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METHODOLOGY

Re-engineering and Re-defining University Libraries in the context of modern 1C T - i‘ \

CHAPTER - 3 .\ 2 ' I _1 J

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0 “\--/'(\ .~~..’..+?§;'rgtct “*1?” ”

This chapter includes need, significance and objectives of the study, limitations of the

study, data sources, method of selection of respondents, questionnaire design,

sampling, data collection and method of analysis. ln the purview of the study,

University Library refers to a central library which is established, maintained and

administered by a university in the State of Kerala, lndia to meet the needs of its

students, teachers, scientists and research scholars. Seven universities listed below were

functioning in Kerala:

i. University of Kerala (UOK), Thiruvananthapuram District

ii. Mahatma Gandhi University (MGU), Kottayam District

iii. University ofCalicut (UOC), Malappuram District

iv. Kannur University (KU), Kannur District

v. Cochin University of Science and Technology (CUSAT), Ernakulam District

vi. Sree Sankaracharya University of Sanskrit (SSUS), Ernakulam District

vii. Kerala Agricultural University (KAU), Thrissur District

Since the university library of the Kannur University was functioning in a temporary

building and some functions were yet to start, in many cases exact comparison of data

was not possible. The functioning of the university library of the Kerala Agricultural

University was also not in the full swing because staffing of the library has not done

properly. However, ICT environment and management system of all university libraries

in Kerala were almost same and hence generalization and conclusions have been made

accordingly. Among the seven universities, first four universities were mainly

affiliating universities. Government and private colleges functioning in their specified

geographical area were affiliated to these universities. As there were no specialized

universities in the state for engineering, medicine, law, etc., the colleges offering such

courses were also affiliated to them. The affiliated colleges were offeringundergraduate, post graduate and research level programs. The universities directly

offer post graduate and research level programs in their own campuses also. Courses

under distance education mode and through private study were also being conducted by

the universities.

F rancis, A T: Dept. of C.'0mpm‘er Applications, Cochin University of Science and Technology

Re-engineering and Re-defining University Libraries in the context of modern lCTs ]{)()

Kerala Agricultural University, Cochin University and Sree Sankaracharya University

were basically non-affiliating universities. Being the only one agricultural university

in the state, the Kerala Agricultural University was offering undergraduate, post

graduate and research level programs in the fields of agriculture, veterinary science,

fisheries, dairy technology, biotechnology, cooperation, rural management, etc. Though

the main campus of the university was in Thrissur Distrct, the constituent colleges and

research stations were situated in several campuses spread over the entire State of

Kerala. Extensive research projects and extension education activities were being

undertaken by the university in the areas entrusted to it as per the mandate. The Cochin

University concentrates on courses and research programs mainly in the technology and

applied sciences. Courses like, economic, management, law, etc. were also being

offered by the university. Though the main campus of the university was inThrikkakara in Ernakulam District, six major departments of the university were

functioning in Lake Side Campus in Cochin City itself. lt has some affiliated colleges

and recognised institutions also mainly in engineering and technology. The main

campus of the Sree Sankaracharya University was situated in Kalady in Ernakulam

District. Six other campuses was also there in different parts of the state. These three

universities were not offering any courses under distance education mode. Table 3.0.1

gives an overview of the teaching departments and research stations of the universities

in Kerala and the colleges / institutions affiliated to them.

Table 3.0.1: Teaching Departments and Research Stations of the Universitiesl N in Kerala and the Colleges / Institutions affiliated to them H H gY l Teaching Affiliated CollegesUnivfifsitiesi D@PT5-_» l Arts& l Engg/ A iMedical/ Teacher Totalin Keffllfl Research i Science, , Technical. Para Trainingi g g$Iflli0I1$ W Law, etc.) g Medical NiUOK S C4] 84 I7 l I8 i 38 l57 11 __

MGU 22 = 193# 22 p C43 A 49 1 307uoc 25 146 ‘C 23 40"‘ ' 53 2621 1<u 15 41 1 SD09 11 03 64.,_ l , ,. ,, 7., _ .__CUSAT 26 6 26 01 00 27_,_ . 1 _ l__,ssus A 25 J 0” 00 1 00 00 D60‘KAU tip 62* 0 00 C00 D Coot 00 tY _ _ l

, 216 464 97 113 T it 143 L 817 'Francis, A T: Dept. of Computer Applications, Cochin University of Science and Technologv

Re-engineering and Re-defining University Libraries in the context of modern IC Ts I O I

UOK: University of Kerala; MGU: Mahatma Gandhi University; UOC: University of Calicut:KU: Kannur University; CUSAT: Cochin University ofScience and Technology; p

SSUS: Sree Sankaracharya University of Sanskrit; KAU: Kerala Agricultural University* include l0 Constituent Colleges, 32 AgriculturaliResearch Stations, HT

‘ 03 Centers of Advanced Studies, 10 Instructional Farms and 08 Training Centers ­# Include 72 Off Campus Study Centers

i (55 — Within Kerala State, 09 - Outside Kerala State, O8 -— Outside India)

3.1 Need and Significance of the Study

The modern lCTs have made radical changes in the conventional system of information

processing and its delivery. The flood of information, especially in digital format, has

posed lot of issues in the knowledge management scenario. Though the information

resources are flooding world over and several technologies have emerged to manage

the situation and providing effective information services to its clientele, most of the

university libraries in Kerala were not able to exploit these technologies at maximum

level. Though all the libraries have automated many of their functions, wide gap

prevails between the possible services and provided services. At the same time, there

are many good examples world over in the application of lCTs in libraries for the

maximization of services and many such libraries have adopted the principles of re­

engineering and re-defining as a management strategy. This has posed several

questions on how to effectively adopt the modern lCTs in our libraries for maximizing

the efficiency of services and whether the principles of re-engineering and re-defining

can be adopted for the purpose. This was the major significance ofthe study.

3.2 Scope and Objectives of the Study

The topic proposed for research work clearly reflects its scope, that is, re-engineering

and re-defing university libraries in the context of modern information and

communication technologies; a study with special reference to the university libraries

in Kerala. The scope was to determine and analyse various aspects of re-engineering

and re-defining along with study of libraries of universities and to suggest measures for

improving the services. As the researcher was closely associated with the work study

conducted by the Kerala Agricultural University Expert Committee on Library Staff

Pattern in I999, he got background knowledge in this area. Moreover, as an active life

member ofthe lndian Library Association (ILA), New Delhi and Indian Association of

Special Libraries and Information Centres (IASLIC), Calcutta, he had ample

Francis, A T: Dept. of Computer Applications, Cochin lfniversiry of Science and Technology

Re-engineering and Re-defining University Libraries in the context Q/"modern [C Ts I02

opportunity to involve in the management aspects of various types of libraries in the

India. As a life member and office bearer of the Kerala Library Association (KLA),

Thiruvananthapuram and Founder President of the Kerala Agricultural Library

Association (KALA), Thrissur, he was actively associated with the automation,

application of lCT and resource sharing of the academic and research libraries in the

State of Kerala. He has long professional experience in various types of institutions

such as private affiliated college, colleges of Kerala Government and Government of

India, Defence Research and Development Organisation (DRDO), University Library

and College Libraries of Kerala Agricultural University, etc. He was associated as

consultant in automating several college and public libraries in Malabar and Central

regions of Kerala. As an expert and trainer for Department of Education and Kerala

state Library Council, he had enough inter-sectoral awareness and experience to

identify the existing real problems and bottlenecks in establishing an integrated library

and information system.

The present study was mainly based on the university libraries functioning in Kerala

State, India. It was intended to study the present system of functioning of theselibraries with the intention to re-define them in the context of modern Information and

Communication Technologies (lCTs) and to propose a plan for Re-engineering their

Business Processes for the purpose of increasing operational efficiency and service

effectiveness. Based on the insight received by the review of related literature and

preliminary examination of the library and information systems, the study proceeded

with the following major objectives:

i. To evaluate the existing information resources, personnel resources and

other infrastructural facilities available in the university libraries of Kerala;

ii. To study the prevailing system of library and information services in the

university libraries in Kerala;

iii. To survey the developments in the field of application of lCTs in libraries

at the international level;

iv. To identify various management problems faced by the university libraries

in the context of modern lCTs;

v. To study the present status of university libraries in terms of application of

lCTs, library automation, quality of information services, etc.

Francis, A T." Depl. of Computer Applications, Cochin University of Science and Technology

Re-engineering and Re-defining University Libraries in the context of modern [C Ts 103

Vl. To study various manpower issues of university libraries in Kerala related

to the application of modern lCTs.;

vii. To identify the problems in planning the growth and development of

libraries, application of ICT and implementation of automation in libraries,

quality of information services, etc.;

viii. To identify the requirements of re-defining university libraries in thecontext of modern lCTs.;

ix. To propose a method for re-engineering library and information services of

the university libraries.

The study discusses in detail all aspects of seven university libraries in the State of

Kerala. A critical examination of these libraries has been done as regards the

following:

i. Universities’ profile, mission, vision, courses and functions;

ii. Resources in terms of budget, staff, infrastructural supports, etc.

iii. Collection of books, periodicals, databases and other information resources;

iv. Use of information and communication technologies and level of automation in

libraries for various activities and services;

v. Need for re-engineering and re-defining these libraries in the context of modernlCTs.

3.3 Hypotheses

The study was carried out based on the following hypotheses:

l. The information resources and ICT facilities of the university libraries in Kerala

are not adequate to meet the education, research and extension activities of their

clientele;

2. Even though the Universal Bibliographical Control is ideal for effectiveinformation services, the libraries were not able to achieve effective

bibliographical control either by self reliance or by effective partnerships and

provide document delivery services to the users based on internal as well as

external information resources;

Francis, A T: Dept. ofC0mpuier Applications, Cochin University of Science and Technology

Re-engineering and Re-defining University Libraries in the context Qfmodern {C719 I04

3. Though the modern ICTs provide enormous potential for effective library and

information services, the libraries are lagging behind in applying and exploiting

these technologies, including the latest Web technologies, to the maximum

extend possible;

4. Though the university libraries have automated many of their functions, they

were not able to reap maximum benefits of automation, especially in improving

the operational efficiency and service efficiency;

-5. At the same time, the users are not fully equipped with enough Information

Literacy skills for the maximum utilization of information resources, especially

that available and accessible in digital format.

6. The management process, including the human resource management system,

of the libraries need thorough re-structuring in the context of modern lCTs;

7. The principles of re-engineering can be applied to re-define the activities,

functions and service system of the university libraries in Kerala to achieve

maximum efficiency and effectiveness out ofthe latest lCTs, including the Web

technologies;

8. As the development and service set up of the university libraries and their users

can not be viewed in isolation, national and state level policies, rules and

guidelines are essential to develop the university libraries as part of an

integrated national library and information system with the intention to increase

the quality of education, research and extension and transform the entire country

as a knowledge society.

3.4 Limitations of the Study

Though all the university libraries in lndia have some sort of similarity and functional

uniformity, it was also necessary to narrow down the geographical area of study

because selecting a much wider area tends to defuse the results and findings in a

research work. Therefore, such a study would not be feasible if much wider

geographical area was taken into consideration. Similarly, while studying the

functioning and services of the university libraries, major attention has been given for

the service target of the libraries for post graduate and research level programmes of the

universities. In view of these factors, the present study was mainly concentrated on

direct departments/colleges of the universities offering postgraduate courses and

Francis, A T: Dept. of C omputer Applications, Cochin University of Science and Technology

Re-engineering and Re-defining University Libraries in the context of modern lCTs 105

research programmes. This limitation was necessary to develop worthwhile norms

towards the accomplishment of the present study.

3.5 Data Sources .The study was mainly based on survey using structured questionnaires. This has been

supplemented by observation of working of the libraries, discussions and interviews

with the different types of users and staff, review of literature, etc. Personal

observation of the organization set up, management practices, functions, facilities,

resources, utilization of information resources and facilities by the users, etc. of the

university libraries in Kerala havebeen made. As the concept of re-engineering and re­

defining was comparatively new to the library and information field, its applications

have been studied in other fields through literature search. The present status of

university libraries in India has been reviewed through a literature search. For the

study of university libraries in Kerala, the data was collected through questionnaire

based surveys, interviews, discussions, etc. Data was also collected from Internet and

CD-ROM databases other than printed books and journals.

3.6 Selection of Respondents

The survey was conducted in all seven universities in Kerala to collect data on the

management of university libraries in the context of modern information and

communication -technologies. Perceptions of the university students and faculty, and

their use of various types of library documents and information resources and services

in the university libraries were studied. Perceptions of the library professionals werealso been studied in detail.

Though the targeted users of the university libraries include affiliated colleges of the

university, in the present set up, the library services were concentrated on the students

and faculty of the various teaching and research departments and constituent colleges of

the universities. Because of this, and also as a limiting factor, the study focused on the

teaching / research departments / constituent colleges of the universities functioning

mainly in their main campuses. The data was collected from seven universities by

serving four types of structured questionnaires to random samples of the following

categories:

Francis, AT: Dept. of C ompuier Applications, Cochin University 0fSeience and Technology

Re-engineering and Re-defining University Libraries in the context of modern [C Ts I O6

i. University Librarians;ii. Library Professionals;iii. Students of the University; and

iv. Faculty ofthe University

3.7 Questionnaire Design

The questionnaires were prepared by including questions related to awareness of library

and information resources and services, use of services offered, different aspects of

management and satisfaction of users and staff. These questions were formulated to

ascertain the perceptions, preferences, expectations and general information-seeking

behavior of users coming under the universities, especially in the modern context of

computer and other information and communication technologies. Several on-site

interviews were conducted with selected users and library professionals to validate the

survey questions. The questionnaires thus prepared were pre-tested and finalized for

distribution. Personal discussions with some of the respondents were also done to

obtain more insight into the answers given. The finalized questionnaires have been

enclosed in Appendices l- IV.

3.8 Sampling

The following criteria were considered for the choice of respondents from each

participating organization:

i. University Librarians : All (Seven numbers);

ii. Library Professionals : All semi- professionals or above that level

working in seven University Libraries

(169 numbers);

iii. Students of the University : Five percent of the students from all teaching

departments or constituent colleges of the

universities (408 numbers);

iv. Faculty of the University : 408 numbers of faculty members (that is,

44 percent of the total) from all teaching

departments or constituent colleges of the

universities.

Francis. AT: Depl. of Computer Applications, Cochin University of Science and Technology

Re-engineering and Re-defining Um'vers:'!y Libraries in the context of modern 1CTs 107

The sample size of the students and faculty from each university have arrived at on the

basis of size of their population in teaching departments and constituent colleges

functioning in the main campuses of each university. While deriving these numbers,

the newly established self financing engineering colleges of the universities have been

excluded.

Table 3.8.1: Size ofthe Population identified for the study from each university 1lUniversities in 1 Student Faculty L Library y University

Kerala State 5 Users T Users Professionals Librarians

Iuo1< 1985 1 183 62 4 ‘ 01 lly1v1ou A 1125 84 1 25 01l 5 5 _ 11- ~ _ Y - -7 " 7'A UOC 1 l0l0 p 122 27444 T0! J1 1<u 5 910 28 07 01CUSAT l 900 ‘ 186 26 01 l‘_l5 5 L g _ __l 5 _ _ 5 1 55

lSSUS 1 1ll0 77 16 1 OlSKAUL 1120 247 " 4 06 ‘P A it 01" Pl1 g_ g_ |g _ g 1

lTotal 1 8160 927 169 y 07 0l

Table 3.8.2: Sample size derived for the study from each university

i Universities in 1 Student A Faculty l Library UniversityKerala State 1 Users Users Professionals Librarians

uo1< 99 80 62 014'. ‘]' vi‘ 7 ' 7 ' iTMGU 5 56 37 25 1 011 1 155 L l 5 5 5 5, _55uoc T 51 54 * 27 01l1<u P 46 12 07 H01cusm" 45 82 26 01ii ssus i 55 34 16 0155 5 1 _ lKAU T 56 4109 06 A 01 7‘i Total 408 408 it I 169 07

Francis, A T: Dept. of C‘ omputer Applications, Cochin University of Science and Technology

Re-engineering and Re-defining University Libraries in the context of modern lC'l's I08

3.9 Data Collection

Most of the questionnaires were delivered and collected personally and some

questionnaires were delivered and collected through representatives. The data was

collected during the period of July 2006 to December 2007. Out of total 408

questionnaires served to each of the student/faculty users, 280 questionnaires were

returned by the student users, that is, 68.63 percent, and 243 questionnaires were

returned by the faculty users, that is, 59.56 percent. Out of total 169 questionnaires

served to the library professionals, 159 questionnaires were returned, that is 94.08

percent. All the seven questionnaires served to the University Librarians or ln-Charges

of the Librarians were also returned after filled. The distribution of questionnaires

served to and returned from each university is shown in the following table 3.9.], table

3.9.2 and table 3.9.3.

Table 3.9.1: Responses received from Student Users

Sample size of Student Users andUniversities in responses received from each universityKerala State _ y

Questionnaires E Responses Responses receivedserved (No.) received (No.) (%)

UOK ' it 99 73 73.74

MGU 7 “M56 34 60.71

UOC 51 7 31 60.78

KLJWSU 46 27 58.70

CUSAT 45 ; 31 68.89

SSUS 7 55 36 M65A5

KAU 56 ” 4s 9 “ 8571ii 408 tii“i 280 68.63

Francis, A T." Dept. of Computer Applications. Cochin University of Science and Technology

Re-engineering and Re-defining University Libraries in the conrexr of modern [C Ts 109

Table 3.9.2: Responses received from Faculty Users

I

Universities in Sample size of Faculty Users andKerala State ; responses received from each university

‘ Questionnaires I Responses I Responses receivedserved (No.) % received (No.) (%)

IUOK I 80 50 I I 6250

IMGU 37T 2r I I 5676

Iuoc" I 54I

27I

50.00

SKUY

I2 07 5 _ I 5883

ICUSAT "I

82 42 5122

Issus 34L,fl 20 I 5882

I KAU 109 76 5 6972I

it “I

I243 408 243 5956

Table 3.9.3: Responses received from Library professionals

Kerala State

Sample size of Library Professionals andUniversities in p responses received from each university

Questionnaires Responses ; Responses received(%0

I UOK Iserved (No.) received (No)62 58 9355 “K SS

IPMGUSS_ 7

I 25 24 96.00

"uoci 27i

I 24 8889

FKU 07 07 100

ACUSATI , , il­26 25_ , _ I 96.15

ssus I6I

I 15 II 93.75

IKAU II

I so

06

169

06 I5 6 5 s_I159 I

I00

94.08

Francis, AT: Dept. of Computer Applicalions, Cochin University of Science and Technology

Re-engineering and Re-defining Universiry Libraries in the context of modern l(‘Ts 1 I O

3.10 Method of Analysis

To analyze the collected data, investigator has used the tables and figures. Statistical

techniques like percentage calculation, mean, weighted mean, standard deviation,

correlation, trend analysis, etc. have also been used. All the points in the Schedule were

analyzed on the basis of the formulated objectives; and interpretations were made

through analysis.

Francis, A T: Dept. of Computer Applications, Cochin University of Science and Technology