The University of San Francisco: Gleeson Library
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Collection Development

1. Goals and Objectives

The primary goal of the University Library is to provide the information and instructional resources needed by students, faculty, administrators and staff for fulfilling the institution's purposes as stated in its "Mission and Goals". The Library endeavors to acquire, within its financial and other limitations, materials required.

1.1. To provide books, periodicals, newspapers, microforms, electronic formats, etc. in support of research.

1.2. To provide carefully selected resources in subject areas not presently covered by instructional and research programs in order to contribute to a general, well-rounded liberal education.

1.3. To maintain a reference collection adequate to facilitate local instruction and research, and to serve as a gateway to additional resources worldwide.

1.4. To provide materials on topics of high current interest, within and beyond the scope of the curriculum.

1.5. To provide a limited collection to serve the recreational reading interests of the University community.

Thus, the acquisitions program endeavours to reflect the educational objectives and curricular needs of the University as well as to provide those broader in scope than any particular subject area.

2. Selection Responsibility

2.1. The ultimate responsibility for the selection of library materials and the policy decisions related to this function rests with the Dean of the University Library in general. This responsibility is shared with other librarians and faculty.

2.2. Faculty participation in collection development is actively solicited as it is an invaluable aid to appropriate selection and makes available the expert knowledge of the subject specialist.

3. Academic Freedom and the University Library

The Agreement between the University of San Francisco and the USF Faculty Association affirms right of individuals to free inquiry in the Library's collections and the freedom to select materials based on sound academic grounds according to the instructional and research needs of the University.

4. General Parameters

4.1. Acquisitions emphasis is placed on obtaining current materials. Retrospective materials are acquired only as funds permit. Outdated works and superseded editions are retained only to the extent that they contribute to an outstanding research collection.

4.2. Emphasis is also placed on the acquisition of bibliographic materials such as indexes, abstracts, and bibliographies which provide access to published materials. These may be in a variety of formats.

5. Guidelines

5.1. Publications in the English language are given highest priority. Foreign language publications are limited to those directly supportive of instructional programs. English translations of such materials are also selected.

5.2. There are no geographical limitations to the collection.

5.3. Acquisition of infrequently used research materials depends on the availability of the material in other libraries in the Bay area or by other timely means.

5.4. Materials may be acquired in non-print format (e.g. micro-forms) if originals are not available, are too expensive, or require an excessive amount of storage space.

5.5. If the Library holds material in microform, hard copy is usually not purchased. Microforms may be used in lieu of binding periodicals.

5.6. Variant editions of a title held are acquired only if they are "standard" editions or contain substantial changes which are needed for instructional purposes.

5.7. The Library does not purchase extensive in-depth materials for specific thesis topics or for short term research projects of faculty members or graduate students unless the Library's acquisitions policy specifies intensive collection development in that area.

6. Duplication

Duplicate copies of books and subscriptions to journals are acquired only in accordance with the following guidelines:

6.1. Heavy, continuous use of individual titles is the primary consideration for duplication (i.e., patrons do not have reasonable access to a publication without acquiring another copy).

6.2. Additional copies may be purchased to satisfy conflicting reserve and general uses.

6.3. Duplicate copies are not acquired solely for the sake of preservation, except subscriptions on microfilm to selected significant newspapers and heavily used periodicals.

6.4. Duplicate copies are not purchased for the sole use of individuals, academic departments, or administrative offices.

6.5. Lost items will be replaced if they are:

6.5.1 available and in demand;

6.5.2 out of print but "standard" works or "classics".

6.6. The cost of any given publication, together with budgetary considerations will determine the ultimate decisions.

7. Types of Materials Collected

7.1. Books.

7.1.1 Standard works of general reference (i.e., publications which have as their subject matter the total universe of knowledge).

7.1.2 Standard reference works in individual subject fields.

7.1.3 Titles pertaining to each curricular field:

7.1.3.1 the field as a whole

7.1.3.2 those aspects of the field in which courses are offered

7.1.3.3 other significant aspects of the field

7.1.4 Titles in important specific fields that are not treated in the curriculum.

7.1.5 A limited selection of titles appropriate for recreational reading.

7.2. Serials. (For Periodicals see II(4)

7.2.1 New serial titles (continuations and standing orders) are acquired in accordance with the general collection management goals and selection policy, but with special rigor due to long term cost considerations.

7.2.2 Additional criteria to be considered in selecting serial and periodical titles will include (but not be limited to) the following:

7.2.2.1 The degree to which the title adds significant new material and perspectives to the collection (possible substitution for existing title).

7.2.2.2 Whether indexed in a standard indexing or abstracting service.

7.2.2.3 Availability in another library in the area, state, or region.

7.2.2.4 Cost in relation to its projected use.

7.2.2.5 Need and cost for backfiles.

7.3. Government Documents.

7.3.1 U.S. Government. The Library receives on deposit from the Government Printing Office a selection of all documents available to depository libraries. Refer to that policy.

7.3.2 State of California. The Kendrick Law Library receives California State Publications selected for distribution to a limited number of libraries in the state, as prescribed in the State Depository Law. Gleeson Library Documents Department acquires a very limited selection.

7.4. Theses and Dissertations.

7.4.1 The Library retains two copies of all University of San Francisco theses and dissertations - one archival, the other circulating.

7.4.2 Dissertations from other institutions are purchased only in rare instances with special justification.

7.5. Rare Books/Special Collections. Rare books are collected by the Special Collections Department. Refer to that policy.

7.6. Textbooks. In general, the Library does not automatically acquire textbooks adopted as required texts for any given course. Some textbooks, however, are valuable in their own right. These are selected in accordance with the provisions of this policy.

7.7. Gifts. Gifts and donations are regarded as an important adjunct to the acquisitions program. Monetary and material gifts judged useful in supporting instruction and research are encouraged. All gifts are subject to the following stipulations:

7.7.1 Gifts, like purchased materials, must enhance the collection or be convertible to the benefit of the Library.

7.7.2 Gifts with conditions as to their disposition, location, or use are not usually accepted.

7.7.3 Incomplete files of periodical titles are not normally accepted.

7.7.4 Gifts of funds may be designated for purchase of materials by type (e.g., reference works), subject (e.g., Italian literature), etc. Such requests will be honored if judged suitable to the Gleeson Library collection.

7.7.5 The Library is free to dispose of any unneeded materials in the manner most beneficial to the Library.

7.7.6 Once accepted, gifts become the property of the Library and may not be reclaimed by the donor.

7.7.7 The Library does not appraise gifts for tax or inheritance purposes. The Library may, however, assist the donor in obtaining, if available, prices records, or making referral to an appraiser.

7.8. Exchange. The Library may enter into exchange agreements with other institutions if the publications to be received on exchange meet the evaluative criteria of this policy.

7.9. Archives. The University Archivist preserves the documentary records of USF.

8. Format of Materials

8.1. Although the collection focuses on books and periodicals, microfilm, microfiche, CDs and other formats will be utilized as desirable.

8.2. Exclusions.

8.2.1 Audiovisual materials are acquired and serviced by the Instructional Media Department.

8.2.2 Career Materials are located in the Career Planning and Placement Office. However, the Library maintains a file on companies recruiting on campus, microfiche collections of college catalogs, corporate annual reports, and reference books relating to college programs and career fields.

8.2.3 Laboratory Manuals. Not collected.

8.2.4 Maps

8.2.4.1 Selected U.S. Geological Survey maps of California are located in the Documents Department. Additional country, state, and city maps are kept in the pamphlet files in Reference and Documents.

8.2.4.2 Various government maps (U.S. and California) are shelved in the Documents collection by issuing agency.

8.2.4.3 A working collection of atlases is maintained in Reference.

8.2.5 Scores. Not collected.

8.2.6 Study guides. Not collected.

8.2.7 Juvenile literature. Not collected.

9. Deselection of Library Materials

9.1. Deselection or "weeding," is the systematic evaluation of the library's collection to identify and discard those items which are no longer appropriate to the collection. This process, carried on at intervals or on a continuing basis, is an integral part of collection management.

9.2. In general, the same criteria apply to deselection as are used in the selection of new materials including:

9.2.1 content and relevance to the curriculum

9.2.2 physical condition

9.2.3 whether the item is in print

9.2.4 whether the item is in a standard or discipline-specific bibliography

9.3. The following criteria should be regarded as flexible guidelines:

9.3.1 Books

9.3.1.1 Criteria for discarding monographs

9.3.1.1.1 Outdated material - books which contain outdated or inaccurate information, unless valuable historically

9.3.1.1.2 Superseded editions

9.3.1.1.3 Duplicate copies - when these are deemed no longer needed for the academic program

9.3.1.1.4 Worn or damaged items

9.3.1.1.5 Materials out of scope for the collection, (e.g., juvenile lit.)

9.3.1.1.6 Works superseded by or accumulated in more comprehensive publications, such as bibliographies and indexes

9.3.1.1.7 Broken sets

9.3.1.2 Criteria for retaining monographs

9.3.1.2.1 Scholarly works

9.3.1.2.2 Key authors in the field, historical and contemporary

9.3.1.2.3 Source materials (e.g., the Warren Commission Report)

9.3.1.2.4 Works treating major developmental phases (theories, etc.) of the subject

9.3.1.2.5 Works by local author or faculty member

9.3.1.2.6 California and Bay Area material

9.3.1.2.7 Works that enjoy a reasonable circulation

9.3.1.2.8 Prize winning works (Pulitzer, Nobel, National Book Award, etc.)

9.3.1.2.9 Titles analyzed in a standard index

9.3.1.2.10 Works on a subject not frequently written about, or approaching the subject from an unusual point of view

9.3.1.2.11 Works with excellent bibliographies

9.3.1.2.12 Works that reflect the mores of a period

9.3.1.3 Replacement. A regular ongoing evaluation program to renew out of date and worn materials is in place.

9.3.1.3.1 As new editions are ordered and received, superseded ones are removed from the stacks for a decision to discard or retain.

9.3.1.3.2 As worn or damaged items are identified after circulation, they are evaluated for replacement if in print, or discard or repair if out of print.

9.4 The mechanics of deselection

9.4.1 Ongoing evaluation program to renew out of date and worn materials

9.4.1.1 As new editions are ordered and received, superseded ones are removed from the stacks for a decision to discard or retain.

9.4.1.2 As worn or damaged items are identified after circulation, they are evaluated for replacement if in print, or discard or repair if out of print.

9.4.2 Systematic review of subject areas

9.4.2.1 The Library:

9.4.2.1.1 notifies all Department Chairs that a section of the collection is under review

9.4.2.1.2 flags items chosen for deselection

9.4.2.1.3 generates a list of deselected titles

9.4.2.1.4 sends the list of the primary Department Chairs

9.4.2.1.5 sends the list to other interested Departments, as requested

9.4.2.2 Department Chairs:

9.4.2.2.1 Each Department's Faculty has one month during the semester to reach a consensus on the titles chosen for deselection.

9.4.2.3 Reconsideration of deselected titles

9.4.2.3.1 A Department, by consensus, may request the Library to reconsider the decision to deselect a title or titles, using the Criteria for retaining monographs (section 9.3.1.2).

9.4.2.3.2 The Library considers the case for titles in question and notifies the Department Chair of the decision.

9.4.2.3.3 The Joint Committee on Library and Media Services may act as arbiter if the Department disagreed with the Library's decision.

Ultimate responsibility for the deselection of library materials rests with the Dean of the University Library.

9.4.3 Processing of deselected items

9.4.3.1 The Library stores deselected items

9.4.3.1.1 when the supply grows to a sufficient number, Department Chairs and Faculty are notified that the storage area will be open for a designated time to take any of the discarded books.

9.4.3.2 The Library disposes of remaining items by the most appropriate means, including: selling materials, discarding, recycling*, or contacting charitable organizations to pick up and package materials*

*as arranged by interested members of the JULAC (formerly JCLMS)

Note: Deselection section - Approved draft 4/26/95
Joint Committee on Library and Media Services

10. Definition of Levels of Collection Intensity

The codes defined below are designed for use in identifying both the extent of existing collections in given subject fields (collection density) and the extent of current collecting activity in the field (collecting intensity).

10.1. Comprehensive Level. A collection in which a library endeavors, so far as is reasonably possible, to include all significant works of recorded knowledge (publications, manuscripts, other forms) for a necessarily defined field. This level of collecting intensity is that which maintains a "special collection"; the aim, if not the achievement, is exhaustiveness.

10.2. Research Level. A collection which includes the major published source materials required for dissertations and independent research, including materials containing research reporting, new findings, scientific experimental results, and other information useful to researchers. It also includes all important reference works and a wide selection of specialized monographs, as wll as an extensive collection of journals and major indexing and abstracting services in the field.

10.3. Study Level. A collection which supports undergraduate or graduate course work, or sustained independent study; that is, which is adequate to maintain knowledge of a subject required for limited or generalized purposes, of less than research intensity. It includes a wide range of basic monographs, complete collections of works of important writers, selections from the works of secondary writers, a selection of representative journals, and the reference tools and fundamental bibliographical apparatus pertaining to the subject.

10.4. Basic Level. A highly selective collection which serves to introduce and define the subject and to indicate the varieties of information available elsewhere. It includes major dictionaries and encyclopedias, selected editions of important works, historical surveys, important bibliographies, and a few major periodicals in the field.

10.5. Minimal Level. A subject area in which few selections are made beyond very basic works.

10.6. Out of Scope.