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FAQ: Preparing the Depository Self-Study

When is a good time to start the self-study for my library? I just received a letter from GPO indicating I have to submit the self-study. What should I do first? The self-study says to attach the documents collection development policy as well as access policies. Where can I get guidelines on writing these policies? Is there a formula for writing a good self-study report? I'd like to see some sample self-studies. Are there any available on the Web? How long is the typical self-study? What if I'm not sure how to answer a question? I'm still feeling a little apprehensive about the self-study. Is there something else I can do? Is it possible to get an extension on the due date for my self-study? Where can I read more information about writing the depository self-study?

Q:  When is a good time to start the self-study for my library? A:  You do not have to wait for a letter from GPO to begin the self-study process. You can start a self-study at any time, but it is not a task that can be left to the last minute. Because the self-study report documents depository policies and practices, it can be beneficial as a management tool or a valuable learning mechanism for librarians recently appointed as the documents coordinator. If you keep these basic documents current, you'll save yourself some stress while preparing the self-study itself. Q:  I just received a letter from GPO indicating I have to submit the self-study. What should I do first? A:  Do not procrastinate! Download the latest version of the self-study template from the FDLP web site. Read it carefully and familiarize yourself with the information asked for. Next, review your procedures and written policies. This is a good time to revise them if necessary. If you do not have access, collection development, binding, replacement, Internet use, and service for electronic formats policies in place, formulate them. When you submit your self-study report you will have to attach copies of these documents. Q:  The self-study says to attach the documents collection development policy as well as access policies. Where can I get guidelines on writing these policies? A:  Here's a list of the required attachments with web addresses for further information: Collection development policy http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/coldev.html Public access to depository http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/instruct.html#7 Public service policy for government information in electronic formats http://www.access.gpo.gov/su_docs/fdlp/mgt/pseguide.html FDLP Internet use policy http://www.access.gpo.gov/su_docs/fdlp/mgt/iupolicy.html Relevant pages of your procedures manual. Q:  Is there a formula for writing a good self-study report? A:  The formula for producing a good self-study involves four elements: Write for your audience: the GPO inspection team. Because the inspectors have worked in depository libraries, they will recognize good management techniques as well as attempts to obfuscate. Remember the purpose of the self-study: to describe the depository operations in your library. Your answers should create a snapshot of the documents operation in your library. Answer the question that is asked. Write answers that are clear, concise, and consistent. Q:  I'd like to see some sample self-studies. Are there any available on the Web? A:  Yes. Samples of depository self-studies are available from the ALA GODORT Handout Exchange at http://www.lib.mich.edu/libhome/Documents.center/godort/selfstud.htm. However, you should remember that these samples are just that: samples. Based on the depository operations in your own library, you must decide how best to answer the questions and present your report. You shouldn't slavishly follow these samples. Q:  How long is the typical self-study? A:  Though each library is different, the typical self-study is 20 to 25 pages with an additional 10 pages of attachments. However, the larger and more complex the depository operation in your library, the longer your report will be. Q:  What if I'm not sure how to answer a question? A:  Contact your regional depository librarian or any of the GPO inspectors. They can provide clarification of the question as well as help relate the question to your specific situation. Contact the GPO Inspection team at 202-512-1119 or by e-mail: Robin Haun-Mohamed, Chief, Library Division  [rhaun-mohamed@gpo.gov] Kathy Brazee, Depository Inspector  [kbrazee@gpo.gov] Regina Koo, Depository Inspector  [rkoo@gpo.gov] Linda M. Resler, Depository Inspector  [lresler@gpo.gov ] Walter Zoller, Depository Inspector  [wzoller@gpo.gov] Q:  I'm still feeling a little apprehensive about the self-study. Is there something else I can do? A:  Talk with your regional depository librarian as well as other depository librarians in your area. GPO usually requests self-studies from all depositories in a state at the same time. Therefore your colleagues in other libraries in the state are also writing self-studies. You may find collaboration with other librarians useful as you write your report. In addition, your regional librarian may arrange a meeting to discuss writing the self-study. Finally, e-mail is a good way to share ideas with other librarians who are writing the self-study. Q:  Is it possible to get an extension on the due date for my self-study? A:  Yes, provided there are valid reasons for asking for the extension. A valid reason would be any major disruption of the library's routine during the 3-month time frame for writing the self-study. Examples of such disruption include bring up an OPAC or moving to a new library building. If you need to ask for an extension, contact Robin Haun-Mohamed (202-512-1119) immediately after you receive either informal or formal notice to submit your self-study. Q:  Where can I read more information about writing the depository self-study? A:  Administrative Notes and the Federal Depository Library Conference proceedings are always good starting points for any depository-related information. A bibliography is available from the main Self-Study and Inspection Information web page.