Initiative Review Group VI Final Report June 30, 2001

Develop and implement a supportive collection development program, which includes collaboration among teaching faculty, researchers, and librarians.

Members:

Donna Daniels (leader), Don Batson, Melissa Gatlin, Lutishoor Salisbury, and Michelle Tabler.

1. Briefly describe the background, present setting/structure which applies to the initiative

From the late 1960's to the early 1990's the University Libraries employed a collection development librarian. When that person retired, it was decided that the reference librarians would not be involved with collection development other that to make suggestions for reference books to be purchased, The reference librarians were heavily involved in the 3^rd serials cancellation project, conducted in the 1990's. This was after two previous cancellation projects had already been completed. The present situation is that the subject specialists are involved in collection development to varying degrees. The business librarian and the agriculture and life sciences librarian are very involved with collection development. Subject specialists are more involved with accreditation reviews, for their subject areas, than in the past. Presently, we are in the planning phase of forming a collection development division and hiring a collection development librarian.

2. Develop an inclusive list ( in ranked order of importance) of issues that must be addressed/considered for that initiative, consulting non-group personnel as appropriate

Organization:

• Mission Statement and Goals
• Divisions: Humanities, Social Sciences, Science/Technology, Area Studies, Foreign Languages?
• Serve as an umbrella to coordinate collection activities of all units - reference, special collection, government documents, audiovisual, foreign languages, music scores, music, videotapes (performance rights), sound recordings (foreign vs. U.S.)
• Staffing:
  • Performance Standards/Criteria and Job Descriptions
    • Bibliographers need a thorough knowledge of the collection
      • Budget authority
      • Work with other units on collection issues
      • Develop the collection and policies
• Professional - full-time, part-time
  • Titles: Bibliographer, Curator, Manager, Selector
  • Support - full-time, part-time
  • Space and Equipment
• Training and Orientation
  • Fund management and library accounting basics
  • Orientation to the functions of the various departments in the Library System - Acquisitions, Serials, Cataloging, Circulation, etc. and INNOPAC
  • On going Professional Development Opportunities for support staff and librarians
  • Selector training - how to do it
• Collection Development Committee
  • Purpose - discuss activities, define and solve problems, develop strategies, formulate policies and procedures
  • Faculty role v bibliographer role - define
  • Frequency (monthly)
  • Calendar of committee activities
  • Composition
    • CD librarian, bibliographers, acquisitions, serials and representatives from the subject divisions
  • Minutes

Policies:

• Collection Management
  • Inventory
  • Gifts/exchanges
  • Binding
  • Preservation
  • Digitization
  • Storage
  • Selection
  • De-selection / Withdrawal
  • Replacements
  • Storage
  • Inventory
  • Serials Cancellation, Review, and Selection
  • Looseleaf Services
• Want List
• Endowments
• Electronic Resources
  • Books
  • Databases
  • Journals
• Collection Profile
• Serials
• Reserve Items (heavily requested - computer software books)
• Special Collections - faculty publications, student (theses senior honor papers, dissertations, and university publication archive, manuscript collections, rare books and maps
• Multimedia and other formats (scores, videotapes, maps, GIS, recordings)
• Interlibrary Loan
• Government Documents -Federal, State and International

Collection Management:

• Inventory
• Gifts/exchanges
• Binding
• Preservation
• Digitization
• Looseleaf Services
• Storage
• Selection
• De-selection / Withdrawal
• Replacements
• Storage
• Inventory
• Serials Cancellation, Review, and Selection
• Replacements
• Collection evaluation and assessment
• Weeding
• Bibliographic Control - rush, re-cataloging, reclassification, analytics

Budget:

• Fund management
  • Allocations/formulas
  • Shared or cooperative funding within the University
  • Consortia (state or regional or national)
  • Serials
  • Monographs
  • Electronic Resources
  • Special needs (projects)
  • Endowments
  • Approval Plans
  • Standing Orders
  • Grants
• Timetable for budget decisions
• Calendar of department activities
  • Serial and electronic resource renewal dates

Reports:

• Collecting levels
• Conspectus and other national collection reports
• JCR
• Serial bib control reports
• Cataloging, serials, binding - growth
• University- curriculum changes (new programs or added degrees in existing programs)
• Materials, costs, trends, changes in collection patterns
• Significant collection management activities

Statistics:

• Collection use statistics - circulation and in-house, and hits on the web-page
• Collection Management - weeding, replacements, storage, binding, preservation, digitization, inventory, damaged, Added copies - replacement /use /damage /withdrawal /discard and gifts
• Bibliographic Control - rush, re-cataloging, reclassification, analytics
• Collection Gaps
• ILL - loans and borrowing

Manual and Web page:

• Web page - Staff only or public side as well
• Organization
• List of review sources
• Training
• Communication
• Budget
• Library accounting basics - description of
• Organizational structure
• Policies / procedures
• Approach
• Types
• Acquisition strategies
• Statistics
• ILL loan/borrow/ doc. Delivery
• U of A curriculum changes, new programs,
• Circulation and use
• Adds/drops
• Growth
• Cataloging
• Binding
• Storage
• Serials bib control
• Reports/Studies
• Use
• JCR
• Material costs
• Trends
• Electronic resources (books, journals and databases)
• Collection management policies
• Collection Policy Statements
• Serials
• Calendar of activities
• Budget timetable
• Out of print
• University mission/ Library Missions
• Libraries in system
• Goals and objectives of the manual
• List of bibliographers by LC and subject
• Approval plans
• Standing orders
• Bibliographer Tools
  • Vendor databases
  • IP Address listing
  • Choice, BIP, Amazon, Library Journal, Booklist, List of reviewing sources for each subject area
  • ACRL, RUSA, RTSD, ARL, AMIGOS
  • Peers, Big 12 +
  • Licensing Agreements, ILL Statistics, JCR reports, User studies, Collection
• Duplicates
• Foreign language
• Music - scores, videotapes, recordings (specific foreign publishers or performance rights)
• Endowments and grants
• INNOPAC Modules
• OCLC
• Vendor databases
• Consortial agreements - AMIGOS, BIG 12+
• Licensing agreements
• Standards - ARL, ACRL, RUSA
• Collecting levels
• Who do I contact
• Faculty guidelines

Communication:

• Within the Library System - meetings, frequency
• With the University Community
• Web site - staff only?
• Faculty research/teaching survey - conduct to find out what areas are being taught and researched

3. Briefly describe how the initiative fits into the long-term goals and/or fulfills the mission of the University Libraries

This initiative is the cornerstone of many of the other items we hope to accomplish as we aspire toward, an "ARL like Library". We need put in place a collection development program that takes a holistic view of University programs, user needs and library collections to support teaching and research at this University. ARL looks very carefully at collections and our collection needs a lot of work in terms of not just development but also management, budget, preservation personnel etc.

4. Indicate other of the initiatives that should be considered in connection to, coordinated with, or that may overlap the initiative

Connected to: #1 User needs, #2 Evaluation of programs, #3 Realigning resources, #4 Preservation, #7 Full text, #8 In house digitization, #9 Collaborative digitization, #12 Collections budget, #13 Consortial relationship #17 Budget process

Coordinated with: #5 Space evaluation, #10 Fund-raising, #11 Data collection, #14 Policies and Procedures on the Web, #15 Departmental web pages, #16 Staff development and training, #18 Scholarly efforts

5. Note any initiatives or considerations that are lacking from those delineated thus far which may be essential to the planning and redefining process

Information Literacy, Marketing and promotion, University Archives

6. Recommend names of individuals who are essential (i.e. add to, delete from, or leave intact the list of the IRG) to the Initiative Planning Team that works on developing and implementing the initiative in the subsequent phase

The individuals who are essential to the collection development initiative are as follows: collection development librarian, electronic resources librarian, acquisitions librarian, serials librarian, reference dept. head, subject bibliographers or subject group liaison representatives, and heads of other departments and units as needed.

7. Recommend, base on best educated guess, the amount of time that will be required to effectively develop the plan for implementing the initiative

1-2 years to develop the initial plan

8. Recommend the priority level to be assigned to this initiate in the three-to-five-year planning phase: first (1) = mission-critical; places this initiative among the top few to be engaged in as soon as possible; may also be required to be completed before other initiatives may be worked on; second (2) = a very important initiative, deserves attention as soon as possible; third (3) = important but not essential to be developed in the first year of planning; fourth (4) = important but can be deferred till later in the planning process; has less impact on overall revision of services

1 - mission critical