College and Research Libraries TROY V. BRAZELL, JR. Comparative Analysis: A Minimum Music Materials Budget for the University Library An analysis of the 1969/70 music materials budgets of forty-six uni- versity libraries, forty-four in the United States and two in Canada, which illustrates both the value of and the need for library statistical information at the subject level in order to validate more specifically increased budget requests. The study presents statistical information of special interest to music librarians attempting to establish a mini- mum annual budget where a maximum one is not possible. ONE COMMON QUESTION, ''Is our book- fund budget large enough to support the total faculty and student needs of the various academic departments within the university?" is frequently raised by the administrators of university libraries. Of- ten the answer seems to be a negative one. The library administrator's answer to this question is usually based on the increased budget requ~sts . of his divi- sion heads for the coming year. The division head gathers this information either from the library subject special- ists who work in that division or directly from the department head, e.g., a music library in which the department head is also the subject specialist. The primary source of the budget in- formation which builds the overall book- fund request for a university library sys- tem is therefore the judgment of library subject specialists and faculty members as to the needs of their subject area. This assessment of needs is based on special Mr. Brazell is Assistant Humanities Li- brarian in charge of Music and Performing Arts at Eastern Michigan University, Ypsi- lanti, Michigan. 110 I subject knowledge which illuminates gaps in the subject collection and serves to define curriculum goals which would necessitate collection building. Without the vital assessments of subject special- ists, the book-fund budget requests of library administrators would be even more of a guess than they are with those assessments. The validity of the budget recommen- dations of library subject specialists rests on two very subjective criteria. These are ( 1) the quality of the subject spe- cialist's judgment in the subject area and ( 2) his communications with the subject academic department which he serves in the library~ The quality of the subject specialist's judgment varies, however, and there is no tangible gauge of validity of judgment implicit in credentials or publications lists which can finally assure the library administrator that the budget recommendation of the subject specialist is indeed objective and relevant. Also, the problems of communications with subject department faculty on cur- riculum goals are many and varied. The rigid administrative structures of many libraries often do not allow subject li- A Minimum Music Materials Budget I 111 brarians in the lower administrative po- sitions the freedom to communicate as equals with academic faculty. Another communications problem is that faculty members of academic de- partments often do not understand the role of the subject librarian in the de- velopment of reasonable curriculum goals for their subject departments. Fur- ther, curriculum goals are sometimes not very clearly defined in the academic de- partments. Thus the problems of com- munication with academic departments for the development of valid book-fund budget recommendations are great in- deed. There is a desperate need to establish objective criteria at the subject level for validating budget recommendations by librarians and faculty. This study is an attempt to delineate a budget profile, based on size, in order to develop a more valid music materials budget recom- mendation for a university library. Its main purpose is to determine the ade- quacy of current budgetary expenditures by the university library for music ma- terials by comparing current annual ex- penditures for music media with those of other universities. The data for the study were collected by means of a questionnaire which was mailed in January 1970 to ninety-eight university libraries in the United States and Canada.1 These libraries were iden- tified as having significant music collec- tions and/ or phonorecord libraries. The only criteria for inclusion of a library in the study were that the library must be in a four-year college or university in the United States or Canada and that it must have a music collection and/ or phonorecord collection. The question- naires were sent specifically to music li- brarians in those institutions where one existed; in other cases, they were sent to humanities or fine arts librarians or au- diovisual specialists in the library. Forty-six of ninety-eight libraries re- sponded, for an overall return of 47 per- cent. Table 1 lists the responding li- braries. Twenty-eight percent of them represented libraries in universities with enrollments under 15,000 full-time en- rolled ( FTE) students, 41 percent were from universities with 15,000 to 25,000 FTE students, and 30 percent were from universities with over 25,000 FTE stu- dents. In this report these groups will be referred to as Groups I, II, and III, respectively. All enrollment statistics in this report are FTE figures. The purpose of dividing the respon- dents into these three groups is to develop a mean and a median library budget for music materials for each of the three groups. These statistics would enable a music librarian and other library admin- istrators to compare their own expendi- tures for music materials with a mean and a median figure derived from a sample of libraries in universities of comparable enrollment. It is hoped that the perspective gained from this ap- proach might contribute to a more ob- jective validation of book-fund expendi- tures. THE ANALYSIS OF UNIVERSITY LmRARY Music MATERIAL BUDGETS Mean and Median Budgets Thirty-eight of the forty-six libraries returning questionnaires responded to the appropriate question asking for the total budget for purchase of music ma- terials including scores, books about music, and phonorecords. (See Table 2 for a detailed breakdown.) In comput- ing the mean budget for music materials for each enrollment group, both the high and low responses were omitted to achieve a more representative mean for each group. The mean music materials budget for libraries responding from Group I uni- versities was found to be $6,094, Group II was $13,361, and Group III was $17,- 112 I College & Research Libraries • March 1971 TABLE 1 Universities with enrollments under 15,000 FTE students Arkansas, University of AudioVisual Area Butler University Music Library Case Western Reserve University Music House Library Catholic University of America Music Library Hartford, University of Music Library Laval Universite (Quebec) Music Library-School of Music New Mexico, University of Fine Arts Library Princeton University Phonograph Record Library Rochester, University of Music Library Texas Christian University Music Library-School of Fine Arts Tulane University Maxwell Music Library Washington University ( St. Louis) Gaylord Music Library Wichita State University Music Library-School of Music Universities with enrollments of 15,000 to 25,000 FTE students Boston University University Library Eastern Michigan University University Library Florida State University Warren D. Allen Music Library Fresno State College Music Library-Fresno State College Library Georgia, University of University Library Harvard University Music Library Houston, U Diversity of U Diversity Library Louisiana State University University Library Miami, University of Music Library Nebraska, University of University Library North Carolina, University of Music Library North Texas State University Music Library Northern Illinois University Swen Franklin Parson Library Northwestern University Music Library Pittsburgh, University of Music Library Queens College (CUNY) Music Library Tennessee, University of Music Library-Dept. of Music Utah, University of University Library Western Michigan University Music Library Universities with enrollments of more than 25,000 FTE students California State College (Long Beach) University Library California, University at Los Angeles Music Library Colorado, University of Norlin Library Illinois, University of (Urbana) Music Library-School of Music Indiana, University of (Bloomington) School of Music Library Michigan, University of Music Library-School of Music Michigan State University Audio Library-Main Library Northeastern University Dodge Library San Francisco State College College Library Temple University University Library Texas, University of Music Library Toronto, University of Edward Johnson Music Library Washington, University of Music Library Wisconsin. University of Mills Music Library 124; J:he overall mean expenditure for music materials of all thirty-eight librar- ies responding was found to be $14,178. The median (i.e., one-4~1£ of . the re- spondents are above the figure, and pf!e-half . are below it) music materials budget for . libraries responding from Gropp . I was $6,000 (mean: $.6,094); Group II was $13,000 (mean: $13,361); Group III was $14,250 (mean·: $17,123). The overall median budget for music materials of all thirty-eight libraries was $10,750 ~ ( overall mean: $14,178). Mean and . Median FTE ,. Music Major Enrollments · · · · The mean number of music majors enrolled full-time was :Group I, 263; A Minimum Music Materials Budget I 113 TABLE 2 1969-70 UNIVERSITY LmRARY EXPENDITURES FOR Music MATERIALS School Average Budget for Music Materials Enrollments under 15,000 Library Book- Fund Budget A $ 2,500 $ 233,994 D 5,000 266,818 c 2,300 600,000 E 7,000 no response F 7,000 no response G 3,581 458,000 I 53,000 no response J 9,175 noresponse L 11,000 no response M 3,500 no response Percent of Book- Fund Budget Used for Music Materials 1.0 percent 1.8 " .38 " .78 Analysis: Omitting high and low responses, the mean budget for music materials equals $6,094.50. Enrollments of 15,000 to 25,000 0 $ 6,292 p 13,000 R 21,620 s 29,800 T 4,250 u 6,452 v 12,000 w 5,600 X 25,000 y 21,500 z 20,300 AA 23,400 BB 2,500 cc 15,000 DD 6,500 EE 5,500 FF 14,000 $ 285,261 no response 1,226,021 no response 521,426 266,942 no response 691,000 no response no response 621,660 850,000 450,000 no response no response 355,000 400,000 2.2 1.8 .81 2.4 .81 3.3 2.75 .56 1.5 1.5 percent , Analysis: Omitting high and low responses, the mean budget for music materials equals $13,360.93. Enrollments over 25,000 GG $37,000 HH 26,000 II 11,000 JJ 32,000 KK 24,000 MM 5,900 LL 17,213 NN no response 00 10,500 QQ 9,600 ss 14,250 TT 9,550 $ 750,000 1,534,932 no response no response no response 1,150,576 no response 400,000 338,782 no response 801,000 1,083,747 4.9 percent 1.7 " .51 " 3.0 , 1.8 " .88 Analysis: Omitting high and low responses, the mean budget for music $17,123.67. materials equals Group II, 327; Group III, 510. The over- all mean enrollment of music majors for the thirty-five universities represented by responses was 403 FTE music majors. The median number of music majors enrolled full-time was Group I, 247 (mean: 263); Group II, 310 (mean: 327); and Group III, 495 (mean: 150). The overall median enrollment for the thirty-five universities represented by re- 114 I College & Research Libraries • March 1971 sponses to the appropriate question was 330 music majors (overall mean: 403). University Library Music Material Ex- penditures per Music M a for One way to give more meaning to li- brary budget figures is to relate them to the number of clientele served in order to derive per-capita expenditure statis- tics. Table 3 gives the detailed break- down of mean music material expendi- tures per music major. The median library expenditure for music materials was (approximately), $28 per FTE music major (mean: $41), Group I; $31 (mean: $48), Group II; and $24 (mean: $31), Group III. The overall median library expenditure of the thirty-five libraries responding was about $26 per FTE music major (over- all mean: $36 per FTE music major). Rankings of Universities The 1969-70 rankings of the univer- sities responding as to numbers of music majors enrolled in the university, the li- brary's music materials budget, and the library's expenditure per FTE music ma- jor are given in Table 4. AN "IDEAL" MUSIC MATERIALS BUDGET FOR A UNIVERSITY LmRARY It is a difficult task to arrive at an "ideal" music materials budget for a uni- versity library. Such a budget would have to · have a~ its cornerstones a stan- dard list of scores, books about music, and phonorecords. Although many such lists have been published, they are rarely comprehensive, always out of date, and rarely ever selective enough for uni- versity music library collections. There- fore · a music materials budget based only on a standard list would build a music materials collection which would have all the aforementioned failings of the standard list itself. Furthermore, ev- ery university music department is unique in terms of curriculum directions and faculty qualifications and interest in various subject areas within the field of music. These unique features create variations in the needs and content of each music collection which defy stan- dardization. If, however, a standard list is taken as a comparative minimum guide to building a music collection, it can be of son1e use in building that collection. Thus, an "ideal" minimum music n1a- terials budget, derived from comparison with the clientele served and music ma- terials budgets of other university librar- ies which serve universities of similar FTE enrollments, could be used as a guide to the validity of music materials budget recommendations. This study has provided three such tentative models for use in evaluating the adequacy of music materials budg- ets. These models are based on a sample of the university libraries which contain music collections. Further studies are necessary to build more dependable models. These three models can be defined in two ways: ( 1) by using the mean and median music materials budgets of each enrollment group as comparative guides to the minimum effective materials budg- et needed for libraries in universities in that group; and ( 2) by using the mean and median university library expendi- tures per music major as comparative guides to the minimum effective library expenditure per music major necessary to support the primary users of those materials. Using the data from this study, the three models are: For libraries in Group I universities- Minimum annual music materials budg- et: $6,000 (median) to $6,094 (mean); music major enrollment: 274 students (median) to 263 students (mean); min- imum annual library expenditures per music major: $28 (median) to $41 (mean). A Minimum Music Materials Budget I 115 For libraries in Group II universities- Minimum annual music materials budg- et: $13,000 (median) to $13,361 (mean); music major enrollment: 310 students (median) to 327 students (mean); mini- mum annual library expenditures per music major: $31 (median) to $48 (mean). For libraries in Group III universities -Minimum annual music materials budget: $14,250 (median) to $17,123 (mean); music major enrollment: 495 students (median) to 510 students (mean); minimum annual library ex- penditures per music major: $24 (me- dian) to $31 (mean). CoNcLusroNs A Minimum Annual Library Expendi- ture for Music Materials The closely corresponding mean and median data from this study suggest that libraries in universities with enrollments under 15,000 students (Group I) should spend no less than $6,000 an- nually for music materials to support an ongoing music curriculum. A new mu- sic program would of course require a larger initial expenditure. Multiplying the median number of music majors en- rolled in Group I ( 27 4) by the median expenditure per music major ( $28), a higher annual music materials budget for this group of $7,765 is achieved. If one multiplies the mean number of mu- sic majors enrolled in Group I univer- sities ( 263 ) by the mean expenditure per music major ( $41), a still higher annual music materials budget of $10,- 728 is derived for the group. The closely corresponding mean and median data from this study for libraries in universities with enrollments of 15,000 to 25,000 students (Group II) suggest a minimum annual music materials budg- et of $13,000. However, multiplying the median number of music majors en- rolled in Group II ( 310) by the median expenditure per music major for this group ( $31 ) yields a lower figure of $9,687 for the minimum. annual music materials budget for this group. Multi- plying the mean number of music ma- jors enrolled in Group II universities ( 327) by the mean expenditure per mu- sic major for this group ( $48) yields a higher figure of $15,684 for the minimum annual music materials budget. In this group the $13,000 figure derived from the data is a middle figure rather than the lowest of the three possible as in Group I. The mean and median figures on music materials budgets of libraries in univer- sities with enrollments over, 25,000 do not closely correspond as in the Group I and Group II models. The median budget ( $14,250) is almost $3,000 less than the mean ( $17,123). Multiplying the median number of music majors en- rolled in Group III ( 495) by the median library expenditure per music major ( $24) yields an even smaller figure of $12,088. Applying the same procedure using mean data ( 510 music majors times $31 per music major) yields $15,713. It appears that a larger, more representative sample is needed in or- der to obtain a more stable model for Group III universities. The Relationship of Subiect M aior En- rollment to Library Expenditures for Subject Materials Accrediting agencies for the various academic subject areas take into con- sideration the holdings of the library and the funds to be spent by the library in continued support of that subject area. However, comparison of the 1969-70 li- brary music material expenditures and university music major enrollments with the models derived from our study sug- gests that some music departments in universities are overenrolled in relation to the amount of supportive funds which 116 I College & Research Libraries • March 1971 TABLE 3 1969-70 UNIVERSITY LIBRARY ExPENDITURES PER Music MAJOR School Average Budget for Music Materials Enrollments under 15,000 D $ 5,000 c 2,300 E 7,000 F 7.000 G 3,581 I 53.000 J 9,175 L 11,000 M 3,500 Enrollments of 15,000 to 25,000 0 $ 6,292 p 13,000 FTE Music Majors undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total undergraduate master's doctoral Total Library Expenditure per Music Major 129 122 73 324 $ 15.43 25 11 7 43 $ 53.49 485 20 0 505 $ 13.86 199 40 8 247 $ 28.34 140 35 0 175 $ 20.46 400 150 50 600 $ 88.33 128 27 0 155 $ 65.65 48 40 36 124 $ 88.71 300 10 0 310 $ 11.29 246 64 0 310 $ 20.30 450 300 (master's + doctoral ) 750 $ 17.33 A Minimum Music Materials Budget I 117 TABLE 3 (Continued) Average Budget for FTE Music Library Expenditure School Music Materials Majors per Music Major R 21,620 undergraduate 185 master's 37 doctoral 6 Total 228 $ 94.82 s 29,800 undergraduate 48 master's 43 (master's + doctoral) doctoral Total 91 $327.47 T 4,250 undergraduate 300 master's 30 doctoral 0 Total 330 $ 12.88 u 6,452 undergraduate 249 master's 40 doctoral 21 Total 310 $ 20.81 w 5,600 undergraduate 291 master's 54 doctoral 0 Total 345 $ 13.33 X 25,000 undergraduate 90 master's 60 doctoral 20 Total 170 $147.06 y 21,500 undergraduate 950 (Includes master's + master's doctoral students ) doctoral Total 950 $ 22.63 z 20,300 undergraduate 195 master's 20 doctoral 0 Total 215 $ 94.42 AA 23,400 undergraduate 345 master's 202 (master's + doctoral) doctoral Total 547 $ 42.78 BB 2,500 undergraduate 30 master's 25 doctoral 25 Total 80 $ 31.25 cc 15,000 undergraduate 200 master's 25 doctoral 12 Total 237 $ 63.29 EE 5,500 undergraduate 287 master's 75 doctoral 12 Total 374 $ 14.71 118 I College & Research Libraries • March 1971 TABLE 3 ( Continued) Average Budget for FTE Music Library Expenditure School Music Materials Majors per Music Major FF 14,000 undergraduate 332 master's 12 doctoral 0 Total 344 $ 40.70 Enrollments over 25,000 GG $37,000 undergraduate 241 master's 49 doctoral 0 Total 290 $127.59 HH 26,000 undergraduate 345 master's 83 doctoral 39 Total 467 $ 55.67 II 11,000 undergraduate 318 master's 67 ' doctoral 43 Total 428 $ 25.70 JJ 32,000 undergraduate 400 master's 250 (master's + doctoral) doctoral Total 650 $ 49.23 KK 24,000 undergraduate 1,002 master's 230 doctoral 240 Total 1,472 $ 16.30 MM 5,900 undergraduate 410 master's 61 doctoral 38 Total 509 $ 11.59 LL 17,213 undergraduate 600 master's llO doctoral 90 Total 800 $ 21.52 00 10,500 undergraduate 350 master's 80 doctoral 0 Total 430 $ 24.42 QQ 9,600 undergraduate 320 master's ll1 doctoral 64 Total 495 $ 19.39 A Minimum Music Materials Budget I 119 TABLE 3 ( Continued) School ss TT Average Budget for Music Materials 14,250 9,550 FTE Music Majors undergraduate master's doctoral Total undergraduate master's doctoral Total Library Expenditure per Music Major 189 70 51 310 $ 45.97 500 ( Includes master's + doctoral students ) 500 $ 19.10 Analysis: Enrollments under 15,000-Nine libraries responding to the appropriate questions. Omitting high and low exp enditure per music major, mean library expenditure per music major equals $40.79. Enrollments of 15,000 to 25,000-Fifteen libraries responding to the appropriate questions. Omit- ting high and low expenditures per music major, mean library expenditure per music major equals $47.96. Enrollments over 25,000: Eleven libraries responding to the appropriate questions. Omitting high and low expenditure per music major, mean library expenditure per music major equals $30.81. Overall Analysis-35 academic libraries out of 98 receiving questionnaires responded to the ap- propriate questions. Overall average library expenditure per music major equals $36.33. their library is receiving for music ma- terials. Fifteen of the thirty-five academ- ic libraries responding to the appropriate questions can be cited as examples. Four Group I libraries, six Group II libraries, and five Group III libraries fall into this category. Fourteen of the fifteen libraries are in universities whose music depart- ments are accredited by the National As- sociation of Schools of Music. (For spe- cific examples, see Table 3: libraries D, E, G, M, P, T, U, W, X, EE, KK, LL, MM, QQ, and TT.) Evidently in these cases accreditation by an accrediting agency also does not provide enough proof of the adequacy of library fund- ing to a given subject area. The Need for Library Statistical In- formation at the Subject Level The three model music materials budgets derived from this study repre- sent a very small part of the necessary continuing statistical analysis of subject areas represented in total budget re- quests of academic libraries. In the intra- university battle for the academic dol- lar, neither the reputation of the indi- vidual subject specialist nor accreditation by accrediting agencies are any longer evidence enough of the need for or ade- quacy of library materials in a given subject area. The comparative deriva- tion of models is only one way in which to furnish another sort of supportive evi- dence to library administrators. Another useful parameter of any given subject area's profile would be a continuing statistical view of use as a factor in- fluencing the need for duplicate copies within a subject area. There are many other sources of statistical evidence which could help to illuminate a budg- etary profile for subject areas in univer• sity libraries. More statistical knowledge on the part of subject specialists of their subject collection and increased coop- eration between these specialists for the development of a large data base are badly needed. 120 I College & Research Libraries • March 1971 TABLE 4 1969-70 RANKINGS OF UNIVERSITIES RESPONDING 1969-70FTE Rank University Music Majors Rank University 1 KK 1,472 1 I 2 y 950 2 GG 3 LL 800 3 JJ 4 p 750 4 s 5 JJ 650 5 HH 6 I 600 6 X 7 AA 547 7 KK 8 MM 509 8 AA 9 E 505 9 R 10 TT 500 10 y 11 QQ 495 11 z 12 HH 467 12 LL 13 00 430 13 cc 14 II 428 14 ss 15 EE 374 15 FF 16 w 345 16 p 17 FF 344 17 v 18 T 330 18 L 19 D 324 19 II 20 0 310 20 00 21 u 310 21 QQ 22 ss 310 22 TT 23 M 310 23 J 24 GG 290 24 F 25 F 247 25 E 26 cc 237 26 DD 27 R 228 27 u 28 z 215 28 0 29 G 175 29 MM 30 X 170 30 w 31 J 155 31 EE 32 L 124 32 D 33 s 91 33 T 34 BB 80 34 G 35 c 43 35 M 36 BB 37 A 38 c REFERENCES 1. Using the American Library Directory 1968/69, Directory of Special Libraries and Information Centers ( 1968 ed.), Directory of Music Research Libraries, A Preliminary Directory of Sound Re- 1969-70 1969-70 Library Music Expenditure Materials per Budget Rank University Music Major $53,000 1 s $327.47 37,000 2 X 147.06 32,000 3 GG 127.59 29,800 4 R 94.82 26,000 5 z 94.42 25,000 6 L 88.71 24,000 7 I 88.33 23,400 8 J 65.65 21,620 9 cc 63.29 21,500 10 HH 55.67 20,300 11 c 53.49 17,213 12 JJ 49.23 15,000 13 ss 45.97 14,250 14 AA 42.78 ·14,000 15 FF 40.70 13,000 16 BB 31.25 12,000 17 F 28.34 11,000 18 II 25.70 11,000 19 00 24.42 10,500 20 y 22.63 9,600 21 LL 21.52 9,550 22 u 20.81 9,175 23 G 20.46 7,000 24 0 20.30 7,000 25 QQ 19.39 6,500 26 TT 19.10 6,452 27 p 17.33 6,292 28 KK 16.30 5,900 29 D 15.43 5,600 30 EE 14.71 5,500 31 E 13.86 5,000 32 w 13.33 4,250 33 T 12.88 3,581 34 MM 11.59 3,500 35 M 11.29 2,500 2,500 2,300 cording Collections in the U.S. and Can- ada (ARSC), American Universities and Colleges (lOth ed.), and Opening Fall Enrollment in Higher Education: Part B-Institutional Data 1968 (U.S. Office of Education) as sources for addresses, university enrollment statistics, and li- brary music and phonorecord holdings.