Mission Statement

"Florida Atlantic University is a multi-purpose institution with a three-fold mission --- education, research, and public service--- in a rapidly expanding urban environment." Florida Atlantic University was established by the Florida Legislature in 1961 as part of the State University System, admitting its first students in 1964.

The Florida Atlantic University Libraries' Mission Statement declares that the Libraries are to "support the University's instructional, research, and public service activities through provision of access to information and materials, and through provision of assistance in their use. Secondary missions include our obligation to support scholarly endeavors and information needs in the local, regional, and national communities, and our obligation to preserve the collection for use by future generations of students and scholars." The Mission Statement of the Libraries serves as the Mission Statement of the Government Documents Department.

The Florida Atlantic University Boca Raton Campus Library was designated a federal depository library in 1963 to serve what is now the 19th Congressional District. The Government Documents Department is committed to providing free and open public access to government information provided through the federal and state depository programs. The Federal Depository Library Program was established to assist Congress in fulfilling its responsibility to inform the public on the policies and programs of the federal government. The Instructions to Depository Libraries states that "the Government information needs of the general public must influence the collection development of depository libraries." The federal documents collection in the Florida Atlantic University S.E. Wimberly Library serves not only its students, staff, faculty and the 19th Congressional district, but also cooperates with other depository libraries in the region to serve the larger area of counties that are in the Florida Atlantic University service area.

The 19th Congressional District falls into two counties: Broward and Palm Beach. Profiles of each county, the university community, the population of the 19th Congressional District, and economic information about the communities served are located in the Government Documents office. These profiles are reviewed by the Government Documents Librarian on a regular basis to ensure that depository materials are selected to serve the interests and needs of the population.

Selection Responsibility:

Selection of government documents and supporting materials is the responsibility of the Government Documents Librarian in consultation with librarians from the Florida Atlantic University's Collection Development Committee, which meets monthly, and in coordination with librarians of the SEFLIN Government Documents Discussion Group. New item selections and re-evaluation of current selections are brought before the library's Collection Development Committee by the Government Documents Librarian.

Other librarians, including those representing non-depository libraries, are consulted on a less frequent basis. Faculty of the institution may be consulted for retention or evaluation of specialized publications (e.g. receipt of all Tiger/Line compact CD-ROMs, Transportation CD-ROMs). Questions that have been asked during the previous year are examined as a part of the zero-based annual review of the List of Item Selections (e.g. number and type of questions concerning highway engineering or soil documents). The written Government Documents Collection Development Policy is reviewed annually by the Government Documents Librarian at the same time.

Subject Areas and Collection Arrangement:

The federal documents collection is arranged by the Superintendent of Documents classification system. Selected series in law, taxation and geology have been reclassified into the Library of Congress system. The legal and tax materials are integrated with other legal and tax materials in the Reference Collection and the geology documents are integrated into the circulating collection. Since agencies/departments cover a wide variety of subjects and a wide variety of publication types, the Government Documents Collection Conspectus profile is based on the List of Classes (March issue to coincide with the announcement in the Spring of the Annual Selection of Item Numbers cycle) and describes level of intensity of existing collection (E:) and desired collection (D:). Collection Intensity Levels parallels the intensity levels used in the main Florida Atlantic University Libraries Collection Development Policy. The choice of this review method is also based on the method of offering new item selections to depository libraries where publication type and subjects are described very broadly. This agency/department selection profile detailing levels of collection intensity is located in the Government Documents office. General selection of types of publications are described in more detail under Format.

Format:

All publications are selected in the appropriate/available format considering content, usage, service, and storage. Formats include paper, microforms, maps, and electronic products. Paper copies are often obtained since they are more easily used by the general public and the predominately commuter student body. However, due to space limitations microfiche is selected when feasible and when recommended by the Library Programs Service. The availability within the library of numerous microform reader/printers enhances the selection of this format. Congressional hearings and reports have been primarily selected in microfiche. Careful attention is given to selection or non-selection of publications offered in looseleaf format since availability of main volumes, staff filing time, and missing transmittals must be considered. Tangible electronic products are selected with attention given to subject content, ease of use, capability of staff to provide service, required equipment as well as interest/demand of the constituents of the 19th Congressional district. Consideration is also given to selection of a tangible electronic product by nearby federal depository libraries. The Government Documents Department and the Library provide Internet access to all library users including the general public. Since federal documents bibliographic records are in the Library's online public access catalog, links to government publications on the Internet (World Wide Web) are identified where present in the bibliographic record and reflect the selections of those publications offered by the U.S. Government Printing Office.

Because of issues concerning currency, space, liability, and accuracy, the following types of documents are generally not selected:

Posters
Dated calendars
Forms
Agency issued rules, regulations, instructions, laws
Navigational charts
Telephone directories

The availability of many forms, rules, regulations, and laws on the Internet has facilitated the Government Documents Department in providing these materials without regard to space and currency issues. Care is taken to obtain the information only from reputable government sites.

The Government Documents Department has been able to purchase several retrospective collections of government documents in microform. These collections include materials from the early 1800's. With the availability of these microform collections, scholars and the general public have access to a vast array of information.

 

Selection Tools, Non-Depository, Retrospective Sources:

The Government Documents Department currently selects approximately 67% of the materials distributed through the Federal Depository Library Program. This percentage will have minor fluctuations due to new item numbers and the changing informational needs of the community. Retrospective collection development relies on commercially available materials and discard lists from depository libraries. Purchase of commercially available retrospective or current supplementary collections (e.g. CRS Major Issues and Study Briefs, Congressional Universe) are encouraged but dependent upon available funding. Requests for purchase and justifications are presented before the Collection Development Committee. Selections from discards lists are made in order to replace non-received or missing publications. They may also be made for retrospective development of areas where an available item number had not been selected.

Item numbers selections are primarily based on the following considerations:

Support for the inquiries/informational needs of the general public;
Support for the university's academic programs;
Accessibility within the southeast Florida region among other depository libraries;
Fulfillment of responsibility to keep citizens informed;
Support of the library for staff, space, equipment

Included in the selection process are the following publications:

Depository:

-List of Classes of U.S. Government Publications
-Item Lister (at the GPO Web site)
-Federal Depository Library Manual Appendix A: Suggested Core Collection Annotated for Medium Public and Academic Libraries and for All Law Libraries
-Federal Depository Library Manual Appendix C: Basic Collection
-Federal Depository Library Manual Appendix B: Maps Available for Selection
-Monthly Catalog of United States Publications
-Sales Product Catalog (at the GPO web site)
-GPO Subject Bibliographies
-Information in U.S. Government publications
-Department of Commerce Monthly Product Announcements
-Consumer Information Catalog
-Shipping lists

Non-Depository:

-GOVDOC-L
-MAPS-L
-FLADOCS-L
-DTTP: Documents to the People
-CIS catalogs
-professional journals (particularly annual issue on "Outstanding Government Documents")
-University/commercial publishers catalogs
-Local/National newspapers/television programs
-Patrons
-Interlibrary Loan requests
-WEBLUIS (SUS online public access catalog)
-SEFLIN Government Documents Committee

The Government Documents Department maintains deposit accounts with the U.S. Government Printing Office, the National Technical Information Service, and the Bureau of the Census. These accounts supplement the depository program by purchasing non-depository government publications, significant depository publications which were not selected, depository publications which were selected but not received from GPO, second copies of ready reference and heavily used documents, replacements for missing or worn documents, and electronic products of local interest which may not be obtainable later (i.e. second copies of Florida census CD-ROMS).

Because of heavy demand, duplicate copies (paper or electronic) are obtained for the following titles:

Occupational Outlook Handbook
Census of Population/Housing: Florida (both paper and CD-ROM)
U.S. Industry and Trade Outlook
North American Industry Classification System (formerly SIC)
Statistical Abstract of the United States
County City Data Book

In addition, the library automatically receives copies of the following which are added to the collection as second copies:

Catalog of Federal Domestic Assistance (Paper and CD-ROM)
Reproducible Tax Forms (BPOL Program) (Paper and CD-ROM)

 

Resource Sharing:

The Government Documents Department actively works with neighboring depositories and libraries to facilitate use of both federal and state documents collections. Since the Florida Atlantic University Library is a member of SEFLIN (Southeast Florida Library Information Network), our cooperation with other federal depositories has been greatly facilitated.

Though all depository libraries have a responsibility to serve their respective congressional districts and surrounding communities, the Government Documents Department of Florida Atlantic University attempts to coordinate selections with the other depositories in the region in order to provide as complete access as possible to publications offered through the depository program. This cooperative effort is enhanced by a daily courier service within the SEFLIN libraries, by the presence of telefacsimile machines (including ARIEL), microfiche printers, e-mail and telephone access.

The Government Documents Department, through the cooperative efforts of the State University System's Florida Center for Library Automation (FCLA), maintains a current subscription with Marcive to have bibliographic records of federal depository government publications automatically loaded into the library's online public access catalog WEBLUIS. The department has also tape loaded available retrospective records.

Depository library users can identify documents received by neighboring libraries and other State University Libraries (including that of the regional) through SEFLIN and WEBLUIS. Serials  of libraries in the vicinity can be identified in SEFLIN Shells Serials Holdings -- Electronic Library Lists. Using the SEFLIN Government Documents Committee's Directory , strengths, services and special documents collections can also be identified. Through e-mail and the FLADOCS-L online discussion list, needed documents can quickly be requested within the state. Florida Atlantic University Library has a number of regional reciprocal borrowing agreements and is also a member of FLIN (Florida Library Information Network) which facilitates interlibrary loan cooperation within the state.

 

Collection Evaluation:

Using the April arrival of the annual List of Item Selections as a catalyst, the Government Documents Librarian uses a copy of the March List of Classes for an annual zero-based collection review. An examination of the ledgers for the deposit accounts is made to ascertain any patterns of purchase of documents that would justify an item selection change. The Government Documents Librarian reviews a file of a sampling of reference questions received over the previous year to reveal any patterns of user needs that the current collection does not satisfy. Government Documents Department staff, the Head of the Reference Department and Reference Bibliographers are consulted for any profile changes. Statistics are kept on the reshelving of paper documents, microform documents, non-depository microforms, maps, CD-ROMs, and DVDs. A sampling of documents shared among other document depositories is also reviewed.

The Library periodically conducts user surveys for accreditation requirements which are reviewed for documents related comments. It also reviews the recommended or outstanding government documents lists which appear in periodicals or books.

 

Weeding and Maintenance:

Federal depository materials may be withdrawn after five years, with the approval of the regional depository, after being offered to other libraries in the region. Since Florida Atlantic University is currently the only federal depository library in Palm Beach County, removal of documents from the collection is carefully considered. A conservative rate of withdrawal provides a useful collection along with the historical preservation of information. Badly damaged or brittle documents are candidates for weeding or replacement if these publications cannot be preserved. They are examined by the Collection Organization Department which is responsible for preservation of library materials in-house. Worn documents are evaluated by the Government Documents Librarian for replacement or withdrawal. Examination of the collection for weeding and maintenance is an ongoing process.

Superseded documents are withdrawn according to the Superseded List and its updates in Administrative Notes.

The Government Documents Department has been placing selected older materials in Hollinger boxes (i.e. non-acidic) to impede deterioration and damage. Princeton files are regularly purchased, depending upon available funds, to protect documents. The collection is continuously monitored for expansion or shifting to allow for growth and prevent overcrowding on shelves.

Map cases are purchased to accommodate proper housing of sheet maps. Maps arriving in manila envelopes are placed in file cabinets for better maintenance. Oversized materials are separated from regular documents for special shelving. This will protect them and provide more cost-efficient shelving for the collection. Blocks or dummies are placed in their places identifying their location. A location list is updated and housed with the oversize shelves to facilitate retrieval of high use documents. Binders are regularly purchased for selected documents to protect them on the shelves. Binding of selected periodicals is done on a regular basis in conjunction with the commercially purchased serials. The Collection Organization Department's binding unit maintains a file of government periodicals to "pull" for binding. Selected monographs are also identified for commercial binding on a case by case basis by the Government Documents Librarian. Repairs are handled either in the Government Documents Department or in the Collection Organization Department.

 

Access:

The Government Documents Department is conveniently located on the first floor west wing of the S.E. Wimberly Library directly opposite and in full view of the main entrance to the library. The maps and paper collection are housed together. Microfiche received through the depository program, as well as the commercially purchased collections that supplement and enhance the federal collection, is located adjacent to the other materials. The depository documents are available for in-house use to all patrons.

Circulation privileges are limited to those with valid Florida Atlantic University/SUS/SEFLIN library cards and, under special circumstances, to the general public. The Department fills Intralibrary Loan requests to our branch campus libraries. It also lends documents through the Interlibrary Loan Service to non-affiliated patrons who wish to borrow them.

The Government Documents Department is committed to the principals of the Federal Depository Library Program. Should the department be unable to readily obtain/provide a document not received in the program, the department will provide the patron bibliographic information and referral to an appropriate source. This may include referring the patron to an affiliated library for Interlibrary Loan Service.

The Government Documents Department selects the publications listed as the "Basic Collection" from the "Guidelines for the Depository Library System: in the Federal Depository Library Manual . It also receives the majority of the publications identified in the "Suggested Core Collection" list appropriate for academic libraries.

Publications which, because of their heavy demand, have been placed on RESERVE at the Circulation desk are available to all. A flyer has been placed with each document on RESERVE to remind staff and the public of their availability without restriction. The library provides equipment for reading and printing microforms as well as change and copy card machines for photocopiers. Interlibrary Loan may be used to obtain copies from other libraries.

The library also provides facilities for reading, printing or downloading from DVDs, CD-ROMs and floppy diskettes received through the depository program. If the necessary software or equipment is not available onsite, the Government Documents Department will arrange to loan the electronic product.  Electronic products circulate with the patron assuming responsibility if they are lost or damaged.

The Florida Atlantic University Library's commitment to access to federal documents is demonstrated by:

1. Posting of the federal depository library logo at the library entrance and on the glass partition within the library leading to the documents collections;
2. Inclusion of a government documents selection option on the library's OPAC and a government documents section on the library's web site.
3. Inclusion of government documents in the library bibliographic instruction program (general and specialized);
4. Open stack access to the depository collection;
5. Presence of the Marcive records in the library's online public access catalog (WEBLUIS);
6. The availability of current indexing reference materials, specifically, the following:
   
   
   1. Monthly Catalog Of United States Government Publications
   2. CIS Index (to hearings & legislative history)
   3. American Statistics Index & complete microfiche collection
   4. Statistical Reference Index & complete available microfiche collection
   
   
7. The provision of additional access to federal government information to supplement materials received via the depository program including the following:
   
   
   1. OCLC First Search (web access)
   2. LexisNexis Congressional (web access)
   3. CQ Weekly Report and CQ Almanac
   4. Federal Career Opportunities
   5. Journal of Commerce and Commercial
   6. Congressional and Administrative News
   7. CRS Major Issues and Study Briefs (Index & microform)
   8. Federal Yellow Pages
   9. Fed In Print
   10. SIRS Government Reporter via Internet
   11. LexisNexis Academic (web access)
   12. LexisNexis Statistical (web access)
   13. Stat-USA
   14. Westlaw Campus
   
   
8. The arrangement of documents by SUDOC classification number in a separate and easily identifiable collection, except for a few titles (primarily legal) that are more useful in the Reference or General collections;
9. The provision of reference assistance for federal documents by all reference desk personnel in addition to documents staff;
10. Interlibrary loan service with documents listed in OCLC and the library's online public access catalog (dubbed WEBLUIS available via Internet);
11. Availability of telefacsimile transmission (via ARIEL where receiving library has same);
12. Participation in Govdoc-L and FLADOCS-L for resource & information sharing of government documents;
13. Participation in library displays;
14. Participation in the IRS BPOL forms program;
15. Inclusion of government documents in subject bibliographies and help guides;
16. Participation and cooperation with SIRS, Inc. in the production of their SIRS Government Reporter CD-ROM;
17. Identification of local SEFLIN depository libraries' item number holdings on the SEFLIN Shells Serials Holdings -- Electronic Library Lists via the Internet;
18. Providing voice mail on the Government Documents telephone.

Public Guidelines for Government Information in Electronic Formats:

As a Federal Depository Library, the Government Documents Library is committed to free public access to government information, as mandated by 44 U.S.C. §1911.  The Government Documents collections and services are available to the public as well as to persons affiliated with Florida Atlantic University (FAU). Service for government information in electronic formats at  S.E. Wimberly Library is governed by the federal government’s Depository Library Public Service Guidelines for Government Information in Electronic Formats (1998) and by the PC Use Policy for Library Users.

FAU Libraries provides free Internet access to government information from its public computer workstations for accessing government information in electronic formats. In addition, at least one computer workstation is dedicated to documents reference use to ensure availability of federal government information even in times of peak library usage. This workstation is located in the Government Documents Office and has  3 ¼ inch floppy disk/CD-ROM/DVD drives.  No password, sign-up, or Florida Atlantic University  identification is required to use these workstations, and no Internet filters are installed.   All workstations have 3 ¼ inch floppy disk/CD-ROM drives, and downloading of electronic data to disk is encouraged. 

The Government Documents Department attempts to maintain computer equipment that meets the latest "Recommended Specifications for Public Access Work Stations in Federal Depository Libraries" as published annually in Administrative Notes.

All workstations have Microsoft Office, Microsoft Word and Microsoft Excel for manipulation of downloaded data.  Printing from all workstations is available for a fee set by Library Administration for all public printers in the library, currently 15 cents per page.

The Government Documents Department’s CD-ROM collection is located in a cabinet housed in the Government Documents Office  If a CD-ROM requires special software to run, government documents staff will load the CD and any necessary software on a public workstation within one business day, if possible. Most CD-ROMs can also be checked out by users for use on their own workstations. A manual of instructions for loading the library’s CD-ROMs is also available for check out.  Exceptions include: Census Bureau publications, reference titles, and high-use items.

The Government Documents Department  maintains a web site designed to facilitate access to government information on the Internet as well as to guides for finding and using government information on the Internet (http://www.library.fau.edu/depts/govdocs/govdocs.htm). Some Internet sites containing government information require a password which will be provided for users in the Government Documents Offices.

 Reference service, including assistance with government information in electronic formats, is available by e-mail at http://www.library.fau.edu/eforms/erefdesk.htm. If necessary, documents shorter than ten pages in length can be sent to library users via fax; longer documents can be mailed. Personal or telephone assistance with using government information in all formats is available in  the Government Documents Office from 8 a.m. to 6 p.m. , Monday through Friday except for University holidays (phone 561-297-3788). Assistance is available at the general information desk at other times the library is open.

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