Policies & Procedures
Collection Development Policy
Collection Development Responsiblities
The Collection Development Officer, the University Libraries’ bibliographers, and the University’s faculty have responsibility for the full life-cycle of collection development from the point of selection to withdrawal. The Collection Development Officer reports directly to the University Librarian and has administrative responsibilities for the Collection Development Program, the materials budget, and contract negotiation. In addition, this position is responsible for bibliographer training, providing input to the bibliographers’ supervisor on their assignments, collection assessments, selection and de-selection of materials, serials cancellation projects, fiscal statistics, approval plan development, developing requests for proposals, gathering data for accreditation studies and new program proposals, and liaison activities with the faculty, other academic libraries, and the Virtual Library of Virginia (VIVA). This individual also serves as the Chair of the Collection Development Council and is a member of the Faculty Senate Library Committee.
All librarians serve as bibliographers and are given discipline assignments according to their subject expertise, and if possible, preference. Collection development activities require 10% of a librarian’s responsibilities, and normally each bibliographer is assigned 2 or more subject areas. Bibliographer responsibilities include: selecting and de-selecting materials in all formats; monitoring and expending allocations; writing and revising subject collection development policy statements; assessing collections; monitoring the approval plan and recommending revisions to the profile; evaluating gift receipts; evaluating serial subscriptions and participating in serial cancellation projects; establishing and maintaining good communication with academic departments and each department’s library representative; providing bibliographic expertise with grant proposals accreditation reports, and new program proposals; serving on the Collection Development Council and on the Faculty Senate Library Committee.
The major responsibility of the faculty representative is the coordination of requests and expenditures from the department’s book budget. Monthly, each faculty representative is sent a statement of the department’s expenditures, encumbrances, and balance for its allocation. In addition, the faculty representative is expected to keep colleagues informed and updated on library policies and procedures, communicate book budget allocations, provide input into the collection development policy statement, recommend items for purchase, assist in evaluating materials, and recommend modifications to the approval plan. The faculty representative is responsible for notifying the bibliographer of changes in the curriculum, new research interests among faculty, and other developments that may affect the collection development program.
Collection Development Council
Members are appointed by the University Librarian for two years, with the possibility of reappointment. This group is composed of six librarians each representing a college, the Associate University Librarian who is an ex-officio member, and the Collection Development Officer who serves as chair. The major functions of the Council are to advise on broad collection development issues and make recommendations on the purchase of expensive ($25,000+) resources. Recent Collection Development Council work has included evaluating and cancelling serial subscriptions, enhancing the training program for bibliographers, and developing schedules for assessment completion and/or revisions.
Faculty Senate Library Committee
As stated in the Faculty Senate Handbook, the University’s Faculty Senate Library Committee supports the mission of the University Libraries in meeting the instructional and research needs of students and faculty by:
Membership on the Faculty Senate Library Committee is approved by the Faculty Senate with one of its senators serving as chairperson. The Committee is composed of six faculty members (one from each college), three librarians selected by the University Librarian, and the University Librarian serving as ex-officio. Each fall, this group discusses and approves faculty allocations recommended by the University Librarian. These allocations are used by the academic departments to purchase non-subscription materials such as books, videos, maps, microforms, reference materials, and e-books. Criteria utilized to determine departmental allocations include average cost of a book in a discipline; number of student FTEs; number of faculty FTEs; past spending patterns; number of books treated on the approval plan in a discipline; and presence of advanced degree programs in a discipline. Requests for subscription items are submitted to the Collection Development Officer and are acquired as funds become available.