Library Building FAU Libraries
Collection Development Policy
December 2004


Table of Contents

  1. Introduction
  2. Overview of the Collection
  3. Budget
  4. Formats
  5. Collection Evaluation
  6. Resource Sharing and Cooperative Development
  7. Sources


  1. INTRODUCTION

    1. Purpose

      The Collection Development Policy states the principles and guidelines that the Florida Atlantic University Libraries follow in the selection and acquisition of library materials. The purpose of the policy is to provide consistency among the persons responsible for collection development and communicating library policy to faculty, staff, students, and the community. 

    2. Library Mission

      The Libraries select materials based upon their responsibility to the University as stated in the Library Mission Statement: “The Libraries at Florida Atlantic University support the University’s instructional, research, and service activities through provision of access to information and materials, assistance and instruction in their use, and preservation of collections for use by future generations of students and scholars. Our secondary mission is to support scholarly endeavors and information needs in the local, regional, national, and international communities.”

    3. Library Clientele

      The Florida Atlantic University Libraries serve a diverse community of users.  Primary clientele are the students, faculty, and staff of Florida Atlantic University. Florida Atlantic University is a comprehensive, doctoral-granting institution serving the urban population of seven counties in southeast Florida.  Although geographically dispersed, it is academically, organizationally, and technologically integrated. Degree programs are offered at campuses in Boca Raton, Dania Beach, Davie, Fort Lauderdale, Jupiter, and Port St. Lucie.  The University offers certificate, baccalaureate, master’s, specialist, and doctoral programs.

      Additional clientele includes the students, faculty, and staff of Palm Beach Community College South Campus, which contracts Florida Atlantic University to provide library services; local and visiting university and college faculty, staff and students, and other researchers not affiliated with Florida Atlantic University; students of the FAU High School and other local high schools; clinical and research affiliates associated with the University of Miami Medical School at FAU, the Scripps Research Institute, and the FAU Research & Development Park; and members of the general public.

    4. Intellectual Freedom

      The Libraries of Florida Atlantic University support the American Library Association’s Bill Of Rights, Freedom To Read Statement, and the American Film and Video Association’s Freedom to View Statement. The Libraries follow the “Intellectual Freedom Principles for Academic Libraries.”  For this policy, the Libraries have adopted sections of the Library Bill of Rights applicable to collection development as approved by the ACRL Board of Directors. 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.

      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.

      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. 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 through systematic theft or mutilation.

      Any individual or group questioning the appropriateness of materials within the collection will be referred to the Director of Libraries. 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. The Libraries acquire materials that represent differing opinions and without censorship in regard to controversial issues.

      The Libraries do not support filtering of computers because it is a needless form of censorship and an abridgement of information without a researcher’s knowledge. It is inappropriate in a research library environment.

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  2. OVERVIEW OF THE COLLECTION

    1. Subject Areas and Collection Arrangement

      The primary subject areas collected are those that serve to support the instructional, research, and public service activities of the University community. The majority of materials are organized by the Library of Congress Classification System.

    2. Languages

      The main language of the collection is English. Foreign language materials are collected based on their relevance to University programs with a foreign language component. Additional criteria considered for acquisition of foreign language materials are their usefulness to the University community and the reputation of the work.

    3. Selection Responsibility

      Ultimate responsibility for the development and maintenance of the Libraries’ collection rests with the Director of the Florida Atlantic University Libraries.  The Director’s authority for routine decisions is normally delegated to the Associate Director, under whose direction materials in specific subject areas are selected by designated librarians. For libraries at campuses where FAU is not the lead institution, selection policies will differ.

      The Collection Development Unit chooses materials in accordance with the curricular, research, and community needs of the University. Faculty are encouraged to suggest appropriate material for purchase and academic departments are urged to designate a faculty member to serve as library representative. These representatives facilitate communication between the academic departments and the Collection Development Unit.

      Suggestions for the purchase of specific titles may be submitted using the electronic Library Materials Suggestion Forms available on the Libraries’ web site. Requests for materials submitted by students, staff and non-affiliated users are reviewed by the Collection Development Unit. The timetable for ordering of library materials is as follows:

      • November 1: 50% of orders submitted to Acquisitions
      • February 1: 75% of orders submitted to Acquisitions
      • April 1: 100% of orders submitted to Acquisitions

    4. Collection Development Review Committee

      The Collection Development Review Committee serves as an advisory panel on the selection of materials for the Florida Atlantic University Libraries.  The Committee works within the constraints of the Libraries’ budget and follows the guidelines established in the Collection Development Policy.

    5. Collection Development Unit

      The Collection Development Unit serves as the operational arm of the collection development program.

    6. Specialized Acquisitions Considerations

      1. Gift and Exchange Materials (FAU Libraries Gift Policy)

        Donations to the Libraries are accepted through the Florida Atlantic University Foundation.  Acquisition of gift material is subject to the same criteria for addition to the collection as purchased materials. The Florida Atlantic University Libraries reserve the right to accept or reject gifts, with or without restricting conditions, and the right to dispose of unwanted gift material.

      2. Special Collections and University Archives

        1. Special Collections
        2. The Special Collections Department has several areas of concentration within its collections, http://www.library.fau.edu/depts/spc/collist.htm. The Special Collections Department does not actively seek collections.  However, collecting is done with respect to the academic needs of the FAU community, aspects of FAU other than covered by the University Archives, and to enhance existing collections.

          Special Collections does not collect realia, memorabilia, or ephemera.  Collections may include these materials as a part of a books or papers collection.

        3. University Archives

          The Director of Libraries is designated as the custodian of the University Archives as stated in the Florida Administrative Code. The University Archives is held by the Special Collections and Archives Department. The University Archives collects documents that are of value to the development of the University or have future historical significance. These items include University publications, special reports, and minutes from meetings.  The University Archives concentrate on collecting University Presidential papers, and materials related to athletics, aspects of student life, and academics.

         

      3. Children’s Literature and Curriculum Collections

        The Children’s Literature and Curriculum Collections include elementary and secondary textbooks, curriculum guides, juvenile and young adult monographs, selected juvenile serials, and appropriate non-print media. The purpose of these collections is to support the programs of the College of Education. The Collection Development Unit is responsible for developing these collections in consultation with the College of Education. Current state-adopted textbooks and award-winning children’s books have highest priority for purchase. The collection includes curriculum materials (most recent five years).

      4. Reference Collection

        Reference collection development is the responsibility of the reference librarians and is coordinated by the Head of the Reference Department.  The collection is designed to meet the basic research, curricular, and information needs of the University community in all subject fields.  Reference resources of all types and formats, in all appropriate languages are selected in accordance with the criteria established for the selection of library materials.  The Reference Collection Development Policy should be consulted for more detailed guidelines.

      5. Government Publications

        The Florida Atlantic University Boca Raton Campus Library is a selective depository for Federal documents. The library is also a depository for State of Florida documents. In addition to curriculum and research needs, the information needs of citizens residing in the 19th Congressional District and the Florida Atlantic University service area are considered in selection of materials being surveyed for deposit and retention. The Government Documents Collection Development Policy should be consulted for more detailed guidelines.

      6. Reserve Materials

        The Reserve Collection consists of a temporary collection of materials that are purchased, copied, or gathered from existing holdings, to provide limited loan periods and maximum access to clientele to support the direct needs of course instruction. The collection includes documents in print and electronic formats. The Reserve Collection is also the permanent location for some Reference and Government Documents which require monitoring due to heavy use or threat of vandalism. The number of photocopies of articles, pages from books, and other material provided by the Libraries for the Reserve Collection shall not exceed the fair use limits as specified by the library reserve policy and current copyright law. Permission to copy in excess of fair use must be obtained by the library as cited in the Copyright Law of the United States, 17 USC 108.

      7. Electronic Materials

        Electronic Resources are collected to support the basic instructional, research and information needs of the University. These include, but are not limited to, electronic serials or collections of serials; online bibliographic or numeric databases; electronic reference materials; electronic monographs or collections of monographs. Traditional selection criteria apply to electronic resources. However, due to the unique nature of electronic resources, special criteria need also be applied. See Electronic Resources Collection Policy.

         

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  3. BUDGET

    The materials budget supports the purchase of all formats designated in the collection development policy. The budget supports expenditures for the following:

    • Approval plans, firm, and standing orders to the extent that funding is available, with first consideration given to continuing obligations;
    • Cooperative programs with other libraries;
    • Access to and preservation of purchased and donated library materials;
    • Membership in consortia, bibliographic access charges; and
    • Binding of serials, monographs, and other formats as necessary.

    The budget is administered by the Assistant Director for Technical Services in consultation with the Director of Libraries.

    The materials budget is allocated according to available funds and established institutional priorities. Expenditures are tracked by the assignment of fund codes and class codes within established expenditure categories. The extent of tracking is dependent upon the limitations of the library management system of the State University Libraries (SUL) and staffing levels within Technical Services. The Acquisitions staff is responsible for placing all orders for library materials, recording the receipt of materials, processing invoices and credit memos, and claiming materials not received.

    The Acquisitions staff handles orders, payments and receipt of library materials funded by outside funding, such as Foundation or grant funds, and provides the tracking of expenditures dependent upon system constraints, staffing limitations, and cooperation from any outside agency involved. Unsolicited materials that are received with invoices will not be accepted and will be disposed of or returned, if the vendor will provide return postage. Materials received without invoices will be routed to Assistant Director for Technical Services.

    Out-of-print materials are acquired as necessary.

    See Procedures for Purchasing Library Materials.

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  4. FORMATS

    1. Books, Monographs

      Monographs are acquired with first priority given to supporting the curriculum. The most readily available format for monographs is acquired. Sets are acquired by the libraries in support of the curriculum and based on availability of funds.

    2. Serials

      The libraries are committed to acquiring complete holdings for serial titles to which the library subscribes when affordable. Electronic access is the preferred format for serials when available.

    3. Newspapers

      Current print newspapers are acquired on a highly selective basis. Emphasis is placed on local newspapers. Access to major and regional U.S. and select international newspapers is provided electronically. Priority is given to newspapers which are indexed.

    4. Textbooks

      The Libraries acquire selected Florida elementary and secondary school textbooks for the Curriculum Collection. Current course textbooks are not acquired routinely. Other textbooks are not acquired unless they are considered as definitive sources in the subject area. Exceptions are considered at the request of an instructor.

    5. Reprints

      Reprints are acquired only on a highly selective basis.

    6. Dissertations, Theses

      The Libraries acquire copies of dissertations and theses completed at the University. Dissertations and theses completed outside of the University may be acquired on demand and may be provided in non-print formats. Foreign dissertations and theses are available through the Libraries’ membership in the Center for Research Libraries. The Libraries also provide electronic access to many recent digital dissertations and theses.

    7. Looseleaf Materials

      The Libraries subscribe to looseleaf services in select areas that support the curriculum. In the selection and continuation of looseleaf services, maintenance and availability in other formats are primary considerations. Looseleaf materials are collected only if alternative formats are unavailable.

    8. Microforms

      Monographs in microform are acquired selectively. Specialized microform collections are purchased in support of the curriculum or as an enhancement to the existing collection. Serial microforms are acquired with regard to the existing collection and with regard to space, availability of alternative formats, price, and use.

    9. Maps

      Maps, atlases, globes and charts are purchased selectively. The Government Documents Collection regularly receives maps on a selective basis from the U.S. Government Printing Office and from the State Library of Florida as part of the respective depository programs.

      Selection criteria include support of the curriculum and the depository community, space, usage, and staffing.

    10. Pamphlets, Broadsides

      Pamphlets and broadsides are acquired on a selective basis in support of the curriculum and upon specific request of an instructor.

    11. Musical Scores

      Musical scores are acquired selectively as needed in support of the curriculum.

    12. Audio-Visual Materials

      Audio-visual materials are acquired with priority given to curriculum and research support. Considerations of suitability of format, and quality of production, availability of equipment and facilities assists in the selection.

    13. Computer Software

      Computer software is acquired selectively. Considerations in selection include availability on the university campus network, individual needs of faculty, curriculum, quality of production, availability of equipment, facilities and technical support.

    14. Electronic Formats

      Electronic formats are acquired with priority given to curriculum and research support. Electronic products include but are not limited to the following: Internet resources, floppy and hard disks, compact disks, and DVDs.

    15. Toys, Games

      The Libraries do not collect toys and games.

    16. Realia, Memorabilia, Ephemera

      The Libraries do not collect realia, memorabilia (e.g., rocks, fossils, coins, stamps, shells, pennants, pins, etc.) or ephemera (e.g., bookmarks, calendars, etc.).

    17. Children’s Books

      The Libraries acquire children’s books on a selective basis in support of the curriculum. First priority is given to acquiring award-winning children’s books.

    18. Annual Reports, College Catalogs, Telephone Books

      The Libraries do not acquire company annual reports, college catalogs, or telephone books because these materials are available without charge on the Internet.

    19. Rare Books and Manuscripts

      The Libraries do not actively acquire rare books and manuscripts.  Those acquired would be in support of the instructional and research programs of the university. Those received as gifts are evaluated for retention in the collection with consideration given to special housing, care, access, security, and environment.

    20. Spiral Bound Publications

      The Libraries do not acquire spiral bound publications.  Exceptions are made based on subject material and at the request of an instructor with consideration given to expected use, lasting value, and content. Commercial rebinding of acquired spiral bound materials will be considered on an individual basis.

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  5. COLLECTION EVALUATION

    Weeding or deselection, replacement, multiple copies, preservation, and conservation are all important aspects of collection maintenance and evaluation. Responsibility and authority for the preceding activities are shared by the Associate Director and the Assistant Director for Technical Services.

    1. Deselection or Weeding

      Deselection or weeding is an essential, continuing library practice in which materials are removed permanently from the Libraries’ collections. Whenever possible, both faculty and library staff participate in the weeding process to ensure that publications of historical or research significance are not discarded.

    2. Preservation and Conservation

      Preservation is the activity to prevent, eliminate, or retard deterioration of library materials, as well as to improve their condition or to change their format as necessary in order to preserve the intellectual content. The Libraries endeavor to protect the physical integrity of materials in the collection through conservation measures, such as temperature, humidity and dust control. Where preservation of content is more important than the retention of the physical format, items are preserved by binding, microreproduction, or the acquisition of microforms.

    3. Multiple Copies

      Normally only one copy of an edition of a title is acquired. Exceptions may be made for heavily used items.

    4. Replacements

      Materials that are missing, lost or withdrawn are not automatically replaced. Potential replacements are evaluated using the same criteria for selection as regularly purchased items. Heavily used materials, determined to be necessary for teaching and research, will be replaced as quickly as possible, if available.

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  6. RESOURCE SHARING AND COOPERATIVE DEVELOPMENT

    The Libraries participate in several resource sharing programs. As a member of OCLC and the Southeast Florida Library Information Network (SEFLIN), the Libraries share their resources with other member libraries through interlibrary loan and reciprocal borrowing arrangements. The Florida Atlantic University Libraries maintain an associate membership in the Center for Research Libraries (CRL). The center provides access to a large collection of rarely held research materials which can be obtained through interlibrary loan and document delivery technology.

    The Libraries will cooperate in the purchase or leasing of library materials such as electronic products, machine readable datafiles, government documents, etc., with SEFLIN member libraries, State University Libraries, and other library cooperative arrangements when possible. The Libraries share in the development of digital library cooperative programs such as the SUL Publication of Archival Library & Museum Initiatives (PALMM), including the Florida Heritage Collection. In an age of developing information technologies, resource sharing activities will need to be reviewed on a continuing basis.

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  7. SOURCES

    Academic programs. (2002, April 26). Retrieved November 15, 2004, from Florida Atlantic University Web site: http://www.fau.edu/ug-cat/acad_pro.htm

    Collection development policy: The reference collection. (2002, November, 21). Retrieved November 15 2004, from Florida Atlantic University Web site: http://www.library.fau.edu/policies/pubpol/refpol.htm

    Collection development policy, appendix M: Federal documents. (2002, November 21).  Retrieved November 15, 2004, from Florida Atlantic University Web site: http://www.library.fau.edu/policies/cd_fed.htm

    Copyright law of the United States. 17 USC (2004). Retrieved November 15, 2004, from Florida Department of State Division of Election Web Site: http://www.loc.gov/copyright/title17>

    Florida administrative code ann. 6CS-7.002 (2004). Retrieved November 15, 2004, from Florida Department of State Division of Elections Web site: http://election.dos.state.fl.us/fac/index.shtml

    Gifts and donations policy. (2004, October 6). Retrieved November 15, 2004, from Florida Atlantic University Web site: http://www.library.fau.edu/policies/pubpol/giftspol.htm

    Intellectual freedom principles for academic libraries. (2000, July 12). Retrieved November 15, 2004, from http://www.ala.org/template.cfm?Section=interpretations&Template=/ContentManagement/ContentDisplay.cfm&ContentID=76535

    Library bill of rights. (1996, January 23). Retrieved November 15, 2004, from http://www.ala.org/work/freedom/lbr.html

    Policy statement on individuals with disabilities. (2003, October 16). Retrieved November 15, 2004 from Florida Atlantic Universities Web site: http://www.library.fau.edu/geninfo/adaserv.htm

    The freedom to read statement. (2004, June 30). Retrieved November 15, 2004, from http://www.ala.org/ala/oif/statementspols/ftrstatement/freedomreadstatement.htm

    The freedom to view statement. (1990, January 10). Retrieved November 15, 2004 from http://www.ala.org/ala/vrt/pubguidelines/freedomviewstatement.htm

    Special collections and archives. (2003, October 23). Retrieved November 15, 2004, from Florida Atlantic University Web site: http://www.library.fau.edu/depts/spc/special.htm

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