Due to the variety of assessment types, software products, and confidentiality requirements, Buhl Library stores and provides access to data in different ways. An overview of our data storage, data access & reporting procedures, and confidentiality policies are listed below for each type of assessment data the library collects.
Buhl Library utilizes a Library Management System (LMS), Library.Solution that runs the library's catalog, circulation system, and cataloging module. The circulation system keeps track of all items currently checked out to patrons and only the last three borrowers of an item, in case of damage. No long-term borrowing information is maintained (i.e. we do not keep records of all items checked out by a patron).
Patron information is available only to the patron and library staff. Patrons must present ID cards, another form of identification, or contact the library via phone or email to request any changes or information regarding their account.
Patron information is kept confidential. Permanent library staff can view full contact information, when needed. Student library staff are only provided with access to the portions of Library.Solution to allow for check outs, renewals, and placing holds. The Student Employee Handbook includes a section for employees explaining our confidentiality policy regarding patron information. Sharing confidential information is grounds for dismissal from Buhl Library's employment.
The Student Employee Co-managers and Library Training Staff maintain records of employment, including applications, student worker reviews, emails, hours worked, letters of recommendation, and other necessary documentation of current and former student employees. These records are maintained on the library's server, on the College's email server, and/or filed in one of the Student Employee Co-manager's Offices.
Access and reporting of Student Employee data is restricted. Permanent library staff, as well as GCC Financial Services and the Financial Aid Office, are provided with access to this information as appropriate and only when necessary.
Student Employee information is kept confidential. Student Employee data may be released for the purposes of graduate school applications, internship opportunities, job applications, background checks, and the like, but only at the request and/or expressed consent of the employee.
Statistics on print & eBook circulation, InterLibrary Loan (ILL) requests, database & eJournal usage, e-Reserve & document delivery cost, and LibGuide/webpage usage are maintained on the library's server. Statistics are gathered in the aggregate (i.e. individual users are not identified), with the exception of ILL requests.
Paper copies of monthly circulation reports are kept in the Library Assessment Coordinator's office (anonymized) for five years, after which all documentation in shredded.
Power BI is being used to create data visualizations of aggregated circulation data for library reports. The Assessment Coordinator's Microsoft 365 account, used to create these visuals, is password protected.
Data is accessible to all permanent library staff and other interested parties by request. Data is regularly reported to the Provost and Library & Technology Committee of the Board of Trustees, when appropriate. Highlights from the data are also shared with the Admissions Office and used in library marketing materials.
Most of our usage, circulation, and cost data does not identify individual users so confidentiality is not an issue. ILL requests, however, require confidentiality because these records do include the names of individual patrons. ILL requests are utilized by the Interlibrary Loan Coordinator for processing and statistical purposes, as well as the Library Director for collection development. Any other access to ILL information is limited to library staff conducting their regular duties. Any reporting of ILL requests is only provided in the aggregate.
Reference data includes statistics on individual and aggregated reference interactions with patrons, including the time, length, type of question, mode of question (e.g. email, phone, etc.), and patron type. The data set, which enables library staff to identify and analyze individual reference questions, is password protected within the library's LibInsight account. Aggregated monthly statistics are maintained on the library's server. Individual patrons (e.g. names or student ID numbers) are not collected so patrons cannot be identified.
Paper copies of aggregated monthly reference data is kept in the Library Assessment Coordinator's office (anonymized) for five years, after which all documentation in shredded.
Power BI is being used to create data visualizations of aggregated reference data for library reports. The Assessment Coordinator's Microsoft 365 account, used to create these visuals, is password protected.
Access to Reference data is limited to library personnel, the Provost, Academic Deans, and members of the L & T Committee of the Board of Trustees. Data, such as the number of questions answered in a semester, may be used in marketing materials.
Reference data does not identify individual users so confidentiality is not an issue.
Library Space data includes responses from flip charts and photo study images. All data is stored on the library's server.
Access to Library Space data is limited to library personnel, the VP of Operations, the Provost, Academic Deans, and members of the L & T Committee of the Board of Trustees. Other constituents, such as architects, may have access to data by request when relevant to a project.
Data from the photo studies and flip charts is kept confidential. Individual patrons can inadvertently be identified in photo studies, so these photos are used for data and decision-making only. Photos and flip chart comments are never used for marketing purposes.
Survey data includes all non-information literacy surveys and feedback, including the Suggestion Box, Library Open House feedback, Student Employee surveys, and any other general library surveys. All survey forms are maintained within Google Forms, Microsoft Forms, and/or LibSurveys which are password protected. Aggregated survey results are downloaded and maintained on the library's server.
Aggregated survey/feedback data is provided to the Library Director, Provost, L& T Committee of the Board of Trustees, and the Assistant Dean of Institutional Assessment. Individual responses are not shared.
All individual survey/feedback responses remain confidential. Only aggregated data is reported to the constituents listed above. No individual patrons will be identified.
Data Storage
WRIT 101 assessment includes the use of two library assignments provided via LibWizard, as well as two grading rubrics and a worksheet that will be turned in. Pre-session library modules for major-specific courses, such as EXER 377 and MNGT 214, are provided via LibWizard; in-class activies are developed using LibWizard, Google Forms, or Microsoft Forms.
Any worksheets submitted in print will be scanned and saved to the library's server or stored in the Assessment Coordinator's Office. All aggregated data will be stored permanently, but individual assignments may be discarded after one year.
Major-specific course surveys are conducted using Microsoft Forms or Google Forms. Individual assignments and survey forms are maintained within Microsoft Forms and/or Google Forms. Aggregated assignment and survey results are downloaded and maintained on the Assessment Coordinator's Microsoft Office 365 account. All of these platforms are password protected.
Power BI is being used to create data visualizations of aggregated instruction data for reports. The Assessment Coordinator's Microsoft 365 account, used to create these visuals, is password protected.
Aggregated information literacy assessment data is provided to the Library Director, Provost, L& T Committee of the Board of Trustees, Course Professor, Department Chair, and the Assistant Dean of Institutional Assessment. Assessment data for online courses is also provided to the Executive Director of Graduate and Online Programs. Individual responses are not shared.
All individual survey responses remain confidential. Only aggregated data is reported to the constituents listed above. Individual course assignments include student names, but all assessment results will be reported in the aggregate. No individual students will be identified.
Outreach data includes reports from LibGuides, Facebook, Twitter, and Instagram, as well as Library Open House feedback (surveys) and attendance counts. LibGuides, Facebook, Twitter, and Instagram keep track of the number of users, likes, shares, clicks, etc. Each of these sites requires a password to access usage reports. On the occasion a report is downloaded by the Outreach Services Librarian, the data will be maintained on the library's server.
See Survey Data box for full details on Library Open House feedback data storage, access, and confidentiality.
Aggregated usage data will be gathered by the Outreach Services Librarian and provided to the Library Director and other library staff, as necessary. Data, such as the number or percentage of new followers, may be used in marketing materials. No individuals or information that could identify an individual user will be shared.
The data provided by LibGuides does not identify any individual users, so confidentiality is not an issue. Comments, likes, and shares on Facebook, Twitter, and Instagram will identify individual users if they have used their real names. If, however, a patron is identified (such as in a comment), the patron will not be identified in any reports, marketing materials, etc. without his/her consent.