Aaron Cohen Associates Ltd
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Croton-on-Hudson, NY 10520
Tel: (914) 271-8170
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E-mail: aca2011@acohen.com
Homepage: http://www.acohen.com
UNIVERSITY OF TEXAS
PROJECT PLANNING & FACILITY CONSULTING
November 9, 2011
PROJECT PLANNING & FACILITY CONSULTING
UNIVERSITY of TEXAS LIBRARIES
TABLE OF CONTENTS
INTRODUCTION ............................................................................................................................................................ 2
Approach .................................................................................................................................................................. 2
Observations ............................................................................................................................................................ 2
Perry-Castañeda Library (PCL) ............................................................................................................................ 3
Qualitative Building and Space Review ..................................................................................................................4
Long Term Strategies .............................................................................................................................................. 5
Evaluation of Physical Constraints to Improve the Library Service ...................................................................... 6
Strategies for Library Space Allocation .................................................................................................................. 7
Recommendations - Library Planning Process ...................................................................................................... 8
Overview of Methodology ..................................................................................................................................... 9
Strategic Projects/Initiatives ................................................................................................................................. 10
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INTRODUCTION
Approach
This document outlines our approach for a master plan of the academic libraries at the University of
Texas. It also includes a site visit and review of the design of the University of Texas, PerryCastañeda Library (PCL). The brief reflects the long-term facilities planning and the optimization of
scholarly resources at the University of Texas.
We believe a study to help determine the physical location, operational capabilities and tangible assets available for scholarly research is a recurrent process. This document was developed to gain an
understanding of the overall process and approach.
The academic library / facility planning process involved the following:
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A review of library services, collections and functional components.
An understanding of the culture and environment at the University of Texas.
Roundtable meetings with the Vice Provost and Director of the University of Texas
Libraries, Associate Director for User Services, Associate Director of Tech Services,
Associate Director for Digital Services, Strategic Planning Team, Librarians and key
professional Library Staff.
A roundtable meeting process that included observations of consultants and library
staff.
Review of existing conditions.
Observations
This report underlines the necessity to address the physical library needs at the University of Texas.
To clarify our library planning strategies, we find it useful to characterize them in a simple statement
with three components that all the strategies share.
Successful library master planning strategies (1) reduce costs by modifying existing building contents
and (2) spend money on things users understand, (3) create safe and productive spaces for students
to succeed.
This definition yields five types of successful strategies that the UT libraries can pursue.
1. Reduce the cost of library renovations.
2. Increase willingness to enhance quiet study space on campus.
3. Reduce cost by defining and redefining the Libraries buildings (quiet, collaborative, group, collections, staff, etc.).
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UNIVERSITY of TEXAS LIBRARIES
4. Increase willingness to strengthen the libraries role as a study space on campus where students
can maximize their productivity.
5. Direct the campus to accessible collaborative, meeting and special event space on campus.
Perry-Castañeda Library (PCL)
The Perry-Castañeda Library (PCL) is in an excellent location on campus. It is adjacent to the teaching
center and across the street from the business school. It is near one of the largest dormitories on
campus and close to the AT&T conference center. The Library was built in the 1970’s and has not undergone a major renovation in the last thirty-five years.
In the future, the Perry-Castañeda Library building will no
longer feature a rigid fixed design. It will evolve into a series of changeable flexible environments, each of which
can be reshaped to respond to the needs of a diverse
student body and faculty – diverse not only in terms of
ethnicity and age, but also in terms of resource needs for
disciplines pursued. It is expected that, by 2030, new
types of electronic tools most of us have not thought
about today will become important characteristics of the
University of Texas Libraries. According to Elaine Cohen,
President of Aaron Cohen Associates LTD (ACA):
University libraries are and will always be the magnet of critical thinking on campus. The culture of learning has always leaned on the library for support. Over the last twenty years, for example, access
points have changed from person to person reference questions to
24/7 mobile reference. Indeed, digital services promise to make the library an extension of research and scholarly learning from home, the
office – anywhere. At the same time collaborative space for study
groups, learning commons and quiet learning labs will continue to
exert pressure on how library space is designed1.
The acceleration of electronic collections (e-resources) and
expansion of bibliographic instruction (information literacy)
is a trend we have been following closely for a couple of
years. Our challenge is to integrate these changes into a
functional library program. The Library’s users (student’s)
study habits are moving away from print material use and
into electronic discovery. Consequently, this provides many
opportunities for the library staff to experiment with space
allocation, planning and design.
1
Cohen, Elaine, “Comments about the Future of Academic Libraries,” Jan 2011.
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Recently, the Library engaged in a strategic planning process that identified 21 issues. The Library
identified that the optimization of physical facilities is a critical issue. Maintenance and operations
costs are almost 1M per year and 180K is spent on buildings and equipment annually. In fact, 27% of
the overall budget is dedicated to library staff and its support to physical services. A closer look indicates that 14% of the budget is allocated for circulation and re-shelving functions. All in all, the optimization of physical space has a big impact on the University Libraries.
Encouragingly, the buildings have a distinctive value to
the campus. The library provides spaces for students to
study both in quiet and active environments. It provides
access to all scholarly resources in either physical or electronic format. The libraries ensure that all computers
available for students, faculty, and staff to use can display or otherwise access all content in the catalog.
Qualitative Building and Space Review
During the qualitative building and space review, we held interviews with staff and toured the PCL,
Life Sciences Library and the Architecture Library. We strategized about the need for collaborative
study space. The library staff reflected on the way students do research in the Library. For example,
the time students must spend to learn how to maneuver various electronic databases to get to a relevant article or the time it takes to start a paper were topics of the planning discussion.
The qualitative building and space review discovered that
the PCL is divided into a series of horizontal silos. The bottom or ground floor includes two instruction rooms, staff
areas, maps and microfilm collections. The 2nd floor (which
is the entry level from the street) includes a series of seating areas including the old periodical seating area and a
large information commons with computer seating in various forms. The area is packed with students, accessing
their email, the internet and learning management software. There is a café located near the entrance that is
separate from the Library entrance.
Since most students are not reliant on the Library’s print collections for all their research needs, they
often bypass the Library’s print collections for research. Instead they gather on the 2nd floor to access electronic resources, work in groups and study. Students who need quiet study find the 6th
floor, while collaborative study is encouraged on the 5th floor. Additional opportunities on the
ground floor and the second floor can be created.
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The qualitative building and space review indicated that the Library’s collection is being realigned,
opening up space for additional quiet seating with access to table-mounted electrical outlets on the
6th floor. This is a cost effective strategy to improve the Library within existing budgets.
Long Term Strategies
Our site visit strived to uncover long-term strategies as well as quick fixes. We discussed how the
campus is investing in learning spaces for the engineering and the liberal arts departments. We
agreed that the University Libraries need to provide multi-functional spaces including showcases,
lectures, performances, conversations/collaborations, group study and public/private partnerships
events as well as quiet and active study areas.
Our meetings attempted to find ways to realign existing
space with little or no cost. We reflected on the University President’s strategy to infuse the freshman signature
courses into the Life Sciences library in the UT tower. We
brainstormed a new strategy to increase undergraduate
study space in the Life Sciences Library. This strategy
would incorporate existing space for undergraduate
studies.
Our planning meetings also examined how adjacent
space in front of the PCL could be realigned. We discussed a design concept that would allow the library to
adapt over time. We identified a concept that would
create a pavilion or showcase space in front or around
the PCL.
The following concepts were discussed:
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A cost-effective plan to improve the plaza would enhance the site as well as the Library’s first
floor interior.
One staff member commented that the Dallas airport and its tent structure created a beautiful ambiance. This could be a simple design concept to explore.
The group agreed that the PCL can be used to increase opportunities to showcase the University’s talent; business, science, engineering, liberal arts, and honors students across all
disciplines.
The showcase concept would strive to educate the campus about the Libraries’ electronic resources, equipment, scholarship, events and partnerships.
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Evaluation of Physical Constraints to Improve the Library Service
The overall campus footprint of the University Libraries is a unique challenge. Each of the University
Libraries is relevant to their pedagogy, users and location on campus. The optimization of library
spaces is critical to improve overall services. In fact, the Fine Arts, , Architecture, and Life Science libraries have beautiful spaces for academic study and reflection. They include examples of innovative
and traditional library service models.
The Life Sciences library is a unique setting, located near
undergraduate classrooms and in the UT tower. It is in a
central location with historic high ceilings that enhance
the spatial environment. The spacious study spaces enhance the Libraries’ standing on campus. It is a one-of-akind space that students, researchers and faculty remember when they think of their time at the University of Texas. We believe the physical constraints of the tower can
be used to improve undergraduate study space.
The PCL holds the largest number of seats (2,933). It is a
multifaceted building with 451,637 square feet, holding
69% of the general Libraries’ overall square footage on
campus. Obviously, the PCL provides the most opportunities for improvement and the biggest “bang for the
buck” in terms of investments.
An efficient plan that identifies the square footage allocation of the collections, seating and staff areas will enable UT to open up space. This would increase opportunities remove physical constraints
and make the library more relevant to Business, Engineering, Science and Liberal Arts undergraduate
and graduate students.
To accommodate the evolution of services, the constraints on student seating must be addressed.
An improvement plan of the PCL can:
 Improve research seating and collaborative (group) study areas.
 Improve and enhance electronic access capabilities.
 Increase student demand for study space in the Library2.
 Improve the relationship between the Library and faculty/researcher.
2
Axtman, Peter, “Library Renovations Draw More Students,” Daily Collegian, University of Massachusetts,
Amherst, May 20, 2007.
http://media.www.dailycollegian.com/media/storage/paper874/news/2007/05/10/News/Library.
Renovations.Draw.More.Students-2898823.shtml
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Increase the usage and the return on investment of electronic/scholarly resources.
Increase the quality of education.
Compared to the existing PCL, renovated spaces can:
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Increase student access to high tech environments. Areas that are modeled on electronic skills and information literacy research might include:
o Productivity Support (Copy Area, Scanning, Reproduction, Print Services).
o Reference Desk/Help Desk Hub (one stop shop – e-resources and technology Q & A).
Integrate the entrance with new showcase environment.
Provide collaborative spaces to support group study.
Provide new furniture to support mobile technologies (tablets, laptops, cell phones,
etc.).
Provide multifunction space - for example, two adjacent spaces that can also function as
collaborative/flexible classrooms or event space.
In the future, Library spaces will be substantially more user-centered than they are now. The building
projects will feature an efficient spatial environment that improves the natural flow to library resources. For example, open seating along the window walls will increase the natural light with good
UV control coming from energy-saving windows. The user seats will include flexible paneling with
high-tech equipment.
Strategies for Library Space Allocation
Since the overwhelming majority of libraries on campus will not change their footprint, print materials will not disappear off campus. A portion of today’s library collection will remain in print format for
the foreseeable future. However, the change from print to digital will continue unabated, increasing
the opportunities to perform more accurate and efficient scholarly research. We believe that the library needs to develop a working definition for a Physical + Virtual Library; a concept that will improve the social identity of the institution.
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Recommendations - Library Planning Process
Aaron Cohen Associates LTD (ACA) recommends a pre-planning / programming effort to assess the
University of Texas Libraries’ functions including their seating, collections and staff spaces. Our team
will develop profiles for the Perry-Castañeda Library. We will also explore program strategies to improve the Undergraduate Signature Program in the Life Sciences Library.
The overall process will include extensive staff and faculty input. The students will be asked to participate in focus groups. Their input will allow our team to develop an understanding their needs. Together we will explore ways to enhance the Library’s relevance on campus.
For each floor of the PCL, the study will address:
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Objectives
Measurements
Location
Project fit
Preliminary cost
Sequence
Action schedule
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Overview of Methodology
INNOVATION
FLEXIBILITY
OBSERVATION
STRUCTURE
RIGID
Variety of seating,
collections and
staffing options
UNDERSTAND
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Review of building layout in
CAD, Walls, Systems, Plug-in’s.
GIVENS
Community Input:
Acoustics/sound/
performance of
spaces, priority list.
VISUALIZE
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Physical + Virtual Library
- Collaborative
- Group
- Open Seating
- Individual
Block Design Concepts,
- Collection
Summary Building Pro- Services
gram. Test Open Space,
Semi Enclosed, Formal
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Strategic Projects/Initiatives
In order to develop planning guidelines for long and short term project, it is necessary to evaluate:
 Collections
 Staff/operations
 Users – students and faculty
 Facilities.
1.
Collections
 Print
 Reference
 Bound Periodical Collection
 General Collection
 Special Collection
 Microforms
 Non-Print
 Audio books
 Audio-visual materials
 E-books & e-resources
 Databases
 Open-access content
2. Staff/Operations
 Access Services – Circulation
 Inter-Library Loan
 Reference Service
 Operations – Technical Services
 Media Services
 Faculty Resources
 Curriculum Library
 Special Collection/Preservation
 Information Technology
 Administration
3. Users – Students & Faculty
 Learning Commons
 Individual Study Rooms
 Group Study Rooms
 Computer Workstations
 Lounge Seating
 Café
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Extended-Hours Study
Digital Lab
Computer Lab
Visualization Lab
Media Commons
4. Facilities
 Built Form
 Fire safety and egress
 Size/area
 Configuration
 Volume
 Site
 Flow/Movement
 Entrance
 Café
 Natural movement
 Security
 Image
 Place
 After-hours study
 Learning spaces-user seating
 Individual and group seating
 Equipment (computer) dedicated
 Group study rooms
 Laboratories
 Collection
 Collection storage
 Print shelving
 Non-print shelving
 Comfort
 Lighting
 Cooling
 Acoustics
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