Albion College Stockwell-Mudd Libraries

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