A. GUIDANCE NOTES ON DATA COLLECTION

1. Background information

· before proceeding with data collection, complete and submit the background information form. Very full information was provided by both libraries in 1997. However I suggest that you may like to revisit the titles of current and back files of African journals, remembering to include the country of publication in brackets after the title. For journals in general, check the number of current titles taken. Some may have been cancelled or added during the year.

So that numbers are comparable between universities, please exclude newspapers, annual reports, yearbooks, series, calendars, prospectuses, etc. What we want to count are journals and newsletters.

2. Self-completion questionnaire

This year only self-completion questionnaires will be used to collect data from academic staff.

· ensure the completion of a questionnaire by all the academic staff in two faculties, i.e. approximately 50 staff per faculty. If the staff of a chosen faculty is greater in number than 50, then select 50 staff, representative of all departments within the faculty, as your population. NB. The target is total population;

· to maximize the number of returns, allow a full six months, from March to September, for delivery and completion of the questionnaires. This should allow for the capture of those away on short study leaves and of those with heavy work loads;

· prepare a list of all staff who have been given questionnaires and submit this list together with completed forms;

· prior to questionnaire distribution, ask for authority from Deans and Heads of Department;

· although the questionnaire includes an introduction explaining the nature of the research, try to deliver and collect it personally. Explain the purpose of the research project, the way in which the annual collection of data is enabling us to monitor changes in journal use and how it is hoped to use the results to improve the publication, availability and use made of African-published journals. Describe some of the findings to date and promise to give those completing the questionnaire details of the final report. On collection of the report, assist those who may have had some problems in its completion and clarify any queries about question meanings, etc.

3. Journal citation

· carry out an analysis of the journal citations given over the past twelve months in three types of materials produced in the same faculties (or departments) in which the interviews were made:

· undergraduate final year projects

· postgraduate theses

· academic staff publications (e.g. journals articles, books, research reports, conference papers, etc.)

There is a summary data collection form for each type of material. The process of analysis is probably best made by preparing a 5" x 3" slip of paper for each new citation found and then marking the number of times it is cited within that type of publication. Please include volumes, parts and years for all citations and list in alphabetical order;

· the date of the citation analysis (June) is aimed to coincide with the end of the academic year. However the actual month is not important, so long as only publications of one previous year are analyzed and so long as there is no overlap with citations already submitted;

· if the materials to be analyzed are not already collected by the library, then it will be necessary to identify and collect the publications from departments and individual staff. Use all possible methods, e.g. request details when delivering the questionnaire, examine applications for appointments and promotions, check local journals.

4. Library count of journal use

· the library count is of all journals in all libraries in the university system, which hold periodical collections;

· the date of the library count is aimed to be in the middle of a teaching term or semester. Mid-November is recommended, since this was the time it was done in 1996 and 1997. However if semester times have been varied, carry out in the middle of the teaching semester for the faculty concerned;

· identify and count all journals (current issues and back files) left on reading tables at the end of each hour every day for one week and then immediately re-shelve. Enter the information on the form provided. At the end of the week, enter the cumulative figures on the summary form;

· if journals are loaned, then identify and count those in the issue at the end of the week and add to the summary form;

· ensure that readers do not re-shelve journals, e.g. by placing prominent notices on the tables or by giving users this instruction as they enter the library;

· for the data collection, it may be most appropriate to recruit members of the library staff to undertake the identification, counting and re-shelving of journals. In this case provide adequate training and supervision.