This document has
been prepared to encourage faculty participation in the library's resources
development process by explaining the various policies and procedures
relating to selecting and ordering library materials.
Table of Contents
Your Role as
While the library
has the ultimate responsibility for collection development and expenditure
of allotted funds, a partnership between librarians and departmental faculty
in the selection of library materials is highly desirable in order to
build a strong and well-balanced collection relevant to the needs of both
students and faculty.
Materials such as
software or audiovisuals you intend to keep in your department need to
be purchased from your departmental budget, not library funds.
In an effort to ensure
that faculty have reasonable opportunity to guide the expenditure of allocated
departmental funds, the library's acquisitions policy works this way:
of Allocations: Using an accepted formula, the Library Dean
will announce the departmental allocations of the library materials
budget to the deans and department chairs.
- When to Order:
Because the fiscal year now ends in April, you must submit requests during the first six months
of the fiscal year (July to December). Items ordered after January may
not be received and credited before the end of the fiscal year.
- Monthly Reports:
Selectors will receive Order Status Reports after an order has been
submitted and New Library Items after an item is received and cataloged.
Each department will receive a Monthly Department Financial Report with
information on budget expenditure.
- Discuss Needs:
Throughout the resources development process, faculty are encouraged
to discuss their resource needs, including special needs or projects,
with their Liaison Librarian and direct questions concerning order status
to the Head of Bibliographic Services.
- Approval Plan:
Some vendors have a service in which they suggest items for purchase
according to a profile set up by the library and the department. The
department may then approve or disapprove of the item. If you wish to
have this service, contact your Liaison Librarian.
for Books & Audiovisuals
- Establish a system
for ordering each academic year to prevent gaps in coverage.
- Strive for geographical,
chronological, and/or topical balance within your subject area. Try
not to allow individual interests to dominate selections.
- Balance elements
such as importance of the material to the field with its likely use
by students. In undergraduate areas particularly, general works are
more likely to be used than specialized monographs. Also, balance cost
of the item against its importance and likely use.
- Choose trade paperback
editions, if available, when the work will likely not be heavily used.
(Books in Print and Amazon.com can
help you determine what is available)
- If you discover
that the library does not have major works published in the past, order
them if they are still available. Gaps in the collection need to be
filled, if possible. (Books in Print and Amazon.com
may be used to determine if the books are still in print. Amazon.com,
may be used to determine if out of print books are available. DO NOT
order from these sources yourself. Refer your Liaison Librarian to these
- Select works that
the library should have, but which do not fall within the assigned areas
of department members and, therefore, may be overlooked. Alternately,
bring them to the attention of your Liaison Librarian for purchase from
general library funds.
- Some over-ordering
is appropriate because we tend over-estimate the cost of materials and
some materials are never received for various reasons.
- Monitor the status
of orders by looking over the reports sent to you by the library.
- Priority for ordering
from "departmental allocations" is given to faculty in the respective
departments. The Liaison Librarians will work with you in making appropriate
selections. They will also spend general and reserve library funds for
works that are needed in academic library collections and/or for special
- If your department
is introducing new courses, plan to order materials by March of the
previous year to facilitate their arrival in time for fall semester.
How to Submit
Orders for Books & Audiovisuals
- Check with your
Departmental Representative to learn special procedures unique to your
- You or your Departmental
Representative should send requests to your Liaison Librarian, who approves
them for purchase. Choice cards, marked catalogs, advertising or professional
reviews are all acceptable. Please mark items clearly. Your orders should
include the date, your name and department, and pertinent ordering information
such as author, title, publisher, price, and ISBN. After your Liaison
Librarian processes them, they are sent to the Bibliographic Services
Department where all requests are entered in the Library Catalog (JeWeL)
and the paper request discarded. If your request cannot be processed
for any reason, you will be notified.
- Mark RUSH on those
orders which are needed immediately for use by a class. The library
will interpret this to mean: Do this immediately using the quickest
possible method, regardless of cost. Because of the higher cost involved
and because library staff can only handle a limited number of such requests,
we ask that this method be used only when needed.
- Videos are purchased
from the same budget as books. All video requests are to be channeled
through your Liaison Librarian who will send the request to Bibliographic
Services for duplicate checking and ordering. In general, the library
purchases audiovisual material with a copyright date within the last
five years. Please include as much information as possible-such as the
phone number and address of the video producer/distributor.
- Every video
must be previewed
before it is added to the collection. Upon arrival, videos go to The
Multimedia Center for administration of previewing. You should be prepared
to preview the video within three weeks, or it will be returned.
Reports are available
from the Liaison Librarian each month showing the amount of the department's
allocation, amount spent to date, orders pending, and funds available.
any time you may look in the Library Catalog (JeWeL) to determine the
status of any item you have requested. Status will be indicated by one
of these statements:
- UNDER CONSIDERATION
Item is being considered for addition to the collection. May be ordered
as funds are available.
- ORDERED Item has
BEING PROCESSED Item has arrived but is being processed. If the item
is urgently needed, fill out a RUSH CATALOGING REQUEST form at Circulation
or Reference and the process will be expedited. Cataloging personnel will do their best to catalog and process the material within a reasonable time period, but it may take a day or two.
NEW BOOK Item has been processed and is in the New Book area near the
Circulation desk. The status changes to available when the book is taken
from the New Book area.
A periodical subscription
is a long-term commitment which includes ordering, cataloging, binding,
claiming, replacing lost issues, shelving and circulation. Due to budget
constraints, the high inflation rate for periodicals, and the increase
in periodical titles available electronically, we reserve the right to
limit the number of titles we add to the collection. Therefore, all periodicals
requests are reviewed by the Periodicals Committee. If a new periodical
subscription is needed you may send a completed Periodicals Request Form
to your Liaison Librarian who will approve it and send it to the Head
of Periodicals. Periodicals Request Forms are available from your Liaison
Librarian or the Head of Periodicals. Professional journals indexed in
available sources are given highest priority. Newsletter subscriptions
are not usually accepted because they are ephemeral in nature, difficult
to handle and rarely indexed. Periodical subscriptions generally run from
January to December. Subscription renewals and new orders are usually
made in August. Please submit your requests by August 1 to ensure a start
date of January 1. You will be notified when your order has been placed
and when the first issue is available in the library.
You Do The Buying
We respectfully request
that faculty members go through the regular acquisition procedures for
items to be added to the library collection. However, we realize that
occasionally you may pick up materials at a conference or store. If this
happens, follow these procedures:
- Bring the item
to the Acquisitions Associate and it will be delivered to the appropriate
Liaison Librarian for evaluation, using standard resource development
- Upon approval
by the Liaison Librarian it will be added to the collection. However,
since the library does not pay invoices for items it has not ordered,
please do the following after receiving notification that the item has
been accepted: Submit a completed expense report with a copy of the
invoice or receipt to the Acquisitions Associate. The library is unable
to reimburse for items not accompanied by an invoice or receipt. Statements
are not acceptable.
Statements and "receipts" written on scraps of paper are NOT
acceptable. The business office will refuse to reimburse from such items.You
or your department will be reimbursed through the normal expense report
- If the library
does not add the item to the collection, it will be returned to you.
Call the Head of Bibliographic Services (ext. 6215) with any questions
on ordering procedures.