1.1 Purposes and Goal of Collection Development
The growth and preservation of the University’s library collections is a principal and strategic function of Library management. Collection development concerns the process of building and maintaining these collections in both print and non-print formats. The collections development process includes the assessment of need and the formulation of policies and procedures to support university business, together with budget allocation, materials selection, collection maintenance and evaluation, and resource sharing.
The primary goal of the Library’s collection development programme is to build collections that both support the specific needs of current research, learning and teaching programmes, and underwrite the long term investment in scholarship that is critical to the University’s success as an institution of higher learning.
The collection development policy described here reinforces the missions of both the University of Aberdeen and its Library Services: to serve the advancement of research, learning and teaching within the University by providing solutions to the information needs of clients through efficient, effective and innovative services. Exercising its responsibility to the research and teaching needs of Colleges, the Library recognises the need to manage appropriate collections and the provision of access to services that include electronic resources and document delivery.
The Collection Development Policy enables the Library to:
- work actively with Colleges, Schools and research centres to ensure that current and future needs and priorities are recognised
- provide consistency across the Colleges, Schools and research centres in policy governing the building of collections
- assign funding to priority areas where there is demonstrated demand
- manage effectively the considerations and constraints of available space
- identify needs for access to resources through methods of provision other than print
The Policy will be reviewed periodically (at least every 3 years OR in alignment with Institutional Reviews) to ensure that it takes account of the changing circumstances, needs and priorities of University business.
1.2 Library services covered by this document
Although operating as one integrated service, the University library is functionally divided into two main units. This document, unless otherwise stated, refers to the general library, operating from the Sir Duncan Rice Library, Taylor Library and the Medical Library. Special Collections Centre (SCC), which has responsibility for the University’s older printed books and extensive archive collections, is covered in Appendices 2 & 5. Appendix 4 (Preservation) refers to the collections of both the general library and SLA.
1.3 Library Collection Development Budget Allocation
The Library Collection Development Budget is the budget from which books, periodicals and electronic information resources (online databases, CDs, etc) are purchased. The Resource Allocation Model (RAM) used currently was agreed by University senior management on 6th June 2001 and reviewed in 2005, having been developed to provide flexibility in linking resource allocation directly to the changing demands of research, learning and teaching. Its principal components are:
- A central fund for the purchase of subscriptions to multidisciplinary electronic resources. See Appendix 3
- A small Subject Development Fund to support development in research excellence and/or the introduction of new teaching programmes
- A formula-driven allocation to academic units (Schools, Institutes, etc.), based on teaching needs/student numbers and research profiles, using the ratio applied for the SHEFC teaching and research grants (80:20), and adjusted by a series of weightings. See Appendix 3
Using the RAM, allocations to Colleges are made from the Library's Collection Development Budget towards the end of the preceding academic year. Subsequent discussions with the individual College Heads will produce a more detailed set of allocations at School or sectional level. These allocations are communicated to Schools as soon as this information is available.
Throughout the academic session, nominated Library Representatives (LRs) within Colleges/Schools are responsible for ensuring that spending from allocated funds is planned and regulated, ensuring the effective use of this resource in meeting both research and teaching needs, and bearing appropriate recommended last order dates in mind (end of April for ordering journals, end of May for monographs). LRs receive regular feedback from the appropriate Information Consultant (IC) on the status of their particular funds throughout the session.
Key factors in managing the Library Collection Development Budget:
- Beyond the May recommended last order date for monographs, requests will continue to be processed, so long as funding is available within the Collection Development Budget. However the University Library is responsible for the management of this budget and is required to close the financial year on target.
- While Schools are largely responsible for recommending the ordering of Library resources, Library staff cannot progress orders if these are not placed in accordance with the principles laid out in this policy.
1.4 Responsibility for Collection Development within the Library
The University Librarian
- In consultation with the academic community, defines and implements policies and strategies for the development and management of the Library’s information resources, covering print and other media, including their selection, acquisition and retention/disposal, cataloguing, preservation and conservation, storage and security, exploitation and promotion. This is done in liaison with the library management team.
- Directs and co-ordinates the work of those persons responsible for collection management operations by setting objectives, allocating tasks and agreeing priorities.
- Formulates and implements policies and strategies for the management and utilisation of Library space, including determining allocations for storage and display of Library materials.
- Builds effective relationships with prospective donors, sponsors grant-awarding bodies and other external contacts, and represents the Library’s interests in the wider academic and professional community.
Head of Special Collections
- Defines and implements policies and strategies for the management and development of collections in SLA, including acquisition, cataloguing, preservation, storage and security, exploitation and promotion.
- Promotes access to, and use of, the University’s special collections of older printed books, archival and manuscript holdings and actively pursues related academic and outreach activities.
- Builds effective relationships with prospective donors, sponsors, grant-awarding bodies and other external contacts, and represents the Library’s interests in the wider academic and professional community.
Technical Services Manager
- Analyses collection building activities in the general library to ensure the development of a balanced collection
- Liaises with Information Consultants regarding the development of general library collections to ensure adequate support for the University’s research, curriculum and new programmes
- Formulates policy documentation in collaboration with the Librarian and other appropriate colleagues as necessary
- Develops RAM in consultation with institutional colleagues, reviewing mechanisms in use in other institutions
- Produces monthly reports of expenditure and commitments
- Analyses spending patterns
Library Collections Co-ordinator
- Manages all aspects pertaining to major stock relocation projects in the general library:
- project management and planning
- oversees the actual physical moves of stock within and between sites
- ensures that all related re-processing is successfully completed within appropriate timeframes to keep disruption to services to a minimum.
Information Consultants
- Advise academics and librarian, and recommend appropriate materials, particularly online resources
- Liaise with academics regarding development of collections appropriate to their research and teaching
- Liaise between partners in the purchase of cross-School or College resources
