This page provides information about the library-specific implications of the campus’s project to convert two floors of the Physical Sciences and Engineering Library into prototype space for cross-unit collaborations, with the tenant in this case being the UC Davis Center for Quantum Mathematics and Physics (QMAP), an interdisciplinary initiative to explore fundamental questions about how the universe works.

Questions or comments?

Please contact us at libspaceplanning@ucdavis.edu. The library welcomes feedback from faculty and other users. Learn more about the opportunities for input that have been offered throughout the process.


In This Page

Overview ● Project Guidelines, Faculty Input, Project Team ● FAQ Timeline ● PSEL Collection Shift Guidelines ● Collection Management ● General Guidelines for Transfer and Withdrawal ● RLFs ● Biweekly Update

In fall 2018, a campus-directed project will convert the second and third floors of the Physical Sciences and Engineering Library (PSEL) to office and collaboration space for the UC Davis Center for Quantum Mathematics and Physics (QMAP). The first floor and lower level of PSEL will remain library space. At the same time, the entire building will undergo a seismic retrofit, accessibility improvements and renovation of its fire suppression system.

This project will require that the library transfer volumes currently housed on PSEL’s second and third floors to other locations including: Shields Library, the UC’s Regional Library Storage Facilities (RLFs) and Better World Books. (The only books being donated to Better World Books are duplicates of books already held at the RLF.)

The library works to be a positive contributor to the needs and priorities of the campus, including space for students and faculty, while fulfilling our responsibility to provide access to scholarly information resources. We are committed to:

  • Continuing to excel in meeting library obligations to provide high quality collections for research and teaching, both during and after the shift;
  • Being open to feedback and input from faculty and all other affected stakeholders;
  • Transparency in our actions and decisions; and
  • Communicating effectively with all affected by this project.

Throughout this process, the library remains committed to maintaining excellence in our collections; fulfilling our mission of providing faculty, researchers and students with the scholarly resources they need; and communicating and consulting widely with all affected by this project.

Guidelines:

We will use existing, vetted collection management guidelines to accomplish this collection shift, while continuing to fulfill our commitment to faculty, researchers and students to provide the materials they need, both during and after the shift. For additional information see:

User Input:

The library welcomes input from faculty and other users about the process, particularly from the colleges, departments and other units that most frequently use these collections. To that end, we offered to meet to discuss the project and its potential impact on faculty, researchers, and students. Stakeholders included:

  • Faculty in Physical Sciences & Engineering departments
  • Academic Senate Library Committee
  • Other interested faculty
  • ASUCD
  • Students that regularly use the PSE Library
  • Other affected stakeholders

Open Meetings:

The library held open meetings on:

All interested members of the campus community were invited to come and learn more about the project.

If you would like to provide additional feedback on this project, please contact: libspaceplanning@ucdavis.edu

Project Team:

To complete this project, we have formed the PSEL-QMAP Collection Shift Planning Group comprising library personnel with expertise in collection management, logistics and project management, communications, and supporting faculty and students in Physical Sciences and Engineering departments.  This is a talented and hardworking group of library professionals committed to maintaining excellence in our collections; fulfilling our mission of providing faculty, researchers, and students with the scholarly resources they need; communicating and consulting widely with all affected by this project; and doing everything we can to get this project right.

What is happening at the Physical Sciences and Engineering Library (PSEL)?

In response to a campus request, the second and third floors of the Physical Sciences and Engineering Library are being converted into prototype space for interdisciplinary, cross-unit collaborations, with the tenant in this case being the UC Davis Center for Quantum Mathematics and Physics (QMAP). At the same time, the entire building will undergo a seismic retrofit, accessibility improvements and renovation of its fire suppression system.


What will happen to the books and journals currently housed on the second and third floors of PSEL?

Balancing the library’s mission to ensure that faculty, researchers and students have ready access to the materials they need most, with the constraints of finite shelf space for physical collections is one of the library’s fundamental ongoing responsibilities. The library, informed by years of experience in managing that process, has developed the following general criteria to guide the work of relocating materials from floors 2 and 3 of PSEL:

  • Recently published and highly used materials will be moved to Shields Library, including:
    • Books with high use or published within the last 10 years
    • Journals with current subscriptions (current year and most recent 10 years)
    • Geology maps
  • Older materials will be moved to the UC’s Northern Regional Library Facility (NRLF) in Richmond, CA, if copies are not already there. NRLF is a secure, climate-controlled facility designed to preserve physical collections; requested items are typically available on campus within two working days. These materials include:
    • Older books
    • Older issues of journals with current subscriptions; journals we no longer subscribe to; and those that have ceased publication
  • Older books that are already at NRLF will be donated to Better World Books, an organization that provides books to literacy programs and needy libraries around the world. Better World Books is a common recipient when university libraries have duplicate copies of books their collections.
  • Since Better World Books does not accept journals, some duplicate, older titles that are already available at NRLF or online will be withdrawn, following normal library collection management guidelines.

What opportunities are there for faculty input into the process?

The library welcomes faculty input about this process, particularly from the colleges and departments that most frequently use these collections: the Mathematical and Physical Sciences Division within the College of Letters and Science; the College of Engineering; Institute of Transportation Studies; and the department of Land, Air and Water Resources. The library has actively reached out to these departments to discuss the project and how to moderate its potential impact on their faculty, researchers and students. See the section on Guidelines and Input for details. 

During the first six months of the project (September 2017 – February 2018), UC Davis faculty were also invited to nominate specific titles that should be transferred to the Peter J. Shields Library.


How can I get access to the physical sciences and engineering collections that are being moved?

Once the move is completed: You’ll be able to search our online catalog (search.library.ucdavis.edu) to determine whether the materials are housed at Shields or the NRLF or available online. If the book or journal is at NRLF, click the Interlibrary Request link and enter your library card number to request it.

You can request the entire print volume or a PDF of individual chapter(s) or other parts. Print volumes are typically available from the Circulation Desk at Shields within two working days. PDFs will be delivered via email. You also have the option to use materials onsite at the NRLF in Richmond.

While the move is underway: A search request for a particular item can be placed at the Circulation Desk at PSEL or Shields. When the book or journal is found, the material will be placed on hold for pickup. If we are unable to locate the material within one week, an Interlibrary Request will be placed on your behalf.


What will happen with the first floor and lower level of PSEL?

Other than the seismic retrofit, accessibility improvements and fire suppression system renovation noted above and implemented throughout the building, there are no changes to the first floor and lower level planned at this time.


How much study space is being lost, and what study spaces will be available to students who regularly studied or conducted research on floors 2 and 3 of PSEL?

The study space on the second and third floors of PSEL includes 230 seats at tables and carrels.

The 80 seats on the first floor and lower level of PSEL will remain available as they are today, except for potential temporary closures during the project as construction requires. Students who routinely use the materials shifted to Shields may also wish to use the study spaces available there.

Throughout this project and afterwards, the library is committed to doing all we can to enhance existing study spaces to best meet the needs of our students.


Is there anything that can be done to alleviate the crowding on the lower level of PSEL?

There is an existing MOU in place with the Chemistry Department through June 2018 that permits their TAs to use this space. The library anticipates revising that MOU in the future to ensure that the first floor and lower level of PSEL are available to meet the needs of as many students as possible.


What effect does the project have on ongoing acquisition of information resources for physical sciences and engineering?

None whatsoever. The project does not affect or change current journal subscriptions or established library purchasing or acquisition plans.


What is Better World Books?

The Library plans to donate approximately 35,000 items to Better World Books (BWB) for resale to needy institutions. All of these items are duplicates of books already held at the Northern Regional Library Facility and NRLF does not accept duplicates. The alternative to donating them is discarding them.

Better World Books is a certified B Corporation. These are for-profit companies certified by the nonprofit B Lab to meet rigorous standards of social and environmental performance, accountability and transparency.

Specifically, for every book sold, Better World Books donates a book. Learn more about their literacy partners and literacy grants they support.  To date they have donated more than 25 million books to these organizations and raised nearly $27 million for literacy and libraries. See where these donations go.

Better World Books has been a partner to the academic research library community for many years, and hundreds of U.S. libraries, including many of the UC Libraries, are working with them. We consider them a truly exemplary company.


Can’t the library have a book sale for unneeded items?

As the library has necessarily removed books and other materials to make room for new and/or more needed material, we used to offer them for sale to the community. That proved to be quite expensive and almost no books were ever purchased, so we discontinued that practice in favor of working with Better World Books (see above) rather than throwing away unpurchased items. We have no plans to reinstate books sales at this time, and know of very few other academic research libraries that have continued that practice.

PSEL’s second and third floors will need to be vacated by September 30, 2018, to accommodate the campus’s timeline for the project.

  • Winter 2018 – September 2018: Collection shift
    Books and journals are transferred from PSEL
  • October 2018 – December 2019: Renovations
    PSEL’s second and third floors are converted into QMAP offices and collaboration space; seismic retrofit, accessibility improvements and fire suppression system renovations are implemented throughout the building

PSEL Collection Shift: Guidelines for Transfer and Withdrawal

Expected Location/
Disposition
Print Books Print Journals
Shields Library  

  • Recent books (typically last 10 years)
  • Older higher-use books
  • Folded geology maps/publications

 

  • Print journals with a current subscription that are not available online (current year, plus last 10 years)

 

UC Regional
Library Storage
Facilities (RLFs)
  • Older books (typically over 10 years old) not already at RLFs
RLF holdings: are typically available on campus within 2 working days (entire print volumes or PDFs of articles/chapters)
  • Print journals with a current subscription (over 10 years old) that are not available online and not already at RLFs
  • Print journals no longer subscribed to, or those which have ceased publication, and that are not available online and not already at RLFs
Better World Books
  • 35,000 books that are duplicates of those already available at the RLFs
Better World Books does not accept journals.
Withdrawn All titles will continue to be available to library users, either from Shields or the RLFs.
  • Some duplicate, older print journals that are already available at RLFs and/or online are expected to be withdrawn as part of this project, following normal UC Davis Library collection management guidelines
RLF holdings are typically available on campus within 2 working days (entire print volumes or PDFs of articles/chapters)

 

UC Davis faculty who wish to nominate specific titles that should be certain, in any circumstance, to transfer to the Peter J. Shields Library can send the relevant citation to Robert Heyer-Gray, Interim Head of Collection Strategies. Input is needed as soon as possible and absolutely by Wednesday, February 28. If possible, provide a link from the library catalog.

As part of routine development and maintenance of collections, the library is committed to:

  • Providing and enhancing access to the information resources needed to support the campus mission of research, learning, patient care and service;
  • Enabling efficient access in ways that best serve the research and teaching needs of faculty, researchers, staff and students; and
  • Providing sustainable long-term access to our collections throughout their life cycle.

Effective collection management requires careful evaluation of items when they are initially selected for acquisition, as well as ongoing evaluation as both disciplinary knowledge evolves and users’ needs change.

While selection (deciding which materials should be acquired) and acquisition (licensing, purchasing or otherwise providing access) are generally of greater interest, the transfer of low-use materials to off-site storage, as well as withdrawal (removal of items from our collections for a range of reasons) are also routine and ongoing aspects of effective collection management for all academic libraries. All of these aspects of collection management are essential to maintaining high quality collections that meet the needs of faculty, researchers and students across all disciplines, given finite shelf space available in campus libraries.

To balance access to high quality collections that meet the needs of faculty, researchers and students, and the constraints of finite shelf space on campus, the library must continually monitor and evaluate how its collections are being used. Although implementation can vary, and differences occur across disciplines and material types, the general criteria for placement, transfer and withdrawal include the following:

  • Most-used materials are located onsite in the library.
  • Newly acquired print materials are also a priority for location onsite.
  • Materials that are less in-demand are transferred to UC regional storage facilities (RLFs).
  • Materials may be withdrawn if they are older, low-use and available elsewhere; redundant, obsolete or out of scope;  or no longer meet the campus’s evolving research and teaching needs.

The UC system’s shared high-density storage facilities are the Northern Regional Library Facility (NRLF, located in Richmond), and the Southern Regional Library Facility (SRLF, located on the UCLA campus).

The Regional Library Facilities (RLFs) provide a secure, climate-controlled environment that is designed to preserve physical collections. This shared regional storage infrastructure enables the UC libraries to store, manage, preserve and provide access to low-use collection materials economically, and thus devote a greater portion of limited local onsite shelf space to newer and high-demand items. Materials deposited at the two UC shared facilities cannot be withdrawn from the collections.

How to access items housed at the RLFs:

  • They are available for checkout (with renewal) to UC faculty and students.
  • They can be delivered to campus within two working days.
  • Entire print volumes or PDFs of articles/chapters can be requested.
  • Using materials at the RLFs is also an option.
(Thanks to our colleagues at the UCSB Library. This description of the RLFs has been adapted from their website.)

UPDATE FOR 6/4/2018

 Transfer to ShieldsTransfer to RLFBetter World BooksWithdraw
Planned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to Date
Monographs26,920 titles15,421 items**26,786 titles38,352 items**26,113 titles 23,304 titlesNo monographs withdrawn through project
Serials210 titles/2,444 vols1908 titles/17,563 vols*Not eligible for BWB program2,151 titles/52,557 vols*32,646 items

* Title count includes both whole pulls (one title going to one workflow) and split pulls (one title going to multiple workflows).

** Processed to Date items includes monographs and serials

  • Total amount of material to be processed: 152,383 items
  • Total amount currently processed: 107,814 (70.75%)
  • The eighth and final regularly scheduled Better World Books shipment has gone out. The initial run of BWB items was completed with 89% of materials accounted for.
  • We have begun to sweep back over areas that have been processed to find items missed in the initial runs for all workflows. Fifteen trucks of material have been found so far.

 

UPDATE FOR 5/21/2018

 Transfer to ShieldsTransfer to RLFBetter World BooksWithdraw
Planned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to Date
Monographs26,920 titles12,865 items**26,786 titles32,741 items**26,113 titles 23,247 titlesNo monographs withdrawn through project
Serials210 titles/2,444 vols1908 titles/17,563 vols*Not eligible for BWB program2,151 titles/52,557 vols*27,207 items

* Title count includes both whole pulls (one title going to one workflow) and split pulls (one title going to multiple workflows).

** Processed to Date items includes monographs and serials

  • Total amount of material to be processed: 152,383 items
  • Total amount currently processed: 96,060 (63.04%)
  • Seven Better World Books shipments have gone out; the final regularly scheduled shipment goes out 5/24.

UPDATE FOR 5/7/2018

 Transfer to ShieldsTransfer to RLFBetter World BooksWithdraw
Planned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to Date
Monographs26,920 titles11,695 items**26,786 titles28,950 items**26,113 titles 20,272 titlesNo monographs withdrawn through project
Serials210 titles/2,444 vols1908 titles/17,563 vols*Not eligible for BWB program2,151 titles/52,557 vols*23,001 items

* Title count includes both whole pulls (one title going to one workflow) and split pulls (one title going to multiple workflows).

** Processed to Date items includes monographs and serials

  • Total amount of material to be processed: 152,383 items
  • Total amount currently processed: 82,608 (54.21%)
  • Six Better World Books shipments have gone out

UPDATE FOR 4/23/2018

 Transfer to ShieldsTransfer to RLFBetter World BooksWithdraw
Planned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to Date
Monographs26,920 titles10,115 items**26,786 titles22,543 items**26,113 titles 17,296 titlesNo monographs withdrawn through project
Serials210 titles/2,444 vols1908 titles/17,563 vols*Not eligible for BWB program2,151 titles/52,557 vols*17,783 items

* Title count includes both whole pulls (one title going to one workflow) and split pulls (one title going to multiple workflows).

** Processed to Date items includes monographs and serials

  • Total amount of material to be processed: 152,383 items
  • Total amount currently processed: 67,737 (44.45%)
  • Five Better World Books shipments have gone out
  • We have replaced the TES employee who left

UPDATE FOR 4/9/2018

 Transfer to ShieldsTransfer to RLFBetter World BooksWithdraw
Planned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to Date
Monographs26,920 titles9,054 items**26,786 titles18,684 items**26,113 titles 14,126 titlesNo monographs withdrawn through project
Serials210 titles/2,444 vols1908 titles/17,563 vols*Not eligible for BWB program2,151 titles/52,557 vols*12,584 items

* Title count includes both whole pulls (one title going to one workflow) and split pulls (one title going to multiple workflows).

** Processed to Date items includes monographs and serials

  • Total amount of material to be processed: 152,383 items
  • Total amount currently processed: 54,448 (35.73%)
  • Four Better World Books shipments have gone out
  • One of the TES employees is leaving. We are in the process of finding a replacement through TES.

 

UPDATE FOR 3/26/2018

 Transfer to ShieldsTransfer to RLFBetter World BooksWithdraw
Planned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to Date
Monographs26,920 titles7,602 items**26,786 titles14,937 items**26,113 titles 11,658 titlesNo monographs withdrawn through project
Serials210 titles/2,444 vols1908 titles/17,563 vols*Not eligible for BWB program2,151 titles/52,557 vols*7,294 items

* Title count includes both whole pulls (one title going to one workflow) and split pulls (one title going to multiple workflows).

** Processed to Date items includes monographs and serials

  • Total amount of material to be processed: 152,383 items
  • Total amount currently processed: 41,491 (27.23%)
  • Three Better World Books shipments have gone out
  • The serials disposition matrix was completed, giving us accurate numbers of items to be processed for all workflows. This included the identification of a small subset of materials not original included in the total number of items
  • No additional requests have been received to designate items for certain transfer to Shields

 

UPDATE FOR 3/12/2018

 Transfer to ShieldsTransfer to RLFBetter World BooksWithdraw
Planned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to Date
Monographs26,920 titles5,406 items**26,786 titles9,451 items**26,113 titles 8,512 titlesNo monographs withdrawn through project
Serials210 titles/2,444 vols795 titles/17,480 vols*Not eligible for BWB program2,176 titles/49,995 vols*4,612 items

* Current estimates

** Processed to Date items includes monographs and serials

  • We added a fifth temporary employee to the material processing team
  • Total amount of material to be processed: 149,738 items
  • Total amount currently processed: 27,981 (18.69%)
  • Two Better World Books shipments have gone out
  • Requests to designate items for certain transfer to Shields were due February 28. Four requests were received (three Library personnel and one faculty); most of the titles requested are either staying on campus anyway as high/current use and/or not shelved on the second or third level

 

UPDATE FOR 2/26/2018

 Transfer to ShieldsTransfer to RLFBetter World BooksWithdraw
Planned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to DatePlanned TotalProcessed to Date
Monographs26,920 titles3,541 items**26,786 titles5,240 items**26,113 titles 4,682 titlesNo monographs withdrawn through project
Serials210 titles/2,444 vols795 titles/17,480 vols*Not eligible for BWB program2,176 titles/49,995 vols*2,599 items

* Current estimates

** Processed to Date items includes monographs and serials

  • Material processing began on January 29.
  • Total amount of material to be processed: 149,738 items
  • Total amount currently processed: 16,062 (10.73%)
  • We are in the process of bringing in a 5th temporary employee to help speed up the process. We will continue to monitor processing time to determine if we need/should bring in a 6th
  • Workflow paths for all monographs have been identified. Serials are still being determined, although we have started processing some
  • The first Better Worlds Book shipment went out February 15th
  • Petitions to designate items for certain transfer to Shields are due February 28. So far one petition has been received
  • Due to the addition of extra staff, we are installing a 3rd workstation in the staff area of PSE
  • All workflows are running optimally for the current number of staff