Collection Development Policy

For more information, please see Collection Development at the University of St. Thomas Libraries.

TABLE OF CONTENTS

I. COLLECTION DEVELOPMENT GOALS
II.  GENERAL POLICIES
     A. Responsibility for Selection
     B. Criteria for Selection
         1. Criteria for new subscriptions
         2. Criteria for adding free books to the catalog
     C. Scope
     D. Depth of Coverage
     E. Material types and formats not purchased
     F.  Formats for inclusion
III.  DONATIONS
IV.  COLLECTION MAINTENANCE
V.   CHALLENGED MATERIALS
VI.  LIBRARY SUPPORT FOR NEW CURRICULA

I.  COLLECTION DEVELOPMENT GOALS

This collection development policy covers UST collections housed at O'Shaughnessy-Frey and Keffer libraries. Collection policies have been developed for specialized collections: Media Resources Collection (in process), Music Resource Center (in process), Professional Education Resource Center (Curriculum/Children's literature) (in process), Special Collections, Archbishop Ireland Memorial (in process), and the Schoenecker Law Library.

This policy exists in order to design and direct the growth, scope, level, size, and location of the Libraries' collections. These collections reflect the nature of the institution as a Doctoral/Research University - Intensive as described by the Carnegie Foundation.*  As such, they support undergraduate and graduate instruction, sustained independent study within the context of the established curriculum and a diversity of viewpoints.

* Doctoral/Research Universities - Intensive: These institutions typically offer a wide range of baccalaureate programs, and they are committed to graduate education through the doctorate. During the period studied, they awarded at least ten doctoral degrees per year across three or more disciplines, or at least 20 doctoral degrees per year overall.

The collections include a wide range of basic resources, both print and electronic, including but not limited to: monographs, a selection of representative journals, reference tools and fundamental bibliographic resources pertaining to a subject. These are materials not only located within the confines of the University but includes materials accessible through electronic information retrieval systems.  Our mission statement and collection development goals emphasize our desire to provide the materials that support the curriculum and the intellectual development of St. Thomas students, faculty and staff.

II. GENERAL POLICIES
II. A.  Responsibility for Selection

The responsibility for the coordination and implementation of collection development rests with the library staff. All members of the St. Thomas community are encouraged to recommend materials for purchase or access in their fields of expertise.

II. B. Criteria for Selection

Within the goals stated above, the following factors will be considered as appropriate when making selection decisions:

• accuracy, organization of information
• intended audience and do we serve them
• authors' credentials: qualified in this area; what else have they written; recognized expert
• availability in other locations or formats
• completeness
• currency of information (as appropriate)
• English is preferred except in specific disciplines like modern languages
• format
• depth of indexing and abstracting 
• licensing restrictions, patency of the connections; method of access; updating schedule, archiving, tutorials and documentation
• price and availability
• publisher's reputation
• quality of binding, reproductions, graphs, readability, paper quality
• relationship to other items in the collections
• reviews
• scholarship - table of contents, indexed; thoroughly referenced, peer reviewed
• space and ongoing expenses, including maintenance and equipment
• thoroughness of research in preparation of the resource
• potential and apparent use
• ease of use (including quality of the search engine)

II. B. 1.  Criteria for new subscriptions

Process 

•  Requests for new subscriptions in any format can start in any form (by phone, email, webform) and may go to liaisons or Head of Serials, and can be sent by any kind of requestor (student, faculty, staff, and non-UST ) 
•  When they start with the Head of Serials, she gathers the basics:

  Who is requesting (how are they connected to UST)

  What do they want

   A bit of why they want it

   Research is conducted and information is passed forward to the roundtable/liaison (price, format options, whether owned already in any format, and any background info should we decide to purchase)

Criteria to consider:

• Any subscription, whether free or paid, should have at least a 3 year commitment (or it's not worth the work nor fair to patrons)
• Courses/programs supported
• Full-text/online/print availability
• Holdings of other libraries (CLIC, U of M)
• Indexing: is it indexed, or is it a new title?  Where is it indexed?
• Price
• Requestor.  If faculty: full-time, or adjunct?

Requestors should be judicious in requesting "free" e-journals to be listed in the A - Z List and mindful of follow-up necessary to keep them up to date.

II. B. 1 Criteria for adding free books to the catalog

1. We don’t own them in any format
2. Full bibliographic information is available
3. E-reproduction is in PDF
4. Within our scope
5. Nothing is free, so pretend you were going to be buying the item, would you?
6. Stable provider
7. Based on demand, may have to limit the requests over time, new items will have priority

II. C.  The scope refers to the range of subject fields of interest to UST

The subject areas collected are those that support the curriculum. The majority of materials are organized by the Library of Congress Classification system. In addition the libraries set aside a small portion of the materials budget to build a well rounded collection and for cultural literacy (General Fund Use).

II. D.  Coverage refers to the depth or intensity of collecting efforts within a subject field

Collection development intensity levels are assigned to subjects to reflect programmatic and accreditation needs.  Interlibrary loan is utilized to augment the collections. The Schoenecker Law Library will be the primary purchaser of items dealing with law.

Out of scope - The libraries do not collect in this area

Minimal collection - few selections are made beyond classic or very basic works.   

Basic collection -  supports lower-division undergraduate research; includes the core of the discipline or sub-discipline  as it relates to the UST curriculum. This level describes a highly selective collection that serves to introduce and define the subject and to indicate the variety of information available elsewhere, such as:

• selected databases
• fundamental materials
• historical surveys
• editions of important works
• introductory works
• representative journals
• standard reference works

Extensive collection - supports upper division, graduate course work, or sustained independent study which are adequate to maintain knowledge of a subject required at less than research intensity. It  includes the content of the Basic Collection and:

• a wide range of primary and critical resources
• critical bibliographical resources
• complete collections of the works of important writers
• specialized databases
• pertinent journals
• reference resources

Research collection -  supports ongoing or likely future research leading to a doctorate, independent study or faculty research. It includes resources supporting the framework for the methodology and implementation of original doctoral research. As with the other collecting levels, interlibrary loan is expected to augment UST faculty research.

SUBJECT SCOPE AND COVERAGE:

II. E. What the libraries will not typically acquire (See Special Collections' development policies for exception:   

• abridged editions
• back runs of journals without a continuing commitment.
• catalogs of commercial firms
• consumables including laboratory manuals, examination review books, programmed texts and workbooks
• loose-leaf and updating services will be collected very selectively. Preference will be given to electronic versions
• multiple copies
• non-local newspapers except for those defined as "national" newspapers
• popular works which are outside General Fund Use policy
• spiral bound books
• telephone directories
• textbooks
• Documents printed from the web will not be included in the regular collections.

II. F. Formats for inclusion

Generally, the library will not acquire formats if we do not own the equipment to support them.

1. Monographs:  Includes treatises, music scores, exhaustive treatments of subjects, encyclopedic works, dictionaries and other reference tools.
2. Serials: Includes journals (periodicals), annuals, standing orders (continuations), reports, newspapers, yearbooks, memoirs, transactions and proceedings.
3. Audiovisual materials: Preferred formats for addition to the collections are audio CDs, CDrom,  DVD.   Supplementary materials in AV formats will be included with the item.
4. Government publications: Generally, we will provide access to the electronic resource through the catalog rather than acquire in print, if available.
5. Dissertations, terminal projects: Every effort will be made to include two copies of these projects prepared by students in the completion of their degrees at the University of St. Thomas. One copy with be held in the appropriate circulating collection and one in the archives.
6. Archival materials: See Special Collections Development Policy.
7. Early monographs and rare books: See Special Collections Development Policy.
8. Electronic resources: The libraries will acquire, lease or purchase access to books, serials and government documents in electronic format. Electronic content will be preferred for serial and database purchases. Web based products are preferable to CD based content.
9. Digital Assets: Access to digital resources, e.g. ArtStore or locally produced resources.
10. Streaming video/audio.

III. DONATIONS

Donations of library material or monetary gifts are welcomed as resources for enhancing the Libraries' collections. Especially appreciated are materials in good physical condition which are related to the curricula and which meet the criteria for selection. Donated materials are evaluated by library staff members who will make the final determination as to which items the libraries will add to their collections.

Donations of large gift collections, while appreciated, are substantial and unexpected out-of-budget expenses for the Libraries.  Arrangements for the funding these expenses may be requested prior to the acceptance of gift collections.

A donor who wishes to provide a current subscription of a periodical should consult with the Head of Serials to establish agreement on delivery of issues.

Donations are acknowledged in writing. Because of the 1986 tax law, the donor is responsible for the appraisal of the materials.  The recipient of gifts is not allowed to appraise the value of the gift. The following are provided for some guidance. (Listing them here does not imply approval.)

• Your Old Books. Association of Research Libraries, American Library Association.
  "This guide covers some frequently asked questions about rare books and book values."
• The Antiquarian Booksellers' Association of America, publishes an annual membership directory. It includes subject and geographical indices to help you contact the booksellers who might be of assistance.
•  A directory of out of print and antiquarian vendors. 

Monetary gifts intended for the improvement of the libraries' collections are appreciated. 

Prospective donors should consult with Dan Gjelten, Director of Libraries, and with the University Development Office.

IV. COLLECTION MAINTENANCE

Collection maintenance is an ongoing process by which materials in the libraries are evaluated so that decisions can be made concerning the repair, replacement, relocation or withdrawal of items. The criteria for the evaluation of materials are the same as the criteria for selection. Faculty collaboration in the evaluation process is welcomed but final decisions regarding retention of particular items are made by library staff.

V.  CHALLENGED MATERIALS

Library materials are selected according to the collection development goals, general criteria, and discipline-specific guidelines. The University of St. Thomas subscribes to the principles expressed in the American Library Association's Library Bill of Rights and Freedom to Read Statement, copies of which are appended to and made an integral part of this policy (Appendices A and B). In addition, this policy is written in accordance with the University's Statement Regarding the Addressing of Controversial Issues in which a commitment is made to "valuing the diverse viewpoints reflective of a larger society."

Because the Libraries strive to provide collections that represent a diversity of viewpoints, library users may occasionally find materials owned by the Libraries to be controversial or objectionable. Written complaints will be considered within the guidelines outlined in this policy. In considering such complaints, the following statement from the Library Bill of Rights shall remain paramount: "Materials should not be excluded because of the origin, background, or views of those contributing to their creation. . . . Materials should not be proscribed or removed because of partisan or doctrinal disapproval." Complaints should be submitted in writing on the "Statement of Concern About Library Materials" (Appendix D).

VI. LIBRARY SUPPORT FOR NEW CURRICULA

The libraries of the University of St. Thomas request to be informed at an early stage when new programs or new courses are being proposed in an academic department. This helps ensure that adequate funding both for start-up costs and ongoing expenses will be available for the acquisition of materials and provision of library services needed to support the program or course. In order to estimate the funding, materials, and services required, the libraries request that academic departments complete the "Library Questionnaire for Proposed New Programs/Courses" (Appendices E and F) at an early stage of the proposal process.

APPENDIX A:  Library Bill of Rights

APPENDIX B:  Freedom to Read Statement

APPENDIX C:  UST STATEMENT REGARDING THE ADDRESSING OF CONTROVERSIAL ISSUES

APPENDIX D:  STATEMENT OF CONCERN ABOUT LIBRARY MATERIALS  (Form available to library staff via staff intranet:  please contact a library staff member for a copy of this form.)

APPENDIX E:  LIBRARY QUESTIONNAIRE FOR PROPOSED NEW PROGRAMS (in process)

APPENDIX F:  LIBRARY QUESTIONNAIRE FOR PROPOSED NEW COURSES (in process)

APPENDIX G: DEPARTMENT OF SPECIAL COLLECTIONS COLLECTION POLICY

Policy dated October 1997; revised August 2006
Comments to lahulbert@stthomas.edu

PROCEDURE FOR WRITING COLLECTION DEVELOPMENT POLICIES PRIVATE FOR SPECIFIC DISCIPLINES

(May 1994; rev. 1/99)

A.  GENERAL CONSIDERATIONS AND INSTRUCTIONS

1.  Use Word.  The text should be written in narrative style, using complete sentences except when listing.  

2.  Review the discipline both as a whole and as it is taught here at UST:  read the college catalogs and course descriptions, talk to faculty, etc.  Be aware of sub-disciplines and important facets of the subject.  When a discipline has both undergraduate and graduate programs, it will be determined on a department-by-department basis whether or not to treat them together in the same section:  please consult with the Committee.  If they are treated together, be sure to make note of any additional resources that are needed for the graduate program.

3.  Be aware of other collections and resources (see also below "Related Materials") on campus and make mention of them when pertinent: consult the faculty to see what secret departmental treasures are around. NOTE:  For the joint CSC/UST department of Social Work, CSC Library holdings/ policy will have to be investigated and noted.

4.  Work in consultation with at least one faculty member from the department; the final draft must be approved by the department chair.

5.  The final draft will be presented by the preparer/s (including faculty, if they are interested) live and in person to the Collection Management Committee.  Copies of the draft should be submitted to CMC members at least a week before the presentation.  The CMC reserves the right to make whatever changes it sees fit and has the power of final approval of the discipline policies; however, if significant changes are made, they should be reviewed again by the relevant faculty and department chairs.

B.  POLICY FORMAT  

Each discipline policy will consist of the following sections:

Scope:  Describe the clientele/s that the collection will be serving and, in a general and brief way, the kind of collection that is needed for each type of clientele.  Include a brief overview of the discipline as it is taught here at UST.

Language:  In almost all cases and formats, this should be English:  make note of other languages collected and the circumstances in which these would be suitable or desired.

Date of Publication/Research:  What should be described in this section is the currentness of the intellectual or creative content of the works needed in order to support the discipline:  this information is important not only for acquiring material but also for weeding out-dated items.  In most cases (especially in the sciences and social sciences), this should say something along the line of "All dates as appropriate, but emphasis on recent material."  Terms such as "present" and "recent past" can be used to describe the scope of collecting.  Make note of exceptions, e.g., late 19th-/early 20th-c. works on management theory.  DO NOT CONFUSE THIS SECTION WITH THE "CHRONOLOGY" SECTION (see below).

Geography:  Describe the geographic areas that should be covered and/or emphasized.

Chronology:  Describe the chronological (i.e., historical) periods that should be covered and/or emphasized.  DO NOT CONFUSE THIS SECTION WITH "DATE OF PUBLICATION/RESEARCH" SECTION (see above).

Description of Collection:  Underneath each of the five gradations of the "Instructional Support Level" (research, extensive, basic, minimal, out of scope), list the subject areas or sub-disciplines that are appropriate to that level of collecting.  Be as detailed as necessary in order to cover the subject.  Please underline collecting level words in the text so they will easily catch the eye.  The items listed under each collecting level should be indented and right- and left-justified (use the [Shift F4] key).

Monographs:  In most cases the "Description of Collection" section describes the collecting levels for the book (i.e., circulating) collection.  In this section, describe specific types of works (e.g., surveys, biographies, critical works) that are needed to support the various collecting levels/subject areas, making note of special types of items unique to the discipline.

Serials:  If the scope and collecting levels are the same as for the books, don't bother writing it over again; just say "same scope as for books" and describe the collection in a general way.

Reference:  Standard types of reference works (dictionaries, indexes, etc.) across all the disciplines is treated  in  the Collection Development Policy.  What should be described here are the tools -- if any -- that are unique to the discipline:  e.g., for business, stock and market reports; for English, things like Contemporary Authors; for theology, concordances; etc.

Electronic Resources:  Describe the types of electronic resources useful to the discipline; please refer to the Guidelines for Acquisition of Electronic Resources.

Other Formats:  These include scores, maps and atlases, microforms -- any non-book format that is physically present in or purchased by the Library.

Related Materials (not purchased by / housed in Library):  Include brief descriptions of substantive collections of useful items elsewhere on campus, e.g., sound recordings and videos (Music), USGS surveys (Geology).  Provide the location and the name of a contact person.

Prepared by / Date:  Your name; include faculty partners.

* Carnegie Foundation Definitions

 Policy dated October 1997; revised  September 2005