Collection Development Policy
I. PURPOSE OF THE COLLECTION DEVELOPMENT
The purpose of the policy is to insure
that the Irvine Sullivan Ingram Library is a vital instruction and
information resource for the University. Its collection should serve the
instructional, curricular and research needs of its primary users.
Effective collection development will require sufficient funding to meet
the needs of an expanding student
population, new emphasis on courses and programs, and changing faculty
research interests. In addition, it will require coping with escalating
inflation rates for books,
serials and resources in newer formats.
Accelerating developments in information technology exert a special
challenge to conventional
library collection needs. All of these developments highlight the
necessity for efficient planning in developing the resources of the
University of West Georgia's library.
The Irvine Sullivan Ingram Library
Collection Development Policy intends to provide general guidelines for
allocating funds fairly, establishing collection levels for broad
subject areas, and formulating objective selection criteria. The goals are
to ensure consistency among those who have responsibility for developing
the collection and to
provide a tool for evaluating and improving collections for all relevant
The policy statement is intended to be
flexible enough to respond to long- and short-range objectives of the
institution, and changes in the library operation and the
publishing industry. Periodic review of this policy will ensure that it
reflects any important changes to academic programs.
The collection can be custom-designed for
the University's distinctive needs only if all understand the
interrelationship of the mission of University to that of the Library.
"The University of West Georgia... is a selectively-focused,
comprehensive institution providing undergraduate and graduate public
higher education in arts and
sciences, business and education..." The Irvine Sullivan Ingram Library
supports the mission of the institution and the changing needs of the
University through its
collections and services. The library selects, acquires, and manages its
collection of books, serials, electronic information resources, and other
library materials to support
the broad educational mission of the University and to provide its large
and diverse community of students, faculty and staff with effective access
to recorded information.
Collection development directly supports the University instruction,
research, and public service responsibilities which include curriculum
related instruction, extracurricular
learning, research, and other campus educational objectives. The Library
seeks to build a collection of those information resources necessary for
the University as it
"aspires to preeminence in providing educational excellence in a personal
environment through an intellectually stimulating and supportive community
for its students,
faculty and staff."
The Library is also committed to providing
the information required to foster excellence in "high-quality
undergraduate and graduate programs in selected fields in the Arts
and Sciences, in Business, and in Education, that are grounded in a strong
liberal arts curriculum." This Collection Development policy provides the
acquiring those library materials that are necessary for
the "scholarship and creative endeavors which promote
knowledge, enhance professional
development, contribute to the quality of instruction, and provide
significant opportunities for student involvement..." Not only does the
Library provide for the local
campus, but also supports the programs "offered through the network of
external degree centers and course offerings at off-campus
Library support for courses that directly
support and lead to the baccalaureate or master's degree in the liberal
arts and sciences and professional fields, or the
post-baccalaureate credentials in fields of education, is a priority over
courses and programs that are peripheral to these programs (e.g., minors,
institutes, and intercollegiate athletics).
The range and depth of library materials
required to support graduate programs are necessarily more extensive than
for undergraduate programs. The Library seeks to
provide the information resources required for UWG programs to meet all
library related accreditation standards. The policy also acknowledges the
need to rely on
cooperative resource sharing. For less frequently used materials, recent
technological improvements such as GIL Express make access to remote
information resources an
alternative to ownership. Active use of Interlibrary Loan does not relieve
the institution from the responsibility of providing adequate library
support for all degree
GENERAL POLICIES FOR SELECTING MATERIALS
A. Standards and Ethical and Legal
The Ingram Library supports the
statements on collection development contained within the
College Libraries" adopted by the American Library
Association's Association of College and Research Libraries. Since accrediting agencies, such as the Southern Association, the
National Council for
Accreditation of Teacher Education, Assembly of Collegiate Schools of
Business, to name a few, generally use these standards to evaluate library
collections, it is
important that the library maintain these standards.
2. Intellectual Freedom and
The Ingram Library recognizes that the
free access to ideas and full freedom of expression are fundamental to the
educational process. The Library will attempt to
purchase materials which represent a wide variety of viewpoints on
religious, political, sexual, social, economic, scientific, and moral
issues. To this end, the Library
subscribes to and complies with the American Library
Association Library Bill of Rights and its accompanying statement of
interpretation including, but not
limited to statements on Intellectual Freedom, the Freedom to Read,
Freedom to View, Access to Electronic Information, Services and Networks,
and Statement on Labeling.
The Library does not add or withdraw, at
the request of any individual or group, material which has been chosen or
excluded on the basis of stated selection criteria. An
individual or group questioning the appropriateness of material within the
collection will be referred to the Ingram Library Director.
The American Library Association's Code
of Ethics states that "Librarians must protect each user's right to
privacy with respect to information sought, received, and
materials consulted, borrowed, or acquired. In addition to Ingram Library
adheres to the American
Library Association's "Policy on Confidentiality
of Library Records"
and "Confidentiality of Library Users." Confidentiality is
also protected under Georgia law.
Code of Georgia, Annotated, Paragraph 24-9-46.
Ingram Library complies fully with all of the provisions of the U.S.
Copyright Law (17 U.S.C.) and its amendments. The Library strongly
supports the Fair Use
section of the Copyright Law (17 U.S.C. 107) which permits and protects
citizens' rights to reproduce and make other uses of copyrighted works for
the purposes of
teaching, scholarship and research.
B. Cooperative Development
Collection development decisions will be
made in the context of cooperation with those libraries with which we have
cooperative agreements. The goal is to build
complementary collections to expand the resources available. An entirely
new level of cooperation will become possible with the University System
Integrated Library System which is currently in the implementation
stage. The emphasis will then shift from avoiding duplication of the
occasional title to avoiding
duplication of most materials for which a substantial, continuing local
need is not envisioned. Selectors should be cognizant of the databases and
full-text available on
GALILEO. Such information should be used in making decisions about which
information sources will be held locally.
IV. SELECTION RESPONSIBILITY
In meeting our goal of providing high
quality information service to our clientele the Library depends on an
active dialogue achieved through faculty liaison activities,
contacts with users at service points and individual consultations. This
is particularly important as the Library attempts to match its collections
to changing user needs and
to what has been termed a revolution in how scholarly information is
produced and disseminated. Provision of the most appropriate collection is
dependent upon all
participants making wise well-informed decisions.
A. Department Library
1. Ensure that faculty in the department
request materials to support the academic program in the subject fields of
2. Monitor professional literature for
appropriate library acquisitions.
3. Monitor department expenditures to
ensure allocation is spent.
4. Keep the Head of Acquisitions and
assigned Liaison Librarian informed of new programs and special library
needs of the department.
5. Assist in collection evaluation and
weeding activities in the subject area(s) of the department.
B. Head of Acquisitions/Collection
1. Work with department library
representatives, library staff, faculty and students to develop and
coordinate the implementation of the Collection Development
2. Ensure that faculty submit requests in
their respective areas of expertise in timely fashion, and that requests
adhere to selection criteria.
3. Route appropriate bibliographies,
catalogs, etc. to Library Liaisons.
4. Oversee the development of the
collection as whole to ensure adequacy, currency, balance, and
C. Library Liaisons:
1. Select materials in assigned subject
areas to strengthen these disciplines as well as in the related and
2. Assist the Head of Acquisitions in
working with department library representatives.
3. Assist faculty in identifying
reviewing sources in subject disciplines.
4. Select materials for their library
5. Provide leadership in collection evaluation
and weeding activities in the subject area(s) of the assigned
1. Students and other users are welcome
to submit requests. Those requests that are within the scope of the
Library's collection policy will be purchased provided funds
V. GENERAL GUIDELINES
A. General criteria for selection of
Collection development decisions are
based on both objective data and the subjective judgments of library
liaisons, often in consultation with academic department library
representatives and other faculty. Discipline specific differences in
instruction, research, and reliance on library materials must be
considered. Objective data to be
considered include financial resources available, programs and courses
offered, publishing output, enrollment, circulation of materials,
interlibrary loans, and comparison
with standard bibliographies.
Appropriateness for the undergraduate and/or programs at the University as
stated in the mission and the collection levels. Materials that go beyond
curricula but meet the cultural, career, recreational and information
needs of the campus community are also given consideration.
2. Identified strengths and weaknesses of
the existing collection in particular subject area.
3. High quality in content, format,
and/or literary merit; authoritativeness of the author or reputation of
4. Aesthetic considerations. Materials
should have literary, artistic and social value and appeal to the
imagination, senses and intellect.
Enduring value of the content.
6. Currency and timeliness of the
7. Expected usage; for occasional needs, interlibrary loan may be used
as a viable alternative to
8. Appropriateness of chosen format
(printed, digital, audio, visual) for the subject matter.
Price/relative cost of material in relation to the budget and other
B. Levels of Coverage
comprehensiveness of subject coverage within the collection will vary in
accordance with the Ingram Library's stated mission. A specific subject
related to the
University's programs will be assigned to a 'level of coverage' that
reflects the Library's goal for collection development in that particular
subject area. A narrative
collection development profile for each academic department as prepared by
the appropriate liaison librarian is available as part of the
Library Resources by Academic Department website.
Taking into account the potential
long-range value to the University of the materials in the subject area in
question, in relation to their cost and the accessibility of like
materials at other libraries, the Library will decide to acquire resources
in a specific subject area that are sufficient to constitute a collection
on one of the five levels as
defined in the WLN Collection Assessment Manual.
0. Out of Scope: The library does
not collect in this subject.
Minimal Level: The subject area falls outside the scope of the
Library, yet readers may need minimum resources to aid their immediate
understanding or use of
material which is properly within scope. Such a collection consists of a
dictionary, encyclopedia, handbook, or texts or a combination of these, in
the minimum number that
will serve the purpose. It may also include a basic index to the
periodical literature A subject in which few selections are made; basic
authors, some core works, and a
spectrum of ideological views are represented. Can support fundamental
2. Basic Information Level: A
selective collection of materials that serves to introduce and define a
subject and to indicate the varieties of information available elsewhere.
It may include dictionaries, encyclopedias, access to appropriate
bibliographic databases, selected editions of important works, historical
handbooks, and a few major periodicals. The collection is frequently and
systematically reviewed for currency of information.
Study or Instructional Support Level:
An instructional support collection is
one which is adequate to determine the current knowledge of subject in
broad outline and the most important historical aspects of the
area. It is a collection that is adequate to impart and maintain knowledge
about a subject in a systematic way but at a level of less than research
intensity. The collection
includes a wide range of basic works in appropriate formats, works of
writers, selections from the works of secondary writers, a selection of
access to appropriate machine-readable data files, and the reference tools
and fundamental bibliographical apparatus pertaining to the subject. At
the study or instructional
support level, a collection is adequate to support independent study and
most learning needs of undergraduates. The collection is systematically
reviewed for currency of
information and to assure that essential and significant information is
Basic Study or Instructional Support Level:
The basic subdivision of a level 3
collection provides resources adequate for imparting and maintaining
knowledge about the basic or primary topics of s subject area.
The collection includes the most important primary and secondary
literature, a selection of basic representative journals/periodicals, and
subject-based indexes, the
fundamental reference and bibliographical tools pertaining to the subject.
This subdivision of level 3 supports lower division undergraduate courses,
as well as some of the
basic independent study needs of the lifelong learner. At the Ingram
Library we view this level as support of the core courses.
Intermediate Study or Instruction Support Level:
The intermediate subdivision of a level 3
collection provides resources adequate for imparting and maintaining
knowledge about the basic or primary topics of a subject
area. The collection includes a broad range of basic works in appropriate
formats, classic retrospective materials, selected key journals on primary
journals and seminal works on secondary topics, access to appropriate
machine-readable data files, and the reference tools and fundamental
pertaining to the subject. These materials are adequate to support advance
undergraduate course work. It is not adequate to support master's degree
3c. Advanced Study or Instructional
The advanced subdivision of level 3
provides resources adequate for imparting and maintaining knowledge about
the primary and secondary topics of subject area. The
collection includes a significant number of seminal works and journals on
the primary and secondary topics in the field; a significant number of
retrospective materials; a
substantial collection of works by secondary figures; works that provide
more in-depth discussions of research, techniques, and evaluation. This
level collection can
support master's degree level programs as well as other specialized
inquiries such as those from professionals in the field.
4. Research Level:
A general research collection is one
adequate for the needs of most graduate students of the subject. It
includes the major portion of English language materials required
for dissertations and independent research. The collection consists of
dictionaries, the most important handbooks, encyclopedias, periodicals,
and other works in the
latest, best, and other significant editions, as well as comprehensive
bibliographies and indexing and abstracting journals. It should include
materials containing research
reporting, new findings, scientific experimental results, and other
information useful to researchers. It is intended to include all important
reference works and a wide
selection of specialized monographs, as well as a very extensive
collection of journals and major indexing and abstracting services in the
field. Older material is usually
retained for historical research and actively preserved. The collection
supports in-depth study and research. Some weeding of this collection will
An exhaustive collection is one which
endeavors, so far as is reasonably possible, to include everything
published on the subject, in all editions and translations. Under
prevailing conditions of library finance and the proliferation of
publishing throughout the world, the Library does not collect any subject
at this level.
It is assumed that shifts in emphasis
within the University's programs will occasionally be reflected in changes
in the levels to which specific subjects are assigned or in the
addition or deletion of subjects entirely; yet the responsible recognition
that the development of collections at any level above the basic requires
substantial staff time and
financial outlay mitigates against frequent and profound alterations in
C. Budgeting and Allocations
Each year the Acquisitions Librarian
determines the expected cost for the serials for the following year. These
costs, plus the amount needed to cover the Standing
Orders and the Approval Plan, are taken from the materials section of the
Library budget. Also a general fund which is reserved for reference
materials, materials needed
to fill in gaps in the collection, replacement of lost and stolen
material, bindery expenses, etc. is set aside. The remaining funds are
then allocated for monographic
purchases through the use of a formula.
allocation formula includes component factors which are ascertained for
each academic department. These include number of undergraduate majors,
graduate majors, number of faculty, number of different courses taught by
the department as listed in the University catalog, total number of
volumes in the collection
representing that subject, number of volumes circulated in the last year
and average price of a volume in the discipline as reported in Bowker's
Annual. Although the
formula was derived through a regression analysis of 20 years of library
and university statistics, adjustments have been made as programs and
expanded, been deleted or reorganized.
The library allocation formula at the
University of West Georgia is based upon division of the budget
between faculty and the library. Collection development, then,
is a joint effort between faculty and the library. Each separate
discipline has the responsibility to order books and periodicals to
support the curriculum.
With scholarly monographs being declared
out of print within six to twelve months of publication, it has become
essential for the Library to have an Approval Plan. The
Approval Plan is a means of acquiring a large portion of recently
published academic books in subjects relevant to the University's program
in a timely fashion. The
Library encourages participation in the plan. An approval program can
provide breadth, depth, and currency to the collection.
Criteria for evaluating such a plan include:
- Timely shipments of new books without
need to identify and order individual titles.
- Comprehensiveness of coverage
according to profile.
Reasonable discounts and book
- Delivery of appropriate titles in good
- Willingness of the vendor to modify
approval profiles, accept returns, and provide management
VI. POLICIES FOR SELECTION OF SPECIFIC TYPES OF MATERIALS
- Books and monographs
All faculty are encouraged to submit
requests for books to support the instructional programs of the
University. Department chairmen approve faculty requests before
forwarding them to the Acquisitions Department. Book order requests are
accepted at any time of the year, but faculty should allow a full quarter
for ordering and
cataloging before the book is available for circulation.
The Library also receives weekly
shipments of current books on approval for departments requesting this
service. These books may be examined by faculty and
selections made for purchase.
Departments should submit orders in the
amount of the entire book allocation before the end of Fall semester ( on
or about December 15). Periodic statements of 'funds
still available' will be sent to department chairmen during the academic
year. As books are declared "Out of Print" funds become available until a
final deadline early in the
Spring semester ( on or about February 15). All funds unencumbered after
the Spring deadline revert to the Library General Fund.
The map collection is supplied primarily
by selection from the U.S. Geological Survey Department, but additional
maps may be requested by the faculty when the need is
justified. (Maps requested by the faculty are charged to the academic
department's book allocation.)
- Foreign Languages:
Foreign language materials are purchased
primarily to support the Foreign Language Department programs.
- Multiple Copies:
provide the broadest range of materials for the support of the curriculum,
the Ingram Library normally purchases only one copy of a title. Requests
for multiple copies
will be considered individually depending on the substantiated needs and
the value of the item as part of the Library's permanent collection. In
instances when a decision is
made to purchase multiple copies, the additional copies are acquired in
the most economical format.
Textbooks for courses offered by the University will not be purchased, and
other textbooks are seldom added to the collection because of the
repetition of information
included and because they are quickly outdated.
Two copies of the University
of West Georgia theses are retained by the Library. One bound copy is
in the general collection and made available for
circulation. One microfiche copy is retained as a non-circulating archival
Theses of other universities, which are available through University
Microfilms, may be selected by
faculty for the general collection following the same general criteria
established for library materials.
- Juvenile materials
Books for children, young adults, etc.
are normally added to the collection as specifically needed for use in
courses. Typically these include the major award winning
selections by ALA and School Library Journal.
- Research Projects:
The University Library does not purchase
extensive in-depth materials for short-term research projects of faculty
and staff or graduate students. Use of interlibrary loan is
- Audio-visual materials
Audio visual materials are considered as
any research and/or curriculum support materials whether videotapes, music
compact disks, laser disks, audio cassettes, slides,
etc. Requests for audiovisual materials will be evaluated on the same
basis as book materials. Only twenty percent of a department's library
book allocation may be spent
on audio-visual materials.
- Electronic media:
In general, the Library will not actively
build up the software collection, nor automatically order revised versions
of purchased software. Academic department requests
will be scrutinized following the same guidelines as other materials and
the additional guidelines below. Developmental software such as those
meant to be used to develop
and produce multimedia, and/or software for office or classroom should be
purchased from funds other than the library materials budget.
Electronic formats present management issues that more traditional formats
1.They may be significantly more expensive
to acquire and maintain.
2. They may be physically in the Library or
3. They may be accessible outside the
library via the Local Area Network, GALILEO or the Internet.
4. They may require additional hardware and
software to operate or to use.
5. They present special problems of
acquisition, storage, and preservation.
Electronic resources considered for
acquisition or access should:
1. Follow all current collecting
guidelines as presented in the Collection Development Policy.
2. Represent materials useful and
important to a significant segment of the Library's user community, or be
pertinent for reference services, and reflect curricular and
3. Be evaluated in light of other
potential acquisitions, and weighed against other acquisition
4. Provide improved access to or be an
enhancement or enrichment of current library collections.
5. Reflect the excellence,
comprehensiveness, and authoritativeness expected of materials in other
6. Have adequate print or online
documentation available, such as useful manuals, guides, and tutorials
from the producer.
7. Be broadly accessible under current
copyright and licensing laws.
8. Be updated often enough to be useful,
if currency is important.
9. Have the ability to be archived, if
10. Be user-friendly.
One time purchase and subscription of
electronic formats are included in the library materials budget.
A Database Evaluation Criteria Form should be
each electronic title under consideration. The Library Liaison
representing the subject field most relevant to the Resource and
two members of Instructional Services will review the title
under consideration. Requested titles should
be presented for review and approval at a Library Faculty meeting.
general it is the responsibility of the Head of Acquisitions/ Collection
Development in consultation with the Associate Director to negotiate
licensing agreements with
the vendor or publisher. The Associate Director signs licensing and
copyright agreements. The Acquisitions Department will maintain files of
all licensing agreements.
Gifts to the Library are encouraged.
Donations of one copy of monographs written by current faculty are
desirable. However, gifts will be added to the collection
only after the items have been evaluated to determine if they meet
collection development requirements. Generally the library accepts only
books and journals as gifts.
Donors should call the Head of Acquisitions if they have other material
they wish to donate or if the donor has any questions about the
appropriateness of his/her gift. The
Library will acknowledge gifts with a letter indicating the number of
items donated, but cannot legally provide an appraisal or estimate of the
value of the donated material.
Donors who plan to include their gifts in income tax deductions must
submit a descriptive list of the material and its current
The Library reserves the right to dispose
of unsolicited gifts, if the material is not suitable or if it is already
included in the Library's holdings.
- Out-of- Print
The majority of selections are current
publications. The library recognizes the need for some retrospective
purchases, and may make such purchases to fill gaps in the
collection. However, in view of the expense of obtaining out-of-print
material it is most important to spend funds for valuable current
publications of long-term worth, thus
preventing a future need for retrospective buying. Frequently such
material can be obtained on interlibrary loan.
The Library normally does not purchase or
replace out of print materials unless they are deemed standards in the
field and important to the collection. In this case, out of
print jobbers are used and the item purchased if available at a reasonable
- Other formats
The Library will normally not purchase
collections of reprints for which the originals are available in the
VII. ADDITIONAL GUIDELINES FOR VARIOUS COLLECTIONS
A. Archives and Special Collections:
Special Collections provide an
environment to protect and maintain materials that have been determined to
have extraordinary value to the University. The archives and
special collections provide source material on the history of the
University and the West Georgia area. The collection also includes primary
source material and rare items
to support research for both graduate and undergraduate courses at the
University of West Georgia. The collection includes monographic and
maps, photographs, and other forms of material valuable to the purpose of
the collection. (Realia will only be accepted under special
circumstances.) The collection is
separately housed with security and preservation safeguards.
No money will be diverted from the
Library budget solely for the purchase of archival material. Acquisitions
are made through donations, and the library reserves the right
to refuse any donation not meeting its criteria and to dispose of
materials in an appropriate manner. Further information is available in
B. Government Documents:
The Library is a selective depository for
U.S. government publications. The documents librarian, in consultation
with appropriate faculty members, is responsible for the
selection of depository series from those available. Selection is made on
the basis of the University's instructional and research needs, and also
it takes into consideration
the general information needs of the citizens of the local Congressional
Federal Documents are the property of the
United States government and are maintained and weeded in accordance with
the Federal depository regulations.
State, foreign and international
documents are purchased as monographs and periodicals following the
general selection criteria.
The management of serials requires a
higher degree of selectivity than that of books. Initiating a serial
subscription implies an ongoing and costly commitment for many
years in terms of payments, binding, and storage. Responsibility
for selecting periodicals is shared by faculty and the library staff. The
annual subscription list is
essentially pre-selected, the result of many decisions made over previous
years. The library staff coordinates annual reviews of titles of interest
to the various departments
to identify titles that might be canceled and to gather suggestions for
titles to be added. The results of these reviews are combined and reviewed
by the library staff, taking
into account those titles available electronically, interlibrary loan
request records, etc. A list of planned cancellations is circulated to the
faculty for comment before changes
are made. Because serials costs are rising at a much faster rate than book
costs, every effort is made to hold the number of subscriptions to the
minimum consistent with
need, and to coordinate holdings as much as possible with other University
The Library will normally rely on
interlibrary loan for periodical backfiles it does not hold. Exceptions
might be made for material in great demand, as evidenced by
interlibrary loan requests, limited backfiles needed to support a new area
of study, or needed backfiles that for some reason are not available
through interlibrary loan.
Microform or electronic access would be the normal medium for added backfiles.
Ordering of single issues/volumes, or
scattered and incomplete sets of periodicals is generally discouraged.
Occasionally the purchase is much less expensive than
interlibrary loan and the concomitant copyright charges. In those
instances where it appears that a continuing need for the single issue or
volume exists, the library may
bind the issue and add it to the collection as a monograph.
New subscriptions are ordered on July 1, with a January begin date.
A supplemental order on September 15 may be made for titles deemed essential.
Cancellations of current subscriptions or commitment of
funds from the department book allocation may be required in order to
initiate a new subscription. Each title requested should be on the
Periodical Request Web Form,
initiates a request for the approval of the Department Chairman. If
patron requests, indexing, discipline surveys, citation studies, or
additions to the curriculum
indicate that a periodical should be added, the liaison librarian will
meet with the department chairman to discuss subscribing to the
Backfiles are ordered throughout the
year. Requests will be evaluated according to the selection guidelines and
as funds are available. Statistics are maintained on
periodical usage, and low use titles are candidates for cancellation.
Approximately 20 subscriptions to local,
national and international newspapers are maintained. A few of the major
indexed ones are also received on microfilm. Most
newspapers are retained 1-3 months, or until the microfilm copy arrives.
Suggestions for substitute subscriptions will be reviewed with the
Microform is an invaluable means of
storing and making available a large volume of material, which will
receive relatively low use, that will deteriorate rapidly or that is
rare, expensive, or otherwise unavailable. Examples are newspapers. Printed copies of
materials we currently hold on
microform should not
be ordered in paper.
F. Reference Collection
diversified collection of standard reference works (including books,
cd-rom indexes, and online databases) selected by the Reference
Librarians, with suggestions
from the faculty, make up the reference collection. Emphasis is placed on
Collection Development Policy)
VII. EVALUATION OF THE COLLECTION
The continuous review of library materials
is necessary as a means of maintaining an active library collection of
current interest to users. Evaluations should be made to
determine whether the collection is meeting its objectives, how well it is
serving its users, ways in which it is deficient and what remains to be
done to develop the
collection. This process requires the same attention to quality and
authoritativeness as the original selection.
The systematic removal of material no
longer useful is essential to maintaining the high quality and integrity
of the collection. Typically, the following categories of materials
will be subject to weeding:
1. Duplicates of titles no longer in demand.
2. Material of no current or historical significance to the University.
3. Badly damaged or worn material.
4. Peripheral material that is inconsistent with current selection criteria.
For periodical titles both the value of complete holdings and the consequences
of any action taken should be added to the factors influencing
decisions. Periodical cancellation generally results from one or more of
the following circumstances:
- Changes in the University
- Budgetary constraints.
- Emerging electronic resources that
make continuation unnecessary.
- Insufficient use to warrant
- Shortage of physical space in the
The Library staff seeks the advice of
departmental faculty members in the evaluation process. Department
Chairmen are asked to appoint two or more faculty members to
review materials being considered for discard for removal to
Materials selected for weeding which are
included in the standard academic library bibliography, Books for
College Libraries, are retained in storage. If a book is no
longer appropriate for the Ingram Library collection, but is the last copy
in the state, it will be forwarded to the University of Georgia Library,
following the University
System 'last copy' policy. Books designated for discarding are put on an
electronic "Exchange List", which is circulated to other libraries. Books
selected from the list by
other libraries are shipped to them for the cost of postage.
If a book from storage is requested five times, it will be returned to the
This document states the general goals and
guidelines for development of the collection of the Ingram Library. It is
intended to foster consistency and good communication
between those engaged in book selection. This policy will constitute a
commitment of those selecting library materials throughout the University
to maintain the collecting
program described and to make periodic and carefully considered
adjustments as the University of West Georgia and the information