The Reference Process IS 530 Fall 2005 Dr D Bilal Reference Service Aims at satisfying specific recurrent information needs A series of decision making steps from receipt of a user s request to communication of an answer or tools that may provide the answer The Reference Process Techniques and approaches to answer questions may vary Process of satisfying an information need has common principles regardless of age The Reference Process Steps Query receipt Query message Decision to negotiate or not negotiate the query Thinking of types of answer providing tools Thinking of appropriate Titles within tools The Reference Process Translation of query into the language of the system s used Conducting a search Selecting the answer or guide to sources that may provide the answer Soliciting feedback and renegotiate if necessary Query Message Each reference query contains at least 2 components the subject the given the information needed about the subject the wanted Example What is the boiling point of water Given Water Wanted Boiling point Class Activity Identify the given and wanted of each query 1 What is the average life span of AfricanAmerican women in the U S 2 What does ALA stand for 3 What vegetable contains the highest amount in vitamin C Descriptors for the Given Abbreviation Organization named Person named Place named Term or subject Specific publication Descriptors for the Wanted Date Illustration Numeric information measurements counts etc Organization Person Address location Descriptors for the Wanted Publication A citation known vs unknown item A document location Textual information Definition Descriptors for the Wanted Recommendation Review product book Background information on a topic Brainstorming Question Why do users submit questions that require negotiation Taylor s 4 Levels of Need Q1 Visceral need the information need is present but has not been consciously expressed within the individual s mind The user experiences a vague feeling of uneasiness that he she know something that he she does not know Taylor s 4 Levels of Need Q2 Conscious need the user recognizes the information need The need is translated into a formal statement in the user s mind Q3 Formalized need the need is described in concrete terms and expressed to the information professional if this route is taken in seeking a solution Taylor s 4 Levels of Need Q4 Compromised need the query asked may be modified according to the user s expectations of the library and information professional If the user asks the question at stage 1 or 2 or when he she has not clearly defined the need the query will most likely be vague and will therefore require negotiation Identification of Negotiable Queries Queries with subject that are not recognized by the information professional or by the requestor Queries that are ambiguous or incomplete Queries that do not identify the amount of information needed Identification of Negotiable Queries Queries that do not indicate the level of answer needed Queries that do not indicate language time period place or type of publication needed Remember that not all queries have answers in the literature Negotiation Techniques Use open ended questions in the initial stages of the interview Use closed questions toward the end of the interview Be objective about the subject of the query Encourage patron to discuss his her information need Negotiation Techniques Give the patron your full attention Make the patron feel at ease Follow the patron s train of thought Keep eye contact with the patron Pay attention to the patron s nonverbal cues Negotiation Techniques Summarize paraphrase the patron s query to ensure mutual understanding Do not be too quick to determine that the query cannot be answered Do not interrupt the patron while discussing his her information need Negotiation Techniques Open ended questions begin with words such as when where how who what Closed questions usually give a choice between two possibilities yes or no Class Activity Identify whether these queries require negotiation What kind of questions would you ask for those that require negotiation 1 What is the mailing address of the Library of Congress 2 Do you have anything on technology 3 Where is the farmer s almanac 4 Do you have a fiction section 5 I need a list of Hemingway s novels and the publication date of each 6 Do you know how to address a congressman 7 Do you have articles about how to use the Internet