Project Number: 5501485-16 PI: Barr,T
Title: NEFLIN Retrospective cataloging for Access to Books in the Baldwin
Library of Historical Children's Literature
Start Date: 10/01/01 End Date: 09/30/01
Award Amount: $10,710.00
SEND NOTICE OF AWARD TO:
The University of Florida
Office of Research & Graduate Education
PO Box 115500 / 219 Grinter Hall
Gainesville, FL 32611-5500
Phone: (352) 392-1582
Fax: (352) 392-9605
UNIVERSITY OF FLORIDA
University Project # _____(LAV B_-
Title ofProposal: NEFLIN Retrospective Cataloging for Access to Books in the Baldwin
Submitted toAgency/Program: NEFLIN (Northeast Florida Library Information Network)
(NOTE TO THE P.I.: Please provide mailing instructions on page 2)
UNIVERSITY ENDORSEMENTS: The attached proposal has been examined by the officials whose signatures appear below. The principal academic review
of the proposal is the responsibility of the Department/Center and College. If additional space is needed for signatures, please provide them on a separate
sheet of paper.
Principal Investigator: (Project Director)
NAME: Tatiana G. Barr Date
TTLE Hea Special Collections/
TITLE AFA /umanities Unit
CAMPUSADDRESS: 300 Smathers Library
SOC. SEC. NO.
Co-Principal Investigator: (If Applicable)
SOC. SEC. NO.
NAME: Dorothy H. Hope Date
TITLE: Chair, Resource Services
Department Head: (If more than one)
Approval by Dean or Director:
NAME: Martha Hruska Date
TITLE: Associate Director for
Approval by Dean or Director: (If more than one)
NAME: Dale B. Canelas Date
TITLE: Director, George A. Smathers
Other Endorsement (If Needed):
Approval by Vice-President for Agricultural Affairs
(For all projects involving IFAS Personnel)
Approval by Vice-President for Health Affairs:
(For all projects involving JHMHC Personnel)
Official Authorized to Sign for the University:
Division of Sponsored Research
University of Florida
AGENCY APPLICATION DEADLINE
(DO NOT LEAVE BLANK)
O postmark O receipt
TO BE COMPLETED BY I
(Do Not Compi
Last Name (Print or Type)
Resource Services 1
Department or Unit to Administer Account
Last Name (Print or Type)
ete Shaded Boxes)
Initials Social Security Number
George A. Smathers Libraries
Social Security Number
Social Security Number
Title of Project: NEFLIN Retrospective Cataloging for Access to Books in the Baldwin
INDIRECT COST (IDC):
FOR ALL APPLICABLE IDC ACCRUED, RETURN IDC TO: (CHECK ONE)
(A) PI and Home Department, College
(B) PI, CO-PI and their Home Departments, and Colleges (equal split).
EIES AND IFAS (C) PI, Center, Home Department, and College.
FACULTY OMIT (D) PI and Center Only (No Department or College IDC return).
THIS SECTION. (E) OTHER (provide explanation)
NAME OF DEPARTMENTS) TO ACCRUE IDC, IF APPLICABLE I I I
NAME OF CENTER TO ACCRUE IDC, IF APPLICABLE II II
IF SPONSOR DOES NOT ALLOW IDC, PLEASE CHECK HERE: -
CERTIFICATIONS AND ASSURANCES COST SHARING CONTACT PERSON:
Ex Date Number YES E NO _O
Human Subjects 01 l 1 1 1 1 1 I- PROVIDED BY: (name)
Animal Subjects E 1 TI I P B11 1 1
Clinial Trials (number)
Recombinant DNA/RNA If DSR has any
Recombinant DNA/RNA questions about
Biohazards E (If none, please check here): _this project.
TYPE: CATEGORY: MAILING INSTRUCTIONS:
New [ Research 3 Mail Original and 1 copies to: (Check One)
Renewal E Training EO NEFLIN ATTN: Brad Ward [3 First Class
Continuation E Extension  2233 Park Avenue E Federal Express
Supplemental O Other (Includes:  Suite #402 Fedex Acc't. #
Revised E Fellowships, Conferences, Orange Park, FL 32073 Samas Acc't. #
patient services, etc.) _____________ Other
1II -1EII1 Send 3 copies to P.I.
DSR USE ONLY
UPN IIIIII PROPOSAL DATE: ~ AGENCYCODE II I III
AGENCY I III I I I I
BUDG BEG I i BUDGEND I I 1-L L PROJ BEG I PROJ END I L I I
AMT REQUESTED: I I I II I I I IL PROJ AMT REQUEST: I I 1 1 1 I I I
INDIRECT COSTS-AMT. : Il Il RATE:E I BASE: i
OFF CAMPUSL- '-.s:l I I I' I. RATE: I BASE: I I r
S TAF'F: IstCLS:: FEDEX: ___ DIRECT: __ 205: UFRF: OTHER:
'-;'RECEIVED: ;'IUFFL: E YES '. NO" NR: INTERNAL:___ COPIES NEEDED:
SR ) -. .... ,.. .. .
P1~ NCTPAT. TNVPSTIATGATO
CHECKLIST FOR PROPOSALS
1. The proposed project should be consistent with the objectives of the Department, College and University.
2. All costs should be fully detailed, including the allowable indirect costs, the fringe benefits, health in-
surance, and any cost sharing. Remember that the cost sharing must be validated. Increases for salary,
equipment and travel costs for multiple-year projects should be anticipated and included.
3. Does the proposal involve a commitment of the University funds beyond the proposed project period? If
so, has the necessary internal funding been secured to meet this commitment?
4. If the proposal contains privileged/proprietary data, has that data been properly marked?
5. If the proposal involves the use of Human Subjects, Laboratory Animals, Biohazards, etc., you should in-
dicate this in the certification/assurances section of the Sponsored Projects Approval Form. Specific ques-
tions should be addressed to the appropriate committee chairperson.
6. If the proposal requires subcontracting or other collaborative activities, has a letter of written concurrence
been obtained from the respective institutional official?
7. Graduate training programs should be coordinated with the Graduate School. All new degree programs
must be cleared through Academic Affairs.
8. Has indirect cost reimbursement been requested at the appropriate rate?
9. Is the applicant eligible to be a principal investigator? You are reminded that the principal investigator and
appropriate research personnel must have signed the University patent and copyright agreements.
10. Percent effort and personnel salaries must conform to University and agency policies. Remember that new
appointments must be cleared with Academic Affairs and/or Personnel.
11. Assistantship rates must comply with the Graduate School policy.
12. Are the required space and facilities available without detriment to departmental activities? You are
reminded that IFAS and Health Center personnel should submit their internal space certifications.
13. Have you anticipated needs for building or structure modifications? You should check with the University
Planning Office for requirements involving utilities, floor loading, ventilation, etc.
14. Be sure that the equipment prices in your budget are current. Allow for the delivery and installation
charges. Departmental endorsement on the Sponsored Projects Approval Form confirms that the equip-
ment item is unavailable within the department or college for shared use.
QUESTIONS OR REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION SHOULD BE
DIRECTED TO THE DIVISION OF SPONSORED RESEARCH, PROPOSAL PROCESSING OFFICE,
208 GRINTER HALL (392-1582)
NOTE: THIS CHECKLIST IS INTENDED AS A GUIDE TO ASSIST
YOU IN THE PREPARATION OF YOUR PROPOSAL. THE
ATTACHED 'SPONSORED PROJECTS APPROVAL FORM'
MUST BE COMPLETED FOR ALL PROPOSALS RE-
QUESTING EXTRAMURAL FUNDING.
* UNIVERSITY OF
George A. Smathers Libraries PO Box 117001
Office of the Director of University Libraries 204 Library West
Gainesville, FL 32611
Tel: (352) 392-0342/Fax: (352)392-7251
21 December 1999
Dr. Thomas W. Walsh
Director, Sponsored Programs
219 Grinter Hall
C A MAP US
Attached is a small proposal (some $16,000) for a cataloging project. The potential
funding agency is a small multi-type library cooperative. These state agencies sometimes
provide funding to member libraries for projects that are seen to benefit the entire
membership. Because of their small size and the fact that any grants they are able to
make are quite small, they do not pay overhead. The libraries request that the University
waive the 19.4% indirect cost normally assessed on this type of project.
The Baldwin collection has more than 90,000 volumes. A very large number remain
uncataloged although the libraries have been working away at the project for ten years.
Many years, we averaged only 10 titles per month with the incoming book workload.
This project would make these materials more accessible for our own scholars in addition
to being useful to other members of NEFLIN.
The Libraries is making this request under the University Policy governing indirect rate
With kind regards,
Dale B. Canelas
Director of University Libraries
Equal Opportunity / Affirmative Action Institution
NEFLIN Retrospective Cataloging for Access to Books in the Baldwin Collection
The Resource Services Department of the George A. Smathers Libraries requests from the Northeast
Florida Library Information Network a total of $16,633.92 for staff and OCLC costs to convert 4,000
Baldwin Collection titles to online catalog records. We propose Smathers contribute $4,800 for staff and
computer equipment. If our proposal is funded, this work will be performed during the 2000/2001
The Baldwin Library of Historical Children's Literature is a collection of more than 90,000 books published
for children in the United States and Great Britain from the 17h through the 20th centuries. The collection
is of international significance for researchers who study historical, cultural, social and literary aspects of
children's literature published in English. The collection supports research in the following areas:
education and upbringing; family and gender roles; civic values; racial, religious and moral attitudes;
literary style and format; and the arts of illustration and book design. A great strength of the collection is
the many English and American editions of the same work. Materials in this collection do not circulate,
nor are they available through interlibrary loan.
Current access to Baldwin materials is provided through a printed guide to the collection entitled Index to
the Baldwin Library ofBooks in English before 1900, Primarily for Children, University of Florida
Libraries at Gainesville (published 1981) which includes no 20" century titles, a card catalog and through
title access in the local on-line catalog. A recent internal survey indicates that over half of the 19" century
materials in the collection have no catalog records in the national OCLC databases. However, another local
survey indicates 80-85% of the 20th century materials in this collection do have cataloging records available
in the OCLC database. It is the 20h century materials we propose to convert/catalog through this grant, if
Intellectual access will be improved through full level description and subject access for Baldwin Library.
All cataloging will be done with the original item in hand and will conform to the requirements of full-
level Anglo-American Cataloging Rules, 2nd edition revised, and to the guidelines already established at the
George A. Smathers Libraries of the University of Florida for the enhanced access cataloging of the
Baldwin materials. All cataloging will include Library of Congress subject headings, subject access
through genre terms (655 field), and access by publisher, printer and illustrator (700 or 710 fields). All
names and subjects will be verified for consistency in form and heading use in the local and national
Plan of Work:
Rita Smith, the Curator of the Baldwin Library, will select the titles for conversion. A Senior LTA (OPS)
will be hired and trained to convert/catalog the selected titles. Past experience tells us it takes 15 minutes
to create an enhanced copy catalog record for a title. The Senior LTA will be scheduled to work 20-25
hours per week until the project is completed.
All titles will be searched in LUIS, the local on-line catalog. Titles found in LUIS will have Baldwin
holdings added. Access points for publisher, printer and illustrator; and genre terms will be added.
Titles not found in LUIS will be searched in OCLC. If copy is found in OCLC, FUG holdings will be
added and the record will be exported into the LUIS database.
After the record has been exported into LUIS, a Senior LTA will assure quality control by verifying
authority work. Access points for publisher, printer and illustrator; and genre terms will be researched.
Titles lacking copy will be returned to Rita Smith in the Baldwin Library with a zero OCLC note.
1. SrLTA staff Costs:
SrLTA @ $8.53/hr. plus $.71 for fringe = $9.24/hr
At a rate of 15 minutes per title for enhanced access copy cataloging, the cost of SrLTA level
cataloging would be $2.018 per title ($9.24 to catalog 4 titles or $2.31 per title). After
training has been completed a SrLTA should be able to catalog:
1,000 titles in 250 hours for $2,310
2,000 titles in 500 hours for $4,620
3,000 titles in 750 hours for $6,930
4,000 titles in 1,000 hours for $9,240
2. OCLC Costs for Internet Connection, Searching, First Time Use and Exporting:
Internet access for $3.8688 per hour (N/A) at a rate of 20 per hour
For 2,000 in 100 hours for $386.88
For 4,000 in 200 hours for $773.76
For 6,000 in 300 hours for $1,160.64
For 8,000 in 400 hours for $1,547.52
Each search costs $.4118 and we should project at least 2 searches per title
For 1,000 titles or 2,000 searches would cost $823.60
For 2,000 titles or 4,000 searches would cost $1,647.20
For 3,000 titles or 6,000 searches would cost $2,470.80
For 4,000 titles or 8,000 searches would cost $3,294.40
Online cataloging costs $.4640 per titles (retro costs nonprime costs $.29)
1,000 records would cost $464.00
2,000 records would cost $928.00
3,000 records would cost $1,392.00
4,000 records would cost $1,856.00
Export costs $.1740 per record
1,000 records would cost $174.00
2,000 records would cost $348.00
3,000 records would cost $522.00
4,000 records would cost $696.00
Summary of OCLC and SrLTA costs:
Number Internet Searches Cataloging Export SrLTA Total
1,000 $386.88 $823.60 $464.00 $174.00 $2,310 $4,158.48
2,000 $773.76 $1,647.20 $928.00 $348.00 $4,620 $8,316.96
3,000 $1,160.64 $2,470.80 $1,392.00 $522.00 $6,930 $12,475.44
4,000 $1,547.52 $3,294.40 $1,856.00 $696.00 $9,240 $16,633.92
Cost Share for Smathers staff and Computer Equipment:
1. Tatiana Barr, Head, Special Collections/Humanities Cataloging Unit, will spend 5% of her
time hiring and training staff, advising, and monitoring progress of the project for $24.00 per
hour including fringe
2. Smathers Pentium processor equipped to access the local and national databases cataloging
software and with cataloging software such as CLARR installed for $2,400
Summary of cost share:
Number UF Staff Equipment Total
1,000 $1,200 $2,400 $3,600
2,000 $1,600 $2,400 $4,000
3,000 $2,000 $2,400 $4,400
4,000 $2,400 $2,400 $4,800
Schedule of objectives (number of titles):
Once training has been completed a SrLTA could catalog: 1,000 titles in 250 hours for $2,018
2,000 titles in 500 hours for $4,036
3,000 titles in 750 hours for $6,054
4,000 titles in 1,000 hours for $8,072
RECEIVtrD 2P) 0 7 2 I0 ]0- -
NORTHEAST FLORIDA LIBRARY INFORMATION NETWORK
September 1, 2000
Dr. Thomas Walsh
Director of Research
University of Florida
Room 219, Grinter Hall
Gainesville, FL. 32611
Dear Dr. Walsh,
This letter is to inform you that the University of Florida Smathers Library has received
funding through NEFLIN to begin a retrospective conversion project this fall. This
project will enable the library to convert 4,000 titles in the Baldwin Library of historical
children's literature to online catalog records.
I have attached a brief fact sheet to this letter that should provide all the information you
requested. If not, please do not hesitate to contact me with any questions.
Bradley R. Ward
Enclosure: Baldwin Fact Sheet
cc: Tatiana Barr, Project Manager Smathers Library
Dorothy Hope, Resource Services Chair Smathers Library
Dale B. Canelas, Director Smathers Library
Melody Riedy, Library Personnel Office Smathers Library
2233 Park Avenue, Suite 402 v Orange Park, Florida 32073
904.278.5620 v Fax 904.278.5625 v www.neflin.org
BALDWIN FACT SHEET
Goal: This project is designed to convert 4,000 titles in the Baldwin Library of historical
children's literature to online catalog records. Once completed, these records will be
accessed via the library's online catalog (LUIS) and the national interlibrary loan
Project Year: October 1, 2000 September 30, 2001.
Funding: $9,240.00 will be provided by NEFLIN for this project. NEFLIN will send one
lump payment by check (where designated) in the above amount. The University of
Florida will receive funds prior to October 31, 2000.
Funding restrictions: These funds are to be used only to pay the salary of a library
employee to perform this conversion of records.
Local match: The University of Florida agrees to provide a local, in-kind, match of
$2,400 for this project. This in-kind contribution will be comprised of time sheets
representing the UF project manager (Tatiana Barr). 100 hours of her time will be spent
on this project at $24 per hour, for a total of $2,400.
Reporting: The UF project manager will submit two reports during the project year. A
mid-year report will be provided to NEFLIN by March 1". This is a status report on the
progress of the project. The final project report is due to NEFLIN by October 15, 2001,
detailing the expenditure of funds, and if project goals were met.