Leatherby Libraries

a. Purpose
The primary purpose of collection development in the Chapman University Leatherby Libraries is to provide information resources in print and other media [formats] necessary to carry out the University's teaching programs and to support the curriculum and research of the Chapman community. The Chapman community shall include, but not be limited to, students, faculty, staff, and alumni of both the main campus and Chapman University College. The Collection Development Policy is consistent with the vision and mission of the library.

The Collection Development Policy guides the selection, acquisition, processing, development, measurement, and evaluation of resources for the library. It is also used to allocate funds for library resources. The Leatherby Libraries is the physical repository of resources ordered, purchased and processed with Leatherby Libraries funds. Resources purchased by the Leatherby Libraries will remain under the management and control of the Leatherby Libraries. It is a goal of the Leatherby Libraries to provide equivalent resources and services to the students, faculty and staff of Chapman University College consistent with the Guidelines for Distance Education Library Services of ACRL. Materials purchased by the Leatherby Libraries for use by the Chapman University College will be housed in the Leatherby Libraries. Materials ordered, purchased and processed by Chapman University College campuses will remain at that location for use by its students, faculty and staff. Electronic resources accessibility will be equivalent to all students. The library liaison for Chapman University College coordinates the acquisition of materials for Chapman University College.

b. Collection Development Committees
Two committees provide ongoing support for collection development.

1. The Collection Development Committee coordinates the development of the library’s collections in all formats as appropriate. Membership on the Collection Development Committee is the following:

Chair of the Collection Development Committee: Chair of the Collection Management Division
Head of Acquisitions
Associate Dean
Head of Special Collections
Coordinator of Cataloging
Head of Serials
All librarians
Dean; ex officio

The Collection Development Committee will meet quarterly in place of a regularly scheduled librarians meeting. Committee decisions will not be made unless a quorum is present.

2. The Collection Development Policy Committee guides the work of the Collection Development Committee by reviewing and revising the Collection Development policy annually.
Membership on the Collection Development Policy Committee is the following:

Chair of the Collection Development Policy: Chair of the Collection Management Division
Coordinator of Cataloging
Head of Special Collections
Dean
Associate Dean

2. Selection

Selection of materials is a shared responsibility between the librarian liaison and faculty. However, the primary responsibility of developing a collection in a particular subject area or discipline lies with the librarian liaison. This selector coordinates the depth and breadth of the collection assigned to him/her. Suggestions from other members of the Chapman University community also may submit requests to their librarian liaisons for new acquisitions. See Appendix I for Liaison Responsibilities.
All formats will be considered for purchase, and the library will attempt to provide equipment to support the collected formats. If content is available in different formats, the format predominately benefiting the curricula will be given preference.
The following are general criteria applied for the selection of resources to be added to the Leatherby Libraries.
Criteria include

Relevance to the curriculum
Enhancement of the core collection
Demand for the subject matter
Interlibrary Loan usage or demand of a topic or title
Indexing is available to guide the library user to the resource
Reliability of the publisher/vendor
Uniqueness of the title or presentation of information
Cost/Benefit Analysis
Availability of consortia pricing
Availability of institutional licensing and pricing schedules
Accuracy and authority of material (information outdated, obsolete or inaccurate)
Ease of access and indexing for the work
Is the format compatible to university IT capabilities
Presentation and formatting
Product documentation for electronic resources

Specific procedures exist for the acquisition of different formats: monographs, serials, and electronic resources. The acquisition of materials resides with the Acquisitions Department and the Serials Department. The following sections define and describe distinctive areas of the collection.

a. Monographs
Monographs are books, DVD’s, compact discs and other one time purchases of content.
The primary responsibility for selection of monographic materials is held by the librarians. They are responsible for analyzing the collection and maintaining a balanced, relevant, and up-to-date collection. Librarians may use a variety of reviewing tools for selection such as:

Bibliographies
Book and other electronic resource reviews
Core collection lists
Interlibrary loan title/topic usage information
Patron requests
Professional literature
Professional reviewing tools, e.g. Choice

Faculty are encouraged to recommend purchases which support curriculum and research. An Allocation Formula for monographic materials designates funds to academic departments for this purpose. The allocation is determined annually by a formula that considers the following criteria: FTE Undergraduates/Graduates, FTE Faculty, and Weighted Book Price. There may also be one-time allocations for full-time tenured and tenure track faculty on the main campus during their first year. The Collection Development Committee may also allocate funds for strategically targeted disciplines. Criteria for the selection of monographic materials are listed in section 2.a of this document.

b. Serials
Serials include journals, magazines, newspapers, and other materials that are issued periodically.
Serials require ongoing financial commitments, and as such they must be considered differently from monographic purchases. Subscription costs for serials have been increasing at higher rates than for other resources, and therefore, requests for new titles must be considered carefully as serials could consume a disproportionately higher share of the ongoing acquisitions budget if not monitored. All faculty requests for new serial subscriptions will be considered by the Collection Development Committee. Criteria for the selection of monographic materials are listed in section 2.b of this document.

c. Electronic Resources
Electronic resources include eBooks, index and abstract databases, periodical databases, full text online reference sources, e-journals, and aggregator databases that are available electronically.

Electronic resources purchased by the Leatherby Libraries are available to the entire Chapman Community in/or through the library.

Steps in the selection of electronic resources:

                        1. Requests for electronic resources are initiated.
                        2. Electronic Resources Librarian investigates the request based on above considerations.
                        3. If the request meets above considerations, a trial will be set up if possible.
                        4. Chapman community will evaluate the resource.
                        5. Librarians will evaluate the resource and look at responses from the trial, then make a final determination.

SCELC (Statewide California Electronic Library Consortium.)

The Leatherby Libraries is a member of SCELC (Statewide California Electronic Library Consortium.)
“The Statewide California Electronic Library Consortium (SCELC) seeks to explore issues related to electronic and digital information and to promote the creation, access, use, management and maintenance of this information for the benefit of faculty and students in the member institutions. It further seeks to improve related library staff skills through development and training activities. While regional in its membership focus, SCELC is committed to cooperative relationships with other library consortia and professional organizations and welcomes opportunities for joint projects and programs that contribute to enhancement of information resources in the region.” http://scelc.org/

Whenever possible and advantageous, the Leatherby Libraries will collaborate with SCELC to purchase access to electronic resources. The buying power of SCELC is substantial and SCELC is often able to negotiate prices for electronic resources that the library could not afford to consider without membership in SCELC

d. Frank Mt. Pleasant Library of Special Collections and Archives
The Frank Mt. Pleasant Library of Special Collections and Archives is named by donors C. Stanley Chapman, Jr., trustee emeritus, and his wife, Joan Mt. Pleasant Chapman in honor of Joan’s Uncle, Frank Mt. Pleasant. The Library consists of two departments, Special Collections and the Archives of the University.

The aims of both Special Collections and Archives Departments are:

To evaluate, collect, organize, describe, preserve, and make available for research and scholarship, materials that enhance and support the curriculum, teaching, and research needs of the Chapman community

To provide facilities for the retention and preservation of such materials

To provide reference services that will assist the operation of Special Collections and Archives

To serve as a resource to stimulate teaching and learning through the use of primary and secondary documents

To encourage the use of collections by member of Chapman University and the community in general

Special Collections

Mission

It is the mission of Special Collections to adhere to the aims of the Library and to collect material of enduring value, for their intellectual content and well as for their historical significance. Special Collections in the Leatherby Libraries serves as the repository for collections of historically significant papers, rare books, both antiquarian and modern, art work, periodicals, photographs, broadsides, media, ephemera, and realia.

Scope

1st Editions
Abraham Lincoln and Civil War books
Babylon 5 collection
Book Art
California history
Cold War Propaganda
Disciples of Christ books
Fine and small press books, especially literature and poetry
History of printing
Indians of North America, including Tuscarora, Iroquois, and the California tribes
Orange County biographies—oral history transcripts.
Orange County, California history
Rare and antiquarian books
Silent film history of the Edison Studios and Thanhouser films
UPI photograph collection

Areas of Active Collecting

California Authors

Cold War Propaganda

Women’s history in Orange County

Small Press

History of the book/printing

Miniature Books

Agriculture in Orange County

Orange County History

Chapman University Archives

Mission

The University Archives is the repository for the records of enduring value officially made or received by Chapman University, and for other materials of historical value related to the functions of the university. The University Archives includes material documenting the history and growth of Chapman University; books (including faculty publications), manuscripts, Chapman periodicals and newspapers, ephemera, and audio/visual material.

Adjunct to this responsibility is the collecting of all materials relating to the University's namesake, Charles Clarke Chapman, and the descendants of the Chapman family as well as other significant donors.

Additionally the University Archives serves as the major information source for campus offices, such as the President's Office, Office of the Chancellor, Publications, and Alumni and Parent Relations.

Scope and Active Areas of Collecting
The Chapman University Archives collects materials that document the history, development, and administration of Chapman University from 1861 to the present.
Materials documenting the following activities are a high collecting priority:

The papers and ephemera relating to students, faculty, staff, alumni, trustees, donors, notable visitors, events, academics, buildings, programs, and accreditation
Charles Clarke Chapman and his family
The University’s affiliation with the Disciples of Christ

Conditions of Acceptance
Materials may be collected by gift, bequest, or in some cases, purchase. Loans are discouraged but may be considered on an individual basis if the material is unique or of special value.
Donations will normally only be accepted without restrictions and a Deed of Gift specifying the extent of the gift will be filled out, signed and dated by the donor. In some cases, in order to protect individual privacy or after prior discussion with the dean, clearly stated restrictions of limited duration can be imposed with guidance from the Head of Special Collections and the Archivist.
Donations that necessitate excessive requirements such as special housing, unreasonable processing, or any other excessive demands on the departments’ resources, will not be accepted.
All donated material will be evaluated by the Head of Special Collections/Archivist who will have final say on the appropriateness of the material as it applies to the mission statements of both departments. The following criteria will be used in selection:

Relevance to the Chapman University community
Historical interest
Scope and content
Quality
Price

De-accessioning
The Head of Special Collections/Archivist will have final say on all material chosen for de-accession. Any material de-accessioned will be offered to other institutions, returned to the original donor, or sold. The following criteria will be used in this process:

Lack of relevance
Lack of historical interest
Poor condition
Duplication
Space Constraints
Availability of other material of better historical value

Retention
Unwanted items within donated collections will be disposed of in accordance with the stipulations in the Deed of Gift. These items are usually returned to the donor, sold, or possibly destroyed according to the agreement.
At some future time, the Library may decide to microform, digitize, or otherwise reformat donated collections for preservation purposes. In this instance, the original material will normally be retained by the Archives, but in some cases it may be returned to the donor, or destroyed according to the terms of the original donation agreement.
Since collection appraisal is a continuous process, acceptance of material does not commit the Library to retain any material in perpetuity.

Cooperation with Other Institutions
If material would be better placed in another repository because it would complement an existing collection elsewhere, the Head of Special Collections/Archivist will refer donors to that repository.

Exceptions
In a very few cases, there will be exceptions to the policies outlined above. In those rare instances, the Head of Special Collections, and/or Archivist will consult with the Dean of the Leatherby Libraries.

Retention
The Archives adheres to the general retention for the Library and has a policy to collect a maximum of three (3) copies of any item

Exclusions
Except in unusual circumstances, the following types of material will not be accepted by the Chapman University Archives:

Printed material that is available in another format, e.g. newspaper clippings
Most three-dimensional artifacts (these might be accepted by the Frank Mt. Pleasant Library of Special Collections)
Academic regalia (these might be accepted by the Frank Mt. Pleasant Library of Special Collections)
Duplicate published or distributed materials beyond the three copies previously noted

e. Alumni Publications
The library actively collects material produced by Chapman University alumni in accordance with Alumni Publications Guidelines and Procedures. Alumni authors are defined as graduates of Chapman University with earned degrees.

Criteria for selecting Alumni publications are the same as criteria for selecting monographs, serials and electronic resources.

f. Peter and Mary Muth Library of Children’s Literature
The Leatherby Libraries maintains a library of literature written for children housed in The Peter and Mary Muth Library of Children’s Literature within the Edgar and Libby Pankey Library of Education. This collection ranges from picture books to K-12 books, fiction and non-fiction, and is intended to support the curriculum within the School of Education and children’s literature courses taught by the English Department.

Collecting priorities will be given to award winning books such as, but not limited to, the Caldecott, Newbery, and Coretta Scott King awards and Children’s Notable Books identified by the American Library Association.

g. Faculty Publications
The library actively collects monographic faculty publications and selected journal titles edited by faculty. Liaisons encourage faculty in their area to inform them of new publications.

Criteria for selecting faculty publications are the same as criteria for selecting monographs, serials and electronic resources.

h. Textbooks
Textbooks here are defined as tertiary compilations of information usually published by a select few publishers to consolidate the known information of a particular discipline for the purposes of aiding the instructor with the progress of classroom teaching. Not all books assigned in the normal course listings are considered to be textbooks.

Textbooks can be valuable as resources for research. However, the library does not purchase all textbooks adopted as required texts because of the following reasons: cost considerations, frequent issuing of new editions by the publishers, the speed with which textbook editions become obsolete and out of print.

The library purchases books in selected disciplines that may be used as texts for some classes (e.g. Physical Therapy, Food Science, Business). Instructors are welcome to place personal copies of required textbooks on reserve. Faculty may recommend that the library acquire a textbook when they believe the text to be a continuing asset to the library’s permanent collection.

3. Acquisitions

a. University Funding
The Library’s Acquisitions Budget is allocated annually through the Office of Academic Affairs. The Fiscal Year is June 1 – May 31. Some library acquisitions funding is ongoing and some funding is made available through one time annual enhancements.

b. Endowments: Unrestricted and Restricted
Endowments are funds that have been established by donors to enhance the library’s resources or services. Endowments may be unrestricted in their scope or restricted for certain subject areas, types of materials, or other conditions.
Materials obtained using endowed funds will reflect the general selection criteria of the Collection Development Policy.

Endowment Purchase Guidelines. Restricted endowment funds are used to purchase items that meet the restrictions of the specific fund in content or format. Other criteria in utilizing endowment funding may include the following:

Are demonstratively distinctive
Are highly noteworthy examples of their subject area
Extremely high quality
Items that are not routinely acquired utilizing campus funding
Are more expensive.

Book plates and cataloging notes are applied to endowed purchases as appropriate.

c. Out-Of-Print Materials
A core collection for the Leatherby Libraries contains a balance of in-print and out-of-print materials. Selectors will give preference to ordering new and current materials. There are times when a needed title is out-of-print but is a desirable addition to the collection. If there is a compelling reason, librarians and the acquisitions department will work to obtain the item. Out-of-print titles are sometimes not available for purchase.

All requests for out-of-print materials must be thoroughly researched and recommended by the liaison librarian to ensure citation veracity prior to being sent to the Acquisitions Department. Criteria for selection of out-of-print materials follow those of collecting in-print collections.

d. Replacements
When a book is lost or a book is found to be damaged, the liaison librarians will make a determination if the work should be replaced or withdrawn.
Criteria for replacements include

Publication date
Validity of the information in the work
Availability for purchase
Cost
Circulation
Whether a Newer Edition of the work has been published
Number of Copies Held by the Library
Format
Relevance to the curriculum, information and research needs.
Collection integrity
Usage
Condition
Format

e. Rush Orders
A rush order is an urgent order placed on short notice. Rush orders interrupt the normal work flow of the liaison librarians, and the departments of acquisitions, cataloging, and circulation. Librarians work closely with departments and faculty to identify and order materials in a timely manner.

Representative examples of rush orders include:

Material needed by instructors who were assigned classes late
Material authored by campus speakers
Material created quickly and recently reflecting current events (9/11 commission reports, books about Benazir Bhutto, for example.)

The liaison librarian or requestor must indicate date when material is needed. A “need-by” date assists the Acquisitions Department and Cataloging Department in prioritizing their work.

f. Gifts and Donations
Gifts-in-kind are an important way for friends and donors to give to the Leatherby Libraries. It is recognized that gift processing is time-consuming, and often not all parts of the gift donation are relevant to the library. However, if at all possible, it is the goal of the library to retain gift donations, especially out-of-print hardcover materials that supplement our current collections whenever they fall within the broader collection development goals.

The following are key points in the Policy for Gifts and Donations:

Gifts provide materials that might not otherwise be readily available to the library.

Acceptance of gift material is not without cost. Evaluating, adding, or disposing of gift materials are all time-consuming endeavors. Catalog records, labels, and other processing materials expend supplies budgets. Shelving and overhead is an ongoing cost.

The library does not assign a monetary value to gifts of books and other library material. Donors are responsible for appraising the value of their gifts for their personal tax purposes. The library and the campus acknowledge library gift donors.

Gift materials are evaluated by librarians and are subject to the library’s standard criteria for selection. Gift items may not be added for a number of reasons including poor condition, dated or erroneous information, lack of relevance to the university’s mission or curricular content, unsupported format, and number of copies already in the collection.

The library makes no promise to keep material received as a gift. Material not added to the collection may be sold, re-donated, or discarded, at the discretion of the library.

Gift materials added to the collection are subject to the same ongoing collection evaluation and de-selection as all other items in the collection.

Processing

The Library utilizes the LC classification system for organizing the library, and enters bibliographic records that identify resources and their locations into the library’s online catalog. The online catalog is open and available to all.

4. Collection Management

Collection management is an ongoing activity, primarily undertaken by subject librarians, that assesses the collection in terms of its quality, condition, and usefulness.

a. Ongoing Collection Measurement
The Leatherby Libraries is committed to responding to ever changing information needs of the campus. The following are measurements that the Collection Management Department of the Leatherby Libraries utilizes:

An ongoing count of new books and other library materials.
Comparison of collection against standard bibliographies.
Circulation statistics.
Interlibrary Loan statistics and use.
Electronic resources usage.
Periodical usage (using barcodes.)
In-house re-shelving counts
Citation analysis.

b. Collection Evaluation
Librarians will conduct periodic reviews of their subject collections to identify materials that are obsolete, outdated, damaged, and worn; to address space issues, changing user needs and changing curricular goals. Librarians strive to preserve the integrity of the core collection for both quality and quantity.
Criteria for evaluating the collection

Relevance to curriculum
Curricular changes
Relevance to university and library mission
Relevance to research needs
Relevance to Collection Development Policy
Publication date
Maintenance of collection integrity
Usage
Condition of material
Format

c. Deselection
Deselection means removing physical materials or electronic resources from the collection. Ongoing review of the collection by the subject librarians identifies these materials Records of deselected items are deleted from the online catalog. Faculty are notified of any significant changes.

Criteria for Deselection of a physical item or electronic resource

Contains outdated, obsolete, inaccurate information
Is no longer relevant to Chapman curriculum
Is more accessible in another format
Is superseded by a later edition
The format not supported
Condition of the item

Condition Parameters

Books with acid yellow, brittle, or torn pages
Books that have page markings
Books that have missing pages and/or illustrations
Books that have broken bindings
Books that smell or have mold, mildew, or water damage
Materials that are worn out
Materials that are damaged beyond repair

Deselection Guidelines

Circulation history
Inclusion in core bibliographies
Multiple copies are needed due to high demand
Are earlier editions still valid?
Is this the “last copy”? as reported in World Cat
For periodicals—how complete is the run and is it available in a stable online format?

Deselection Procedures

The subject librarian will notify the Head of Cataloging and the Collection Development Committee before undertaking a major deselection project.
Withdrawn damaged books will be disposed of according to library policy.
Withdrawn books not damaged or worn will either be donated to another library, or nonprofit organization, or earmarked for the library book sale.

Appendix I

Liaison Responsibilities with Faculty

Collection development for Leatherby Libraries is shared by the librarians and faculty. Each academic department is assigned a librarian liaison to coordinate curricular and research collection needs and recommendations.

The following suggestions offer ideas for developing good relationships with library faculty representatives. Establishing and maintaining regular communication with faculty library representatives is important. To accomplish this, liaisons will visit faculty representatives on a regular basis. If this is not possible, phoning the representative instead of merely sending emails is preferred.

During visits librarians can exchange information regarding new library resources as well as discuss department plans and faculty research. Liaisons will offer to attend faculty meetings, attend lectures, and special events sponsored by the liaison’s department. Liaisons can inquire about resources the department would like the Library to purchase, provide budget information, and relay any library related questions that may arise at this time. During these visits, it is a good time to elicit feedback from faculty regarding the library and its services.

The library liaison will also inform the department about the Monographic Allocation Policy and explain the request process to the departmental representative. The librarian may also wish to offer expertise and recommend new books and/or products relevant to the department and also provide consultation when requested.

The liaison will also provide information about library services such as Interlibrary Loan. The Leatherby Libraries new Iliad interlibrary library system has been highly received by faculty and students as well: the new features such as desktop delivery should be expanded upon.

The liaison will also offer to provide specialized bibliography instruction classes for the department and assist with preparing accreditation reports for the department if requested. The liaison will make an effort to welcome all new faculty members and inform them of the $1,000 book allowance they receive to enhance the library collection in their particular field.

Librarians will endeavor to learn about their department’s curriculum and work towards building effective collaborative relationships with their departments.

Liaison Responsibilities with the Leatherby Libraries

The Librarian Department Allocation for monographic materials will be decided each year. It is the subject librarian liaison’s responsibility to spend funds from the account on a regular basis. Librarians have various selection tools to assist them such as Choice, Books in Print, etc. to assist them. The Collection Management Chair has recent catalogs and would be happy to assist librarians with collection development needs if requested.

When Liaison Librarians receive books requests from faculty they should check the following.

1. Check the Leatherby Libraries catalog to see that we do not own the material and if we do, return the request to requestor with explanation

2. Verify the citations (in BIP or Amazon, etc.) to be certain all necessary elements are present: Title, Author, ISBN, and price. If an element is missing, and you can easily find it, add it to the request. If not, return to the requestor and ask for more information.

3. Be certain to add the name of the requestor if it is a faculty member.

4. If the department requests exceed allocation funding, return to requestor and ask that items be prioritized. Librarians should check the Monographic Spending Report prior to sending in a request to ascertain if there are funds available in the account.

5. Make sure that deadlines are met.

6. Attempt to spend all allocated funds from librarian and faculty allocations.

7. Distinguish different types of orders, e.g. RUSH, Reference Collection.

8. Send all requests to Head of Acquisitions in a timely manner.

The above guidelines also apply to librarian emanated requests. Librarians may wish to keep copies of materials they have requested.

Last Updated: September 22nd, 2008