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1.1 Purposes of the Policy
The role of collection management is to make appropriate choices for the development of a library collection which meets the need for information to support university curriculum and research. These choices are to be made within the confines of funding, space, staffing, and equipment. This Collection Development Policy is intended primarily to assist librarians in carrying out this role and to inform the University of the Library’s role in support of the learning and research needs of the campus community.
A formal collection policy provides the Library with the opportunity to demonstrate its compliance with and relevance to academic interests and priorities, especially in the area of undergraduate teaching. It builds better communication lines between librarians and professors regarding collection purposes, goals, and priorities. It further aids in the collection management decisions involving the allocation of funds, the acquisition, donation, de-selection, preservation, and evaluation of the resources. It is a source of information for those both in and outside of the library community on the strengths of our collection, thereby assisting in resource sharing. This is of increasing importance as the Atlantic Scholarly Information Network (ASIN) moves towards cooperative collection development. (See Appendix A)
In order to maintain currency and accuracy, this document will be reviewed every three years, or as needed. This process will be initiated by the Collections Librarian.
1.2 Institution and Clientele Served
The Robertson Library is both the supplier of information resources for the support of the curriculum of the University and the major academic library on Prince Edward Island. The University offers undergraduate degrees in the areas of Arts, Science, Music, Education, Business, and Nursing and Masters degrees in Business Administration, Education, Biology, Chemistry, and Island Studies. It also offers DVM, Masters, and Doctor of Philosophy degrees in Veterinary Medicine.
The primary users of the Library are the students, faculty, and staff of the University. It is also visited by the members of the larger community of the province who are welcome to make use of the collection. The Library does not, however, collect for the needs of these non-university users. Finally, the Library cooperates nationally and regionally with other libraries in sharing resources through reciprocal borrowing privileges and in interlibrary loan.
1.3 The Collection
The Robertson Library includes over 285,000 book titles, over 500 print and microfilm periodical subscriptions, thousands of microfiche cards and reels of microfilm, videotapes, sound recordings, and government documents. Approximately 2,500 book titles are added to the collection each year. In addition to its physical collection, the Library provides access to electronic databases, approximately 85,000 electronic book titles, and approximately 31,620 full text periodicals.
1.4 Mission Statement and Goals
The mission of Robertson Library is to support the University's mission of assisting people in acquiring the skills, knowledge, and understanding necessary for critical and creative thinking by:
In support of the mission statement, this policy includes plans to:
Given that the principal clientele of the Library are students, the primary focus of the collection will be aimed at meeting their educational needs. The secondary focus will be on the research needs of graduate students and faculty. Material for recreational reading and subjects not taught at the University will be collected on a limited basis primarily through donations and as space allows. Similarly, rare books or materials for special collections other than for the Prince Edward Island Collection will be acquired only for exceptional reasons.
The Collection Policy is to be used by the Liaison Librarians as a guide to creating responsive collections, ensuring both relevancy and consistency.
1.5 Statement of Intellectual Freedom
Selectors will evaluate possible acquisitions by considering, but not limiting themselves, to the following criteria:
In addition to the above criteria, certain general parameters will aid in determining selection choices. These parameters include format, scope and content, language and country of origin, chronology, geography, bibliographic accessibility, and the depth of the existing collection. These may vary somewhat for individual subject areas. (See Subject Policies)
Emphasis should be on current materials although classics or standard texts in all fields will be considered.
The chronology is dependent on the subject field.
Publications from all countries are considered. However, emphasis is given to the Canadian perspective.
English is the primary language collected. Other languages are collected as warranted by the subject.
2.2 Materials Collected: Monographs
A monographic publication is “a non-serial publication, consisting of text and/or illustrations, either complete in one volume or intended to be complete in a specified number of volumes.” Monographs remain the largest single part of the library collection. Selections should contain acid-free paper and, due to budgetary restraints, paper bound books will be purchased whenever possible. Exceptions will be made if a necessary publication is only available in hard cover or there is anticipated heavy usage. The Library also collects electronic monographs.
2.2.1 Multiple Copies
Only one copy is normally acquired. (This does not preclude different editions.) Possible exceptions include:
Textbooks are not purchased or accepted as donations unless they provide the best or only treatment of a needed subject.
2.2.3 Leisure Reading
Bestsellers or popular works are purchased only if they support the curriculum. Books for leisure reading are accepted as donations on a limited basis as space allows.
The Library is provided with one copy of each doctoral dissertation, masters’ thesis, and Honours’ paper/thesis produced at U.P.E.I. One bound copy and one microfiche copy of each dissertation and thesis is kept in the Library. These are also available electronically. Honour papers are not hard bound or filmed. Dissertations/theses from other universities are not actively collected and are purchased only if recommended as relevant to the curriculum or as covered by the Special Collections policy.
2.2.5 Children’s Literature
Children’s literature is purchased on a limited basis to support English and Education courses.
2.2.6 Special Collections and University Archives
There are two elements in the Library’s Special Collections:
In addition, and notwithstanding the University’s lack of a formal archives and records management program, the Library works to by acquire and preserve a wide selection of archival materials and publications relating to UPEI and it antecedent institutions, St. Dunstan’s University and Prince of Wales College.
2.2.7 Rare Books
Rare books are acquired through donation only, except as specified in the Prince Edward Island Collection Policy.
2.3 Materials Collected: Periodicals
The periodical collection consists primarily of journals and newspapers. These are available in print, microform, or electronic format. Decision factors for acquisition include:
Each periodical title is to be evaluated within the context of the existing collection. If there is an overlap of subject content with existing subscriptions, the title will be reviewed based on its unique contribution.
Requests for either the acquisition or de-selection of an interdisciplinary title will take into consideration the relevance of the title to all departments affected.
The Library does not purchase print titles that are available in an electronic format in the Library.
Within the current budget, a new journal title will only be purchased if a title(s) within the same discipline and of equivalent dollar value is dropped.
The Library accepts donations of scholarly journals or funds for the purchase of such journals. Incomplete volumes or runs of less than four years are not accepted unless they are being used to fill in an existing collection.
The Library does not purchase journals for leisure reading. These may be accepted as a donation but they will not be bound and back files of more than one year’s duration will not be kept.
The Library purchases Prince Edward Island newspapers and representative papers from each of the Atlantic provinces. Other newspapers of national or international importance are purchased on a title by title basis as funds allow. Microfilm or electronic access is purchased for back files.
2.4 Materials Collected: Electronic
2.4.1 Electronic Journals
The Library is steadily increasing its electronic access to journals. Electronic journal subscriptions are evaluated on the same criteria as print subscriptions. In addition, new electronic titles are reviewed and evaluated for the following criteria:
2.4.2 Electronic Monographs
Electronic books are increasingly collected both through purchase and subscription in order to provide 24/7 access both on campus and on personal computers owned by staff, students, and faculty of the University. The Library does not purchase both print and electronic versions of the same title.
2.4.3 No-Fee Web Resources
No-fee web resources are selected to supplement the existing collections. Sites selected for cataloguing are chosen according to the same selection criteria as other materials. In addition, the following criteria are to be considered:
2.5 Materials Collected: Other Formats
The Library does not actively collect audio-visual materials. They are purchased only when requested and to support the curriculum. The Library should provide the necessary equipment to access the audio-visual materials in the collection.
2.5.2 Sound Recordings
2.5.3 Video Recordings
2.5.4 Art Slides
The Library does not actively collect slides. These are purchased, if requested, for the support of the curriculum.
2.5.5 Music Scores
Music scores are acquired selectively to support the music curriculum. Only study/miniature scores or full scores are purchased. The Library does not purchase sets of performance scores. As of 2008, the Library will purchase or subscribe to electronic collections of scores if they:
Canadian topographical maps are acquired through the federal Depository Services Program. Atlases are selected under the guidelines for monographs. Other maps are not collected.
2.5.7 Telephone Books
Telephone books are collected only for Atlantic Canada and the cities of Montreal, Toronto, and Ottawa.
2.5.8 University Calendars
The Library no longer acquires print copies of university calendars. These are readily available online.
2.5.9 Corporate Reports
Selected corporate reports are maintained for a five year period for the support of the Business curriculum.
Robertson Library gratefully accepts donations of library materials or gifts of money for the purchase of library materials in accordance with collection criteria outlined in the Library’s Donation Policy. (See Appendix C)
2.5.11 Materials Not Collected
The Robertson Library does not collect the following:
The Collections & Digital Resources Librarian is responsible for the coordination of the Collections Development Program.
Communication between Librarians and the Library’s users is a vital element in building a dynamic and responsive collection. Daily communication takes place between the library staff and the users at a number of public service points. Beyond this, individual Librarians are assigned specific fields of study and are responsible for working with professors to build the specific collection areas. Librarians and their respective liaison responsibilities are listed in Appendix D.
Liaison Librarians, within their assigned areas, are responsible for the following:
Communication is greatly enhanced when the academic departments also assign a representative to work with these Liaison Librarians. Representatives are encouraged to:
3.2 Selection Responsibility
The responsibility for selecting materials for purchase is a shared one between the Liaison Librarians and the professors at the University of Prince Edward Island. Suggestions for purchase by staff and students are welcomed and encouraged. The collection is a growing entity and all who use it have a responsibility to make it the most vital and best possible collection. Since the Library does not possess the resources to acquire everything published in each area every year, guidelines for selection are necessary.
3.3 The Program
The program is focused on quality balanced collection development which supports the current and anticipated curriculum at the University. Because current curriculum reflects interdisciplinary teaching and course development, the Library uses the subject divisions from the Library of Congress (LC) Classification scheme for the purpose of analyzing and building the collection. This allows for more flexibility in building a balanced collection and in meeting the demands placed on a constrained budget.
The University and the Atlantic Veterinary College maintain separate collection budgets. Within each, the budget is divided among monographs, periodicals, and electronic resources. There is a higher percentage of funds allocated to periodicals within the sciences while the arts and humanities will have a higher percentage allocated to monographs. The amounts allocated to each LC subject division is determined according to the following factors:
The following collections are treated separately:
3.5 Fiscal Year
The fiscal year runs from May 1st to April 30th. The allocation process takes place in May and June as the new University budget is received. It is important that new materials be received prior to the end of the fiscal year. The acquisitions process needs to take into consideration the workflow within the Library and that of the vendors from whom we order. To this end, the following deadlines are important:
The Library has an obligation to be a good steward of the materials collected. Not only must it provide access, it is responsible for providing storage space, for maintaining the condition of the materials, and for providing ongoing assessment of the collection to ensure that it meets the requirements of its clientele.
4.1 Collection Assessment
The acquisition of the quantitative and qualitative data analyzing the collection allows libraries to relate user needs and library mission to specific areas of the collection. Liaison Librarians will assist the Collections & Digital Resources Librarian to do this.
4.2 Withdrawal of Materials
To maintain a collection of the highest quality it is necessary to make decisions with regard to particular items to repair, replace, add, discard, bind, or reassign. With the passage of time, some subjects which were in high demand cease to be in demand. University curricula change. Some information is superceded by new knowledge and it is important to keep current with the latest information. Also, some books simply wear out and must be discarded or replaced or rebound. All decisions should be consistent with the overall objectives of the main Collection Policy or the appended policies.
Liaison Librarians are responsible for the necessary withdrawal of materials in their subject areas. If it is necessary to weed a particular subject area, they will keep respective librarians/professors informed.
Materials which have been lost or damaged will be replaced if the information contained remains relevant to the curriculum or if it is of current or lasting value. If the title is out of print or its original format/medium is obsolete, it may be replaced with a newer edition/format or a comparable title.
4.4 Binding and Repair
Binding is a primary method of preservation. A separate budget is maintained for binding purposes. The following will be sent for binding:
Items which will not be routinely sent for binding include:
Periodicals will be sent for binding between semesters so as to avoid disruption of access at times when they are most needed by the students.
The Robertson Library cooperates or works in partnership with other libraries for the purpose of increasing access to information, purchasing electronic resources, sharing the storage of collections, answering reference questions, or improving document delivery. This cooperation takes place at a variety of levels and includes, but is not limited, to the following:
Created by: Norine Hanus.
Consulted with and approved by the Robertson Library academic Librarians and the University Librarian on April 29, 2004.
Revised November 2010.