BACK TO LIBRARY DEPARTMENTS
VSU
Library Collection Development Policy
TABLE
OF CONTENTS
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APPENDICES
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INTRODUCTION
The purpose of the Collection Department Policy is to provide direction
for the librarians responsible for choosing materials and services
that meet the informational needs of library users at Virginia State
University. This statement of principles and guidelines are used
in selection, acquisition, evaluation, and maintenance of library
materials.
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VISION STATEMENT
Johnston Memorial Library will be a state of the art virtual library
providing access to information and resources to individuals and groups
within the scope of influence of the University.
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MISSION STATEMENT
The mission of Johnston Memorial Library is to maintain and provide
access to information and resources that support teaching, research
and extension/public service to individuals and groups within the
scope of influence of the University.
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UNIVERSITY AND COMMUNITY
PROFILE
Johnston Memorial Library, the main Library for Virginia State Universitv,
houses primary and secondary materials needed to support the academic
and research programs of the University. The Library provides a full
complement of research and information services to the University
community. The Library contains approximately 280,599 monographs,
1,196 periodicals and newspapers, 682,227 microform pieces, 81,908
audio-visual pieces including government publications and musical
scores.
The
Library provides local access to 20 electronic full text journal
and reference database titles linked to over 185 databases and 2,000
journals online. These electronic resources and information are
made available through the Library's network and through the Virtual
Library of Virginia (VIVA). Access to the collections is provided
by the VTLS Online Public Access Catalog (OPAC) with special services
for the visually impaired. A catalog of taped books is available
for users with visual disabilities.
The Library
has a seating capacity for 600 students and shelving capacity for
approximately 300,000 books. Facilities include exhibit areas, conference
and study rooms, and individual carrels. Selected study rooms are
equipped for computer access. There are Internet search workstations
and a bibliographic instruction lab.
Full reference
service is available to the entire University community. The Reference
Department provides interlibrary loan services through cooperative
lending agreements. The Special Collections Department with a full-time
archivist contains historical documents, memorabilia, and artifacts
that are available to both the campus community and other researchers.
The Library has a separate Instructional Materials Laboratory that
contains films, slides cassettes, CD ROMS, laserdisks, and videos
which faculty and students can use for presentations. A full multimedia
workstation is also available for wheel chair accessibility. The
Library is a selective depository for United States and Virginia
government publications. The collection of more than 197,079 federal
and state documents offers a wealth of information.
The Library
participates in a statewide collection resource sharing consortium
that provides access to books, government information and statistical
data, images, journals, news sources, reference works and special
collections. The consortium also promotes faster interlibrary loan
delivery through the Internet and local express mail carriers to
get information to users as quickly as possible.
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PURPOSE AND GOALS OF COLLECTION
DEVELOPMENT
PURPOSE
The acquisition and maintenance of the library's materials collection
is a primary function of the Library's mission. Collection development
refers to the process of building and maintaining the library's
entire materials collection, in both print and non-print formats.
The collection development process includes the formulation of policy
and procedures, budget allocation, needs assessment, selection,
collection maintenance and evaluation, and resource sharing.
GOALS
The primary goal of collection development at Virginia State University's
Library is to fulfill the University's mission by purchasing materials
which will support the [curriculum] needs of the undergraduate and
graduate programs. The library also recognizes its responsibility
to the research needs of the faculty and provides access services,
including online database searching and citation services. Knowing
that no library can supply materials for all of its users needs,
the library encourages cooperative collection development agreements
with area libraries.
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RESPONSIBILITY FOR
COLLECTION DEVELOPMENT
SELECTION
OF MATERIALS
All materials acquired with library funds are University property
available for use by the entire campus community. Librarians will
consult with the faculty and departments in the selection of specific
information services and resources. The faculty has the expertise
and knows the information requirements of their respective areas
of instruction. Therefore, they are encouraged to recommend materials
for inclusion in the collection. Ultimate responsibility for the
selection, development and maintenance of the collection rests with
the librarians, who are aware of selection tools, use patterns,
collection imbalances, and the specific informational needs of library
users.
All requests
for materials are reviewed and compared to selection guidelines.
Student and staff requests are welcomed and will be reviewed by
the same standard as are requests from other sources. Any member
of the academic community, faculty, staff or students may initiate
recommendations for purchase of library materials. Faculty should
communicate the implementation of new academic programs to the library
so that needed resources may be ordered.
SELECTION
LEVELS
It is recognized that the requirements for library materials may
vary in different subject areas. The JML catalog and the mission
statement will be consulted to aid in establishing the selections.
1. Minimal. A subject area in which few selections are made
beyond very basic works and reference sources.
2. Basic
Information Levels. A collection of up-to-date general materials
which serves to introduce and define a subject and to indicate the
varieties of information available elsewhere. A basic information
collection is not sufficient to support any advanced undergraduate
course or independent study in the areas involved. 3.
Instructional Support Level. A collection
that supports the undergraduate and some graduate instruction and
research. A collection adequate to maintain knowledge of a subject
required for limited or generalized purpose. It includes a wide range
of basic monographs, complete collections of the works of more important
writers, selections from the works of secondary writers, a selection
of representative journals, access to appropriate non-bibliographic
databases and the reference tools pertaining to the subject. 4.
Research Level. A collection that includes
the major published source materials required for dissertations and
independent research including materials containing research reporting,
new findings, scientific experimental results, and other information
useful to researchers. Older material is retained for historical research.
JML will not collect at this level. 5.
Comprehensive Level. A collection in which
a library endeavors, so far as is reasonably possible, to include
all significant works, recorded knowledge (publications, manuscripts,
other forms) in all applicable languages, for a necessarily defined
and limited field. This selection level is one that seeks to maintain
a "special collection". The aim, if not the achievement,
is exhaustiveness.
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LIBRARY MATERIALS FUNDS ALLOCATION
The library budget has funds established for public services, technical
services, serials and general services. Library resources including
books, electronic services, and non-book formats are expended from
all accounts. In addition, computer hardware, software, maintenance
services and other operating expenses are covered under existing budgets.
The Dean of Library Services has account manager discretionary powers
to use the funds in an appropriate manner for library materials and
operations.
Funds
are appropriated to the Schools of the University. At the present
time, allocation is not formulaic driven. Instead program needs,
content quality, and collection quantity drive the appropriations.
Funding for programs in the Graduate School is significantly higher
based upon guidelines established in the Association of College
and Research Libraries (ACRL) Guidelines.
The Library
Director is responsible for allocating the budget.
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LIBRARIAN AND FACULTY
SELECTION RESPONSIBILITIES
The responsibility for collection development rests with the library.
The process of selecting material for the library's collections is
a cooperative one involving faculty members and library staff. The
librarians depend upon the faculty to provide subject and bibliographic
knowledge needed to help evaluate the library collection and select
additional titles for acquisition. Faculty members should consider
not only the specialized needs of their research and courses taught,
but also the general needs of the collection within the discipline
as a whole, in related disciplines, and in interdisciplinary areas
where they may have expertise.
The
library staff is prepared to assist the faculty in this process
by checking specific bibliographies for current holdings, establishing
the availability of particular titles or sets for purchase or examination
on location in a nearby library, or providing a current awareness
service of titles recently published or reviewed. Any of these or
other support services can be set up to assist in the process of
collection development. All librarians are responsible for taking
an active role in initiating purchases.
A librarian
acts as a liaison with each School of the University. The librarian
meets with the faculty of each area on a regular basis in order
to exchange information about curriculum developments, library needs,
and library services. Each academic area's liaison librarian is
the contact person for any questions or issues relating to the library
and will make every effort to respond to requests and queries as
quickly as possible.
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STUDENT INVOLVEMENT IN SELECTION
PROCESS
The responsibility for collection development rests with the library.
Students can participate in the selection of materials for purchase
by submitting a material request form to any librarian or by placing
the request in the suggestion box located on the Ist floor at the
Circulation desk. Forms can be picked up at the Reference Desk or
in the Acquisitions Department located in the library administration
area of the 2nd floor.
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SELECTION PRIORITIES/RESOURCE
SHARING
The library's first selection priority is to build and support the
reference, research and curricular needs of the university faculty
and students. It also provides materials for other users of the library.
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COOPERATIVE NETWORKS
It is the responsibility of the library to keep up with new technology.
Developments in electronic systems have made it possible for libraries
to provide a vast amount of information. As it becomes increasingly
apparent that no college library can provide all of the materials
needed by its users, it becomes extremely advantageous to share resources.
Johnston Memorial Library participates in the Virtual Library of Virginia
(VIVA). VIVA is the consortium of the libraries of the 39 state-assisted
colleges and universities, 9 comprehensive institutions, and 24 community
and two-year branch colleges. The Johnston Memorial Library will also
supplement its collection through resource sharing, document delivery
services, and cooperative collection development.
The
library takes into consideration its resource sharing networks in
making collection development decisions. Cooperative collection
development programs builds upon strengths of the participants and
our goal is to do more cooperative development.
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SELECTION POLICIES
The Johnston Memorial Library recognizes that the library is not just
a place where books are kept and read. The Library houses all
types of media - audiocassettes, videocassettes, slides, microforms,
periodicals, newspapers, documents, computer software, compact discs,
pamphlets, books and etc. The selection of materials is a continuous
process affected by the changing curriculum content and needs. The
general policy for selection applies equally to all types of materials
being considered for acquisition.
GENERAL
POLICIES FOR SELECTING MATERIALS
Standards
and Ethical and Legal Principles
I . Standards
The Johnston Memorial Library supports the standards on collection
development contained within the "Standards for College Libraries"
adopted by the American Library Association's Association of College
and Research Libraries. 2.
Intellectual Freedom and Censorship
The Johnston Memorial Library recognizes that the free access to ideas
and full freedom of expression is fundamental to the educational process.
The library will attempt to purchase materials, which represent a
wide-variety of viewpoints on religious, political, sexual, social,
economic, scientific, and moral issues. To this end, the library subscribes
to and complies with the American Association of Library Bill of Rights
and its accompanying statements of interpretation including, but not
limited to statements on Intellectual Freedom, the Freedom to Read,
Freedom to View, Access to Electronic Information, Services and Networks,
Challenged Materials, and Statement of Labeling. The full-text of
these and other interpretations of the American Library Bill of Rights
appear in an appendix to this policy. The library does not add or
withdraw, at the request of any individual or group, material which
has been chosen or excluded on the basis of stated selection criteria. 3.
Confidentiality
The American Library Association's Code of Ethics states that "Librarians
must protect each user's right to privacy with respect to information
sought, received, and materials consulted, borrowed, or acquired."
(ALA Policy Manual 54.16, Code of Ethics, point 3). In addition the
Johnston Memorial Library adheres the American Library Association's
"Policy on Confidentiality of Library Records" (ALA Policy
Manual 52.4). ( See Appendix for text of these documents). 4.
Copyright
The Johnston Memorial Library complies fully with all of the provisions
of the U.S. Copyright Law (17 U.S.C.) and its amendments. The library
strongly supports the Fair Use section of the Copyright Law (17 U.S.C.
107) which permits and protects citizens' rights to reproduce and
make other uses of copyrighted works for the purposes of teaching,
scholarships and research. 5.
Criteria for Selection of All Materials:
a. Relevancy to the curriculum and appropriateness to the clientele
b. Timeliness of material; lasting value
c. Reputation of the author, issuing body, and/or publisher
d. Presentation (style of writing and readability)
e. Aesthetic considerations. Material should have literacy, artistic
and social value and appeal to imagination, senses, and intellect
of students.
f. Special features (e.g., details, logical, accurate index; bibliography;
footnotes; pictorial representations-diagrams, maps, drawings)
g. Physical and technical quality 1.
Paper, typography and design
2. Physical size
3. Binding
4. Durability h.
Appropriateness of medium; suitability of form to content
i. Strength of present holdings in the same or similar subject
j. Demand; frequency of ILL requests for material on the same or similar
subjects
k. Price/relative cost of material in relation to the budget and other
available material
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POLICIES
FOR SELECTION OF SPECIFIC TYPES OF MATERIALS
I.
Duplicates
Duplicates are not normally purchased. Duplicate materials will
be added to the collection if warranted by heavy usage of copies
already held by the library.
2. Fiction
The Library will not buy fiction that is anticipated to have only
short term interest among readers, but will attempt to select established
literary works and new works of promise in the literary field; especially
those works which would support literature course offerings. As part
of the selection process librarians will evaluate the work in terms
of the author's earlier writings and current reader interest.
3. Foreign
Languages Materials
Except for dictionaries, the library collects primarily English-language
materials. Literature and language materials needed to support the
curriculum are collected as needed.
4. Gifts
Gifts to the Library are encouraged. However, gifts will be added
to the collection only after the items have been evaluated to determine
if they meet collection development requirements. Generally the
library accepts only books and journals as gifts. Donors should
call the Acquisitions Librarian if they have other materials they
wish to donate or if the donor has any questions about the appropriateness
of their gift.
The library
will only acknowledge with a gift letter those items that have been
accepted by the Acquisitions Librarian. The library will acknowledge
the number of items donated, but cannot legally provide an appraisal
or estimate of the value of the donated material. Gift materials
that are not added are returned to the owner, if requested, donated
to other libraries or discarded.
5.
Non-Print Materials
Non-Print materials are considered as any research and/or instructional
materials not in print format.These types of materials may include
electronic products, videotapes, videocassettes, compact disks, laser
disk, audiocassettes, slides, etc. Requests for non-print materials
will be evaluated on the same basis, as are book materials. The library
has developed policies for the following formats:
a. Electronic Materials
The Johnston Memorial Library subscribes to a number of electronic
products. Electronic resources are defined as any resource which requires
computer access, such as, databases, indexes, statistics and other
reference sources.
The primary
criteria for the selection of any electronic product is the extent
to which it is relevant to the curriculum, improves the overall
library collection and/or enhances the library's access to information.
Guidelines for
purchasing electronic information sources will address general considerations,
vendor considerations, and technical considerations. Librarians
will make the decision on whether an electronic product will be
made available.
b.
Fine Art Slides
The library will acquire slides to support the fine arts curriculum.
Slides will be purchased at the request of Fine Arts faculty. c.
Maps
The map collection contains selected topographic, demographic, navigation,
raised relief, and political maps available from the U.S. government
through its depository library program. Collection priority is given
to maps from the area. d.
Music and Recordings
The library will acquire musical scores and recordings as needed to
support the curriculum. Scores are cataloged and integrated with the
monographs. f.
Out-of-Print Material
The majority of selections are current publications. The library recognizes
the need for some retrospective purchases, and systematically uses
standard bibliographies and other evaluation tools to locate and fill
gaps in the collection. h.
Paperbacks
Hardbound monographs will normally be selected over paperbacks. Paperback
monographs for the regular collection will only be acquired when hardback
editions are not available, or when there is a significant difference
in price between the hardback and paperback editions. When making
a choice of paperback over hardback, the long-term value and expected
use of the title should be considered. i.
Regional Materials
In cases in which materials are available for each state, the Johnston
Memorial Library will normally collect mostly materials for Virginia. j.
Textbooks and Laboratory Manuals
Textbooks are not normally purchased. Exceptions are when a textbook
is the only or best source of information on a particular topic. Textbooks
and laboratory manuals will be evaluated and added to the collection
based on the guidelines started above.
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FORMAT
GUIDELINES
Library materials are book and non-book instructional and research
materials organized and housed to support the goals and the mission
of the university. The library will purchase materials needed to support
the curriculum in all formats for which it has equipment and facilities.
OBSOLETE
FORMATS
Normally the library will not add obsolete formats to the library
collection. The addition of obsolete formats to the collection will
be at the discretion of the area subject specialists. The primary
criteria for adding obsolete formats will be the availability of
equipment for use of the material and the availability of storage
space.
Decisions to
withdraw non-print items will be based upon the obsolescence of
the format and the physical condition of the necessary equipment.
If funds are available and the contents warrant preservation, materials
may be transferred to another format instead of being discarded.
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SELECTION AND EVALUATION
TOOLS
Librarians will consult subject-specific and standard library reviewing
sources when making selection decisions. In addition librarians will
use faculty expertise as a resource for selection and evaluation of
the collection.
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LEVELS OF COLLECTION DEVELOPMENT BY SUBJECT CLASSIFICATION
Librarians are responsible for assessing collection strengths. The
American Library Association has developed levels of collection density
and collecting designations. These guidelines are used to identify
the existing strength of the collection, the actual current level
of collection activity, and the desirable level of collecting to meet
program needs.
EVALUATION OF THE COLLECTION
The continuous review of library materials is necessary as a means
of maintaining an active library collection of current interest to
users. Evaluations should be made to determine if the collection is
meeting its objectives and the needs of its users. Librarians will
evaluate portions of the collection on a regular basis using a combination
of standard qualitative and quantitative methods (see Appendix for
Guidelines for the Evaluation of Library Collections.
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SPECIAL COLLECTIONS
Archives
( Special Collections)
Virginia State University was established in 1882 as "The Virginia
Normal and Collegiate Institute" and for the past century,
has produced and acquired thousands of documents, photographs, and
other material documenting the black experience in Virginia. It
was not until 1976 however that the University created the department
of Special Collections/University Archives.
The Special
Collections/Archives Department was established in 1976. However,
since the 1930's, there existed what was called the "Negro
Room." This served as the foundation for what would become
Special Collections in the 1960's.
The Special
Collections/University Archives now consist of three components:
rare-books, manuscripts, and University Archives. The rare-book
area, which originally sought to house books written by African
American authors, has now been expanded to include other titles
and in particular, local histories of the Southside area of Virginia.
There are sixty manuscript groups all of which document the history
of blacks in Virginia since 1772. Included in this group are the
Luther Porter Jackson Family Papers, the Colson-Hill Family Papers,
the Virginia Teachers Association Records, and the Prince Edward
County (Va.) Free School Records. The University Archives consist
of school records dating from February 1883. (See appendix for the
Charter of Virginia College Archives.)
(See appendix
for Archives and Manuscripts Procedures.)
B. Business
Annual Reports
Johnston Memorial Library maintains a file of Buckmaster's Microfiche
collection of all public companies listed in the Fortune 500 as
well as provides electronic access to this information whenever
available.
C. Children's
Literature Collection
Johnston Memorial Library no longer has a separate children's literature
collection; however, Caldecott, Newbery, and Coretta Scott King
Award Books and Honor winners are collected and cataloged with the
main collection.Other juvenile titles are also collected.
D. Government
Documents
Johnston Memorial Library has been a selective depository for federal
documents since 1907. The library also maintains selected Commonwealth
of Virginia publications. The Government Documents librarian has
primary responsibility for selection and acquisition of materials
for this collection.
E. Reference
The reference collection primarily supports the research needs of
VSU undergraduates, graduates, and faculty. It contains, but is
not limited to encyclopedias, dictionaries, atlases, directories,
indexes, bibliographies, statistical compilations, and handbooks.
The librarians select items for the reference collection. Though
items selected for this collection in large part support the academic
programs offered at VSU, core academic reference works published
in other subjects areas are also selected when they provide basic,
fundamental bibliographical access to, or an introductory overview
of, and academic discipline. Items in the reference collection normally
do not circulate. The reference collection is reviewed by librarians
on a regular basis to insure currency and accuracy.
F. Reserves
Instructors choose the materials for course reserves and the loan
period for student use. Formats can include, but are not limited
to books, photocopies of journal articles and class notes, slides,
video and audio-tapes, audio compact discs and CD-ROMs. Individual
reserves are limited to 25 items. Items may be from the library
collection or be the instructor's personal property. Reference books
will be put on reserve only with the permission of the Reference
Librarian of the area.
G. Serials
The serials collection supports the research needs of VSU undergraduates,
graduate students, and faculty. Serials are publications issued
in successive parts bearing numeric or chronological designations
and intended to continue indefinitely. Serials are issued in print,
non-print, and electronic format. All formats will be considered
in the library's purchase and/or access decisions. The selection
of serials requires a continuing commitment to the base cost of
the title, including maintenance, equipment, and storage space.
The rapidly expanding serials market demands that care be exercised
in reviewing serial titles before they are purchased for the collection
and that an ongoing evaluation of current subscriptions be conducted.
It may be appropriate in some cases to purchase electronic access
or document delivery services for serials as opposed to acquisition
through subscription. Items in the serials collection normally do
not circulate. The serials collection is reviewed by the librarians
with faculty input.
1.
Selection
The Johnston Memorial Library has a limited serials budget. Serials
inflation averages 10-12% annually. Therefore, selection and de-selection
decisions for serials must be made with great care. Librarians consider
the following priorities in the selection and de-selection process: a.
Relevance to the mission of the Johnston Memorial Library
b. Curriculum support for students
c. Undergraduate and graduate research a Faculty research 2. General Selection
Criteria
Serials will be selected and de-selected based on how well they support
the continuing information needs of the university community. Factors
to be considered are: a.
Support of academic programs
b. Cost, including such data as rate of price increases, cost of storage,
document delivery services delivery time
c. Uniqueness of subject coverage for the Johnston Memorial Library
d. Accessibility within resource sharing agencies and/or through commercial
document delivery services.
e. Full-text availability through electronic means
f. Professional reputation
g. Usage or projected usage
h. Indexing and abstracting in sources accessible to library users
i. Demand for title in document delivery requests
j. Intended audience 3.
Evaluation
Johnston Memorial Library is establishing an annual Serials Review
procedure at which time all decisions for cancellations and additions
of serials subscriptions are made and appropriate formats are reviewed.
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COLLECTION MAINTENANCE
A. Location
of materials
Information resources paid for with library funds or given to the
library as gifts become part of the library collection. Librarians
will determine the location of information resources that are part
of the library collection. All distribution of electronic information
will be in compliance with licensing agreements.
B. Deselection
Deselection of library materials is essential for the maintenance
of an active, academically useful library collection. Deselection
is quality control of the collection in which outdated, inaccurate
and worn-out materials are eliminated. Librarians are responsible
for conducting an ongoing deselection effort in their areas of collection
responsibility and for maintaining the quality of the entire collection.
Deselection requires the exercise of judgement in the same way that
the original selection process does.
1
. General Guidelines a.
Superseded editions are routinely deselected from the collection.
b. Duplicates
are deselected within five years of publication date except in
cases of continued high demand or where the library holds rare
copies.
c. Materials
which cannot be repaired or rebound or for which the cost of preservation
exceeds the usefulness of the information contained are deselected.
d. The currency
of the information is extremely important in some fields such
as health sciences, technology and business. Older materials must
be regularly deselected so that outdated or inaccurate information
is eliminated.
e. Material
that has not been used based on circulation and browsing statistics
may be deselected after 5 to 10 years of inactivity. The long-term
usefulness of the work will determine whether lack of use is valid
criteria for deselection. This process will call for a complete
inventory of the collection.
2.
Considerations for Serials a.
Incomplete and short runs of a title may be withdrawn particularly
when the title is not received currently.
b. Titles
which contain information that is not useful long-term, such as
newsletters and trade magazines, usually have automatic discard
patterns established such as "latest two years only retained".
c. Annuals,
biennials and regularly updated editions of guidebooks, handbooks,
almanacs and directories have a deselection pattern established
depending on the value of the information contained retained in
the earlier editions. Often one or two older editions are kept
in Reference and/or Circulating collections.
d. Due to
lack of space, issues that are replaced by microfilm are routinely
discarded.
e. Duplicate
issues of periodicals and journals are discarded when a volume
has been bound.
3.
Other Considerations a.
Is the book listed in a standard list or bibliography such as Books
for College Libraries?
b. Does the library have better materials on the topic?
c. What is the reputation/authority of the author?
d. Does the material continue to meet the needs of library users?
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C. Conservation,
Preservation and Restoration
Library materials are expensive to purchase, to process, and to
house. Johnston Memorial Library acknowledges the necessity of preserving
all holdings, traditional and non-traditional and supports the American
Library Association's PRESERVATION POLICY.
The Collection
Development Librarian will consult with the other librarians, the
archivist and other personnel to determine what action should be
taken with damaged books or other damaged materials. The Collection
Development Librarian will help to determine an emergency plan and
oversee the initiation of action should an emergency arise.
1.
General Principles a.
Care and handling of library materials will be stressed to library
employees and library users.
b. Temperature and humidity controls will be sought for library materials.
c. Book repair will be provided for materials damaged through rough
use, heavy use, or accident.
d. Binding will be used to preserve periodicals and other materials
as needed.
2. Binding
a.
Periodicals and Journals
All periodicals and journals are bound regularly except when the current
two to three years are retained or microforms are purchased to replace
paper issues. The number of issues bound together is determined on
a title-by-title basis depending on the size and number of issues
per volume or year. As a general rule, incomplete volumes or years
are not bound. b.
Annuals, Biennials, etc.
Paper bound publications which are heavily used are bound. Generally
these are reference books such as college guide books or sources like
Statistical Abstracts.
c.
New Books
Newly acquired paper bound books are NOT routinely bound. Exceptions
may be made when heavy usage is anticipated.
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D.
Replacement of Lost, Damaged, Missing and Worn Library Materials
1.
Monographs
The Librarians are responsible for making decisions regarding the
replacement of lost, damaged, missing or worn library materials. The
librarian will determine whether to replace a specific book or purchase
a comparable book guided by the following considerations: a.
Does the material being replaced meet general library collection policy?
b. Does the frequency of use justify replacement?
c. Is the item used for class reserve reading or is it on a faculty
recommended reading list?
d. Is the item listed in Books for College Libraries or other
recommended book lists? 2.
Serials
Serials staff will identify lost, damaged and missing serials and
will take steps to replace these materials. Decisions to replace annual,
biennial and irregular serials will be handled according to the policy
for monographs described above with the Acquisition Librarian having
the responsibility to order replacements. The following serial
items will not be replaced when lost or damaged: a.
Newspapers and newsletters
b. Titles that are not held permanently
c. Titles that are not indexed
d. Titles routinely replaced by microforms
e. Moldy books
f. Government documents that will not be retained Since
back issues may be expensive, the decision to replace will be guided
by the following considerations: a.
Does the material being replaced meet general library collection policy?
b. Does the frequency of use justify replacement?
c. Should microforms be purchased rather than replacing paper issue(s)?
d. Is the periodical readily available elsewhere, including full-text
sources available to Johnston Memorial Library users?
e. Does the information in the particular title have lasting value?
f. Is the lost or damaged piece more than five years old?
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COLLECTION DEVELOPMENT POLICY EVALUATION
The librarians will continually review the Collection Department Policy.
The American Library Association's Guide to the Evaluation of Library
Collections on Management and Development, no.2 will be used.
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