Approved by the

Library Advisory Committee

April 23, 2008

 

Albion College

Stockwell-Mudd Library

 Collection Development Policy

 

 

MISSION

 

The collection development policy of the Stockwell-Mudd Library of Albion College is intended to be consistent with the mission and goals of the College, resulting in a solid collection of significant works.  The purpose of the policy is to assure the planned and systematic provision of information resources in support of its curriculum and faculty and student research.

 

PURPOSES

 

This policy is established to assist librarians and faculty in collection development, including the selection, maintenance, and de-selection of all types of materials that support learning, teaching, and research at Albion College.    It is recognized that there are situations in which it is more effective for the Stockwell-Mudd Library to devote resources to providing access to information rather than in building collections. The Stockwell-Mudd Library is therefore committed to providing access to collections and information wherever they exist in the world.  Access extends to print, microform, non-print and electronically accessed information.  An effort will therefore be made to utilize both nonprofit and commercial information vendors, and to participate in regional and national resource sharing networks and cooperatives.  Efforts will also be made to acquire print resources and electronic databases that inform researchers of available resources and that assist in acquiring material located elsewhere.

 

This document is intended to explain the collection development policies of the Stockwell-Mudd Library to the College faculty, administration, students, and other interested parties. This policy is purposely left general to allow for individual initiative and judgment in collection development.  It is subject to continuing change as new ideas and types of materials become available in the collection development process.

 

COMMUNITY

 

The primary service community of the Stockwell-Mudd Library is the students, faculty and staff of Albion College.  The Libraries’ collections are also available for use by patrons of the Albion District Library, residents of our U. S. Congressional district for our Federal Documents Depository Collection, and alumni and friends of the College.

 

ALLOCATION OF FUNDS

 

Library acquisitions funds are allocated to academic units on the basis of need.  Factors considered are the balance and mix between monographs and serials; print and non-print; strength or weakness of current collection; breadth and depth of need; new programs, courses and faculty; and cost of materials.

 

Allocation decisions are based upon a process that involves negotiation with academic units, the Faculty Library Advisory Committee, examination of departmental profiles maintained by the library, and discussion within the library staff based upon an evaluation of the existing collection.  The library does not use a formula for the allocation of collection development funds.

 

SELECTION POLICIES

 

Library funds are used for current and retrospective purchases to build a balanced collection that meets the needs of the academic mission of Albion College.  The priorities in descending order are:

 

1. Materials supporting the curriculum

2. Essential reference tools

3. Materials supporting research of the Albion College students, faculty and staff

4. Materials contributing to a balanced collection

5. Materials for recreational reading

 

RESPONSIBILITY FOR SELECTION

 

Responsibility for the selection of library materials lies with both the librarians and the faculty.  The librarians are in a position to observe the quality and balance of all subject areas, and they oversee the selection and purchase of materials in all subject areas.  The departmental faculty will bear primary responsibility for recommending the acquisition of materials in their subject fields. 

 

Departments are expected to recommend library purchases which will develop the entire field of their disciplines.  Faculty members are encouraged to take a strong interest in developing the collection in their various disciplines by using rigorous discrimination in their selection of materials to be added to the library holdings.  Students, staff, and administrative officers may also submit recommendations for purchase to the library staff.  Librarians are assigned specific responsibilities for collection development and act as liaisons to the academic programs.

 

COLLECTION LEVELS

 

Basic Level

 

This level is a core of basic works broadly representative of the liberal arts, or those materials which should be in any college library.  These are the standard materials required for an undergraduate curriculum and the general works needed for a balanced college collection.  Into this category would fall fundamental reference sources, monographs, general periodicals, some major subject periodicals, and selected non-print media appropriate for an undergraduate library.  Many of these materials would be listed in standard college library selection tools such as Choice’s annual “Outstanding Academic Titles” and “Significant University Press Titles for Undergraduates,” Resources for College Libraries, Katz’s Magazines for Libraries, and other special subject bibliographies of core collections.

 

Advanced Level

 

Collections at this level support and maintain undergraduate instruction effectively and support the needs of the four-year curriculum.  Material for junior and senior courses would be collected at this level.  It includes reference material of all kinds, files of basic journals, a wide range of subject databases and all the more important secondary sources.  Definitive editions, works of criticism and analysis, important monographs and research studies would be included as would conference proceedings and important publications of research societies.  The collections identified at this level include Women’s Studies, the Alison Thomas Vietnam Collection and the John Hart American Literature Collection.

 

Comprehensive

 

Collections at this level are intended for advanced research and are restricted to only a few select subject areas. The collection may contain materials of all types and in all languages. Currently the only area identified at this level is Holocaust Studies because of a special gift and endowment.

 

SELECTION CRITERIA

 

The Library acquires materials of both permanent and current interest in all subjects, based upon the merits of a work in relation to the needs, interests, and demands of the college community. Each of these criteria listed below may not and need not be used to evaluate each item, but they are applied as general guidelines for consideration of all materials. While a single standard cannot be applied to each work, the following general criteria are used in selecting materials for acquisition.

 

Selection Guidelines

 

The following guidelines should be considered in selecting and adding materials to the collection:

 

      Subject matter and scope:

·         suits the purposes of the curriculum for which it is intended

·         is significant

·         is of  local interest (subject, author, or publisher)

·         has present and potential relevance to college needs and preferences

·         is related to the existing collection and to other titles and authors dealing with the same subject

·         has historical value

·         is of permanent and timeless interest

·         serves specific research needs of students and faculty

 

      Literature:

·         is written by an author in any language considered to be important to our curriculum

·         represents the best of its author or genre

·         includes all works by major authors

·         includes reading copies and critical editions       

 

      Treatment of subject or material:

·         suits the needs of students and faculty studying the discipline

·         can be introductory, speculative, scholarly, technical, or popular

·         may provide partial or complete coverage

·         may be current or retrospective

·         may be of timely and/or popular interest

·         should be of an appropriate level of difficulty

·         should be suitable and useful in subject and style for the library’s intended audience

·         may be important as a document of the times

·         may have unique and/or special features

 

      Validity/Accuracy:

·         information presented is accurate, current and authoritative

·         author, artist, editor, or publisher has good reputation or qualifications

·         literature titles have literary merit as expressed in critical reviews

·         other criteria to consider include availability of indexing, date of publication, primary versus secondary source, fact or opinion, observation or research

 

      Point of view:

·         is fair and balanced in its point of view, but we may select titles of a partisan or sectarian nature, even some that may have unredeemable bias

·         contributes to community values and citizenship

·         has alternative viewpoints

·         has social significance

 

      Elements of quality:

·         is the best of its type for addition to the collection

·         is suitable format for its message

·         shows originality and creativity in its presentation and content

·         is well written

·         is cited frequently in standard bibliographies      

 

      Format:

·         consider all formats for selection, providing the content falls within the guidelines set forth in this document

·         consider the condition and durability of the materials

·         consider the font style and size, indexing, paper quality, binding, and the suitability of the format for library use

·         prefer internet access with IP authentication when selecting electronic resources. Aspects to consider before purchase include availability of full text, ability to provide full text to other libraries through Interlibrary Loan, perpetual access to subscribed material, possibility for purchase compared to subscription.

 

Textbooks (Textbooks are defined here as works whose published form clearly indicates its intended use as a principal teaching aid):

·         consider textbooks when they are important for reference purposes, or where the textbook is considered a definitive or classic work in the subject.

 

      Price:

·         select paperback editions when deemed appropriate

·         select higher priced items when deemed essential to the collection and not available in any other format.

 

      Demand:

·         acquire only one copy of a title unless high demand requires additional copies

 

      Regional Availability:

·         avoid unnecessary duplication of titles (MelCat)

·         pursue cooperative collection agreements with other libraries in Michigan

 

GIFTS AND MEMORIALS

 

The library will accept gifts of monographs, journals, manuscripts, and other materials appropriate to the collection.  All gifts are final.  By the act of the donation, the donor permanently relinquishes all rights to ownership and disposition.  Therefore, the library may appropriately exchange, disseminate, sell, or discard those items that cannot be added to the collection.  Before accepting gifts on behalf of the library, staff members must ensure that donors understand and agree to this condition.  If there is any question about accepting a gift, the final determination rests with the Director of the Library.

 

The staff member accepting a gift must complete the Deed of Gift Form (see Appendix 9).  Official acknowledgment of the gift is made by Institutional Advancement and the Director of the Library.  Guidelines for evaluation of gifts are the same as those for selecting purchased materials.

 

The library cannot make appraisals.  It abides by the Statement on Appraisal of Gifts, approved by the Board of Directors of the Association of College and Research Libraries. (see Appendix 8)

 

Gifts of money may be used by the library to purchase library materials, equipment, or services.  Donors of monetary gifts may designate the use of those funds for specific purchases with the agreement of the Director of the Library. Donors wishing to establish a library endowment fund will be referred to Institutional Advancement for advice and implementation. Endowments must meet special criteria established by Institutional Advancement and the Director of the Library. An endowment must be at least $20,000. If the donor of an endowment wishes that the endowment supplements the library operating budget, the donor needs to state: “the proceeds of my endowment must be used to augment and enhance library collections and not be used for current operations.”

 

In accordance with the donor’s request, appropriate recognition will be given to gifts retained in the library by affixing book plates, labels, or plaques to gifts showing the donor’s name, and if applicable, the name of the person in whose honor or memory the gift was made. For major gifts, special recognition is made through the library’s online catalog.

 

The library will not set aside a special location for a particular gift of library materials separate from other materials on the same subject except in extraordinary circumstances.  The library will not accept restrictions on usage of the materials which are contrary to general Library policy.

 

Any material that bears the ownership markings of another institution and does not have any indication of having been withdrawn from that institution’s collection will be returned to that institution when possible. The Library will contact the other institution to ascertain if they want the item(s) returned.

 

Reproductions or photocopies of copyrighted works will not be accepted unless evidence of compliance with the copyright law (Title 17, U.S. Code) and its prevailing interpretation is provided. See Albion College Copyright Handbook at: http://www.albion.edu/library/Copyright2/main.asp

 

CONSORTIA

 

The Stockwell-Mudd Library actively pursues cooperative agreements and consortial arrangements with other libraries and library organizations to enhance the collection and to improve access to information resources.

 

The Interlibrary Loan Program of the Stockwell-Mudd Library is a cooperative program with other libraries that extends access for faculty, students, and staff to the rich resources of other libraries around the world and encourages the cooperative use of expensive acquisitions. The library maintains a number of special arrangements with other libraries and organizations to expedite this sharing of resources.

 

An extension of traditional interlibrary loan is MeLCat, Michigan’s resource sharing network that provides patron-initiated borrowing of library materials.

 

In addition, the Stockwell-Mudd Library participates with other libraries in numerous cooperative purchasing agreements including, but not limited to, Oberlin Group, Michigan Oberlin Group, the Michigan Library Consortium, Woodlands Library Cooperative, and the Albion District Library.

 

  The initiation of new periodical subscriptions or the cancellation of existing subscriptions, and the purchase of expensive sets may include consideration of resources available at other libraries.

 

COLLECTION MANAGEMENT

 

   Collection management refers to the systematic evaluation and maintenance of the resources contained in both the print collection and in non-print formats.  Collection evaluation is the responsibility of the librarians and the faculty.  Collection maintenance refers to shelf maintenance, binding, rebinding, and book repair and is the responsibility of designated library staff.  Current periodicals and microforms are the responsibility of the Serials Coordinator.

 

Collection Evaluation Policy

 

Collection evaluation sometimes referred to as weeding the collection, is conducted on an ongoing basis by librarians working in conjunction with the faculty.  All collection evaluation is based upon the criteria developed under Selection Criteria: Selection Guidelines beginning on page 4 of this document.  Materials that do not fit the criteria defined in the library’s Collection Development Selection Guidelines should usually be withdrawn.

 

Weeding constitutes the removal of outdated, superseded, damaged or duplicate material from the collection. 

Its purpose is to:

·         reevaluate the collection in conjunction with the selection of new and replacement materials to keep the collection viable and useful

·         withdraw unnecessary, out-of-date materials

·         alert faculty and librarians to areas of weakness in the collection

·         identify materials that need to be replaced or repaired

 

 The following criteria identify the issues that should be addressed when evaluating titles for retention, rebinding, mending, re-labeling, relocation, cataloging or classification changes, replacement or updating.

 

Physical condition beyond repair:

·         replace if it meets selection criteria and is available

·         rebind if possible and is worth retaining

·         make an archival box and place in the Rare Book Collection or return to the open shelves, if it is not possible to rebind or replace and the item is still useful

 

Number of copies:

·         withdraw unneeded, duplicate copies

 

Superseded editions:

·         retain latest edition only, except when earlier editions have research or educational value

·         keep all revised editions of reference titles that meet the guidelines in the Reference Collection Development Policy (see page 13)

 

Relevancy to the Collection:

·         Subject material for courses no longer taught should be considered for de-accessioning.

·         Material that is out-of-date and has been superseded by other materials should be de-accessioned.

 

Use of material:

·         consider insufficient use as a factor, but not as a sole factor, for withdrawal

·         consider placing in storage

 

Broken sets or runs:

·         identify and reevaluate broken sets or runs for retention according to the  Collection Development Selection Guidelines (see page 4)

 

Journals:

·         withdraw broken or incomplete runs of journals of little use or that are no longer purchased or published

·         replace older journals with electronic archives if appropriate and available

 

Some Criteria for Not Discarding:

·         local author or faculty member or local topic

·         famous illustrator, or title contains unusual photographs, maps, or illustrations

·         title enjoys a fair circulation

·         title is a prize winner (Pulitzer, NBA, etc.)

·         title is analyzed in a standard index or bibliography (EGLI, DCL, etc.)

·         title is considered to be primary source material for historical research

·         title is part of a series that is retained according to the selection criteria

·         title has an excellent, extensive bibliography which is still useful

·         title strongly illustrates the culture or contemporary knowledge of a specific time period

·         specific materials in the collection: Holocaust, Methodism, Prohibition

 

Storage Collection

 

Material used infrequently but still considered to be appropriate to the Library’s collections may be placed in storage. Storage may also be used for archives. These items may be obtained by request at the Circulation Desk.

 

Disposal of Discarded Library Materials

 

Material may be withdrawn after librarians, in consultations with the faculty when appropriate, have identified materials that are no longer needed in the Stockwell-Mudd Library’s collections. To keep disposal costs to a minimum, the Library may sell, recycle, or trash withdrawn material; all proceeds will be placed in the library gift fund.

 

Replacements

 

The library will not automatically replace all materials withdrawn from the collections because of loss, damage or wear.  Decisions to replace an item will be based on the following considerations:

 

1.  fit with current Collection Development Policy

2.  demand for the specific titles to support the curriculum

3.  number of copies held

4.  existing coverage of the subject within the collection

5.  availability of new and better materials on the subject

 

Titles reported missing will be promptly replaced (when obtainable) if needed for teaching or research.  Literary works and recognized titles in all subject areas should be considered for replacement one year after reported missing.  Missing serial volumes should be replaced in hardcover, microform, or electronic format depending on suitability and availability.  Missing pages of any book or serial issue will be replaced by tipped-in photocopies when possible.  Missing microfilms will be replaced if not available electronically.

 

Binding, Mending, and Discarding

 

Decisions to mend, bind or withdraw worn titles (regardless of format) will be made on an on-going basis.  Each decision is based on the condition of the title, the number of duplicate copies in the collection, the current validity of its contents, availability of the title for reorder, and the cost of mending or rebinding versus the cost of replacement.  The following guidelines will be used:

 

1.    Withdraw titles under the guidelines in the weeding policy.

2.    If the title is still available, replacing with a new copy is preferable to rebinding if costs are comparable.  When rebinding will not restore the title to circulating condition, the title should be replaced. Titles that are worn and cannot be rebound due to overly narrow margins should also be replaced with a new or good second-hand copy.

3.    Binding is preferable to mending if a title is expected to have long-term usefulness and if an inordinate amount of mending is required.

4.    Mending will be done only when need is detected early.  In general, most pamphlets, paperbacks and videos that are in poor condition should be discarded.

5.    Occasionally, an irreplaceable title of importance must be retained regardless of condition.  Special handling will be given to such titles, such as making a special box or locating in Rare Books Collection.

6.    Some cataloged paperbound titles may be bound for circulation.

7.    Titles received in a loose-leaf format, comb bindings, or fascicle parts will be considered for rebinding based upon anticipated use and the expected pattern of updating. 

 

SEPARATE COLLECTIONS

 

Serial Collections

 

Serial titles in the Stockwell-Mudd Library consists of:

 

Serials: A publication issued in successive parts, usually at regular intervals, and, as a rule, intended to be continued indefinitely.  Serials include periodicals, annuals (reports, yearbooks, etc.), memoirs, proceedings, and transactions of societies. (ALA Glossary of Library Terms, 1943)

 

Periodicals: Serial publications published more frequently than once a year.  At Albion, this refers to magazines, newspapers, and scholarly journals.  The Periodical Collection is maintained as a separate collection arranged alphabetically by title.

 

Continuations/Standing Orders: Serial and non-serial titles or sets that the library has instructed vendors to supply on an ongoing basis until canceled.

 

New serial requests are collectively reviewed by the librarians on a continuous basis.  These decisions are based on the same criteria as outlined for other materials in this policy statement.  In addition to those guidelines, the following must be taken into account:

 

1.    Accessibility to indexing

2.    Cost of the title

3.    Overall availability of funds

4.    Requestor of the serial, requesting department, number of faculty members requesting the serial

5.    Subject emphasis (see collection levels). interdisciplinary nature of the publication (number of departments which might use the title), size of enrollments in requesting  program, potential usage

6.    Appropriateness of print versus electronic format.

 

Whenever a new serial is selected, a decision should be made concerning the retention of that serial, and if it is to be retained indefinitely, whether or not it should be bound or purchased in electronic or micro format.  Serials cannot and will not be selected and dropped on a yearly basis; a commitment must be made to support new serials on an ongoing basis.

 

Backfile purchases of serials are based on the same criteria as current and new subscriptions and are purchased as funds allow.  Backfiles are usually acquired in electronic or micro formats.

 

A retention period is established for each serial title.  A title is either retained

permanently or retained for a limited period only.  Limited retention may be based on such factors as currency of the information and/or condition of the material.  Paper serials are retained until electronic or microform versions are available. Some print serials are retained permanently because of the format, color illustrations and fold-out materials such as maps or large illustrations or charts and graphs. Electronic versions of serials are accessible through the online catalog and/or the Library home page.

 

Newspaper Collection

 

Newspapers are a special form of serial publications issued daily, weekly, or semiweekly which report events and discuss topics of current interest.  The Library selects both print and electronic versions of newspapers.

 

The Library selects titles to represent the following types of newspapers:

1.    National newspapers of record, e.g., New York Times, Wall Street Journal, Christian Science Monitor

2.    Regional (Midwest and Michigan) newspapers, e.g., Detroit Free Press, Detroit News, Chicago Tribune

3.    Local newspapers, e.g., Albion Recorder, Jackson Citizen Patriot, Battle Creek Enquirer    

4.    Foreign newspapers, e.g., The Times, El Pais

 

Criteria for selection and retention of newspapers follows the general selection policy for serials and retention is determined on a title by title basis.

 

Microforms

 

Microforms are acquired to supplement the print and electronic collections. Preference is always given the electronic over the microform format when the content and format is identical. The criteria used for selecting microforms includes frequency of publication (weekly and bulky), paper quality, susceptibility to theft and mutilation, or when a microform format is the only format available or the most cost efficient format for retention, storage, and preservation. In a few cases, microforms may be acquired as an alternative to binding for a serial or monograph title.

 

Microforms are selectively used for preservation of materials in the College Archives Collection.

 

            The Library purchases only silver halide film and supports the following microform formats:

1.    35 mm microfilm

2.    microfiche (various resolutions, except ultrafiche)

 

We make every effort to provide and maintain up-to-date reader/printers for microform use.

 

Electronic Resources

 

Electronic resources refer to materials in standard digital formats.  They are preferred over paper or microform when available, appropriate, and cost effective for abstracts, indexes, and serials.  In addition, the Library will select large aggregate databases appropriate to the Library mission.  The Library will also subscribe, purchase, or connect electronically to selected monographic and archival databases as appropriate.

 

Federal Documents Collection

The Stockwell-Mudd Library is a selective depository for United States government documents and complies with the Federal Depository Manual and Instructions for Depository Libraries.  The official collection development policy for government documents is contained in the document entitled,

A Collection Development Policy - Albion College Partial U.S. Depository Library 279-B, developed by the Government Documents Librarian.  (See Appendix 7)

 
 

Reference Collection

 

The Reference Collection is a non-circulating collection of library materials designed to meet the basic, research, verification, location, and information needs of the Albion College community in all subject fields.  Reference materials of all types and formats and in various languages are selected by the librarians, in accordance with the general criteria established for the selection of library materials and the specific needs of the academic and co-curricular programs. Some reference type material is place in the circulating collection upon the discretion of the Head of Public Services. In general, only the latest edition of a reference work is shelved in the Reference Collection.  Older editions are either transferred to the general collection or storage or are withdrawn from the library. The Reference Collection is supported by a special budget allocation, other acquisitions funds and gifts.

 

Certain types of reference materials are selected according to the following guidelines:

 

1.    Encyclopedias

The collection contains general encyclopedias and subject encyclopedias, that are acquired and updated as needed. Preference is given to the electronic format.

 

1.    Dictionaries

English language, foreign language and subject dictionaries are purchased as needs dictate.  Dictionaries are updated if they become obsolete and a new edition is available. Some are purchased in electronic format.

 

2.  Indexes, Abstracts, and Databases

Both general/interdisciplinary and subject-specific indexes and databases relevant to student and faculty needs are selected by the librarians. Online versions are normally preferred over print subscriptions. Generally, a trial preview period is requested before a final determination is made to add a database subscription. Among other considerations in the selection process: the availability of IP address recognition for access, the availability of full-text, ease of use, links to local holdings and/or full-text sources, and the possibility of consortial purchase arrangements.

 

3.  Bibliographies

In general, bibliographies are acquired as part of general collection development.  Some of these bibliographies may be selected for the Reference Collection, based on frequency of use or broad subject content.

 

4.  Career Materials

Career materials are selected primarily by Reference Librarians as needs dictate. These materials are shelved in the Reference Collection.

 

5. Ready Reference

Frequently consulted reference sources are selected by librarians to be shelved at the Reference Desk. These materials are reviewed periodically for replacement, additions, or removal as needs dictate.

 

            6. Atlases

A collection of state, U.S., world, and subject atlases and gazetteers are selected by the librarians and included as part of the Atlases and Maps Collection. Superseded editions are considered for inclusion in the Library’s general collection.

 

7.  Reference Materials not kept in Reference Collection

Materials removed from the Reference Collection will be relocated to the general collection, storage, or discarded, based on an evaluation by the librarians.  Among the factors to be considered are: currency or long-term use of the material, availability of a more current edition, duplication of the information elsewhere, and the physical condition of the material.

 

New Books Collection

A selection of recent new books is placed on display for browsing. The selection of new books to be displayed is made at the discretion of the Coordinator of Circulation Services as books come from Technical Services. These books may be checked out at any time.

 

Non-print Materials

 

The Library considers all formats for selection, providing the content falls within the guidelines set forth in the Selection Guidelines section above.  Other formats will be considered for adoption as appropriate.  Currently the following types of non-print materials are being added to the collection:

 

1.  Film and Video Recordings (DVD, VHS cassettes, Blu-Ray disks, 16 mm. film, laser discs).

Digital formats are preferred.

 

2.  Audio Recordings (cassette and reel-to-reel tapes, CDs, LPs)

 

Digital formats are preferred. We no longer acquire LP’s or eight track tapes for the regular collection.  We may still acquire them for the Archives Collection. Other formats are acquired if no digital format is available. The library retains a record (LPs and 78 rpm) collection of music and oral recordings on a highly selective basis but does not acquire new items in these formats.
 

Atlases and Maps (Non-depository) Collection

 

The Stockwell-Mudd Library purchases and maintains a highly selective collection of atlases and maps that complements and enhances our collection of government document depository maps.  Types of atlases and maps collected include:  road maps, historical and specialized atlases, maps that support the curriculum of the College, and maps for recreational interests.

 

Juvenile Collection

 

The purpose of the Juvenile Collection is to support the reading instruction program of the Education Department, the Children’s Literature course in the English Department when taught, and to provide a collection of notable and award winning juvenile books, e.g., Newbery, Caldecott, Coretta Scott King, etc. The library works with the Education Department to support their reading program in appropriate ways.

 

Special Collections

 

The following collections are managed by the Archivist and Special Collections Librarian. Library funds are allocated to support the professional work of the Archivist and Special Collections Librarian and to make selected purchases for the collections.  Gift funds may be solicited and received to support the collections and services of this unit.

 

1. Rare Books

The Rare Books Collection houses library materials (books, serials, manuscripts, and non-print items) that are unique, rare, valuable, or fragile.  These materials do not circulate and must be used according to standard rare book practices.  Materials in this collection receive full cataloging at the item or collection level as appropriate.  They receive minimal physical processing.  The decision to place an item in the Rare Books Collection is based on its fit with one of the designated collecting areas or through consultation with the Library Director, the Archivist and Special Collections Librarian, and the Head of Technical Services.

 

The collecting areas include (for more specific definitions and examples of these collections, see http://www.albion.edu/library/specialcollections/rarebooks.asp#colldef):

1.      American and European literature

2.      Americana

3.      Art and music

4.      Bibles

5.      Early American textbooks

6.      Early printing, fine binding and limited editions

7.      Juvenile

8.      Manuscripts

9.      Modern first editions

10.   M. F. K. Fisher

11.   Periodicals of historic or literary importance

12.   Poetry

13.   Science, natural history and technology

14.   Theatre

15.   Visiting authors

16.   Gotshall William Butler Yeats collection

17.   Holocaust materials

 

Items in the Rare Book Collection are considered for deaccessioning when it is deemed that the item is not appropriate to the collection because of its condition or content or if it is an exact duplicate of another item already in the collection.  If it is a duplicate, the item in the best condition is retained.

 

The library makes an effort to preserve items in the collection using standard conservation practices such as constructing phase boxes, treating leather, routine cleaning, and dusting.  In addition, depending upon funds available, some titles may be rebound or restored according to acceptable rare book practices.

 

2. Wendell B. Will Faculty Room

The library places in the Wendell B. Will Faculty Room selected titles from the Rare Books Collection, copies of selected faculty publications, and autographed visiting authors publications.  The M.F.K.Fisher and the Gotshall William Butler Yeats collections are located in the Wendell Will Room.

 

3. Archives

The Stockwell-Mudd Library at Albion College includes two distinct archival collections:

 

Albion College Archives.  This collection serves as the permanent memory of the institution.  The purpose of the College Archives is to collect, preserve, organize, and make available materials that document the activities and history of Albion College and its community. The Archivist and Special Collections Librarian will solicit copies of official documents and publications of College offices and departments as part of a scheduled records management program.

 

The following types of materials are collected (for more specific definitions see http://www.albion.edu/library/specialcollections/collegearchives.asp#collections):

 

1. Artifacts

2. Records and papers of individuals while working for the institution

3. Special format materials documenting the operation and development of the institution, its faculty, staff and students

4. Records of students, faculty, administrators or staff relating to academic, honorary, service and social organizations

5. Vital records

6. Reports of self-studies and accreditation visits, annual budgets and audits

7. Records created by offices related to admissions, institutional research, public relations and fundraising

8. Records of departments

9. Records of the Office of the Registrar

10. All publications about or distributed in the name of the institution or any of its sub-units

11. Transcripts of speeches/presentations for special events

 

Methodist Archives and Library.  Albion College houses the Archives and Library of the West Michigan Conference of the United Methodist Church.  The Archivist and Special Collections Librarian serves as the manager for this collection.  There is an agreement between the Conference and the College on the administration of this Collection.

 

            Collection development in the Methodist Archives is defined by the Book of Discipline of the United Methodist Church, 2000 (¶ 1703) and that is "...to promote and care for the historical interests of the United Methodist Church...gather, preserve, hold title to library and archival materials, and...disseminate interpretive materials on the history of the United Methodist Church...It shall maintain archives and libraries in which shall be preserved historical records and materials of every kind relating to the [UMC]...[and] provide guidance for the proper creation, maintenance, and disposition of documentary record material at all levels of the United Methodist Church.”

 

            The West Michigan Conference Library contains United Methodist (UM), Methodist Protestant (MP), Methodist Episcopal (ME), and Ecumenical United Brethren (EUB) publications official to the Michigan, West Michigan, Detroit or General Conferences; as well as those about Michigan Methodism, its antecedents, churches, circuits membership, or leadership. These materials are held in the Archives of the West Michigan Conference.  Those materials of general church distribution; on general Methodist subjects; and religious histories and theology are considered part of the WMC Library collection but are held in the Circulating Stacks of the Stockwell-Mudd Library. Any material falling into the above categories that is considered Americana is included in the Rare Books Collection of the Stockwell-Mudd Library. For more specific information on what is included in the WMC Library, see http://www.westmichiganconference.org/page.asp?PKValue=1255

 

 

LEGAL ISSUES: 

INTELLECTUAL FREEDOM AND PRIVACY

 

The Stockwell-Mudd Library recognizes that the free access to ideas and full freedom of expression are fundamental to the educational process. To this end, we subscribe to and comply with the American Library Association Library Bill of Rights and Freedom to Read Statements. The collections will be available to all patrons of the library. The collections should offer the widest possible range of viewpoints regardless of popularity of items or the sex, political philosophy, sexual orientation, national origin, or notoriety of their proponents.

 

The Director of the Library, with the advice of the other librarians, will respond to all questions concerning the propriety of specific materials placed in the Stockwell-Mudd Library’s collections.  Persistent criticisms from persons or groups will be referred to the Faculty Library Advisory Committee.

 

Reaffirming the library profession’s concern for intellectual freedom and for readers’ rights of privacy, Stockwell-Mudd Library will not disclose to anyone the names or other information regarding readers and will not identify materials called for or examined by them.

 

No library records will be made available to the public, the press, or any agency of the federal, state, or local government, except pursuant to such process, order, or subpoena as may be authorized under the authority of and pursuant to federal, state or local law relating to civil, criminal, or administrative discovery procedures or legislative investigatory power.

 

Albion College and the Director of the Library will resist the issuance or enforcement of any such process, order or subpoena until such time as a proper showing of good cause has been made in a court of competent jurisdiction or in compliance with the USA PATRIOT Act: (http://thomas.loc.gov/cgi-bin/bdquery/z?d107:h.r.03162:)

 

 Moreover, any costs incurred by the library in any search through patron records, even under court order, will be chargeable to the agency demanding such searches.

 

 

 APPENDIX 1

 

LIBRARY BILL OF RIGHTS

 

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

 

1.  Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves.  Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

 

2.  Libraries should provide materials and information presenting all points of view on current and historical issues.  Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

 

3.  Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

 

4.  Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

 

5.  A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

 

6.  Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

 

Adopted June 18, 1948. Amended February 2, 1961, June 27, 1967, and January 23, 1980, inclusion of “age” reaffirmed January 23, 1996, by the ALA Council

 

http://www.ala.org/ala/oif/statementspols/statementsif/librarybillrights.htm 

 

APPENDIX 2 

Intellectual Freedom Principles for Academic Libraries:

An Interpretation of the Library Bill of Rights

A strong intellectual freedom perspective is critical to the development of academic library collections and services that dispassionately meet the education and research needs of a college or university community. The purpose of this statement is to outline how and where intellectual freedom principles fit into an academic library setting, thereby raising consciousness of the intellectual freedom context within which academic librarians work. The following principles should be reflected in all relevant library policy documents.

1. The general principles set forth in the Library Bill of Rights form an indispensable framework for building collections, services, and policies that serve the entire academic community.
2. The privacy of library users is and must be inviolable. Policies should be in place that maintain confidentiality of library borrowing records and of other information relating to personal use of library information and services.
3. The development of library collections in support of an institution’s instruction and research programs should transcend the personal values of the selector. In the interests of research and learning, it is essential that collections contain materials representing a variety of perspectives on subjects that may be considered controversial.
4. Preservation and replacement efforts should ensure that balance in library materials is maintained and that controversial materials are not removed from the collections through theft, loss, mutilation, or normal wear and tear. There should be alertness to efforts by special interest groups to bias a collection though systematic theft or mutilation.
5. Licensing agreements should be consistent with the Library Bill of Rights, and should maximize access.
6. Open and unfiltered access to the Internet should be conveniently available to the academic community in a college or university library. Content filtering devices and content-based restrictions are a contradiction of the academic library mission to further research and learning through exposure to the broadest possible range of ideas and information. Such restrictions are a fundamental violation of intellectual freedom in academic libraries.
7. Freedom of information and of creative expression should be reflected in library exhibits and in all relevant library policy documents.
8. Library meeting rooms, research carrels, exhibit spaces, and other facilities should be available to the academic community regardless of research being pursued or subject being discussed. Any restrictions made necessary because of limited availability of space should be based on need, as reflected in library policy, rather than on content of research or discussion.
9. Whenever possible, library services should be available without charge in order to encourage inquiry. Where charges are necessary, a free or low-cost alternative (e.g., downloading to disc rather than printing) should be available when possible.
10. A service philosophy should be promoted that affords equal access to information for all in the academic community with no discrimination on the basis of race, values, gender, sexual orientation, cultural or ethnic background, physical or learning disability, economic status, religious beliefs, or views.
11. A procedure ensuring due process should be in place to deal with requests by those within and outside the academic community for removal or addition of library resources, exhibits, or services.
12. It is recommended that this statement of principle be endorsed by appropriate institutional governing bodies, including the faculty senate or similar instrument of faculty governance.

Approved by ACRL Board of Directors: June 29, 1999
Adopted July 12, 2000, by the ALA Council.

From a letter dated November 15, 2000, to Judith F. Krug, director, Office for Intellectual Freedom, from the American Association of University Professors:

A copy of the new ACRL/ALA statement on Intellectual Freedom Principles for Academic Libraries: An Interpretation of the ‘Library Bill of Rights’ was forwarded to one of our Council members and considered by the AAUP Council in its meeting on November 11, 2000.

The AAUP Council is pleased to endorse the statement, but wishes to preface that endorsement with the following language from the Joint Statement on Faculty Status of College and University Librarians, as contained in AAUP: Policy Documents and Reports, 1995 edition:

“College and university librarians share the professional concerns of faculty members. Academic freedom, for example, is indispensable to librarians, because they are trustees of knowledge with the responsibility of ensuring the availability of information and ideas, no matter how controversial, so that teachers may freely teach and students may freely learn. Moreover, as members of the academic community, librarians should have latitude in the exercise of their professional judgment within the library, a share in shaping policy within the institution, and adequate opportunities for professional development and appropriate reward.”

Please convey to the members of the ACRL Board and ALA Council our concern that college and university librarians are designated the same rights afforded to other faculty in regard to intellectual freedom.
 

APPENDIX 3

 FREEDOM TO VIEW

 The Freedom to View, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States.  In a free society, there is no place for censorship of any medium of expression.  Therefore, these principles are affirmed: 

1. To provide the broadest possible access to film, video, and other audiovisual materials because they are a means for the communication of ideas.  Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression. 

2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.

3. To provide film, video, and other audiovisual materials which represent a diversity of views and expression.  Selection of a work does not constitute or imply agreement with or approval of the content.

4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video and other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or film maker or on the basis of controversial content.

5. To contest vigorously, by all lawful means, every encroachment upon the public=s freedom to view.

Endorsed by the ALA Council January 10, 1990 

http://www.ala.org/ala/oif/statementspols/ftvstatement/freedomviewstatement.htm

 

 APPENDIX 4

CHALLENGED MATERIALS

AN INTERPRETATION OF THE LIBRARY BILL OF RIGHTS

The American Library Association declares as a matter of firm principle that it is the responsibility of every library to have a clearly defined materials selection policy in written form which reflects the Library Bill of Rights, and which is approved by the appropriate governing authority.

Challenged materials which meet the criteria for selection in the materials selection policy of the library should not be removed under any legal or extralegal pressure.  The Library Bill of Rights states in Article 1 that “Materials should not be excluded because of the origin, background, or views of those contributing to their creation,” and in Article 2, that “Materials should not be proscribed or removed because of partisan or doctrinal disapproval.”

  Freedom of expression is protected by the Constitution of the United States, but constitutionally protected expression is often separated from unprotected expression only by a dim and uncertain line.  The Constitution requires a procedure designed to focus searchingly on challenged expression before it can be suppressed.  An adversary hearing is a part of this procedure.

Therefore, any attempt, be it legal or extralegal, to regulate or suppress materials in libraries must be closely scrutinized to the end that protected expression is not abridged.

Adopted June 25, 1971; amended July 1, 1981; amended January 10, 1990, by the ALA Council.

 http://www.ala.org/ala/oif/statementspols/statementsif/interpretations/challengedmaterials.htm

 

APPENDIX 5 

LABELS AND RATING SYSTEMS

An Interpretation of the LIBRARY BILL OF RIGHTS

Libraries do not advocate the ideas found in their collections or in resources accessible through the library. The presence of books and other resources in a library does not indicate endorsement of their contents by the library. Likewise, the ability for library users to access electronic information using library computers does not indicate endorsement or approval of that information by the library.

Labels

Labels on library materials may be viewpoint-neutral directional aids that save the time of users, or they may be attempts to prejudice or discourage users or restrict their access to materials. When labeling is an attempt to prejudice attitudes, it is a censor's tool. The American Library Association opposes labeling as a means of predisposing people's attitudes toward library materials.

Prejudicial labels are designed to restrict access, based on a value judgment that the content, language or themes of the material, or the background or views of the creator(s) of the material, render it inappropriate or offensive for all or certain groups of users. The prejudicial label is used to warn, discourage or prohibit users or certain groups of users from accessing the material. Such labels may be used to remove materials from open shelves to restricted locations where access depends on staff intervention.

Viewpoint-neutral directional aids facilitate access by making it easier for users to locate materials. The materials are housed on open shelves and are equally accessible to all users, who may choose to consult or ignore the directional aids at their own discretion.

Directional aids can have the effect of prejudicial labels when their implementation becomes proscriptive rather than descriptive. When directional aids are used to forbid access or to suggest moral or doctrinal endorsement, the effect is the same as prejudicial labeling.

Rating Systems

A variety of organizations promulgate rating systems as a means of advising either their members or the general public concerning their opinions of the contents and suitability or appropriate age for use of certain books, films, recordings, Web sites, or other materials. The adoption, enforcement, or endorsement of any of these rating systems by the library violates the Library Bill of Rights. Adopting such systems into law may be unconstitutional. If such legislation is passed, the library should seek legal advice regarding the law's applicability to library operations.

Publishers, industry groups, and distributors sometimes add ratings to material or include them as part of their packaging. Librarians should not endorse such practices. However, removing or destroying such ratings—if placed there by, or with permission of, the copyright holder—could constitute expurgation (see Expurgation of Library Materials: An Interpretation of the Library Bill of Rights).

Some find it easy and even proper, according to their ethics, to establish criteria for judging materials as objectionable. However, injustice and ignorance, rather than justice and enlightenment, result from such practices. The American Library Association opposes any efforts that result in closing any path to knowledge.

Adopted July 13, 1951, by the ALA Council; amended June 25, 1971; July 1, 1981; June 26, 1990; January 19, 2005.

http://www.ala.org/Template.cfm?Section=interpretations&Template=/ContentManagement/ContentDisplay.cfm&ContentID=8657

  

APPENDIX 6

Policy on Confidentiality of Library Records

The Council of the American Library Association strongly recommends that the responsible officers of each library, cooperative system, and consortium in the United States:

1. Formally adopt a policy that specifically recognizes its circulation records and other records identifying the names of library users to be confidential. (See also ALA Code of Ethics, Article III, "We protect each library user's right to privacy and confidentiality with respect to information sought or received, and resources consulted, borrowed, acquired or transmitted" and Privacy: An Interpretation of the Library Bill of Rights.)
2. Advise all librarians and library employees that such records shall not be made available to any agency of state, federal, or local government except pursuant to such process, order or subpoena as may be authorized under the authority of, and pursuant to, federal, state, or local law relating to civil, criminal, or administrative discovery procedures or legislative investigative power.
3. Resist the issuance of enforcement of any such process, order, or subpoena until such time as a proper showing of good cause has been made in a court of competent jurisdiction.¹

¹Note: Point 3, above, means that upon receipt of such process, order, or subpoena, the library's officers will consult with their legal counsel to determine if such process, order, or subpoena is in proper form and if there is a showing of good cause for its issuance; if the process, order, or subpoena is not in proper form or if good cause has not been shown, they will insist that such defects be cured.

Adopted January 20, 1971, by the ALA Council; amended July 4, 1975; July 2, 1986.

http://www.ala.org/Template.cfm?Section=otherpolicies&Template=/ContentManagement/ContentDisplay.cfm&ContentID=13084

Addendum – Michigan Law

THE LIBRARY PRIVACY ACT

Act 455 of 1982

397.603 Library record not subject to disclosure requirements; release or disclosure of library record without consent prohibited; exception; procedure and form of written consent; hearing.

Sec. 3. (1) Except as provided in subsection (2), a library record is not subject to the disclosure requirements of the freedom of information act, Act No. 442 of the Public Acts of 1976, being sections 15.231 to 15.246 of the Michigan Compiled Laws.

(2) Unless ordered by a court after giving the affected library notice of the request and an opportunity to be heard on the request, a library or an employee or agent of a library shall not release or disclose a library record or portion of a library record to a person without the written consent of the person liable for payment for or return of the materials identified in that library record.

(3) The procedure and form of giving written consent described in subsection (2) may be determined by the library.

(4) A library may appear and be represented by counsel at a hearing described in subsection (2).

History: 1982, Act 455, Eff. Mar. 30, 1983;--Am. 1996, Act 188, Imd. Eff. May 8, 1996.
 

APPENDIX 7

COLLECTION DEVELOPMENT POLICY

ALBION COLLEGE

SELECTIVE U.S. DEPOSITORY LIBRARY 0279-B

1. PURPOSE:

The collection development policy serves as a guide for the selection of information resources for the U.S. Federal Depository Collection housed in the Stockwell-Mudd Library. The policy is designed to provide for a collection that will meet the current and anticipated needs of patrons, provide continuity for the collection, and direction for the depository staff responsible for materials selection.  The collection is for the use of the constituents of the Michigan Seventh Congressional District and the Albion College community.

 2. MISSION STATEMENT:

 The U.S. Federal Depository Collection housed in the Stockwell-Mudd Library provides free and unimpeded access to government information for the general public and the college community.  It supports the general activities and instructional and research needs of the college community and the information needs of the constituents of the Seventh Congressional District of Michigan. 

BACKGROUND INFORMATION ABOUT THE PATRON COMMUNITY:

The Albion College Library was designated as a selective depository library in 1966.  Albion College is a selective liberal arts and sciences college with approximately 1,900 students. Depository selections are based on the instructional and research needs of Albion College students, faculty and staff as well as the information needs of local communities and the Seventh Congressional District in accordance with Instructions to Depository Libraries, Guidelines for the Depository Library System, and The Federal Depository Library Manual.

Information from American Factfinder and Census 2000 Redistricting Data (P.L. 94-171) Summary File DVD, and congressional district maps are appended to this document providing detailed information about the congressional district.  They are included as Appendices I and J in the Self-Study.

Albion is situated in the western half of the Seventh Congressional District. The population of the Congressional District has increased from 580,957 in 1990 to 620,053 in 2000.  The population of Albion has declined from 10,222 in 1990 to 9,144 in 2000.  

The Jackson District Library, seventeen miles east of Albion, is the only other depository library in the district.  The Jackson collection is smaller and more business oriented than the Albion collection.  Given the inherent limitations of these collections, we rely on electronic information sources and depository collections outside our district to meet specialized patron needs.  

 Much of the district suffered from a decline in manufacturing in the 1980's and it was well into the 1990's before the economy rebounded.  The economic downturn in the economy during the past few years has had a severe impact on much of the district, no community suffering more than Albion where the largest employer, the hospital, and the Kmart all closed.  Most communities have an industrial base including older companies supporting the automotive industry.  Battle Creek is noted for its cereal companies. There are also modest agricultural and recreational bases.  Interstate 94, the route from Detroit to Chicago, runs east to west along the northern tier of counties in the district.

The resulting information needs range from sophisticated statistical needs, to inquiries from small businesses, to information for lawyers and other citizens seeking legal and regulatory information.    

3. SELECTION RESPONSIBILITY: 

The Documents Librarian is responsible for collection development and item selection.  Suggestions are welcomed from the college community, other librarians, and the constituency of the Seventh Congressional District; however, the Documents Librarian will make final selection decisions.  New items are reviewed as they are offered. Each summer the Documents librarian reviews all item selections. 

4.  SUBJECT AREA SELECTION GUIDELINES and SELECTION TOOLS:

While selecting items issued by almost all federal agencies, the Albion College collection is more complete for some agencies while only a few representative titles have been selected from other agencies. Some of the most comprehensive collection areas include the U.S. Geological Survey, education, census, and congressional publications.  In making the annual review of items selected it is important to maintain some continuity.  Many short runs of series do not make a satisfactory collection.

When selecting series the librarian considers:

• research and information needs of students and faculty

• area librarian recommendations

• reference questions and patron requests

• interlibrary loan requests

• comments from librarians who serve as departmental liaison

• the annual review of the list of classes

• recommendations noted by other depository librarians

• bibliographies

• "Notable Government Documents"

• examination of the weekly documents shipments (and Marcive records for electronic-only publications)  to determine whether present selections are appropriate

• suggested Core Collections, Maps Available, and Basic Collection from the  Federal Depository Library Manual

• List of Classes

• other reviews of government publications

Albion College does not generally select manuals, forms, leaflets, posters, directories, foreign language or brail publications, technical publications such as NTIS reports, bibliographies, and telephone directories.