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pdfNSF Scientific Collections Survey
March 2007
COLLECTIONS MANAGER SURVEY
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NSF Scientific Collections Survey
March 2007
A. BACKGROUND INFORMATION
In this section, we ask that you provide identifying and background information about your reporting unit.
A-1. Name and address of the reporting unit:
Street Address:
City, State, Zip:
Name of parent institution, if applicable:
Name, title, and address of the individual completing this survey:
Contact information for the individual completing this survey
Email:
Telephone:
A-2. Which of the following most closely describes your organization’s governance? (Mark just one.)
1.
Private for-profit organization
4.
State agency
2.
Private non-profit organization
5.
Local (county or municipal) agency
3.
4-year college or university
6.
Other
Please specify:
A-3. Which of the following most closely describes your organization's primary function or service? (Mark all that apply.)
1.
Archaeological repository
2.
Biological repository
3.
Environmental repository
4.
Medical research center
5.
Public museum or herbarium
6.
University or college museum or herbarium
7.
Living collection
(e.g., Nature center, zoo, aquarium, botanical garden)
8.
Regulatory agency
9.
Scientific research organization
10.
Other
Please specify:
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March 2007
B. REPORTING UNIT COLLECTIONS
In this section, we ask that you provide identifying and background information for your reporting unit's collections.
B-1. Using the table that follows, please indicate those categories in which you currently hold collections and whether Federal funding
fully or partially supports any collections in those categories: (Mark all that apply.)
Any receiving
NSF support?
Yes
We have a
(Check all
Proportion of Collections in Each Category Having Federal Support
collection(s)
in this category:
that apply)
More than
None
1 - 10% 11 - 20% 21 - 50% 51 -75%
75%
Past
Currently?
5 yrs?
1. Anthropology
2. Archaeology
3. Botany
4. Entomology
5. Ethnography
6. Geology and Mineralogy
7. Herpetology
8. Ichthyology
9. Invertebrate Paleontology
10. Invertebrate Zoology (Apart from Entomology)
11. Living Cell/Organismal Lines
12. Mammology
13. Microbiology
14. Ornithology
15. Paleobotany
16. Physical Anthropology
17. Vertebrate Paleontology
18. Other, please specify _________________
B-2. What is the geographic scope of the majority of objects in the collections that you manage? (Mark all that apply.)
1. Worldwide
5. Regional within the US
2. Regional (continental or oceanic)
6. Local within the US
3. National level in some non-US regions
7. Other, please specify: ______________
4. United States
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NSF Scientific Collections Survey
B-3. What percentage of your unit's collections represent "types"
not replicated in other repositories? (Mark just one)
1. None
2. 1 – 25%
3. 26 – 50%
4. 51 – 75%
5. 76 – 99%
6. 100%
7. Do not know
March 2007
Do any of these collections predate 1900?
Yes
No
Do any of these collections document taxonomic diversity?
Yes
No
Do any of these collections document unique geography?
Yes
No
B-4. Please estimate the size of the collections residing in your unit, using the categories provided below using the appropriate unit of measurement:
Living
Living
specimens ---specimens --Bulk
Individually
material
catalogued
(Record in (Record in
cubic feet)
items)
Living
specimens
Ancillary
collections
(Record in
items)
Living
specimens
Ancillary
collections
(Record in
cubic feet)
Living
specimens
Ancillary
collections
(Record in
linear feet)
1. Anthropology
2. Archaeology
3. Botany
4. Entomology
5. Ethnography
6. Geology and Mineralogy
7. Herpetology
8. Ichthyology
9. Invertebrate Paleontology
10. Invertebrate Zoology (Apart from Entomology)
11. Living Cell/Organismal Lines
12. Mammology
13. Microbiology
14. Ornithology
15. Paleobotany
16. Physical Anthropology
17. Vertebrate Paleontology
18. Other, please specify _________________
NOTE: Column headings will appear as a drop-down menu to provide respondents with the opportunity to select the appropriate measurement unit.
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B-5. Please identify any new types of objects or new types of object preservation that either have been introduced into your unit's collections
or have experienced significant growth since 2000. (Mark all that apply.)
1. DNA total extracts
2. DNA libraries
3. Frozen/dried lyophilized specimens
4. Other, please specify ______________
B-6. Since 2000, has the size of the unit's collections changed through acquisitioning and/or deaccessioning specimens? (Mark only one.)
No change
1.
Rapid expansion – more than 5% per year of net growth
2.
Moderate expansion – from 1-5% per year of net growth
3.
Steady-state
4.
Moderate reduction – from 1-5% per year of net shrinkage
5.
Rapid reduction – more than 5% per year of net shrinkage
[Skip to B-8]
B-7. Which of the following processes were responsible for the recent changes in your reporting unit's collections?(Mark all that apply.)
1.
Collections made by research staff and students
6.
Changes in the structure of the institution
2.
Collections made by research staff
at other organizations
7.
Changes in the leadership of the institution
8.
Changes in the mission of the institution
3.
Changes in funding level
9.
4.
Changes in staffing level
Changes in organizational policies,
regulations or laws
5.
Changes in space allocation
10.
Donations, including orphaned collections
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B-8. What are the projections for future changes in size of the unit's collections? (Mark only one.)
1.
The present rate of increase (or decrease) will speed up over the next 5 years.
2.
The present rate of increase (or decrease) will continue.
3.
The present rate of increase (or decrease) will slow down over the next 5 years.
B-9. Has your unit received or given away any "orphaned" collections, that is, no longer wanted by another organization since 2000?
Orphaned collections are those of significant size or scope that have been deaccessioned by your institution or
another instituiton.
(Mark all that apply and please indicate whether any were Federally owned.)
1.
We have received an orphaned collection which is now incorporated as part of our other collections.
2.
We have received an orphaned collection but it remains in our backlog and/or remains
to be incorporated into our other collections
3.
No, we have not received any orphaned collections since 2000.
4.
We have given away an orphaned collection since 2000.
B-10. Has your unit received or made any long-term loans of significant size or scope since 2000?
(Mark all that apply and please indicate whether any were Federally owned.)
1.
We have received a long-term loan that has been incorporated into our collection.
2.
We have received a long-term loan since 2000 that is part of our backlog.
3.
No, we have not received any long-term loans since 2000.
4.
We have made a long-term loan since 2000.
Check here
if any were
Federally
owned:
Check here
if any were
Federally
owned:
`
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March 2007
C. STAFFING
In this section, we ask that you provide information regarding the staff responsible for collections within your reporting unit.
This would include curators, collections managers, technicians, and other support staff with responsibilities for collections.
C-1. What is the current staffing associated with collections in your unit? (Mark all that apply.)
Number of Staff (in FTEs)
Less
than 1
1 to 2
3 to 5
6 to 10
More than
11 to 20 21 to 30
30
Please estimate
the total number
of students in
each category
in 2006.
1.Number of permanent full-time paid staff
2.Number of permanent part-time paid staff
3. Number of temporary full-time paid staff
(i.e., paid on grants or hired for fixed terms)
4. Number of temporary part-time paid staff
5. Number of full-time volunteers
6. Number of part-time volunteers.
C-2. In general, is the current collections staff able to meet the operational needs of the unit? (Mark just one.)
1.
Yes, the current staff can handle routine activities and maintenance of the collections
2.
No, the current staff cannot handle routine activities and maintenance of the collections
3.
Do not know
C-3. How would you characterize the size of your unit's collections staff over the past five years? (Mark just one.)
1.
Staff is increasing and new hires have been added
2.
Staffing is stable and vacancies are filled routinely
3.
Staffing is declining due to attrition and elimination of positions
4.
Staffing has been reduced through layoffs and elimination of positions
5.
Don't know
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C-4. How do you view the outlook for collection staffing levels over the next 5 years? (Mark just one.)
1. We expect to add new staff positions.
2. We expect to be able to fill vacancies as they arise.
3. We expect to lose positions as people move or retire.
4. We expect to lay off staff and eliminate positions.
C-5. Which of the following are the most important challenges related to current and future staffing: (Mark all that apply.)
1. Finding qualified applicants for staff positions
2. Retaining qualified staff members
3. Providing training for basic collection activities
4. Attracting staff with expertise in collection informatics
D. COLLECTIONS FUNDING
In this section, we ask that you provide information regarding your collections funding.
D-1. If you received Federal support for collection operations, maintenance and/or improvement, please indicate which of the following
Federal agencies provided such support since 2000: (Check all that apply):
9. National Institute of Standards and Technology
1. National Science Foundation
10. Other agencies of the Department of Commerce
2. National Institutes of Health
11. National Aeronautics and Space Administration
3. Other agencies in the Department
of Health and Human Services
12. Department of Energy
4. US Department of Agriculture
13. Department of Defense
5. US Geological Survey
14. Department of Homeland Security
6. National Park Service
15. Institute of Museum and Library Services
7. Other agencies of the Department of the Interior
16. National Endowment for the Arts
8. National Oceanic and Atmospheric Administration
17. National Endowment for the Humanities
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March 2007
D-2. Considering all sources of funding, how do you view the outlook for support of your collections in the next 5 years? (Mark just one.):
1.We expect significant increases in funding.
2. We expect steady growth in funding, above inflationary increases.
3. We expect stable funding that will cover inflationary increases.
4.We expect our funding to erode from inflation or decrease slightly in real terms.
5. We expect significant funding cuts.
6. Don't know.
D-3. Are you planning any significant increases or decreases in funding from any of the following sources? (Mark all that apply)
Expect
Increase
1.
Endowment
2.
Federal grants and contracts
3.
State government grants and contracts
4.
County or municipal grants and contracts
5.
Industrial grants and contracts
6.
Private gifts and grants
7.
Individual donors
8.
Other sources
Please specify:
Expect
Decrease
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E. FACILITIES
In this section, we ask that you provide information on the building(s) in which your collections are stored and the associated building systems.
E-1. Please select the most appropriate description of the amount of space allocated to your collections from the list below. (Mark just one.)
1. Our current space allocation provides for at least 5 years of projected growth.
2. Our current space allocation will be adequate for the next few years.
3. Our current space allocation is barely adequate.
We will need additional space and/or renovations to increase capacity as soon as possible.
4. Our current space allocation is inadequate. We have needed additional capacity for years.
E-2. For those collections with inadequate space allocations , indicate areas of MAJOR needs: (Mark all that apply.)
1. Renovation of current on-site storage facilities to increase capacity
2. Installation of higher-density on-site storage systems
3. Construction of additional on-site storage facilities
4. Renovation of current off-site storage facilities to increase capacity
5. Installation of higher-density off-site storage systems
6. Construction of additional off-site storage facilities
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E-3. Please indicate the adequacy of your collections storage facilities using the table below: (Mark all that apply.)
Proportion of Collections
More
Less than
5%
5 to
10%
11 to
25 %
26 to
50 %
These collection areas and/or building systems were constructed or renovated within the past 5 years.
These collection areas and/or building systems are satisfactory and the objects housed therein are being
preserved according to community standards.
The objects in these collection areas are accessible but they are deteriorating due to inadequate facilities
and/or building systems (HVAC, plumbing, etc.)
The objects in these collection areas are inaccessible and are deteriorating due to unacceptable facilities
and/or building systems.
E-4. For those collections housed in areas with inadequate or unacceptable conditions , indicate areas of MAJOR needs (Mark all that apply):
1. Renovation or replacement of buildings
2. Replacement or upgrading of heating
and ventilation systems
3. Installation, replacement or upgrading of air conditioning
4. Installation, replacement or upgrading of humidity controls
5. Correction of lighting problems
6. Fire safety
11
than
Half
NSF Scientific Collections Survey
March 2007
E-5. Please indicate the quality of your collections storage systems using the table below. (Mark all that apply.)
Proportion of Collections
More
Less than
5%
5 to
10%
11 to
25 %
26 to
50 %
These collections are housed in storage systems that were installed or upgraded within
the past 5 years. They represent best practices.
These collection areas are housed in satisfactory storage systems. The objects in these
collections are fully accessible and are being preserved according to community standards.
The objects in these collection areas are accessible but they
are deteriorating due to outdated and/or poorly maintained storage systems.
The objects in these collection areas are inaccessible and are deteriorating due
to unacceptable storage systems.
12
than
Half
NSF Scientific Collections Survey
March 2007
E-6. Please describe the curation and preservation practices associated with your collections using the table below. (Mark all that apply.)
Proportion of Collections
More
Less than
5%
5 to
10%
11 to
25 %
26 to
50 %
These collections are properly labeled, documented and cataloged, and they are preserved
with appropriate materials.
These collection areas are cataloged but their labeling and preservation materials are not optimal.
They are accessible but their scientific value is diminished by their level of curation/preservation.
These collections have been cataloged but their labeling and preservation materials are unacceptable.
They lack important specimen data (locality, taxonomic name) and they are preserved with
substandard materials that are causing damage to them.
These collections have not been unpacked and/or cataloged, and they are
therefore inaccessible due to lack of curation.
F. Ancillary Materials
In this section, we ask you to provide information on the ancillary materials associated with your main collection.
F-1. Please estimate the size of your ancillary materials collections using one or more of the following measures:
(e.g., catalogs, archival information, images, maps, recordings)
1.
Individually cataloged items (e.g., recordings)
2.
Linear feet of shelf space
3.
Cubic feet of storage areas
13
than
Half
NSF Scientific Collections Survey
March 2007
F-2. Please indicate the quality of the storage systems for ancillary materials using the table below. (Mark all that apply.)
Proportion of Ancillary Materials
More
Less than
5%
5 to
10%
11 to
25 %
26 to
50 %
than
Half
These ancillary materials are housed in storage systems that were installed or upgraded within
the past 5 years.
These ancillary materials are housed in satisfactory storage systems. The objects in these
collections are fully accessible and are being preserved according to community standards.
These ancillary materials are accessible but they
are deteriorating due to outdated and/or poorly maintained storage systems.
The ancillary materials areas are inaccessible and are deteriorating due
to unacceptable storage systems.
F-3. Please describe the curation and preservation practices associated with your ancillary materials using the table below. (Mark all that apply.)
Proportion of Ancillary Materials
More
Less than
5%
5 to
10%
11 to
25 %
26 to
50 %
Ancillary materials are properly labeled, documented and cataloged, and they are preserved
with appropriate materials.
Ancillary materials areas are cataloged but their labeling and preservation materials are not optimal.
They are accessible but their scientific value is diminished by their level of curation/preservation.
Ancillary materials have been cataloged but their labeling and preservation materials are unacceptable.
They lack important data (provenance, dates) and they are preserved with
substandard materials that are causing damage to them.
Ancillary materials have not been unpacked and/or cataloged, and they are
therefore inaccessible due to lack of curation. Their current state of preservation
could be causing them damage.
14
than
Half
NSF Scientific Collections Survey
March 2007
G. USES AND USERS
In this section, we ask that you provide information on professionals who make visits to your institution and borrow materials for various purposes.
In your responses, do not include visitors to exhibit areas or educational departments.
G-1. What is the primary purpose of the collection? (Mark all that apply.)
1.
Basic research
7.
Conservation
2.
Biomedical research
8.
Trade and/or economic development
3.
Agriculture and food safety
9.
Homeland security
4.
Public health
10.
Environmental monitoring
5.
Public safety
11.
Applied research in other disciplines
6.
Education
12. Other, please specify: ________________
G-2. Who are the primary users of the collection? (Mark all that apply.)
1.
Intramural research staff
7.
Researchers from State/local agencies
2.
Intramural students
8.
Researchers from non-profit organizations
3.
Research staff from other US organizations
9.
Regulatory agencies
4.
Students from other US organizations
10. Government / policy administrators
5.
Researchers and/or students from non-US organizations
11. Commercial entities
6.
Researchers from Federal agencies
12. General public
13. Other, please specify ______________
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G-3. Since 2000, has the collection attracted any new categories of users? (Mark just one.)
No
Yes
Please explain:
H. ACCESSIBILITY OF THE COLLECTION
In this section we ask that you provide information on the availability of your collections, their related data, and their ancillary collections.
H-1. Please estimate the proportion of your collections that are physically accessible to professional visitors,
as opposed to collections that are in unprocessed backlogs or are in inaccessible storage areas: (Mark just one.)
None of our collections are physically accessible
26 to 50% of our collections
Less than 5% of our collections
51 to 75% of our collections
6 to 25% of our collections
76 to 99% of our collections
100% of our collections
H-2. For those collections that are physically inaccessible, indicate the areas of MAJOR need. (Mark all that apply)
1.
Additional on-site storage area
5.
Renovation of off-site storage systems
2.
Renovation of on-site storage systems
6.
Additional off-site storage systems
3.
Additional on-site storage systems
7.
Improvement of environmental controls
for temperature, humidity, light
4.
Additional off-site storage area
8.
Additional staff to process backlog
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H-3. Please estimate the proportion of your ancillary materials collections that are physically accessible to professional visitors,
as opposed to collections that are in unprocessed backlogs or are in inaccessible storage areas:
None of our ancillary materials are physically accessible
26 to 50% of our ancillary materials
Less than 5% of our ancillary materials
51 to 75% of our ancillary materials
6 to 25% of our ancillary materials
76 to 99% of our ancillary materials
100% of our ancillary materials
H-4. Using the table that follows, please estimate the proportion of your collections that are cataloged and/or available online: (Mark all that apply.)
Proportion of Collections
1 to
6 to
None
5%
10%
11 to
25%
26 to
50%
51 to
75%
76 to
99 % 100 %
Cataloged.
Computerized database, not on the Web.
Computerized database is accessible on the Web
Represented by digital images on the Web
Represented by scientific data in addition to catalog data on the Web
(e.g., measurements, chemical composition, other properties)
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March 2007
H-5. Using the table below, please estimate the proportion of your collections that will be cataloged and/or made available online in the next 5 years:
(Mark all that apply.)
Proportion of Collections
1 to
6 to
None
5%
10%
11 to
25%
26 to
50%
51 to
75%
76 to
99 % 100 %
Cataloged.
Computerized database, not on the Web.
Computerized database is accessible on the Web
Represented by digital images on the Web
Represented by scientific data in addition to catalog data on the Web
(e.g., measurements, chemical composition, other properties)
I. INTELLECTUAL PROPERTY RIGHTS
In this section, we ask that you provide information about your unit's policies and practices relative to intellectual property rights.
I-1. To what degree does your unit assert its ownership of intellectual property rights associated with objects in the collection?
(Mark all that apply.)
1. All qualified visiting researchers, students, and borrowers of material are free to publish their observations,
analyses, images, and to use other derived benefits of the collection without restriction or repayment.
2. Users/borrowers of specimens must provide copies of all published material related to the collection.
3. All uses of the collection must be acknowledged in publication.
4. Material derived from borrowed specimens (e.g., DNA extracts) may not be lent to a third party.
5. Other restrictions apply to the use of intellectual property associated with the collection’s specimens
6. Other, please specify:
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March 2007
I-2. Does your unit have a written policy regarding intellectual property rights for non commercial uses? (Mark just one)
No
Yes
If yes, when was it updated?
J. ANALYTIC INSTRUMENTATION
In this section, we ask that you provide information about analytical instruments and capabilities directly associated with your unit's collections.
Your responses to the following questions should reflect only those instrument capabilities that are co-located with the collections,
belong to the organization, and are available to professional visitors and students to the collection.
J-1. Please identify any specialized analytical instruments associated with your institution's collections
that you have or plan on acquiring in the next 5 years: (Mark all that apply.)
None
(Thank you. This concludes the survey)
Currently
Have
or
Plan on
Acquiring
Dedicated
to
Collections
Activities
or
Part of
a Multi-User
Facilty
Digital imaging equipment
Specialized microscopes
(SEM, TEM, optical)
DNA sequencers
X-ray machines
Other, please specify ___________
J-2. Please indicate who may use your institution's specialized analytical instruments: (Mark all that apply.) .
1.
The instruments are used only by the research staff of the reporting unit
2.
The instrument(s) are available to qualified visitors, including students, without charge
3.
The instrument(s) are available to qualified visitors, including students,
and we charge only for consumable supplies that they use.
4.
The instrument(s) are available to qualified visitors, including students,
and we charge them a user's fee (e.g. hourly,daily) and for consumable supplies that they use
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This completes the survey. Thank you for participating!
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| File Type | application/pdf |
| File Title | NSF Collections Manager Questionnaire w_pages ok.xls |
| File Modified | 2007-03-19 |
| File Created | 2007-03-19 |