Victoria Chu UCEAB at UC Irvine, 9/15/2011

1. 24 Years in the Making, 7 Months in the Undoing: The International Relations and Pacific Studies Library at UCSD Victoria Chu UCEAB at UC Irvine, 9/15/2011

2. Local Newspaper Article “The UC system is experiencing what officials have called the worst financial crisis in its history, losing millions of dollars in state funding over the past few years while steadily raising tuition and laying off employees to compensate.” The San Diego Union Tribune, 8/18/2011

3. Libraries’ Cost-Cutting Measures, FY2008/09 and FY 2009/10 • Eliminated (or held vacant) ~50 positions • Shorter library hours • Reduced expenditure on information resources • Reduced instruction and classroom support • Service points consolidation • Slowed down digitization efforts • Across the board cuts to supplies and equipment budget • Budget cut for facilities maintenance and renovation

4. Impending Library Closure Picture posted on the former IR/PS Library Home Page

5. Additional Closures/Mergers Medical Center Library CLICS

6. Additional Closures/Mergers SIO Library S&E Library

7. Closure on Flickrhttp://www.flickr.com/photos/ucsd_libraries/sets/72157627102179182/

8. EA Collection and IR/PS Library East Asia Collection IR/PS Library • 1988; SSH Library • Primarily CJK collection • Humanities and social sciences • Geisel Library 4th Floor • Chinese and Japanese Studies teaching and research needs • 1987; School of IR/PS • English, CJK, Spanish, Portuguese, other languages • Focused collections – politics, economics, political economies • East Asia, Southeast Asia, and Latin America

9. IR/PS Sponsored Events

10. Closure Logistics • Early February 2011, Budget Town Hall • Late February, initial Libraries Consolidation/Integration Meeting (IR/PS & CLICS into SSHL) • Mid April, Planning Meetings for Closure; Budget Town Hall • July 1st, Last Day Open to the Public • July 13th , All Staff at New Departments/Libraries

11. First Planning Meeting • To identify Issues • To identify a Program Manager • To identify Project Managers • To outline Tasks • To outline Timelines

12. Program/Project Management • AUL Public Services as over all Program Manager • IR/PS onsite PM for Collections Harold Colson Collections Manager for IR/PS Library Latin American Studies Librarian Web Editor • IR/PS onsite PM for Closure (everything but collections) Victoria Chu Acting Head, June 2010-July 2011 Chinese Studies Librarian • Online PM Tool, Confluence

13. Team Players Libraries-wide, Everyone • Administration • IR/PS • Facilities • Technical Services (Metadata & Acquisitions) • Public/Access Services • Web Master • Communication Office

14. Major Timelines • Closing to the Public • 7/1/2011 the Earliest • Space Release to Campus • 10/28/2011 or Earlier • 9/12/2011 • Communication Plan • Web Pages; Web Presence • Staffing • Reassignment Notifications • AUL, LHR, receiving DHs

15. Major Project Components, 1/6 • Staff Reassignments • 3 Librarians, 4.75 Library Assistants, 1 Administrative Assistant, 0.5 DSSL • Physical Relocation • Furniture, Supplies, Equipment • Equipment Relocation– Staff • PC workstations, photocopier, printers, telephones • Equipment Relocation– Public • Workstations, productivity stations • Standalone PCs, CDs, databases • Photocopiers, Printers

16. Major Project Components, 2/6 • Equipment – Other (Media Room, Digital Signage) • Monitors, Projector, DVD Player • Security System and Cameras • Artwork • Photo collections, Scroll, Plaque, Events Posters • Historical/Archival Library Files and Documents • Building and Collection Histories • Publicity and Events

17. Major Project Components , 3/6 • Reference and Research Services • Reference and Consultations • Instructions and Outreach • Departmental Liaison, Liaison Activities • Other Public Services • Reserves • Book Returns • Web Pages • Directories, Internal and External

18. Major Project Components , 4/6 • Other On Location Services • Media Viewing • Data Drops • Custodial Services • Book Drops/Returns, Pickups/Deliveries • Water Delivery • Security Services • System and PC • Building and Room Keys, Security Access Cards

19. Major Project Components , 5/6 • Collections • CDs, Standalone Databases • Reference Collection • Regular Print Collection • Microform Collection • Current Periodicals and Newspapers • New Books / New Books Shelf • Circulation of Existing Materials during Transition • Transportation of Materials during Transition

20. Major Project Components , 6/6 • Records Adjustments • Bibliographic • Millennium • Melvyl • Circuit

21. Impact: Collections • Physical Relocation • IR/PS Collection Consolidation • Move to Geisel Floor 8 • Floor 8 to move to the Annex • LC Class Q to Z and Oversized • ~8-16 Students on Moving and Reconfiguration • Completed August Week 3 • ~60,000-65,000 on Floor 8; 30,000 Annex Transfer • Circulating Books and Journals on Floor 8 • Current Journals, Microforms, Newspapers, and Reference Books on Geisel Floor2, Interfiled with SSHL’s Existing Holdings

22. Impact: Staffing • Human Resources Relocation • All IR/PS Staff Reassigned • Considerations of strengths and organizational needs • Advance notifications sent to all • Receiving Libraries and Departments • Biomedical Library • Within Geisel Library • S&E Library • SSHL • Access Services Department • Collections Services & Support Department • Acquisitions Department • Metadata Services Department • Facilities Department

23. Implications: Users, 1/2 • Collection Development Continues • Both IR/PS Collection and EA Collection • Research Consultations Continue • SSHL & School of IR/PS • Both IR/PS and EA Collections within one Building (Geisel) • Floors 8 and 4 • Consolidated; De-duplicated • IR/PS Collection Intact, Updated, Consolidated, Alive!

24. Implications: Users, 2/2 • Loss of a Special Library and Community Space • For IR/PS students and faculty • Neighborhood library for northwest campus • Study Space • Loss of 3 group study rooms • Seating increased, from 125 at IR/PS to 144 • School to Re-Open Former Library Space • Using select library furniture • 15 out of 18 newspapers subscriptions retained

25. RIP, IR/PS Library, 1987-2011

26. IR/PS Collection’s New Home

27. Conclusion • Project , February to September • New Arrangements for the New Academic Year • Contribution from All Library Staff • IR/PS Library Closed • IR/PS Collection Lives On! Further questions on Closures, Consolidation Efforts, and Impact on Services and Resources • Brian Schottlaender, UL, becs@ucsd.edu • Catherine Friedman, AUL, Public Services, crf@ucsd.edu • Martha Hruska, AUL, Collections, mhruska@ucsd.edu