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Leatherby Libraries Collection Development Policy
Brandman University
It is a goal of the Leatherby Libraries to provide equivalent resources and services to the students, faculty and staff of Brandman University consistent with the ACRL Standards for Distance Learning Library Services. Materials purchased by the Leatherby Libraries for use by Brandman University will be housed in the Leatherby Libraries. Materials ordered, purchased and processed by Brandman University 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 Brandman University coordinates the acquisition of materials for Brandman University. Collecting Intensities: Comprehensive, Research, Study or Instructional Support, Basic, Minimal, or Out of Scope* Comprehensive: A collection in a specifically defined field of knowledge that strives to be exhaustive, as far as is reasonably possible (i.e., a "special collection"), in all applicable languages includes: Exhaustive collections of published materials; very extensive manuscript collections; very extensive collections in all other pertinent formats; a comprehensive level collection may serve as a national or international resource. Research Level: A collection that contains the major published source materials required for doctoral study and independent research includes: A very extensive collection of general and specialized monographs and reference works; a very extensive collection of general and specialized periodicals; extensive collections of appropriate foreign language materials; extensive collections of the works of well-known authors as well as lesser-known authors; defined access to a very extensive collection of owned or remotely accessed electronic resources, including bibliographic tools, texts, data sets, journals, etc. Study or Instructional Support Level: Collections that provide information about a subject in a systematic way, but at a level of less than research intensity, and support the needs of general library users through college and beginning graduate instruction include: An extensive collection of general monographs and reference works and selected specialized monographs and reference works; an extensive collection of general periodicals and a representative collection of specialized periodicals; limited collections of appropriate foreign language materials , e.g., foreign language learning materials for non-native speakers or foreign language materials about a topic such as German history in German; extensive collections of the works of well-known authors and selections from the works of lesser-known authors; defined access to an extensive collection of owned or remotely-accessed electronic resources, including bibliographic tools, texts, data sets, journals, etc. Basic Level: Collections that serve to introduce and define a subject, to indicate the varieties of information available elsewhere, and to support the needs of general library users through the first two years of college instruction include: A limited collection of monographs and reference works; a limited collection of representative general periodicals; defined access to a limited collection of owned or remotely-accessed electronic bibliographic tools, texts, data sets, journals, etc. Minimal Level: Collections that support minimal inquiries about this subject and include: A very limited collection of general materials, including monographs and reference works; periodicals directly dealing with this topic and in-depth electronic information resources are not collected. Out of Scope: Library does not intentionally collect materials in any format for this subject. *Based on the Conspectus methodology originated with the Research Libraries Group (RLG) in 1979, and adopted by the Association of Research Libraries (ARL) in the early 1980s, as a means of providing a map of library collections and collecting policies. The level indicator has six levels (0: out of scope, 1: minimal, 2: basic information, 3: intermediate to support undergraduate instruction, 4: research level to support postgraduate and academic research, 5: comprehensive collection that contains all significant works in a particular field). Criteria for Selection of Resources The following are general criteria applied for the selection of resources to be added to the Leatherby Libraries. Criteria include:
Liaison Responsibilities with Faculty Collection development for the 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 provide information about library services such as Interlibrary Loan and Electronic Reserves. The liaison will offer to provide specialized library research instruction 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, based on a formula that may consider the following criteria: FTE Undergraduates/Graduates, FTE Faculty, Weighted Book Price, Circulation Statistics, etc. The Collection Development Committee may also allocate funds for strategically targeted disciplines. It is the subject librarian liaison’s responsibility to spend these funds on a regular basis throughout the fiscal year (June 1 – May 31). Librarians have various selection tools to assist them such as Choice, Books in Print, Yankee Book Peddler (GOBI), etc. 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:
The above guidelines also apply to librarian emanated requests. Librarians may wish to keep copies of materials they have requested. SCELC “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/ Electronic Resources Selection The following are the steps in selecting electronic resources:
Mission It is the mission of Special Collections to adhere to the aims of the library and to collect material of enduring value, for intellectual content as well as for historical significance. Special Collections in the Leatherby Libraries serves as the repository for manuscript collections, rare books both antiquarian and modern, art work, periodicals, photographs, broadsides, media, ephemera, and realia. 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. Monograph collections and their existing collection strengths* include:
Noteworthy Manuscript Collections with their areas of emphasis:
Areas of Active Collecting and Collecting Intensity*:
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. 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:
Materials are collected by gift, bequest, and purchase. Loans are discouraged but may be considered on an individual basis. Gifts-in-kind are normally accepted without restrictions and a Deed of Gift, but exceptions will be considered. All gifts-in-kind will be evaluated by the Special Collections staff that will have final approval on the appropriateness of the material as it applies to the mission statements of both departments. The following criteria will be used in selection:
De-accessioning from Special Collections and Archives The Special Collections staff will determine material 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:
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. Special Collections staff may decide to migrate or otherwise reformat donated collections for preservation purposes. The Archives collects a maximum of two (2) copies of any item. Cooperation with Other Institutions The Special Collections staff will refer donors to another repository if their material would be better placed elsewhere. Exceptions In a very few cases, there will be exceptions to the policies outlined above. In those rare instances, the Special Collections staff will consult with the Dean of the Leatherby Libraries. The aims of both Special Collections and Archives Departments are:
Scope Collection Areas: Collecting is done at the undergraduate level for Orange County and the cities within the county. MAGIC collects at the basic level for California and the rest of the world, according to the RLG Conspectus method. Thematic Areas: Demographic, physical and economic geography, political, road, climate, topography as well as small scale maps of the world and the universe. Geographic Information Systems (GIS): MAGIC seeks to archive locally produced data sets of lasting value as a repository of the university’s work. Additionally, MAGIC will identify, organize, and make accessible government and free data sets that meet the geographic information needs of the faculty, students, and staff of Chapman University. Atlases: MAGIC collects in all thematic areas. Aerial Photographs: MAGIC collects aerial photographs of the Southern California area at various scales and in various formats (paper and digital). MAGIC will also occasionally purchase satellite images to meet the needs of faculty and researchers. Reference resources: Geographic and cartographic dictionaries, gazetteers, books on historical mapping, journals and other appropriate reference works are collected for use of the MAGIC staff and its patrons. Time scale: MAGIC concentrates on collecting material that is the most current, but will also collect selected paper and digital antiquarian maps. Language: Emphasis will be on English materials, but other languages will be considered depending upon the subject matter. Services Circulation: MAGIC is non-circulating. Special Resources: Antiquarian maps and other special resources, such as historical facsimiles, will be housed in the Frank Mt. Pleasant Library of Special Collections and Archives. GIS Workstation: MAGIC offers a dedicated workstation loaded with a variety of GIS software as a portal to the world’s digital mapping assets. Instruction: Instruction on making the best use of MAGIC will be provided for the faculty, students, and staff of Chapman University. Online Research Guide: A research and study guide for MAGIC is maintained for use by the students and faculty and is regularly updated. Cataloging: All items in MAGIC are cataloged at either the item or series level. Alumni Publications Guidelines and Procedures The Leatherby Libraries houses alumni publications in the Alumni Association Reading Alcove. These publications may be duplicated and housed in the Frank Mt. Pleasant Library of Special Collections and Archives. The following are guidelines on acquiring, processing, and housing future additions to the collection. Decisions regarding the alumni publications collection will comply with the guidelines provided by the Collection Development Policy of the Leatherby Libraries.
Gifts, Donations, and Endowments Guidelines The following are key points in the Policy for Gifts and Donations:
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:
Book plates and cataloging notes are applied to endowed purchases as appropriate. Selection Limitations, including Textbooks and Out-of-Print Materials, Replacements, and Rush Orders 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. 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. 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
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:
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. Criteria for Collection Evaluation and Deselection Ongoing Collection Management The Leatherby Libraries is committed to responding to ever changing information needs of the campus. The following are measurements that the Collection Management Division of the Leatherby Libraries utilizes:
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
Criteria for Deselection of a physical item or electronic resource
Condition Parameters
Deselection Guidelines
Deselection Procedures
Last Updated: August, 2011
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