fact, is currently in the development stage.
• Circulation – A majority of 70.3% are satisfied or very satisfied and only 1.2% are
dissatisfied.
However, only 3.6% indicated that they were dissatisfied and 36.9% were neutral.
11
This is a summary of the comments. The complete version is available upon request. A more detailed analysis
of the survey is found in the Self-study Section of the library’s web page.
48
• Journals – A majority of 77.4% are satisfied or very satisfied and a small minority of
2.4% is dissatisfied.
• Special Collections - 54.7% are very satisfied or satisfied and only a minority of 2.4%
is dissatisfied and 27.4% are neutral, which may mean that those surveyed have not
• Loans – A majority of 66.6% are very satisfied or satisfied and only small minority of
1.2% is dissatisfied.
• International interlibrary loans - 57.1% are satisfied or very satisfied and only 2.4%
are dissatisfied.
It is important to note that with the exception of Books, that shows rate of 9.5%
dissatisfaction, the other areas do not exceed 5% dissatisfaction. Therefore, we can deduce
that, in general terms, for the areas mentioned here professors are satisfied with these
resources and services, especially the reference section that reached a level of satisfaction of
83.3%.
“When I have had the opportunity to identify books for courses, the librarians have given
me options, and when I submitted lists of new books, they acquired them.”
The questionnaire also described relations between some members of the faculty and the
library. They mentioned that, at times, professors do not communicate enough. They
49
understand that the faculty must have close links with the library, and participate in
updating the library and in its successes. Librarians indicated that professors could make
better use of the library’s resources. One professor believes that, in his case, his relationship
with the library is excellent, but that in other cases there is practically no relationship and a
Good relations between the library and the faculty helps keep the collection, databases,
and books acquired for courses up to date. (See: Survey Report, Appendices 2.3, 2.4, and 2.5)
and the letter of recognition for excellence in interlibrary loan services granted by the
4.3.2 How well do interlibrary loan services and the delivery of resources support the
As a part of the CONBLS, the interlibrary loan service is based on the criteria of quality
and speed of its services. This service has been recognized both locally and internationally
for its excellence as illustrated by the letter of recognition for excellence in the interlibrary
This self-study included an in-depth-analysis of the work carried out from July 2007 to
February 2008 in the interlibrary loan section, which indicated the following:
We provided a total of 505 articles to users in the United States. Of these, 466 requested
were responded to the same day they were received, which represents 92.27%; 36 or 7.12%,
were responded to the next workday, and 3 articles or 0.61% requests took 2 or more days.
4.3.3 What services do librarians provide for programs outside the campus?
50
The Medical Sciences Campus has combined programs with the Natural Science Faculty, the
University of Puerto Rico in Bayamon, and the Central University of the Caribbean. There
are academic collaboration agreements that include lending services and resources.
The director of the Reference Department coordinates and offers workshops on the
Cochrane database for resident physicians ate University Hospital at Carolina Regional
Hospital. Also, during the 2004-2005 academic year, she designed an online course titled,
“The Physician as a Life-Long Learner in Medical Informatics,” using the WebCT software
4.3.4 What method is used to identify user needs and their satisfaction with the places
There are several strategies that can be used to identify the information needs of our users
(Appendix 4.6). They are involved in these processes and, as a result, in their
information needs.
51
Prof. Margarita González-School of Medicine
The library also has a liaison librarian with the Center of Excellence in Women’s Health
• We have forms to evaluate user satisfaction with the different activities carried out
• Every day our users express their information needs personally, by e-mail, or
searches, orientation workshops, informal offerings, and other services. There is lot
• The library makes great efforts to learn what the information needs of its users are.
A good example of this are the focus groups that sound out the feelings of the
different sectors of the MSC community, including some who do not use the
Five one-hour focus groups were held during March 2002. Students and professors from
all the faculties of the UPR Medical Sciences Campus were invited. Two groups were made
up of professors from the schools of medicine, dentistry, public health, nursing, pharmacy,
and the health related professions. Another two groups were made up of day students from
the schools of public health, nursing, dentistry, and health-related professions. The fifth
group was made up of evening students from the schools of public health and nursing.
When selecting participants, an effort was made to include regular library users and
individuals who never use or services, or who do so in frequently. A librarian from the
reference section telephoned professors to invite them to the meetings. They were then sent
a letter to remind them of the details of the activity. Academic counselors from the different
52
faculties were responsible for inviting students. Librarians from the reference section
Responses were grouped in seven thematic areas, to wit: (1) information needs; (2)
services needs; (3) other types of needs; (4) characteristics of an ideal library; (5) strategies
for informing users of services; (6) evaluation of services currently offered in the library;
Two surveys were conducted for this self-study (one for professors and another for
students). Both included questions to learn about user satisfaction with regard to schedules
and services. (See the Report on survey results – Appendices 2.3. 2.4, and 2.5).
4.3.5 Does the library keep a schedule that is in line with the reasonable demand of its
users?
The library administration took great efforts to keep a schedule that is in line with the
needs of the community it serves. For example, the circulation and reserve sections provide
Before the remodeling process of the 5th floor began, the library was open until 2:00 A.M.
At this time it is not possible to keep the facilities open until that time.
Once the remodeling is completed, an area will be available 24 hours a day, seven days a
week. Although, as mentioned before, the majority of students (76.9%) are very satisfied or
satisfied with the library schedule, there are always requests for extended hours under
different circumstances, such as during final exams and summer. These needs are being
addressed with other services, such as virtual reference and the project to computerize the
53
Summary:
The Conrado F. Asenjo Library has received local and international recognition for the
quality of the information services it provides. It has a committed, experienced staff with
broad knowledge, which allows them to provide excellent information services to all who
request them.
• The equipment and access to databases and the Internet make it possible to
help provide excellent services, even in areas not covered by the library’s
collection.
• We have an excellent collection of databases and complete texts, which have been
• The service has been evaluated as excellent by the Middle States Association and
other organizations.
• In general terms, users have expressed their satisfaction with the services.
since they:
54
Standard 5 – Information Skills
Introduction:
Information skills (IS) refer to a group of abilities that transform an ordinary student into
addition to locating, accessing, evaluating, and effectively applying the information to meet
his/her original needs. In order to promote the development of information skills, the staff
of the Medical Sciences Campus library offers a variety of formal and informal educational
activities.
5.1. Objective – The library will provide information and instruction through a variety of
reference and education services to users, such as instruction related to and integrated
into courses, practical learning, orientation, formal courses, tutoring, maps or guides,
5.1.1. Does the library provide formal and informal opportunities for instruction?
The library offers formal and informal opportunities to develop the information skills of
• Educational activities that are offered as part of the courses of the Medical
lectures, and presentations to address the academic and research needs of the
students. In general, these activities are integrated into course syllabuses. (See
55
• Educational activities to promote the development of the faculty’s information
skills and integrate them into the curriculum: The library offers workshops,
lectures, and other training activities designed for the faculty. Some of these are
External resources are also invited to offer training sessions to professors on the use
of databases and other resources available on the library web page (See summaries
“Information Skills for Research,” using the Blackboard platform. This project is
course to be taught as an elective without credit for students in the graduate courses
will be submitted for approval during the second semester of the 2007-2008
academic year. (See letter of approval of the proposal in Appendix 5.4 and a copy of
Informal instruction is offered to users of the library services on the use of its information
• Orientation during the interview and reference consultation, either in person or over
the telephone, e-mail, or the virtual reference service (e-mail and chat).
• Orientation at the Circulation and Reserve desk on the use of the online catalog and
56
• Information pamphlets on the use of different databases.
• Students and professors are recommended to use their help guide account and
resources used in the library. Among the resources most often recommended are:
PubMed Tutorial, PubMed Quick Tours, and online tutorials by ISI Web of Science,
brochures, and other documents (Appendix 5.7) are available in the library.
5.2 The library, as an academic and educational unit, shall facilitate student success and
5.2.1 Does the library provide the proper space for teaching information skills to large
The library has sufficient space for teaching information skills to large and small groups.
Two multiple-use rooms with space for 15 people each were recently inaugurated on the
sixth floor of the building. These rooms are separated by a partition that can be opened to
comfortably seat a group of up to 30 people. The rooms have wireless Internet access and
each room is equipped with a digital projector, screen, and multimedia podium. This area
also has a cart with 27 laptop computers that are used in workshops, lectures, and training
sessions.
Once the current remodeling of the building is completed, the library will also have 2
small classrooms, each of which will accommodate up to ten people, comfortably seated.
Both rooms will have wireless Internet access and a plasma screen for presentations. The
library staff will use these rooms for workshops and training small groups.
57
In addition to the multi-use rooms and the small rooms mentioned above, the library
staff also uses classrooms and computer centers that are available in the different faculties
and schools of the Medical Sciences Campus. As a rule, the workshops or presentations
offered by librarians as part of a course, are offered in the computer centers or in the
classrooms of their respective faculties. In this way, the library is able to expand the space it
has available for teaching information skills. At the same time, the library staff can have a
greater presence in the faculty. The following is a list of the computer centers currently used
5.2.2. Does the library provide appropriate available space for practical instruction and
The design of multi-use rooms, recently inaugurated on the sixth floor of the library is
appropriate for active instruction and other resources. Both are equipped with worktables
with semicircular modules that facilitate participant interaction and work in small groups
during the workshops offered by the librarians. The substitution of desktop computers for
12
Currently closed for remodeling.
58
laptops, which can be moved easily for working in pairs or small groups, facilitates
practical instruction.
Likewise, the design of the multi-use rooms facilitates the presentation of all types of
resources since they have wireless Internet access, a digital projector, a screen and a
multimedia podium to for computer presentations, using both VHS and DVDs. Also, if
necessary, both multi-use rooms can be joined to accommodate a group of 30 people, seated
comfortably. In this case, the digital projectors of each room can be synchronized so that
On the other hand, the design of two rooms for small classes (10 people) to be built on the
second floor as part of the library remodeling process, will be appropriate for practical
instruction and other resources. Both rooms will have modular tables connected in a circle
to facilitate interaction and teamwork during classes or workshops. In addition, both rooms
will have wireless Internet access and will be equipped with flat screens for audiovisual
presentations.
The design of the multi-use rooms that have already been inaugurated, and the
classrooms to be built meet the specifications of the Americans with Disabilities Act (ADA).
combining new techniques and technologies with the most traditional sources.
5.3.1 Does the library make proper use of technology for instruction?
for students and the rest of the teaching staff of the Medical Sciences Campus. They
59
for lectures, workshops, and other educational activities. They also use a computer and
The library staff developed the “RefWorks” tutorial in Spanish as part of the Title V
Integration of Technology and Information Literacy.” They are also working on the
preparation of an online course, “Information Skills for Research,” which will use the
5.4 Librarians collaborate with classroom professors by helping to plan the curriculum
and to develop information skills; they also participate in assessing the results of the
teaching/learning process.
5.4.1 How do the librarians work with the professors in developing and evaluating the
The librarians work closely with professors from different faculties and schools,
particularly professors who teach research courses and who require the intensive use of
course MPRI 7130: Integration Seminar I, in the School of Medicine and the course
EDVI 7115: Human Development and Behavior Management, in the School of Dentistry.
• One librarian participated in revising the course ENFE 4075: Introduction to the
Research Process. As a result of this process, the professor and librarians collaborate in
60
studies in PubMed/MEDLINE, and critically evaluate the quality of the information
retrieved. A workshop on the design of presentation posters and another on the style
of the American Psychological Association (APA) were incorporated into the course.
The posters are evaluated with a scale designed by one of the librarians. The
professor who teaches the course and a librarian gave a talk/workshop on their
experience as collaborators in this course. (See Appendices 5.9 and 5.10 – Include the
• A librarian collaborated in revising the syllabus for the course NUTR 6528: Seminar
skills. As a result of this work, workshops and lectures on the use of the library’s
databases, APA style standards and the use of the RefWorks online bibliographic
• A librarian participated in the creation of the elective course GERO 6990: Special
Topics: Design of Information Resources for Informal Caregivers of the Elderly, in the
Graduate School of Public Health. Part of the course included lectures or workshops
and the creation and management of a blog as a tool to manage content (See the
• The teaching of information skills has been incorporated into other courses in which
61
these committees, the librarians are able to collaborate with the faculty in revising
The library directly supports the research of professors of the Medical Sciences Campus
as follows:
• It offers an extensive collection of full-text databases and printed journals that cover
the main health sciences disciplines. (See Inventory of databases in Appendix 6.1).
Most of the electronic databases provide remote access to their content; in addition,
the library acquired a proxy server to facilitate remote access for the institution’s
users.
web page that allows researchers to import their references directly from databases
and prepare their bibliographies according to the standards of the APA, AMA, and
databases, the RefWorks online bibliographic management program, the use of the
APA style manual, etc. (Some presentations are available in Appendix 5.2).
62
• The director of the Reference Section is an active member of the Institutional Animal
Care and Use Committee (IACUC) of the Medical Sciences Campus. As part of her
that are submitted to this committee for approval, and advises researchers on the
literature review process. With this in mind, she prepared the document, Guidelines
to perform searches for non-duplicative efforts and alternatives to painful and distress
5.5 Users will be offered different ways to develop information skills. This can include
The library offers formal educational activities, such as workshops, lectures, and
these activities are offered as an integral part of the courses and are included in the
syllabuses. It also offers workshops and other formal activities to professors and other
In order to expand its current offer of educational activities for students, the library is
planning to start offering the online course Information skills for research, using the
Blackboard online education platform. This is a non-credit elective course for graduate
The course Information skills for research includes a series of learning units where students
complete practical exercises in order to learn how to: (1) select and define a possible research
63
topic; (2) design search strategies; (3) learn and use a variety of information sources in print
or electronic format that are available in the library; (4) evaluate the quality and relevancy of
the information obtained; (5) take correct research notes; and (6) draft an academic
Prof. Efraín Flores, Prof. Margarita González, Prof. Rossana Barrios and Prof. Charles Seguí,
librarians in the Reference Section, will be in charge of this course. Hopefully, the syllabus
of the course will be submitted during the second semester of the 2007-2008 academic year
5.5.2. How does the library promote and evaluate its instruction programs?
The library promotes its teaching activities thorough the institutional e-mail service,
handouts (Appendix 5.7), the library web page, during meetings of the curriculum
committees of the different faculties, and over the telephone (in the case of professors).
The workshops and lectures offered by the library staff are evaluated mi means of a
satisfaction scale (Evaluation Sheet, Appendix 2.6). There is no formal analysis of the results
of these evaluations, but they are discussed informally in the library and taken into
consideration for making changes to the content of the activities, the teaching strategies, or
5.6 The development of information skills as part of user education must be integrated
through the curriculum and appropriate courses, paying special attention to the
plagiarism.
64
5.6.1 How does the library apply the Information Literacy Competency Standards for
Higher Education?
The application of the Information Literacy Competency Standards for Higher Education has
led the library staff to expand its regular offering of the workshops offered as part of the
courses. Currently, in addition to teaching how to use the online catalog and electronic
databases, workshops and lectures include aspects such as how to formulate a well-
structured clinical question as the basis for an effective search, how to use RefWorks, and
how to use the APA and AMA style manuals. They also include workshops and lectures on
how to prepare papers, presentation posters, and weblogs. In fact, several courses have been
able to integrate more than one workshop or lecture. (Syllabuses, Appendix 3.4).
The Standards have also been applied in designing the online course mentioned
above, Information skills for research, by including learning units that range from
identifying and defining a research topic to the different information search and retrieval
phases, evaluation of the phases and presentation of the results in a written document. The
standards are available as an appendix in the written version of this self-study (Appendix
http://www.ala.org/ala/acrl/acrlstandards/informationliteracycompetencystandards.cfm
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Summary:
The library has carried out a variety of activities to develop information skills. It is
continually renewing its offerings. The librarians promote and evaluate the educational
Strengths:
• The teaching of information skills has been integrated into several courses in
• The standards of the Middle States Association, one of the agencies that accredit the
programs of the Medical Sciences Campus, require that the teaching of information
skills be formally integrated into the curriculum. This is a tool that supports the
programs.
professors and librarians, and to integrate the teaching of information skills into the
curriculum.
• The library has a space and new equipment for its teaching activities. In addition,
the library staff has access to most of the computer centers of the different faculties
• The director of the library offers orientation, and other librarians offer workshops
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• Workshops are offered during the day and evening hours
Areas of development:
• Curriculum revision processes tend to be slow and complex. This makes it difficult
• The results of the evaluations of workshops and other educational activities are not
formally analyzed.
• The library evaluates only the user’s level of satisfaction with the workshops or
information skills as part of the evaluation criteria of their courses, this provides
• Reference section librarians have other responsibilities that are inherent to their
teaching functions, which, at times, limit their time needed for teaching-related
work.
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6. Standard – Resources
Introduction:
The Conrado F. Asenjo Library of the Medical Sciences Campus is the principal resource for
health science information in the country and it has the most complete collection of its type in
the Caribbean. Its collections and services offer support to the academic programs of the School
of Medicine, the School of Public Health, the School of Dentistry, the School of Nursing, the
School of Pharmacy, and the Health Professions College. It also provides services to the
hospitals of the Medical Center and all health professionals in Puerto Rico that request these
services.
The library provides various updated resources for the different disciplines in the campuses
that support the mission of the MSC and the needs of the users. It is fully committed to
providing access and promoting information resources to health professionals and the
community, both in their personal capacities as well as through the affiliated institutions.
The Technical Services Section carries out work related to the acquisition and cataloging of
papers. It also coordinates the inventory processes and the disposal of material, together with
the rest of the staff. The library is also in charge of the electronic catalog, using the Horizon
system. The Serial Publications Sections processes, organizes, and maintains the journal
collection, coordinating the binding of the journals and offering interlibrary loan services.
The Special Rooms Section includes the Puerto Rico Collection of Health Sciences, the Dr.
Bailey K. Ashford Collection, and the History of Medicine Collection. These rooms bring
together local material on health and material of historical value in general. In the Audiovisual
Resource Center, audiovisual didactic material is acquired, cataloged, and circulated. The
historical archive compiles institutional documents that are valuable for the Medical Sciences
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Campus. The Reserve Collection is the section made up of the principal textbooks and
materials that professors use in the courses they teach in our Campus. In order for these
resources to be available to students at all times, they are loaned only for internal use and for a
limited time.
We continue to work on our collection, in keeping with the strategic area of our plan: to
develop new virtual services and information resources to meet the educational, research, and
At this time, the professors’ reserve section is in a state of transition. With support from the
Title V Cooperative Project, we are changing from a traditional reserve section to a virtual one.
The objective is to give students access to materials assigned by their professors from any
The library offers access to several databases on health sciences and other areas of
knowledge. (See the Inventory of Databases and the Tables of Use, Appendix 6.1). The library
also has an area of specialized resources on women’s health as well as access to the web page of
The library facilities include two information centers, the Information and Medication
Center and the Hostosiano Institute, that are not part of the library but offer services in the
6.1 Objective – The library will provide various updated resources and experts in their fields
who support the mission of the Institution and the needs of its users.
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6.1.1 What criteria are used to make decisions on acquiring, keeping, and using printed and
electronic material and audiovisual resources? How does the library select resources for its
users?
The library has a policy for developing and maintaining collections (Appendix 1.1) that
describes the criteria for acquiring and retaining collections and other important functions.
Acquisition
• The library will give priority to acquiring bibliographical, electronic, and audiovisual
resources on topics that are taught in the different academic programs of the Medical
Sciences Campus.
• The library takes into consideration recommendations from the faculty, the library staff,
and students.
• The library will acquire resources in other subject areas as allowed by the allocated
budget.
• Retention and use – The development of the collections in the Conrado F. Asenjo
Library of the Medical Sciences Campus is a dynamic and continually evolving process.
programs.
Modifications and new trends that are being developed in health care
professions.
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Developments and new trends in information management technologies.
Environmental changes, diseases, epidemics, and other events that occur and
Books for the reference collections, in collaboration with the reference librarians. In
coordination with the director of the department and the reference staff, the library will
Textbooks for the library’s reserve collection, in coordination with the faculty, the staff
members in charge of the Circulation Section, and the director of technical services, and
with recommendations from the users. The library will coordinate the revision the
Books and documents for the Puerto Rico Collection and the History of Medicine
Collection. The supervisor of technical services coordinates with Prof. Carmen Santos,
The director of special collections developed a procedures manual (Appendix 1.3) that
contains a description of the tasks and functions carried out in this section.
The following are some of the select lists that will be used to acquire resources:
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• Medical Library Association. Collection development section (2007). Subject based resource
• The Library Health Center. Brandon Hill Updates. (2007). Brandon Hill Updates.
http://www.libraryhealthcenter.com/bh.htm
Colleges of Pharmacy.
School liaison librarians, in coordination with the faculty, will carry out activities to gather
in the School, such as the Council on Integration and Educational Planning (CIPE), the
• During April and May (before the beginning of the academic year) an e-mail is sent to
every school liaison librarians asking them to coordinate with the faculty a list of their
• The library, together with school liaison librarians, will identify which programs will
13
The functions of school liaison librarians are described in greater detail in Standard 8, Human Resources.
72
• Bibliographical and electronic resources are acquired for new curricular developments
that result from academic proposals that are duly approved by the Academic Senate of
• Individual recommendations are gathered from the Campus faculty and the library
The director of the library participates in the annual negotiations with the different
providers of electronic resources, taking into consideration the recommendations from the
library staff and the Board of Directors of the UPR system libraries. As a result of these
negotiations, the libraries of the UPR system will gain access to these Consortium resources.
Recommendations for purchasing resources from the faculty and library staff are received
and processed. Database suppliers provide samples and tests of databases and other electronic
resources. The resources are selected according to how they will be used.
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The Middle States Accreditation Committee visited the library during the 2001-2002
academic year.
(See Appendix 6.4). The Committee of external evaluators at that time described the collection
as “deplorable.” As a result, the library was given approximately $138,672 to purchase books.
A plan to develop the collection was prepared together with the librarians.
The library checked lists of authorities, such Brandon Hill, to identify books that were
recommendations for bibliographical resources and, as a result, a large number of books were
acquired. Ever since then, there has been a tendency to reduce the acquisition of resources.
As part of the resource assessment process, the director of the Serial Publications Department
made a study of the availability of journals, according to different lists of authorities. The
Pharmacy:
AACP Core List of Journals for Libraries that Serve Schools and Colleges of Pharmacy: In
the category* = Every library that serves a school or college of pharmacy should consider these
Nursing:
Brandon Hill Selected Lists: Nursing journal List: In the category* = Suggested for initial
purchase, we have 100% of the titles. We have 86% of the titles in the category of additional
titles recommended.
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Medicine
Brandon Hill Selected Lists: Journals for the Small Medical Library: In the category =
Suggested for initial purchase, we have 100% of the titles. We have 100% of the titles in the
Dentistry:
Building a Dental Science Collection in a General Academic Library by Eva Stowers and Gillian
Health Professions:
Brandon Hill Selected Lists: Journals in Allied Health: In the category = Suggested for initial
purchase, we have 87% of the titles. We have 60% of the titles in the category of additional
recommended titles.
Public Health:
Core Public Health Journals. Developed by the Public Health section of the Medical Library
Association and backed by the Association of Schools of Public Health and the American
Health Association.
In the category = Essential Core, we have 81% of the titles. In the category = Research Level
Epidemiology:
In the category = Essential Core, we have 100% of the titles. In the category = Research Level
Biostatistics:
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In the category = Essential Core, we have 75% of the titles. In the category = Research Level
In the category = Essential Core, we have 70% of the titles. In the category = Research Level
In the category = Essential Core, we have 69% of the titles. In the category = Research Level
In the category = Essential Core, we have 95% of the titles. In the category = Research Level
In the category = Essential Core, we have 82% of the titles. In the category = Research Level
In the category = Essential Core, we have 86% of the titles. In the category = Research Level
One of the challenges we face is updating the “core list” since the Brandon core list of
journals ceased publication in 2003 and only some of the journals were picked up by
professional associations, as in the case of public health, but not in the case of medicine. Based
on this analysis, we can see that the biostatistics area needs attention.
6.1.2 Does the library have an ongoing effective program for evaluating collections,
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The collections are examined periodically. To this end, the following activities are carried
out:
• The faculty and librarians request lists of collections by topic in order to see how
• Evaluation projects.
• Several inventory projects have been carried out in order to record and analyze the
collection.
• Other efforts are geared toward the pondered disposal of certain journals. For example,
journals that had been cancelled or that were not published in English and/or Spanish,
journals in advanced stages of deterioration, and journals that were used 0 to 3 times in
a period of five years were discarded (See Appendix 6.6 Report on Discarded Journals
In addition, the library conducted a survey on user opinion of the collection. The results are
available in the self-study section on the library web page at: http://rcm-
library.rcm.upr.edu/autoestudio.
A large majority of the students indicated that they were satisfied or very satisfied with the
library web page and only a minority of 2.8% indicated that they were dissatisfied or very
dissatisfied. Given the dramatic changes that have taken place in providing electronic
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Online Catalog:
A majority of 75.6% of the students indicated that they are satisfied or very satisfied and a
minority of 2.8% stated that they are dissatisfied or very dissatisfied. This is one of the core
Databases:
A majority of 75.1% of the students indicated that they are satisfied or very satisfied and a
minority of only 3.3% stated that they are dissatisfied or very dissatisfied with the library’s
databases.
6.1.3 What role do classroom professors play in selecting library resources and in the
The number of classroom professors and those who submit their recommendations for
purchasing library resources is small compared to the number of professors in the MSC. The
following shows the number of professors who recommended that resources be purchased for
Nursing: 3
Dentistry: 3
Public Health: 3
Pharmacy: 1
Nursing-66
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Public Health-4
Pharmacy-2
Dentistry -16
This is an area of great opportunity for developing projects to promote our services and to
6.2 Objective –The library will have information resources in a variety of formats, including
hard copy, online images, and electronic texts as well as other media.
6.2.1 Do the printed, audiovisual and electronic resources reflect curricular and research
needs?
The collection was developed by periodically evaluating the existing resources in the library
for the different programs. Liaison librarians conduct different activities in the schools to
Some of their activities include participation on the curriculum committees of the schools,
participation in different forums, such as the Academic Senate and the Council on Integration
temporary positions, creation of committees, positions in the Campus, invitations, and others
are available, Appendix 8.3), activities with schools, such as Problem Based Learning (PBL),
and others (Syllabuses, Appendix 3.4). Liaison librarians also promote and practice interaction
6.3 Objective – To provide information resources in the library or from storage places, on the
6.3.1 Does the library have sufficient licenses for their electronic resources to accommodate
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The library has a sufficient number of licenses to accommodate primary users since most of
these resources have limited access. Some databases with a limited number of licenses are for
one segment of the population. Some of these are MD Consult (5 licenses) for the faculty and
students of the School of Medicine, Micromedex (5 licenses) for the faculty and students of the
School of Pharmacy, and Web of Science (15 licenses) for two campuses (MSC and Río Piedras).
According to statistics, the use of Web of Sciences is more limited. We also have five
simultaneous licenses with the Natural Sciences Library for use with the Biological Abstracts
index. In order to complete our possibilities for access for special circumstances (workshops
and presentations), additional licenses are requested from suppliers and they are provided.
6.3.2 How are the agreements with the Consortium used for purchases and licenses?
Consortiums:
The library acquires a large part of its databases and electronic resources with unlimited
licenses from one source, the University of Puerto Rico, at the consortium price. Subscriptions
to printed journals are also purchased through the same intermediary, EBSCO, which benefits
everyone in the UPR by receiving lower service charges. The library is part of the National
Network of Libraries of Medicine of the United States. It belongs to the southeast region of the
consortium of libraries affiliated with the National Network of Libraries of Medicine. As part
of this relationship, it participates in the exchange of resources, such as interlibrary loans and
document delivery and access services. As part of the extended services, it also has
collaborative arrangements with the Veterans Hospital library, with the Natural Sciences
Library of the University of Puerto Rico, and with all the libraries in the UPR system.
Libraries, composed of 17 medical libraries in the southern part of the United States. The
80
library acquires databases with consortium discounts, offers continuing education and
demonstrations of products for directors, and completes a survey on library staff salaries
every year. The directors meet once a year in the SC/MLA convention and every two years
for a two-day retreat. During the meetings, they discuss matters of general interest, common
problems and possible solutions, and the acquisition of products at the consortium price,
Ongoing activities include consolidating lists of journal titles, coordinating the publication of
current serial titles on the SERHOLD database of the NLM, reciprocal activities involving
interlibrary loans, offers of opportunities for continuing education, and an annual survey of
salary scales for librarians and other library support staff. Seventeen institutions are members
In July 2007, we began to participate in the network of virtual health libraries, a part of
BIREME, the Center for Scientific and Technical Information on Health of PAHO/WHO. We
share the same platform for bibliographical searches with many Latin American countries,
which allows us to learn about what they produce and allows them to learn about what we
produce. Development of the Virtual Health Library of Puerto Rico ( began in December 2007,
6.4 Objective – The library will provide quality resources as efficiently as possible, within
6.4.1 If the library is responsible for collecting and maintaining the institution’s archives,
In accordance with its mission and goals and current archivists principles, the documents in
the historic archive are classified in series subseries, based on the principle of provenance; that
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is, organized according to the unit that generates the documents. Some series (Accreditations,
Annual Reports) have been artificially created to group documents that should be kept
together for easy consultation. In these cases, the originating unit (School of Pharmacy, School
of Medicine, etc.) becomes the name of a sub-series. This method affords easy access to
In 2007, following the remodeling of the facilities, the archives lost half of its original space. As
a result, it was necessary to redefine its collection and send all the serial documents of the
schools of the Campus to the Iron Mountain Company, keeping only the Administration Board
Series (JA), the Academic Senate (SA), Annual Reports (INFO), Accreditation (ACRE), the
Council on Integration and Educational Planning (CIPE), and the Office of the Dead of
Academic Affairs (DAA) and personal papers (PERS) that contain documents from Enrique
6.4.2 How do the library’s collection and databases compare with those of other similar
institutions?
Based on this self-study, we will start to integrate our data into the “Annual Statistics of
6.5 Objective – The collections will be kept up to date and relevant through a pondered
disposal process.
6.5.1 Does the library keep the collection up to date and relevant through a pondered
disposal process?
Due to the problem of physical space in the library and in order to keep the collection up to
date, the disposal process is carried out regularly and systematically. In this process, the first
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edition of a title is kept (if not deteriorated) as well as any publication by Puerto Rican authors,
particularly if they belong to the Campus faculty. Any paper that has to be discarded because it
is in poor physical condition, and that still relevant for its discipline despite of its year of
publication, will be reacquired for the collection or efforts will be made to repair it.
The following activities are seen in the mini-projects carried out by the employees of the
• Review of the stacks in Circulation (6th floor), Reserve (3rd floor) and Reference (3rd floor).
This also consisted of identifying the labels that need to be changed and, at the same
• The review began in April 2007 and every week staff from Circulation sent lists to the
director of Technical Services. A total of 15 lists were sent. The first list was sent on
April 15th, and after the usual interruptions during holidays and vacation time
• One thousand four hundred sixty-five (1,465) labels that had to be substituted and 1,081
• Four hundred fifty-two (452) books were repaired. Work was conducted from May to
December 2007. Once this semester starts, we will begin to work again and our goal is
to complete a good part of the book repairs this semester. The library promotes the
disposal process and tries to involve the specialized faculty in the area where the
resources are to be discarded. The activities are carried out in coordination with school
liaison librarians.
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• Multiple copies
• Donations
• Titles of topics that are not published frequently or topics that are covered in one
These topics are discussed in: Policy for disposal – Included in the policy to develop the
collection, the policy to develop and maintain collections (Appendix 1.1) and annual reports
Summary:
The Medical Sciences Campus Library assigns librarians who serve as liaisons to the
programs. Through their participation, the library maintains a close relationship with the
faculty and stays abreast of curriculum changes, courses revisions, new courses, self-studies for
accreditation, and other curricular proposals. Some of the library’s strengths in terms of
resources are:
• Having school liaison librarians to develop topical areas; they participate in the
• Being included in consortiums that add a wide range of opportunities for developing
collections.
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• Having an exceptional interlibrary loaning service (See statistics in the Services
Standard).
• Receiving donations of books from the National Library of Medicine, which are added
to the inventory.
The greatest limitations are budgetary: insufficient funds to acquire more resources. We
have found an area of opportunity in Title V federal funds that we have used to acquire
resources. We have also identified other funds through the UPR Central Administration, the
allocation of budget funds from the technology quota and other entities, such as the Pan
American Health Organization (PAHO), with which the library has agreements, as previously
mentioned.
7. Standard – Access
Introduction:
The library makes different, sustained efforts to improve physical, electronic, and
intellectual access. It provides rapid and orderly access to resources through the sections
including: circulation, reserve, interlibrary loan, reference, serial publications, and electronic
7.1 Objective – Timely and organized access will be provided to the library’s resources. The
library collections and catalog to access them must be organized, using international
bibliographical standards.
7.1.1 What methods are used to provide maximum access, both intellectual and physical, to
The first aspect that facilitates access to the library is its location. It is strategically located
across the street from the principal building of the Medical Sciences Campus. The Medical
85
Center emergency room is located next to the library. The health care professionals of the
hospital (Industrial, Municipal, Oncology, University, and other entities) and the Carolina
The method par excellence for providing electronic access is the library’s web page (http://rcm-
catalo, and databases, and other relevant information for our community of users. We have a
proxy server to access the complete text of several electronic journals. Remote access to the
databases through this tool allows users to obtain up-to-date information, most of which is
peer reviewed. Users can access it by using the information in their institutional e-mail
accounts.
The library’s collections and public catalog are organized in accordance with international
standards to provide users with physical and intellectual access to its bibliographical
inventory.
Other methods used to facilitate access include: service areas are designed to simplify access
for the Campus community. The service areas are all labeled, except those that are in the
process of transition due to remodeling. Most of the collections are in open stacks. The library
conducts an ongoing inventory of the collections to ensure the availability of titles. Staff
members are available to answer questions and help users locate and use the resources.
The library has also developed brochures, information sheets, and other literature to instruct
users how to use the databases and printed collections (See Appendix 5.7, list of brochures and
handouts). Users receive orientation in groups or individually. Workshops are also offered to
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Members of the staff of the technical services section are responsible for cataloging and
processing information resources and keeping the online catalog up to date. The director of
Special Collections, the director of the Department of Audiovisual Resources, and the librarian
in charge of services related to Women’s Health also participate in this process. In addition, the
staff of the Serial Publications Section catalogs the journals and adds issues as they arrive.
of great importance in developing the libraries of the Medical Sciences Campus and the
• To increase:
process.
The most significant activities to be carried out in order to achieve these goals are: the
publication of tutorials on the MSC library web pages, acquisition of computers for students,
and the implementation of the virtual reference service. The library will also work with the
professors virtual reserve section, access to audiovisual materials, electronic journals, and other
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RefWorks is an online research management program that helps in drafting articles, papers,
and theses: Its tutorials are designed to develop students’ information skills and are based on
Undoubtedly, these proposals have boosted the achievement of the Library’s strategic plan
goals, by developing new virtual information services and resources to meet the educational,
library.rcm.upr.edu/ciberboletin/titulo_V.html.)
7.1.2 Are the library catalog and other resources available on and off campus?
The online catalog is part of the UPR library system. However, our library’s database is
separate. This was done so that our database, which is smaller and more manageable, could be
used to install and test new versions of the HORIZON system before being installed in the rest
of the UPR libraries. Our catalog was the pilot project. The online catalog is available on and off
campus. Through this site, students have access to the catalog from any computer. This is a
great tool since it informs our students of the vast store of bibliographical material and the
status of the resources. For example, users can find out whether a resource is on loan and the
return date. It also includes links to the catalogs of libraries in all campuses of the UPR system
88
Students who participated in our survey mentioned that they use the resources both in our
facilities and through remote resources (57.1%). Twenty-six percent (26%) answered that they
go to the library and 12% said they access only virtual resources. The use of the library
With regard to frequency of computer use, 68.6% of those surveyed said that they use
computers two or more times a week, once a week or at least once a month. Almost thirty
percent (29.5%) said that they do not use computers. It should be noted that many students use
their laptops and take advantage of the wireless connections on all the floors of the library.
Remote access is provided to members of the Campus community.14 (Link to the proxy
7.2 Objective – Multiple users will be provided simultaneous access to central catalog of
library resources clearly indicating all the resources. Access policies must be easily
accessible to users.
7.2.1 How does the library ensure that the catalog is updated and accurate?
The supervisor of Technical Services carries out a process of ongoing revision and quality
control of the public catalog. She receives notices from other colleagues on possible
typographical or other types of errors. The versions of Horizon are periodically changed and,
as a result, a series of activities are carried out to update the catalog. It is important to note that
there are ongoing projects to revise the index of materials in Spanish and English and to revise
the records of the collections in Reference, Reserve, the Puerto Rico Collection and the
Audiovisual Department.
14
Indicador adapted to situation at the Conrado F. Asenjo Library of the Medical Sciences Campus.
89
All the projects carried out in the collections and the online catalog records are coordinated
with the director of Technical Services. The Department of Serial Publications also conducts an
ongoing review of the catalog in order to keep up to date the changes in the publishing houses
Collections are organized by subject and topic, according to the Classification System of the
National Library of Medicine and, in some cases, the Library of Congress for all resources that
do not specialize in biomedical sciences. The stacks are labeled and frequently organized. They
are nicely presented and, in our experience, this motivates users to keep the area neat. During
the cataloging process, different points of access are assigned, including material in English
and Spanish.
There are posters showing the National Library of Medicine classification system to make it
7.2.3 Does the library provide sufficient and appropriate computer stations to access
electronic resources?
Computers are available on all floors for users to access the catalog and other electronic
• 4t th floor - 2 computers
• 6th floor - 30 (15 + 15) in multi-use rooms and 14 in the computer room.
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The 50 computers are visible and easily accessible.15 In order to provide greater access to
electronic resources, wireless connection was added to allow users to access the catalog and
Once the remodeling process is completed, we will have computers on all floors and, in
some areas, they will be available 24 hours a day. At present, electrical outlets are being
7.3 Objective – To provide interlibrary loans in order to access the resources the library does
not have. This will be done through loan agreements with consortiums and virtual
7.3.1 Does the library provide interlibrary loan and delivery services for resources it does
The library provides interlibrary loan services to the entire community, including
Interlibrary loans can be requested in the office, on line, by fax, e-mail, mail, and telephone.
It is preferable to request loans in the office where users can receive orientation, if necessary.
When the office is closed, loans can be requested at the Circulation desk. There is a minimum
The excellence of this service is recognized in the charter of recognition for excellent
service in interlibrary loans, granted by the National Network of Libraries (Appendix 4.5)
7.3.2 Does the library participate in available consortiums for loan programs?
15
This number will increase after remodeling. This topic is discussed in detail in the Facilities Standard.
16
Free or an average of $3.00.
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• In the United States: Consortium of Southern Biomedical Libraries - CONBLS,
http://www.uab.edu/conbls
Excellence)
• Veterans Hospital
Summary:
The Conrado F. Asenjo Library provides intellectual and physical access to various
resources for its community of users. Efforts are made to facilitate the location of books,
journals, audiovisual materials, and other library resources. The central location of the library
interlibrary loans, are offered to provide information that is not available immediately. The
staff organizes and labels the sections and wireless Internet connection is available.
The library’s web page offers rapid access to the online public catalog, databases, and
information on resources available to the Campus community and the general public. This
page is updated frequently and includes all the necessary information with regard to the
library. Library resources are organized by recognized classification systems (NLM and Library
of Congress). This facilitates the organization, location and access to the resources.
The following are some of the strengths in relation to the library resources:
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• Its web page.
• The proxy server that ensures that the Campus community has access to the
• The printed inventory of several collections that make the library a leader in the
Caribbean.
• The interlibrary loan service is very efficient and has received several recognitions.
• Title V funds
In terms of areas of development, it is worth mentioning that the remodeling of the facilities
has resulted in that many of the areas are not labeled. This, and other situations, will be
Introduction:
The library staff offers a service of excellence to the academic community and the general
public. Librarians contribute to the teaching-learning and research processes in the Campus,
serving as resources in academic activities. They provide services of excellence for which
they have received several recognitions. They develop innovative services that respond to
8.1 Objective – The library will have sufficient staff to meet program needs and to offer
the services to users, taking into consideration the size and quality of the staff.
8.1.1 Does the library have sufficient qualified librarians, other professional staff, skilled
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The librarians have graduate studies in library sciences, information sciences, and second
master’s degrees in different disciplines. The director has graduate courses in business
academic degrees. Three teaching librarians have two master’s degrees, one librarian has
two bachelor’s degrees, and two teaching librarians are completing doctoral studies. One
librarian has a certificate in advanced studies. Some members of the non-teaching staff also
The library has a total of twenty-nine staff members (12 teaching and 17 non-teaching).
There are three individuals with technical, secretarial, and administrative classifications. We
also have three student aides. For more information, see the table on staff, with detailed
information on professional librarians, assistant librarians, and other library staff (See the
Three librarians have a IV ranking (Full Professor), three have a III ranking (Associate
Professor), three have a II ranking (Assistant Professor) and two have a I ranking
(Instructor). Teaching librarians promote the development of new leaders in the library.
They design projects in which librarians and assistant librarians participate. They are
encouraged to continue graduate studies, which many members of the non-teaching staff
The library staff stands out for its professionalism and the quality of their work. This is
seen in the excellent performance of the activities they conduct in and outside the library.
Teaching librarians participate in the Academic Senate and other deliberation forums in the
institution. They also participate in standing and ad hoc working committees and working
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Association, and in other local and international professional organizations (See Appendix
changes. These can be seen in their functions and expectations vis-à-vis liaison librarians.
Each school of the Campus has one. Their functions include coordinating educational
developing projects, integrating information skills into the curriculum, among others.
The professional and support staff are constantly trained in light of the changes in new
technologies. The teaching staff also participates actively on different committees in our
2000-2001:
• The director of the Historical Archive coordinated the self-study process for the
accreditation of the Campus by the Middle States Association, and accreditation was
obtained.
• Several members of the teaching staff (library director, reference, technical services,
systems administrator) participated in activities during the final phase of the Health
17
Mozenter, F., Sanders, B.& Welch, J. (2000, septiembre). Restructuring a liaison program in academia
library. College and Research Libraries.
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• The director of technical services served as an evaluator in the Eighth Meeting of the
• Several members of the teaching staff worked on a project to revitalize the library of
• The director of technical services offered consultancy services and workshops on the
to the staff of several universities in Puerto Rico, a hospital, and the staff of the
• Part of the assistant and support staff was evaluated and considered for
Two members of the Section staff presented a paper: Helping to Improve the Quality
of Health Care and Services in the Republic of Haiti: An Outreach Project of the Medical
Sciences Campus Library of the University of Puerto Rico, in the Eighth World Congress of
• Two assistant librarians were hired and a regular position was created in this
category to address the service needs during evening hours and on weekends.
• An assistant librarian was recruited for the Technical Services Section to support
cataloguing procedures.
• Two continuing education courses were offered for librarians under the auspices of
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2002-03:
the Dominican Republic, through the Atlantea Project, under to the Office of the
President.
• A new course was created: Evidence-Based Medicine: In Search of the Best Evidence.
This module was prepared to train the faculty and first- and second-year medical
• The library provided remote access for electronic resources and databases to
students and faculty in clinical areas of the San Juan Municipal Hospital and the
• The library faculty has stood out for its active participation in planning the
2003-04:
Skills,” using Blackboard, the online education program, in the Graduate School of
• The director of the Reference Department designed and offered workshops on the
Cochrane database for resident physicians of the University Hospital and the
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Carolina Regional Hospital. She also designed the online course “The Physician as a
Life Long Learner in Medical Informatics,” using the WebCT program, for the
• The director of the Archives Unit continued to provide advisory services to the
Museum Committee and the Archives Unit of the School of Health Professions and
designed a plan to protect the institutional documents of that unit during its
remodeling.
• A librarian from the Technical Services Section offered workshops on the design and
• Two librarians (Technical Services and Special Collections) were evaluated and
promoted.
2004-05:
• On June 10, 2005, the library received the Leadership in the Use of New Information
Technologies to Expand and Facilitate Access to Serials Content Award, granted during
the annual meeting of ACURIL in Martinique, for his Prof. Charles Seguí’s work in
facilitating access to complete texts in journals through the PubMed LinkOut Service
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2005-06:
• Two librarians (Serial Publications and Reference) were evaluated and promoted.
• All the librarians participated on different committees and in activities to plan the
2006-07:
• The director of Technical Services was included in the Oral History Project of the
her experience as an active member of the professional organization over the years.
• The library, in collaboration with several librarians, created the Cyberbulletin that
• The Virtual Professors’ Reserve was created, in collaboration with librarians and
assistant librarians.
2007-2008:
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8.1.2 How do library staff policies and procedures compare to the guidelines of the
The library’s policies and procedures concerning staff management are established in
accordance with the requirements of the University of Puerto Rico and, therefore, are
regulated under the General Regulations of the University of Puerto Rico. A personnel
committee elected by professional librarians advises the director of the library on matters
The Office of Human Resources is responsible for matters related to support personnel. In
addition to the regulations of the University of Puerto Rico, the Office of Human Resources
Non-teaching Employees and the Workers Union). When there is a vacant position, the
Office of Human Resources sends five candidates to the director of the library to be
interviewed. The library’s staff policies and procedures are compatible with the guidelines
of the University of Puerto Rico, Appendix 8.4 and the rules and procedures for
8.1.3 Does the library employ staff that can support and provide information in all
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The staff provides support and information for all available formats. (Table of staff
8.1.4 What is the relationship of the library staff with the goals and services of the library,
the programs of the institution, the degrees, registration, number of faculty and staff and
auxiliary programs?
The library staff carries out countless activities in order to comply with the mission of the
• During the 2001-2002 academic year, the faculty of the Reference Section participated
in community outreach projects, which helped project the mission and commitment
of the library and the MSC with its users and with the general public.
The relationship of the library staff with the mission and services: The library staff
responds to the mission and services in terms of the number of faculty members and
programs.
The ratio between the number of employees and the number of members of the Campus
community is as follows:
Number of people 2001-02 2002-03 2003-04 2004-05 2005- 2006-07 2007- Avera
06 08 ge
FTE Students 3,215 3,015 2,940 2,938 2,849 2,860 2,808 2,946
Library employees* 29 29 29 29 29 29 29 29
Ratio 115 108 106 105 102 102 100 105
FTE Faculty 788 828 842 865 842 879 879 846
Ratio 28 29 30 31 30 31.3 31.3 30
* When a position is vacant, the recruiting process to fill it begins as soon as possible. Ten
(10) student aides who work 20 hours a week are not included in these numbers.
The ratio of the number of employees has not changed much over the past 7 years. The
number of populations has not undergone any drastic changes. This is very positive since it
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makes it possible to plan services while taking into consideration an estimate of our
principal users. It also implies that there has not been a drastic decline in the library’s
human resources.
8.2 Objective – Librarians must have a graduate degree from an ALA accredited
university program. Other members of the professional team must also have appropriate
8.2.1 How does the institution guarantee that the professional library staff has the proper
academic degrees and how does it encourage them to participate in the proper
professional activities?
program approved by the American Library Association (ALA) is the degree recommended
for an academic librarian. All the librarians have master’s degrees from ALA accredited
graduate schools. The teaching and non-teaching staff also have academic background in
others. The academic background of the staff is suitable for providing different services. The
diversity of the staff’s preparation is shown on the staff distribution table (Appendix 4.4).
8.3 Objective – The staff will be responsible for participating in professional activities.
8.3.1 Is sufficient budget allocated to ensure the ongoing training of all members of the
staff?
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The professional development of the library’s employees is essential and the library has
available funds for its employees to attend conferences, professional meetings, and other
activities. Some activities are fully covered by the library and others in part. Employees are
At the beginning of each academic year, the University teaching staff receives a grant of
$450 that they can use to purchase professional journals and other didactic materials, to pay
In special situations, they also receive funds from Central Administration to participate
8.3.2 How do the members of the staff acquire sufficient knowledge and skills to be
effective teachers?
The staff attends different professional development activities to update their knowledge
and skills related to their duties and other areas of general interest. The Institution provides
financial support, such as time to promote the professional development of the staff.
Staff members who are responsible for instruction keep their knowledge and skills up to
8.4 Objective – The library promotes training for its staff in safety, emergencies, and the
conservation of resources.
8.4.1 How does the library provide staff training on safety, emergencies, and the
conservation of resources?
The library gives its staff the opportunity to participate in training sessions related to
safety and emergency management. A day and evening emergency evacuation plan was
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developed (Appendix 1.8). However, we recognize that the plan must be updated since the
facilities have undergone changes due to remodeling. A plan of action was also developed
in case of partial shutdown of the library’s air conditioning system (Appendix 1.9).
related to disaster preparedness for the MSC community in collaboration with the School of
Medicine.
The following is a sample of the different safety and emergency topics by year:
ACTIVITY DATE
Workshops: Windows; Internet; E- July 10-14, 2006
portfolio; Word and Excel.
Workshops: Digital image Dec. 4, 5 and 6, 2006
management; Digital video
editing Tutorial components and
PowerPoint tutorials.
Workshop: Prevention of work- February 22, 2007
related accidents.
Workshop: Laboratory safety, to March 29, 2007
offer first aid in emergency
situations.
Lecture: The ethics of transferring April 17, 2007
knowledge to the workplace and
its assessment.
Workshop: Orientation on April 19, 2007
Evacuation.
Professional ethics: “An April 26, 2007
uncomfortable truth”
documentary.
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8.5 Objective – Professional librarians will be covered by a written policy that clearly
establishes their status, rights, and responsibilities. The policy must be consistent with
ACRL Standards for Faculty Status for College and University Librarians (http://
www.ala.org/acrl/guides/facstat01.html).
The policies and procedures that govern the functions and responsibilities of the teaching
staff of the library are established in the General Regulations of the University of Puerto
Rico. Actions related to recruitment, appointments, and evaluations for tenure and
entitled: Rules and Procedures for Appointments, Tenure, and Promotion for the Teaching
Staff of the library of the Medical Sciences Campus (Appendix 8.5) and the current
The library meets the ACRL standards for teaching staff18 in terms of professional
governance, earn tenure, receive promotions and may apply for research funds and enjoy
academic freedom. In addition, for the past few years, a new evaluation system is being
developed for all the teaching staff of the Medical Sciences Campus, including teaching
librarians. Members of the library faculty belong to the committee that is currently working
on assessment instruments.
Summary:
The library staff stands out for its professionalism, commitment to the Institution, their
professional development and the quality of their work. The librarians continue to
18
Association of College and Research Libraries Standards for Faculty Status for College and University
Librarianshttp://www.ala.org/ala/acrl/acrlstandards/standardsfaculty.cfm
105
the Campus. As a result of the excellent work of its staff, the library has been the recipient of
local and international recognition for the quality of the information services it provides.
roles where they have developed different areas of expertise within medical library
searches and using the Internet and other electronic systems, according to the
needs of the users. Other librarians stand out for the evaluation, development, and
• The “Journal Club,” where the librarians discuss and learn about new trends in the
• A librarian manages the library and receives a bonus because the position of
director does not exist as such. Likewise, the current administrator holds a
secretarial position because the position of administrator does not exist as such. It
• There are two basic pay scales for the teaching staff of the MSC; one exclusively
for the Medical Sciences Campus and another for the University system. The
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9. Standard – Physical facilities
The library’s facilities and equipment are currently being remodeled in order to be more
9.1 Objective- The library’s facilities must be well planned and must provide safe spaces,
and environmental conditions appropriate for offering its services, as well as appropriate
9.1.1 Does the library provide sufficient, well-planned and safe space to meet the
The remodeling of the library included the reorganization of both personal staff space
and space for providing user services. New technologies and computer rooms were
incorporated. As part of the remodeling process, many meetings were held with all the staff
and users and with the architect and his staff, so that they could identify current and
foreseeable needs. They were then presented with different models that were discussed and
analyzed.
The facilities have a complete inventory of furniture, study space, and equipment for
students. The building has security and fire alarms. The library is also supervised by the
Campus Security Office. They provide continual surveillance inside and outside the
facilities.
The MSC strategic plan (Appendix 1.15), like the library’s (Appendix 1.11), includes keeping
the physical facilities in proper condition. While the self-study was being conducted, the
facilities were being remodeled. This information is contained in the minutes of different
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9.1.2 What do the students think of the study space, including whether there is sufficient
Study Area:
Surveys show, 58.5% of the students are very satisfied or satisfied with the study areas;
20.3% said they were very dissatisfied or dissatisfied with these areas and 17.2% said they
were neutral.
As with the study area, 58.5% said they were very satisfied or satisfied with the facilities;
17.5% said they were very dissatisfied or dissatisfied and 19.8% said they were neutral.
Of the students surveyed, 69.6% of the students said they were very satisfied or satisfied
with the work and study environment; 16.1 said they were neutral and 10.6% said they were
Lighting
A majority of 74.7 % said they were very satisfied or satisfied with the lighting and 8.3%
Temperature
A large majority of 64.5% said they were satisfied or very satisfied with the temperature
in the library. However, 11% said they were dissatisfied or very dissatisfied with the
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With regard to library hours, it was also found that students are generally satisfied with the
services (79.9% y 56.7%). In terms of the hours during final exams, only 36.8% indicated that
they were satisfied. In terms signage, 64% of the students said they were satisfied.
The degree of student satisfaction with the study areas and the environment is remarkable
when we take into consideration that we are currently remodeling the different floors of the
library where the environment and study space have been affected (Survey reports,
Appendices 2.3-2.5).
As we saw in the questions on the environment and study areas, most of the students
were satisfied or very satisfied with these aspects (69.9%, 74.7%, 64.5%, 58.5%). After all the
remodeling is completed, the library will have 320 seats for the public (Plans, Appendix 9.3).
Computerized systems, such as the online catalog, are accessible online 24/7. The
equipment in the physical library is available during the regular hours, which contributes to
the availability of different types of accommodations. (See the library’s web page,
http://rcm-library.rcm.upr.edu)
9.1.3 Does the staff have sufficient working space? Does the layout promote efficient
The administration strives to cover any request related to problems with the facilities and
requests for equipment, within the limitations of its budget, in addition to taking
appropriate steps to maintain the equipment. The workstations have sufficient space and
are laid out to promote efficient operations that respond to present and future needs.
The work areas of the employees are comfortable for performing their tasks. As part of the
remodeling process, new ergonomic furniture was acquired for the different workstations.
Computers are updated regularly and new computers were acquired in 2006.
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9.1.4 Is there sufficient space for the current library collections and the future growth of
printed resources?
The library has an area of 48,440 linear feet, which will be increased by the end of the
remodeling process. When the remodeling was planned, it included the growth of the
collection over ten years. The collection assessment and disposal program is continuous (See
Appendix 1.1). More electronic resources are being acquired and new shelves were
9.1.4 Does the library meet the requirements of the Americans with Disabilities Act?
The ADA is part of the University’s regulations and, therefore, it is a part of the
provisions that must be complied with in the library’s physical facilities and its current and
9.1.5 Are the facilities provided for participants of online education programs in line
with the ACRL Guidelines for Distance Learning and Library Services
http://www.ala.org/acrl/guides/distancelrng.html?
The library complies with the ACRL guidelines for online education services, although
there is room for improvement by establishing written policies. The library has developed
tutorials in “slides shows”, blogs and a variety of social markers that are discussed in the
service standard. Both the faculty and students have access to all of the library’s resources
and services. Access was improved with the proxy server. We have a virtual reference
service and we will also soon have a virtual professors’ reference. In addition, equipment
can be used from different geographical locations in the different units of the UPR system.
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9.2.1 Are the mechanical systems of the library designed and maintained or order to
conditions change quite frequently and create unstable temperatures. This affects the
humidity.
In order to counteract this situation, we have placed dehumidifiers in strategic places and
have contracted the services of a cleaning and spraying company. As part of the remodeling
process, the library installed a new air conditioning system that includes humidity control.
The library is safe and suitable for studying and research, with environmental conditions
that are appropriate for its services, staff, resources, and collections (Spraying and cleaning
9.2.2 Over the past few years, how often has the library been closed due to lack of air
The library has not had to close due to lack of air conditioning in the past five years. The
that after three hours without air conditioning or electricity, employees can leave work. The
library has a contingency plan in case there is a partial shutdown of air conditioning, to
The library is safe and suitable for studying and research, with environmental conditions
that are appropriate for its services, staff, its resources and collections (Plan of action in case
9.2.3 Does the library provide ergonomic work space for users and staff?
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When the facilities were designed, ergonomic aspects of the furniture were taken into
consideration. All the chairs are ergonomic (Inventory of equipment, Appendix 9.2)
9.2.4 Are there sufficient electrical cables and networks to meet the needs of electronic
access?
There has been an increase in the number of laptop computers used over the past few
years. The MSC library understands and encourages the use of laptops and, therefore, has
improved (expanded) access for the benefit of the students. (Survey reports, Appendices 2.3,
2.4, 2.5). We also have wireless access to the Internet and sufficient network cables
9.2.5 Does signage in the library facilitate use and provide proper directions?
The stacks are labeled. For books, the classification numbers of the resources on the
shelves are indicated; in the case of journals, the titles are indicated. The departments are
identified. Users have indicated that they are satisfied with the way all resources are labeled
Summary:
The library is currently remodeling its facilities. Service development and improvement
has been taken into consideration in the planning and designing of all phases of the process.
Strengths:
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o Remodeled work areas
o Areas of development. The plans were changed due to budgetary limitations; the
guaranteed for only the third floor (in addition to the 6th and 2nd floors that have
Introduction:
The library has effective communications systems and internal cooperation (at all levels) as
well as external cooperation with other units of the Institution. The director of the library is
constantly in contact with the library staff, as well as with the senior management of the
Campus.
The director of the library encourages the participation of the staff in the department’s
monthly, semi-annual and annual reports, e-mails, memoranda, bulletins, and faxes. In this
10.1.1 Is communication within the library sufficient to allow for the flow of administrative
The library has several ways to facilitate communication at all levels and in all directions.
Each department conducts staff meetings. The director of the library convenes meetings with
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department supervisors and with the complete staff. She uses printed matter, such as letters,
memos and others (Appendix 10.1), electronic means (e-mail: htps://email.rcm.upr.edu and
the library web page: http://rcm-library.rcm.upr.edu/), and other materials such as bulletin
The library has also developed blogs to promote interactive communication. It participates
in the Campus communication system and can access all the documents included through the
http://www.rcm.upr.edu
Employees learn about all the Campus events through the publication “RCM News,” that is
sent directly to their e-mail addresses. The Campus also has closed circuit screens, distributed
in different hallways.
10.2 Objective – Communication will flow from all levels of the library: from the director /
dean to the librarians and from the librarians to the director / dean.
10.2.1 Are the members of the staff encouraged to suggest new ideas or procedures to
improve operations and working conditions in the library? Does the library have a
The director of the library is constantly in contact with library staff and the senior
management of the Campus. This promotes the flow of new ideas to advance and facilitate
library efforts. To this end, the director delegates functions among supervisors so that, in turn,
they can motivate employees to express their points of view. She also encourages staff
The director and the supervisors are available to meet formally and informally, individually or
as a group with the members of the staff. During these meetings, different matters of interest
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for library management and employees are discussed. Some of the topics involve new
procedures to improve operations and working conditions or any other matter they wish to
discuss.
meetings held at least once or twice per semester. Meetings with all staff members are held
periodically to inform them of department priorities, decisions made regarding the services,
and duties of each individual in his/her respective work area. During these meetings, the staff
Different complaints from the staff concerning lighting, temperature, and needed materials are
also discussed and sent to the departments. The following are some of the responses from the
employee survey.
Cumulative
Frecuency Percent Valid Percent Percent
Valid 0 4 12.5 12.5 12.5
Si 14 43.8 43.8 56.3
No 13 40.6 40.6 96.9
3 1 3.1 3.1 100.0
Total 32 100.0 100.0
This question refers to organizational changes: 43.8% of the employees believe that the
structure is open to change and 40.6% (almost a tie), believe that, as far as organizational
changes are concerned, the structure is still rigid. This perception coincides with studies that
have been conducted at the university and that describe it as a bureaucratic organization with a
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Is communication
Is communication among thein
among staff staff
yourin your
work arearea effective?
effective?
Cumulative
Frecuency Percent Valid Percent Percent
Valid Si 30 93.8 93.8 93.8
No 1 3.1 3.1 96.9
3 1 3.1 3.1 100.0
Total 32 100.0 100.0
With regard to communication between the staff and their work areas, almost all members
of the staff (93%) believe that there is communication between work areas. This is very positive
and ensures the efficiency of library operations. This is the highest ranked response in this
section of questions.
Cumulative
Frecuency Percent Valid Percent Percent
Valid 0 1 3.1 3.1 3.1
Si 21 65.6 65.6 68.8
No 9 28.1 28.1 96.9
3 1 3.1 3.1 100.0
Total 32 100.0 100.0
With regard to communication between management and the library staff, more than
half the staff (66%) believe that communication is good, 28.1% pointed out that communication
is not effective. Sixty-six percent is a rather high rating. However, this shows 28% of areas
needing attention which must be examined and triangulated with other information. It would
be interesting to know whether there are gaps in the way the information flows in printed and
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Is cooperative work promoted?
Cumulative
Frecuency Percent Valid Percent Percent
Valid 0 2 6.3 6.3 6.3
Si 21 65.6 65.6 71.9
No 8 25.0 25.0 96.9
3 1 3.1 3.1 100.0
Total 32 100.0 100.0
More than half the staff (66%) believe that cooperative work is encouraged, which is
essential for the operation of the library. This is an essential element for the flow of information
and, as a result, in order to provide good service, efforts must be made to make collaborative
work viable.
Cumulative
Frecuency Percent Valid Percent Percent
Valid 0 1 3.1 3.1 3.1
Si 20 62.5 62.5 65.6
No 10 31.3 31.3 96.9
3 1 3.1 3.1 100.0
Total 32 100.0 100.0
According to the responses, 63% of the staff believes their suggestions are taken into
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Are professors involved in the decision-making process?
As for whether professors are involved in the decision-making process, more than half
(68.8%) of the professors surveyed believe that they are involved and 18% believe that they are
not. Therefore, we must examine this area and triangulate with other sources.
More than half (53.1%) of the staff surveyed believe that students are not involved in the
This number represents almost half of those surveyed and, therefore, thought must be given
to developing more strategies to include the student community in decisions. During focus
groups, some of the recommendations included the following: discussing and developing with
the staff or head of the library sections an effective communication plan on the library’s
services and resources since many of these are not known, including the universal loan system
for professors of the UPR system. (The study reveals that there are discrepancies with regard to
how services are marketed; some think that e-mail is the most effective, while others prefer
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handouts. It might be best to use a combination of different means). In order to continue efforts
Members of the staff suggested new ideas or procedures to improve operations and the
working conditions in the library. (See: Annual reports, Proposals for new projects and the
manuals of procedures, since they incorporate the ideas and recommendations, Appendices
1.1-1.6).
10.3 Objective – The library will have an effective mechanism of communication within the
campus.
10.3.1 Does the library have an effective mechanism to share information with the campus?
Communication with the rest of the campus units is vital for the library’s processes. Different
means are used to share information, such as those mentioned above. The library employees
have developed social and professional links with the staff of the other MSC offices and units.
They participate in educational, cultural, sporting, and professional activities and serve on
committees and other forms of organization with the members of the Campus community.
The participation of librarians in meetings of the faculty, the Academic Senate (the director of
the library is an ex-officio member), and institutional committees make communication and
interaction viable with the senior management of the campus, faculty, student representatives,
communication with the campus schools and the university community. These links facilitate
communication. In addition, the library has integrated several educational activities; for
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example, the integration seminars of the School of Medicine and in a course on human
10.4 Objective – The library staff will work in collaboration and cooperation with other
Campus departments.
10.4.1 Has the library established cooperative working relations with other Campus
departments?
The library has developed several types of cooperative work with other Campus
departments:
in projects and committees. As mentioned before, the Center for Women and
women’s health.
• The non-teaching staff also participates in other activities such as those related to
• The library staff collaborates with the departments of the school in achieving
institutional goals. For example, they are making efforts to implement Information
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These efforts can be seen in the number of letters that the teaching, non-teaching staff,
supervisors, and the Campus community receive on the different institutional processes in
10.5 Objective – A special relationship will be encouraged between the library and the
10.5.1 If the library and information technologies are managed separately, does the
The library and the Information Systems Office (OSI, Spanish acronym) of the Campus are
managed separately. Due to the integration of computer technology into the services, the
library maintains close working and communications relationships with the Information
Systems Office at the campus level as well as at the central level. This maximizes the use of
available resources.
The library also stays in contact with the Information Systems Office of Central Administration,
especially with the division in charge of computerizing the resources of the library, from which
it receives advice, guidelines, and instructions concerning the online catalog, computerized
The Central OSI offers training on updates and new programs or modules integrated into the
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10.6 Objective – The audiovisual and technological resources of the library will be
integrated.
10.6.1 If one administrator is responsible for the library and information technologies, how
The library has one information systems administrator, who is a specialist in communication
telecommunications. He is also the administrator of the library’s local computer network. This
involves giving maintenance to the library servers, personal computers, and students’
of the different sections of the library, and the web page. He provides maintenance and
technical support to the library network after regular hours. He coordinates everything related
to library systems and products with the staff of Central Administration. He also works in
Over the last two years, he has performed outstanding work in installing the proxy server,
which facilitates remote access to the databases; relocating equipment due to remodeling;
supporting the implementation of the Virtual Reference System and participating in the
development of the Virtual Health Library (BVS, Spanish acronym), which will be under the
BIREME, headquartered in São Paulo, Brazil (Annual Report, report on achievements and
The number and the complexity of the electronic resources and services that the library offers
increase on a daily basis. This work is very valuable given how important it is for the services
the library offers. Therefore, information systems must operate under optimal conditions.
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Our efforts to maximize the channels of communication and to integrate the Library 2.0
model include Web 2.0 tools, many of which are available on the library web page.
Library 2.0 is an operations model that allows the libraries to respond rapidly to the needs of
the communities they serve. This does not mean that we are abandoning our current users or
our mission. It is a philosophy of rapid change, of flexible organization structures, of new Web
2.0 tools, and of user participation, that will place the library in a much stronger position to
effectively meet the needs of a larger community of users. This redefinition suggests that the
user be included in the design and execution of library services, prompting active participation.
The objective would be its constant updating and review to adapt to the needs of each moment.
Library 2.0 would simply make the space in your library (whether physical or virtual) more
interactive, more collaborative, and guided by the needs of the community (Universia, 2008).
10.7 Objective – The capacity of the technology infrastructure will serve as support in
providing information.
10.7.1 Can the library get technical support from the experts who work for the institution
The library has the support of staff from the MSC Information Systems Office. They collaborate
The offices of Central Administration also provide support for everything related to Horizon
10.8 Objective – The library will collaborate to maintain a flow of information between local
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10.8.1 Is the capacity of the campus network sufficient to provide timely responses for
The Medical Sciences Campus network has the capacity to offer its users rapid access to
A survey in which students participated showed that a majority (64%) was satisfied or
very satisfied with the wireless service. Only 5.5% said they were dissatisfied or very
dissatisfied. This is a very important service due to the proliferation of electronic and
Internet resources.
In a survey of professors, 50% stated that they were satisfied and 36.4% of the users
remained neutral. It can be inferred that only half of the people surveyed are satisfied with
the wireless access because they are really the ones who use the service. No percentage of
Summary:
Communications generated within the library between staff members, departments and all
levels of the organizational structure and communication from the library to other offices and
areas of the Campus are a very important element in the overall operation of the library.
• The library has links with each of the schools and librarians participate in different
to meet the needs of information users. The attitude of the administration and the
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rest of the staff promotes the ongoing development of different channels of
An area in need of attention is a more active promotion the library’s services and resources.
To this end, workshops and other efforts are being planned, including changes to the library
web page and the integration of Web 2.0 into the services.
References:
Ostolaza, M. (2001). Informe del estudio ordenado por la R. del S. 44 (Report on the Study ordered
by the S.R. 44), La transformación de la educación superior en Puerto Rico. Senado de Puerto
Library).
Retrieved from:
http://biblio.universia.es/seccionEspecial.jsp?idEspecial=108&idSeccion=5652&title=REI
NVENTANDO-CONCEPTO-BIBLIOTECA
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11. Standard-Administration
The library must be managed in way that promotes the most effective use of existing
resources. The responsibilities and authority of the director/dean must be well defined and
in writing. The library must be managed in accordance with ALA principles (“Library Bill of
Rights”).
11.1 Objective- The library will be managed in a way that fosters the most effective use of
11.1.1 How does the library administration foster the effective use of its bibliographical
resources?
Library administration is the responsibility of the director, who has a master’s degree in
Library and Information Sciences, accredited by the ALA. The person who holds this trust
Puerto Rico 2002), Article 30, Section 30.1.8 – Appointments to trust service positions) and
reported to the Dean of Academic Affairs until 2005. Today, she reports to the Assistant
Dean of Academic Affairs. The administrative offices have one administrative secretary, an
administrator, a librarian in charge of the assessment process and two part-time student
aides.
This office deals with personnel matters related and supports all the activities carried out
to meet the information needs of the academic community. The level of funds allocated
guarantees access to quality information and users are trained in the retrieval and critical
use of the information. The services are extended to health care professionals and the
general public.
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The purpose of the services we offer is to meet our mission by achieving the goals in the
library’s Strategic Plan. The work plans presented by the sections for each fiscal year also
describe activities that result in better services and more effective use of the resources. The
Strategic Plan is in line with the Strategic Plan of the Medical Sciences Campus, which is
also in line with the Ten for the Decade, the Strategic Plan of the University of Puerto Rico.
The library director and the administrative office staff support all library staff activities that
promote the effective use of the resources in a variety of ways. The offices work with the
allocation of funds and the process for acquiring office materials, equipment, and
bibliographical resources and with continuing education for the library staff and other
1. The development of the collection is based on the needs of the academic programs of
faculty, students, and librarians. Liaison librarians with the different schools, gather
input through their participation in curriculum committees and the workshops they
offer, where they are able to share with students and faculty, among others.
2. Checking bibliographical resources for new or revised programs and for program
accreditation. The director of the library and a librarian elected by library faculty
participate in the Academic Senate. The members of the Senate discuss information
needs in general terms and the needs of the newly created academic programs or the
revision of existing programs. The Senate analyzes the necessary resources in its
Staff members from the Technical Services and Serial Publications sections
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collaborate in checking the bibliographical resources presented in proposed
syllabuses. The necessary funds are earmarked in the budget for these proposed
syllabuses. The process is similar to the one for accrediting some 46 programs. At
times, the library processes the acquisition of resources that are requested or
catalog and the different electronic databases through the proxy server gives users
4. The labeling on the stacks identifying the materials they contain facilitates rapid
5. Direct support from the staff to locate resources facilitates access to the resources.
workshops, at the request of professors from the different schools, to train them and
Appendix 5.2). These workshops provide better use of printed and electronic
resources. The reference section offers the most workshops, but on occasion, it
collaborates with the staff from other sections, such as Serial Publications. We also
have a virtual reference service to guide students who use remote access:
http://rcm-library.rcm.upr.edu/rv/index.html
7. The professors’ reserve and the permanent reserve collections allow these resources
to be available at all times since they are to be used in the library. Nevertheless, the
library is working on a virtual professors’ reference section so that students can have
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8. Through their activities in the schools, liaison librarians also receive input for the
collection of resources that are needed to support the programs. Some of these
seminars; PBL; seminars on integration of the School of Medicine and the School of
Dentistry.
has allowed us to acquire equipment for students, train library staff, hire personnel
to establish a virtual reference service and start to develop the virtual professors’
reserve.
10. The brochures that are prepared in each section describe the collections, services,
databases, and how to use them (Appendix 4.1). They are also documents that help
11.2 Objective- The director of the library/dean will report to the president or the chief
11.2.1 To whom does the director of the library/dean report? Is this appropriate?
Until recently, the director of the library reported to the Dean of Academic Affairs, who has
a direct relationship with the Chancellor in the chain of command. In 2005, the position of
Assistant Dean of Academic Affairs was created. The Assistant Dean is in charge of the
Office for the Integration of Technology and Access to Information. The library and other
units of the Office of the Dean of Academic Affairs were then placed under the supervision
of the Assistant Dean. It is appropriate for the library to be under the abovementioned office
insofar as library matters are concerned. The Assistant Dean deals with the main needs of
the library by drafting proposals, which have been approved. (Organizational chart of the
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library, Appendix 11, and Organizational chart of the Office of the Assistant Dean of
Academic Affairs, Appendix 11.2 and Organizational chart of the Office of the Dean of
Academic Affairs, Appendix 11.3 and Organizational chart of the Medical Sciences Campus,
Appendix 11.4).
11.3.1 Does the library have a standing advisory committee? Are professors and students
The library does not have a standing advisory committee. Nevertheless, faculty and
students make recommendations for the acquisition of resources directly in the library or
through the liaison librarians. The director is a member ex-officio of the Senate Academic
Affairs committee. This committee evaluates the proposals for new programs and the
revision of existing programs. All these proposals have a bibliographical section that is
checked against the library inventory. Recommendations are made for the purchase of
books and for books to be placed in the professors’ reserve section. The committee requests
a list of printed and electronic resources for all programs with scheduled accreditation visits
to see whether the collections are relevant for their programs and to update them by making
11.4 Objective- The responsibilities and authority of the director/dean will be established
in writing.
11.4.1 Is there a document that establishes the responsibilities and authority of the
director/dean?
The duties and attributes of the director are described in the General Regulations of the
University of Puerto Rico (2002), as amended in 2006, Article 25, Section 25.3.3, Duties and
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Attributes of the Director. The director is the principal executive and administrative official
of the library and she is the official representative of the department to the faculty and other
university authorities. She presides over library meetings and is responsible for
implementing the agreements made and submitting them to the corresponding authority, if
necessary. She is a member ex-officio of the standing committees, except for the Personnel
Committee. The director is a member of this committee, but the chairperson is elected from
among the members of the staff (Rules and Procedures on Appointments, Tenure, and
Promotion of Teaching Staff of the Library of the Medical Sciences Campus (Appendix 8.5)).
11.4.2 What is the legal basis or institutional regulations on which the library activities
are based?
The library’s activities are based on its mission: “We are a public academic library
specialized in health sciences dedicated to meeting the information needs of the academic
community of the Medical Sciences Campus, the healthcare professionals and the general
providing health services and promoting patient health by providing access to sources of
quality information and train users on how to retrieve and make critical use of the
information.” The Strategic Plan of the Library (Appendix 1.11) and the Strategic Plan of the
Medical Sciences Campus, Goal 6.2 (Appendix 1.15) describe the activities that guide us in
order to fulfill our the mission. Article 63, Section 63.3 of the General Regulations of the
University of Puerto Rico (Library Teaching Staff) also describes the activities carried out by
the library staff to maintain a quality library that serves as the pivotal point for teaching,
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11.5 Objective – If online education services are provided, they will be administered as
The library does not offer distance learning at this time, but it is working on preparing an
online course. This course will focus on developing information skills and will be offered in
all the schools as a free elective. Plans are to offer the course in August 2008.
11.6 Objective – The library will be administered within the parameters of the ALA
11.6.1 Does the library function within the parameters of the ALA “Library Bill of
Rights?”
The library is governed by the parameters of the ALA “Library Bill of Rights.” The library
provides services and access to information on an equal opportunity basis to all users. It
offers the same quality of service and does not discriminate based on reasons of race,
(Policy of Universal Circulation of the Libraries of the University System, Appendix 11.5).
Resources are acquired to support the academic programs of the Medical Sciences Campus,
11.6.2 How effective are the policies and procedures that determine the internal
The policies and procedures that determine the internal administration of the library are
based on rules or manuals of procedure prepared by library supervisors and staff of each
section (Manuals of procedure of the sections, Appendix 1.1 and 1.6). These guides on how
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to carry out the different tasks are revised periodically in light of the changes in technology,
The qualitative and quantitative analysis of the unit presented in the annual reports reflects
the effectiveness of the processes carried out each year. There are other processes related to
that are governed by the General Regulations of the University of Puerto Rico and other
Summary:
The Chancellor appoints the library director, who reports to the Assistant Dean of
Academic Affairs. The functions of the director of the library are described in the General
Regulations of the University. The library does not have a standing advisory committee.
Nevertheless, other mechanisms, described in detail in this standard, are used to receive
input from the academic community to meet its information needs. The activities of the
administrative office and the sections are designed to promote the effective use of
services, the documents that describe general information on the library and its services,
and the training sessions that are offered continually, also promote the effective use of the
library’s resources.
• All the activities and services are offered within the parameters of the “Library
Bill of Rights.”
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• The Strategic Plan of the library or the work plans (Appendix 1.11 and 1-10) are a
• The need to receive the necessary budget funds and the need to revise the budget
The director of the library must prepare, justify and effectively and efficiently managing
the budget.
12.1 Objective – The director of the library must prepare, justify, and manage a library
12.1.1 Does the library director/dean prepare, justify, and manage the library budget in
Budget funds for the library are allocated by the Budget Office, which prepares and
submits the budget to the administrative board of the unit for approval. The library budget
is managed by the director of the library, in keeping with the goals and objectives set forth
in the strategic plan and in the work plans for the sections. (See General Regulations for the
12.2 Objective – The budget must meet the reasonable expectations of users, in line with
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12.2.1 Are the annual expenditures authorized for the library sufficient to cover its
Most of our recurring annual expenditures, which are those that support collections,
surpass the allocated budget. At the close of the fiscal year, the Budget Office of our unit
balances the deficit (See the list of expenses in bibliographical resources, Appendix 12.2, the
Comparative Budget Table, Annual Report (Appendix 12.3), and the Expenditures Report
(Appendix 12.4).
12.2.2 Is the institution’s curriculum taken into consideration when generating the
library’s budget?
The library administration identifies the basic resources for each of the disciplines taught
in our institution. Several guidelines are used to tell identify these resources: core collection
and the Brandon Hill lists. The programs that receive accreditation visits are given priority
and emphasis. At times, special, non-recurring special items are allocated to certain
programs. The databases are equitable and meet the needs of all the programs.
Decisions on the acquisition of resources are based on the guidelines of the policy and
procedures for the development and maintenance of library collections (Appendix 1.1) as
12.2.3 Does the budget provide the proper support for extended Campus programs?
library.rcm.upr.edu) and all participants in all programs can access them by using the proxy
server. In some cases, the program contributes to purchasing its resources. Every year, a list
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of databases is included in the reports. In addition, they are collected in several documents
12.2.4 How are the institution’s methods for teaching information skills considered when
The information skills of the institutions are supported as a library activity, but not as a
specific budget item. This is done through the Reference Section Inventory of electronic
Every year, consideration is given to technology needs, equipment, training, and the
purchase of the necessary resources to offer workshops and other educational activities.
(See: annual reports, strategic plan of the library, Appendix 1.11 and the annual work plans,
Appendix 1.10).
12.2.5 What methods are used to determine how appropriate the existing collections are?
The library has a general policy for developing collections (Appendix 1.1) which
describes the processes for this important function. The policy describes the different
selected lists of health care information resources that are consulted to evaluate the
collections.
Also, school liaison librarians participate in the school curriculum committees, where
they discuss curricular revisions, new courses, proposals for new programs, changes in
curricular trends within the programs, and new curricular requirements from
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institution. Activities include discussion and consideration of the information resources
necessary to support these requirements. Activities are carried out, in coordination with
the faculty, to evaluate collections and recommend new acquisitions. The Library
director and the faculty also participate in other forums, such as the Academic Senate
and CIPE, where many program needs for information resources are presented.
The periodic evaluation of existing Library resources for the different programs.
In this line, the Library conducts various activities and tasks to identify the information
needs of the academic community. However, the big challenge is to meet these needs with a
limited budget that does not take into consideration the annual cost increases of these
resources.
12.2.6 How does the actual or projected size of student enrollment and faculty affect the
budget?
The number of students enrolled in the Medical Sciences Campus has remained stable
throughout the years due to the limits established for accepting students into the different
12.3 Objective – The Library should use its financial resources efficiently and effectively.
12.3.1 Are there funds available and are they sufficient for other Library resources (for
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The recurrent Library budget allocated to resource purchases has not changed in ten
years. Consequently, the annual 7% to 10% cost increase in databases, serial publications,
and books requires us to apply for alternate funds. Proposals are also written to cover the
need for archive and special collections materials. Although not recurrent, these proposals
help us cover the area’s temporary needs and identify budget items related to salary. This
information may be verified in the Bibliographical Resources Expenses List (Appendix 12.2),
the Comparative Budget Table, Annual Report (Appendix 12.3) and material purchase
12.3.2 Does the budget reflect the Library’s obligations to acquire, process, serve, and
The Library’s budget is limited. If the department has a request for audiovisual material
or equipment, it submits its recommendation and the administration fills the request as soon
as it can identify the funds. Funding proposals are also being used to convert resources to
digital format.
departments. The Library has participated in this distribution and has requested funds for
the purchase of computers and servers. Through Title V grants, we have also purchased
computers for students. We have received several donations, among them a server and a
12.4 Objetive – The budget should adequately support appropriate staff levels and
salaries.
12.4.1 Does the budget support appropriate staff levels and salaries?
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In terms of salary and fringe benefits, the staff receives the compensation established by
the UPR in accordance with federal and state regulations. Staff compensation also complies
and labor organizations. There are two basic pay scales for teaching staff at the Medical
Sciences Campus, one exclusively applied to the Campus and one to the University System.
The Library’s teaching staff is paid according to the latter, as mentioned in the Human
Resources Standard. This information may be verified and additional data obtained in the
Budget (Appendix 12.8) and in the List of Positions and Responsibilities (Appendix 12.9)
12.5 Objetive – The Library director/ dean should have the authority to assign funds as
well as initiate expenses from the Library budget under the policies of the institution.
12.5.1 To what degree does de Library director/ dean have the authority to distribute
funds and initiate expenses from the Library budget according to the policies of the
institution?
The Library director has the authority to distribute funds and initiate expenses from the
12.5.2 How does the Library determine priorities and expense schedules?
The Library determines its priorities and expense schedules according to its needs and
those of the faculty, students, and accrediting agencies. Additionally, the program core lists
are analyzed. However, there are always emergency cases which must be addressed and
which alter projections. See Annual Work Plans (Appendix 1.10), Strategic Library Plan
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12.5.3 How does the Library audit its debts and invoice payments?
The Library submits invoices to the Finance Department of the Campus, which is in
charge of paying them through the Pre-Auditing Office. The Library verifies the payment of
its invoices through the FRS System. The university conducts internal audits in different
departments of every unit, in the same way the Office of the Controller of Puerto Rico audits
the university.
Summary:
The Library’s budget is provided by the University Administration, but it is limited and
has not been revised in many years. Nevertheless, there is a commitment on the part of the
In terms of areas of development, we believe that the annual budget assigned to the
strategic plan. The Library administration is aware of this situation and makes the
necessary adjustments in order to maximize the achievement of its goals given the
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General Recommendations
As a result of this self-study process, we have identified various strengths which have
developing collections.
The receipt of book donations from the National Medical Library, which are
The Proxy Server, through which we ensure that members of the Campus
community have access to the resources needed for teaching, learning, and
research.
excellence, even in areas that are not covered by the Library collection.
Our service has received excellent evaluations by Middle States and other
The Library has new space and equipment for conducting teaching activities.
Furthermore, the Library staff has access to most of the computer centers at the
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The necessary, indispensable statistics for all our assessment processes have not been
identified.
These and other areas are taken into consideration in our work plans.
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