Reference Transaction Sampling

Spring 2008 Transaction Sampling Calendar RTS Web Application Blank Sampling Form Sampling Results FAQs

What is a Reference Transaction? | Sampling Methodology

Background and Purpose

During each academic session, reference transactions are sampled at specified times. Staff working during those specified times keep track of and count all reference transactions using forms provided by MIS. At the end of each sampling day, results are sent to MIS for tallying. Results are extrapolated to provide a total number for the year for reporting purposes to ARL, IPEDS and other national and local organizations which require or request the statistic. In addition, the sampling results can be analyzed for other reasons, including the following:

• level of use of the libraries resources
• heavily used times of service points
• heavily used service points

Sampling takes place at all service points in the UMD Libraries.

ONLY REFERENCE TRANSACTIONS will be counted during the sample time period. DO NOT count directional transactions during the sampling period The definition of reference transaction is the one used by the Integrated Postsecondary Education Data System (IPEDS):

A reference transaction is an information contact that involves the knowledge, use, commendation, interpretation, or instruction in the use of one or more information sources by a member of the library staff. Information sources include printed and non-printed materials, machine readable databases (including assistance with computer searching), catalogs and other holding records, and through communication or referral, other libraries and institutions and persons both inside and outside the library. Include information and referral services. If a contact includes both reference and directional services, it should be counted as one reference transaction. When a staff member utilizes information gained from a previous use of information sources to answer a question, report as a reference transaction, even if the source is not consulted again during this transaction.

Examples of directional questions, which are not to be counted, include the following:

• Where is the _________ located?
• How or where do I find this call number?
• What does McK Ref mean and where is it?
• Where do I sign up for a library card?

Sampling Methodology

The sampling is conducted on fourteen days - one day a week each week of the semester. All days of the week are included twice. This provides a broader range of periods and is also less burdensome on staff than a concentrated period and makes the results more statistically reliable. A calendar is provided with the sampling days clearly marked for the semester. The schedule is designed to sample during "typical" time periods, avoiding exam periods, but during a representative time. All UM Libraries perform sampling at the same time. The sampling is performed during all hours the libraries are open.

Transaction counts are collected by all staff working the above service points. In addition, all librarians responding to questions at their own work areas and all responses to phone and e-mail queries are counted. All e-mail queries should be recorded upon receipt only. All completed reference sampling forms should be placed in a central location and sent to the MIS office weekly the day after the sample is completed. The MIS office will tabulate the results and provide a monthly report to PSD.

It should be noted that the purpose of sampling is to count the number of reference transactions, not whether the transaction is completed and not the quality of reference service. The data collected is extrapolated for yearly statistics reported to ARL and other organizations. A weekly count in the fall is provided to IPEDS one day from that week will be included in the sampling.

return to top