Technical Services

Welcome to Technical Services!

In this Division of the Library we are concerned with the acquisition (ordered, donated or acquired under Legal Deposit), organisation (i.e. cataloguing, bibliographic control), and physical processing of the Library collections.  This means that the administration of the Library materials budget is within our remit. Although our work is carried out behind the scenes, we facilitate the delivery of the public services.

Our Division is divided into two sections:

  • Cataloguing -  located on Q+3 
    • Cataloguing and Classification
    • Processing

Máire Domhnat Kirakowska is the Sub Librarian in charge of this Division.

Academic Library Representatives

Library Representatives are nominated by the various academic Colleges/Schools/Departments. They assist in the process of selection process and budget management for their Department and the Library.

TECHNICAL SERVICES CALENDAR

Business in Technical Services is tied to a number of annual schedules i.e. the annual renewal of serials subscriptions, the university fiscal year and the academic year.  As a result the division must impose deadlines for the management of serials and the expenditure of the book fund.  The following calendar describes the procedures throughout the year and highlights the deadlines.   

  • October

Fiscal Close

The university's fiscal year starts on 1st October and ends 30th September.

Fiscal close in the library is carried out just after the 30th September. This process is a closing-off of financial activity for the previous year.

Annual Budget 

The Library materials budget is provisionally allocated by the University at the beginning of the Fiscal year.  The allocation then has to be approved by a number of committees before it is available to the Library for spending. The Librarian then writes to the Heads of colleges/schools informing them of their library materials budget for the year.

Appointment of the Library Representatives

A memo from Monograph Acquisitions Librarian to Heads of College asking for the names of their Library Representatives for the following academic year.

Proposals for book purchases are submitted from October to June by the Library Representatives.

Monographs Fund Activity Reports are sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • November/December

Serials expenditure

Library Representatives circulated with the annual account of serials expenditure for the previous academic year and request for proposed changes in subscription.

Monographs Fund Activity Reports sent to each department.

Submission of new monograph orders by Library Representatives.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • January

Start date for new Serials subscription orders for current academic year.  E-access to new titles/resources for current academic year is activated.

Submission of new monograph orders by Library Representatives.

Monographs Fund Activity Reports sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • February

Review of current Serials titles/resources expenditure by departments/schools. Requests for quotes for potential new orders for next academic year are processed.

Submission of new monograph orders by Library Representatives.

Monographs Fund Activity Reports sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • March

Submission of new serial orders / cancellations / subscription format changes by Library Representatives.

Submission of new monograph orders by Library Representatives.

Monographs Fund Activity Reports sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • April

Submission of any Serials subscription new orders for the next academic year must be placed before the last Friday in April.

Submission of any Serials subscription cancellations for the next academic year must be placed before the last Friday in April.

Submission of any Serials subscription format changes for the next academic year must be placed before the last Friday in April.  

Submission of new monograph orders by Library Representatives.

Monographs Fund Activity Reports sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • May

First Serials cancellations are processed and subscription expiry dates are available.  Serials new order requests are processed and estimates of costs are provided.

Monographs Fund Activity Reports sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • June

First draft estimates of Serials expenditure for the next academic year are produced. 

Deadline for receipt of book proposals.

Monographs Fund Activity Reports sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • July

Final Serials cancellations are processed and subscription expiry dates are available.

Monographs Fund Activity Reports sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • August

Second draft estimates of Serials expenditure for the next academic year are produced.

Monographs Fund Activity Reports sent to each department.

A list of new books received and catalogued each month in the Library is available on the Library website.

  • September

Final draft estimates of Serials expenditure for the next academic year are submitted. 

Fund holders are sent the final monthly Fund Activity Report prior to Fiscal Close.

A list of new books received and catalogued each month in the Library is available on the Library website.

Allocation Of Library Budget

The Library’s fiscal year runs from 1st October through to 30th September.  The university assigns the annual budget to the Library after the Fiscal Close.  The current budget formula allocates funding to each academic College/School/Department based on staff, postgraduate and undergraduate FTEs (70% of allocation) with average book and serial prices (30% of allocation) in each discipline. The department divides this allocation between serial and monograph funds.

In October/November each year the Library provides a statement of expenditure on serials for the previous year, with the estimated rate of inflation for the current academic year.  When the Library receives its annual allocation the estimated cost of serials is subtracted from the new departmental allocation to give the amount available for purchasing monographs. The Librarian then informs heads of Colleges/Schools of their total budget and the breakdown between Serial funds and Monograph funds.

Fund holders must ensure that sufficient money is left in their fund for monograph purchasing.  Please note that according to current policy, colleges/schools may allocate no more than 80% of their total library budget towards serials subscriptions.


Library Representatives

Staff in the Library are assisted in the selection of material for the Library collections by the Library Representatives from Colleges/Schools.

Each October the Monograph Acquisitions Librarian sends a request to Heads of Colleges/Schools to nominate a Library Representative for their discipline for the academic year.  This person is then responsible for direct liaison between the Library and the College or School.

The current list of Library Representatives.

Change of Library Representative during the course of the year must be notified to the Head of Monograph Acquisitions, Claire O Brien at claire.obrien@ucc.ie

Role of the Library Representative

Library Representatives are responsible for:

Coordinating the Library purchases of the school or department

It is the responsibility of the Library Representative to coordinate the purchases, both monograph and serials for their academic area.

Materials proposed for ordering should reflect the overall needs of the discipline keeping in mind undergraduate and research requirements as well as the broader development.  Please consult the Library’s Collections Development Policy.

To assist the fund holder in managing their funds the Library will only accept proposals which have been approved and submitted by the Library Representative.  E-Proposals from academic staff are set up so that they are directed initially to the Library Representative who then forwards them to the library.  It is the Library Representatives’ responsibility to be aware of deadlines for serials and monograph acquisitions and to coordinate submissions from academic colleagues accordingly, for example, to ensure the submission of monograph proposals by 28th June. 

A regular pattern of ordering for monograph purchases is desirable.  When library staff are inundated with last minute proposals it may not be possible to have orders processed before the 30th September.


Managing the budget

It is the responsibility of the Library Representative to:

1. Administer the Library Budget allocations within the College/School/Department.

2. Ensure that monograph funds are committed in full by 28th June.

Fund Activity Reports are sent to fund holders at the end of each month of the fiscal year, October – September to assist in managing the monograph funds. These reports give a monthly statement of account for the monograph fund, and list items ordered and received against the fund.

A list of new books received and catalogued each month in the Library is available on the Library website.


Sharing information on Library business with staff in their departments

The Library Representative is responsible for communicating with their College/School/Department about library funds, deadlines, collection development and library information services.


Liaising with library staff

The Library Representative is the direct contact between the Library and the academic unit, for information on:

  • Monograph purchases, monograph fund information and related matters:
  • Serial acquisitions, serial fund information and related matters:
  • Cataloguing issues:
    • Contact Head of Cataloguing (vacant).
  • Subject information, support for learning, teaching and research, information skills:
  • Special Collections, Archives, digitisation projects, Institutional Repository

 

Last updated: 19 September 2014