Management of theses and projects in selected University Libraries in Ogun State, Nigeria.

Ilo, Promise ; Idiegbeyan-ose, Jerome ; Adebayo, Oyeronke 等

Introduction

University Libraries are charged with the responsibility of acquiring, processing, preserving and making acquired materials accessible to their clientele. Apart from the conventional method of library resources selection and acquisition, one major means by which the resource base of university libraries are enriched is through students projects and theses. They are grey literature and therefore, do not pass through any means of conventional publishing. They carry first hand information. As a result, theses and projects need to be properly preservation for future generations.. Okoro (2003) posits that though unpublished, these information sources carry intelligent information and thus deserve adequate management and preservation. Prytherch (2000) maintained that the fundamental principles necessary for controlling recorded information after creation includes the maintenance, storage and disposition among others.

Universities in different countries of the world have specific names given to the final research outputs of their graduating students. Amadasu (2010) noticed that a common practice in Nigerian institutions of higher learning is that in which research works produced for the award of first degrees are called projects while those written in partial fulfillment for the award of postgraduate degrees are known as theses. Sharing the same view, Ifidon (2006) maintained that theses are research works in fulfillment for the awards of masters and doctorate degrees.

Graduating students at all levels are mandated to carry out researches in their areas of study in partial fulfillment for the award of various degrees. Anunobi (2002) observed that universities usually award undergraduates and post graduate degrees when students have fulfilled this important requirement. Apart from this being a practice being a practice in universities, the same obligation obtains in non- university tertiary institutions. Bound copies of the outcome of the researches are submitted to students' departments. Practically, a copy of each submitted theses is deposited in the institutions university library, being the centre for learning and research in every academic institution.

Although theses and projects contain very vital information, Vijayakumar and Vijayakumar (2007) observed that usage of theses in libraries is hindered because of the absence of easily accessible bibliographic sources like abstract, index, classification which are required to provide comprehensive coverage of these materials. It is important for libraries to ensure that information bearing materials are well processed, preserved and made accessible to various classes of users, irrespective of their formats. Amadasu (2010) quoting Nnadozie (2006) averred that the storage of information materials stems for the fact that they are needed for decision making, provision of date required for past information and data needed for legal matters.

Libraries therefore need to ensure that these materials are adequately processed for accessibility and well managed to ensure their safety from various kinds of deterioration.

Swain (2010) noticed that postgraduate theses and dissertations are the window to high-level research carried out in the university as they are likely to contain information of reasonable quality. However, in spite of the potential usefulness of theses and dissertations for research, they lack adequate care in terms of management. Sinha (2006) lamented that they often languish in obscurity in university libraries and archives. They are not optimally used in universities due to their low visibility and the difficulty of accessing them. Isaac and Stephen (1992) observed that their access have traditionally been quite limited as to when, where, how and to whom they are available for use. They further posited that these limitations are established and maintained in part, through policies set by committees, departments, graduate schools and libraries, which reflect the regulatory bodies' limited conceptualization of what these sources should be. Amadasu (2010) concurs with the above author and insists that the management of these research outcomes lies on the libraries. It therefore behooves librarians to ensure that these important information resources are not exposed to deterioration. Measures should rather be put in place to ensure proper preservation as well as ease of accessibility.

The objectives of the study

The objectives of this study are to:

1. ascertain the methods of processing students theses and projects for easy retrieval by library patrons in the three universities under study

2. find out the facilities available for shelving theses and projects in the three university libraries under study.

3. find out the strategies for preserving theses and projects for future accessibility in the three libraries under study

4. ascertain if the theses and projects are available to external users

5. find out the strategies in place for preventing misuse of theses and projects

6. examine the problems associated with the management of theses and projects in the three university libraries under study.

Research Questions

1. What are the methods implored in processing students' theses and projects in your library?

2. What facilities are available for shelving students' theses and projects in your library?

3. What strategies are available for preserving theses and projects for future accessibility in your library?

4. Are theses and projects made available to external users in your library?

5. What methods do you implore in checkmating theses and projects against misuse?

6. What problems do you encounter in the management of theses and projects in your library?

Methodology

The study adopted descriptive survey design to investigate the management of theses and projects in selected university libraries in Ogun State, Nigeria. The total enumeration method was the sampling technique used to gather information from all the professional librarians and library officers in the selected institutions. The population of the study includes Federal University of Agriculture Abeokuta with thirty five (35) respondents, Tai-Solarin University of Education Ijebu-Ode twenty seven (27) respondents and Covenant University, Ota with eighteen (18) respondents respectively. The total population was eighty (80). Structured questionnaires were administered to all the population of the study. A total of fifty eight (58) copies were properly completed, returned and used for data analyses. This represents 72.5 percent response rate.

Data Analysis

Table 1 above shows that 28 (48.3%) of the respondents are from the Federal University of Agriculture Abeokuta, 16 (27.6%) from Tai-Solarin University of Education Ijebu-Ode and 14 (24.1%) from Covenant University Ota respectively.

Table 2 above reveals that 19 (32.8%) of the respondents are males, while 39 (67.2%) are females.

Table 3 shows the work experience of the respondents. A total of 12 (20.7%) respondents have worked for five years and below, 15 (25.9%) have been engaged in work for 6-10years, while the other years of staff work experience are as indicated in the table.

Table 4 shows the designation of the respondents. It portrays a total of 16 (27.6%) Library Officers, 7 (12.1%) Assistant Librarians, 15 (25.9%) Librarian II, 13 (22.3%) Librarian I, 4(6.9%) Senior Librarians as well as 3 (5.2%) Principal Librarians. The above are the various categories of respondents who participated in the research.

Table 5 above shows the methods of processing theses and projects in the libraries investigated. It shows that 31 (53.4%) of the respondents catalogued the theses and projects, 37 (63.8%) respondents classified them while 42 (72.3%) and 6(10.3%) respondents indexed and abstracted theses and projects in their libraries.

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Table 6 above shows that 52 (90%) respondents use wooden shelves for their theses and projects while 35 (60.3%) respondents affirmed that they store theses and projects on wooden cabinets. Other facilities for shelving and keeping the theses and projects include metal shelves 23(40%), steel cabinets 20(34.4%) and cartons/bags as indicated by 10 (17.2%) respondents.

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In table 7 above, 55(95%) respondents affirmed that theses and projects are preserved through periodic fumigation of the section and its environs. A total of 48 (83%) respondents also indicated that they preserve these resources by prohibiting users from eating in the section as this will help to prevent rodents and other pests that may destroy these materials. Other strategies for preservation include proper ventilation 47(81%), digitization 24(41.3%) as well as cleaning and dusting of resources as seen in the responses of 22(38%) respondents

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Table 8 revealed that 54 (93%) maintained that their libraries allow external users to consult these resources while 4 (7%) responded that their libraries do not. Libraries are meant to serve as information centers and as such must provide information without discrimination.

Table 9 shows that majority of the respondents 48 (83%) indicated that they checkmate abuse by giving users limited time for consulting the theses and projects. It is also evident that 41 respondents, representing a total of 71% carry out spontaneous checks on the users. This action will prevent plagiarism and violation of copyright law. Prohibiting the use of mobile phones attracted a total of 29(50%) responses while installation of CCTV was the response of 16 (28%) out of the total number of respondents.

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Table 10 revealed that 40 (69%) respondents indicated shortage of staff as a major challenge associated with the management of theses and projects, while 38 (66%) affirmed that lack of storage facilities is another major challenge militating against the management of theses and projects. Lack of constant power supply is portrayed in 34 (59%) responses while lack of fund and insufficient skilled manpower as other challenges attracted 33 (57%) and 19 (33%) responses respectively. These challenges are very significant and may tamper with the good intention of the library towards the preservation and provision of these important resources for study and research.

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Discussion of Findings

The methods adopted by libraries in processing of theses and projects are not encouraging. About 50% of the universities investigated in this study do not catalogue these materials. Equally at the same time, about 90% of all the institutions investigated neglect the abstracting of these materials. This may pose serious challenges of retrieval and usage of these materials. This finding corroborated Nwezeh (2010) who found out that the theses in Hezekiah Oluwasanmi Library Obafemi Awolowo University, Ile-Ife, in Osun State, Nigeria are not catalogued, but simply shelved alphabetically. Vijayakumar and Vijayakumar (2007) equally stressed that access to theses by users suffers because of absence of easily accessible bibliographic sources like abstract, index, classification which are required to provide comprehensive coverage of these materials.

This research found that the storage of theses and projects in Nigerian university library needs improvement. The finding revealed that 90% of the institutions investigated in this study use wooden shelves while 60% use wooden cabinets to shelve and display and these information resources. The findings also revealed that the major strategies put in place for preserving these materials include prohibiting eating in the projects section as well as proper ventilation.

It was also discovered that the universities investigated allow external users to consult their theses and projects. This finding supports Nwezeh (2010) who also discovered that external users are allowed to use the theses and projects in Hezekiah Oluwasanmi library Obafemi Awolowo University, Ile- Ife, Nigeria. It was also discovered that the major strategies the libraries put in place to prevent misuse of these theses and projects are giving limited time to users, spontaneous checks on users, prohibiting the use of mobile technologies. Less than 30 % of the institutions investigated subscribed to the use of CCTV to checkmate misuse of the information resources.

The problems associated with management of these materials in the libraries investigated are lack of storage facilities, shortage of staff, erratic power supply, lack of fund and insufficient skilled manpower. This finding also supported Ezema and Ugwu (2013), who stressed that the management, preservation and dissemination of theses and dissertations in Africa fall below expectation.

Promise Ilo

Covenant University, [email protected]

Jerome Idiegbeyan-ose

Covenant University, [email protected]

Oyeronke Adebayo

Covenant University, [email protected]

Ifeakachuku Osinulu

Covenant University, [email protected]

ILO, Promise I.

[email protected]

Idiegbeyan-ose, Jerome

[email protected]

Adebayo,Oyeronke

[email protected]

Osinulu, Ifeakachuku

[email protected]

Covenant University, Nigeria

Conclusion

Theses and projects are grey literature and useful research materials in library and Information Centres. There is need for Nigerian academic libraries to manage them properly through well organized systems and proper preservation and dissemination strategies. This will help researchers derive maximum satisfaction from these rich information resources.

Recommendations

* Nigerian university libraries should adequately process their theses and projects through cataloguing, classification, indexing and abstracting. This will facilitate their accessibility by patrons.

* The facilities used in shelving of theses and projects in some Nigerian university libraries need improvement. These libraries should acquire metal shelves for their resources.

* There is need to improve preservation strategies of these information resources in Nigerian libraries in order to increase their life span.

* The use of CCTV should be adopted since it helps to monitor, record and call to book all cases of abuse.

* There is need for the provision of sufficient fund to enable the purchase of modern facilities that will facilitate efficient theses and projects management.

* University libraries in Nigeria should ensure the benchmarking of management practices for their theses and projects. This will help libraries lagging behind discover the areas to leverage on.

References

Amadasu, M.E. (2010) Project management in Colleges of Education libraries in Edo and Delta States of Nigeria. Journal of Research in Education and Society, 1(2&3)

Anunobi, U. V. (2002). Citation behaviour of undergraduate and postgraduate students in the Federal University of Technology, Owerri: An issue for concern. Nigerian Library and Information Science Trendsl (1): 18-27.

Bate, M. (1999). Australian Digital Theses Project. Proceedings of Workshop on electronic dissemination of thesis and dissertations, UNESCO, Paris, 27- 28 September 1999.

DATD Website (2005).. Back ground of Association of African Universities Database of African Theses and Dissertations http://www.aau.org/datad/backgrd.htm

Egonu, E. C. (1999). Effective handbook of research methodology, thesis writing, preservation, and presentation Owerri: Springfield Publishers.

Ezema, Ifeanyi J. & Ugwu, C. (2013). Electronic Theses and Dissertations in Nigerian University Libraries: Status, Challenges and Strategies. The Electronic Library 31. 4493-507.

Ifidon, S. E. (2006). Modern theory and practice of library collection development. Benin City: JusticeJeco Publishers.

Isaac, P.D, Quinlan, S.V & Walker, M.M (1992). Faculty Perceptions of the Doctoral Dissertation, The Journal of Higher Education, 63 (May/June), 1992: Pp. 241-68.

Jin, Y. (2004). The development of the China Networked Digital Library of Theses and Dissertations. Online Information Review, 28 (5). Pp. 367-370

Nwezeh, C. M. T. (2010). Theses, Projects and Africana materials Management in Nigerian Academic Libraries. Library Philosophy and Practice. Available at www.webpages.uidaho.edu/~mbolin/nweze.htm accessed on April 30, 2015.

Okoro, C. C. (2003). Application of intelligence information concepts and methods in archives and library management. Nigerian Library and Information Science Trends 2 (1 & 2): 64-70.

Prytherch, R. (2000). Harrod's Librarian's glossary and reference book. Aldershot: Gower

Sinha, M.K (2006) Fourth Convention PLANNER 2006 Mizoram University, Organized by INFLIBNET Center, Ahmedabad, in collaboration with the Department of Library & Information Science, Mizoram University at Aizawl, November 9-10, 2006.

Swain, D.K. (2010). Global Adoption of Electronic Theses and Dissertations. Library Philosophy and Practice available at http://www.webpages.unidaho.edu/~mbolin/dillip~swam.pdf (accessed 3rd of May, 2015)

Ubogu, F. N. (2001). Spreading the ETD Gospel: A Southern Africa Perspective." The International Information & Library Review 33. 2-3 p. 249-59.

Vijayakumar, J. K. & Vijayakumar, M. (2007). Importance of Doctoral Theses and its Access: A Literature Review. The Gray Journal Vol 3 (2) P. 67-75. Available at ' eprints.rclis.org/14018/Uvijayakumarjk_23.pdf accessed on April 30, 2015.

Caption: Bar Graph Showing Methods of Processing Theses and Projects

Caption: Bar Graph Sowing Facilities for Shelving/Keeping of Theses and Projects

Caption: Pie-chart showing preservation strategies in place in libraries

Caption: Pie-chart showing strategies for preventing misuse of Theses and Projects

Caption: Bar-graph Showing Problems Associated with the Management of Theses and Project

Table 1: Name of University

Name of University          Frequency   Percentage

Federal University of       28          48.3
  Technology, Abeokuta
Tai-Solarin University of   16          27.6
Education, Ijebu-Ode
Covenant University, Ota    14          24.1
Total                       58          100

Table 2: Sex of Respondents

Sex of        Frequency   Percentage
Respondents

Male          19          32.8
Female        39          67.2
Total         58          100

Table 3: Respondents' Work Experience

Respondents'      Frequency   Percentage
Work Experience

0-5 Years         12          20.7
6-10              15          25.9
11-15             14          24.1
16-20             8           13.8
21 and above      9           15.5
Total             58          100

Table 4: Designation of Respondents

Designation of Respondents    Frequency   Percentage

Library Officer               16          27.6
Assistant Librarian           7           12.1
Librarian II                  15          25.9
Librarian I                   13          22.3
Senior Librarian              4           6. 9
Principal Librarian           3           5.2
Deputy University Librarian   --          --
University Librarian          --          --
Total                         59          100

Table 5: Methods of Processing Theses and Projects

Methods of Processing   Frequency   Percentage
Theses and Projects

Cataloguing             31          53.4
Classification          37          63.8
Indexing                42          72.4
Abstracting             6           10.3

Table 6: Facilities for Shelving/Keeping Theses and Projects

Facilities for Shelving/   Frequency   Percentage
keeping Theses

Steel cabinets             20          34.4
Wooden cabinets            35          60.3
Metal shelves              23          40
Wooden shelves             52          90

Table 7: What strategies are available for preservation of theses
and projects in your library?

Preservation Strategies

Periodic fumigation of      55   95
the theses/projects
section environs

Digitization of the         24   41.3
materials

Prohibiting eating in the   48   83
project section

Proper ventilation          47   81

Cleaning and dusting of     22   38
the resources

Table 8: Are the theses and projects made available to external
users?

External Consultation of   Frequency   Percentage
Theses and Projects

Yes                        54          93
No                         4           7

Table 9: Strategies Adopted for preventing misuse of theses and
projects

Strategies for Preventing   Frequency   Percentage
Misuse

Giving users limited time   48          83

Spontaneous checks on       41          71
users/cross-checking the
materials after use

Installation of CCTV        16          28
Camera

Prohibiting the use of      29          50
mobile technologies

Table 10: Problems associated with management of theses and
projects

Problems of Managing Theses      Frequency   Percentage
and Projects

Lack of storage facilities       38          66
Lack of fund                     33          57
Shortage of staff                40          69
Insufficient skilled manpower    19          33
Lack of constant power supply    34          59