The Duggan Library’s mission statement reads, in part, “librarians,
students, and faculty work closely together to ensure that the Library
collects, and acts as a gateway for, materials that inspire intellectual
vitality and support the scholarly activity at Hanover College”.
To properly ensure this mission a written collection development
policy is necessary. The major purpose of this collection development
policy is to serve as a general guide by establishing criteria for
the selection and maintenance of the library’s collections in a
variety of formats. Additionally, a useful byproduct of this policy
is to facilitate accountability to external agencies, whether due
to departmental concerns, such as is the case with the Chemistry
department and accreditation issues through the American Chemical
Society, or college-wide concerns such as with the North Central
Association of Colleges and Secondary Schools or Phi Beta Kappa.
This policy reaffirms past and current practice that the library’s
collections are a responsibility shared by librarians and faculty
while openly inviting recommendations from students, staff, alumni,
community patrons, and friends. Such collaboration requires consistent
effort to ensure meeting both short and long term collecting goals.
The implementation of the Academic Vision Plan, adopted in 2002,
with its emphasis on an interdisciplinary approach and new course
design, serves as a reminder and places a renewed emphasis on the
primary purpose of the library’s collections; to acquire materials
that directly support the undergraduate curriculum, including classroom
instruction needs. Addressing faculty research concerns constitutes
a secondary aim. Peripherally, the library also considers materials
relating to the recreational needs of the college community and
as a general information source for the community at large. Given
the interdisciplinary nature of the Hanover curriculum, as well
as promoting ease of access to materials of all disciplines, campus
branch libraries are, at this writing, unnecessary and not recommended.
Therefore, all materials purchased with library funds shall be housed
in, or in the case of electronic resources, emanate from, the Duggan
Library. NOTE: The process by which library funds are allocated
is a question of procedure rather than policy and will be reviewed
separately and periodically to determine the best method for consistent
collection development to support the programs and needs of Hanover
College.
Intellectual Freedom Principles
In all cases, Duggan Library staff members uphold the following
American Library Association’s policies and statements entitled:
* Library Bill of Rights * The Freedom to View * Intellectual Freedom
Statement * Code of Ethics * Challenged Materials * Evaluating Library
Collections * Free Access to Libraries for Minors * Privacy * Policy
of Confidentiality of Personally Identifiable Information About
Library Users These policies and statements are available from the
American Library Association web site at http://www.ala.org or at
the library’s circulation desk under permanent reserve. As long
as materials fit within the general collection parameters of the
library, all points of view and subjects will be considered without
prejudice or censorship. The library staff ensures equity and freedom
of access to information unimpeded by social or cultural barriers.
To facilitate this access, arrangement of library materials is in
accordance with standard library classification schemes. Placement
of items on shelves is determined solely by the classification system
employed and shelf space.
The Curriculum Hanover College offers the following academic majors
that the Duggan Library supports as its primary objective: * Anthropology,
Art History, Studio Art, Biology, Business Administration, Chemistry,
Classical Studies, Communication, Computer Science, Economics, English,
French, Geology, German, History, International Studies, Latin American
Studies, Mathematics, Medieval-Renaissance Studies, Music, Philosophy,
Physical Education, Physics, Political Science, Psychology, Sociology,
Spanish, Theatre, and Theological Studies. The following additional
academic minors, Liberal Arts Degree Requirements courses, and pre-professional
programs are also supported: * Academic Minors o Biochemistry, Environmental
Studies * Liberal Arts Degree Requirements (LADR courses) o Human
Nature, Great Works, The Examined Life, Modern Society, Natural
World, Other Cultures, Abstraction and Formal Reasoning, World Languages,
Health and Physical Fitness, and Great Issues. * Liberal Arts and
the Professions (programs) o Teacher Certification (Education),
Center for Business Preparation, Pre-Health and Pre-Law.
Collection Levels
While depth of collection in a given area will vary and change
over time due to numerous factors, defining collection levels is
useful as a basis for assessment and goals for future growth. The
following collection level definitions are modifications from the
Research Libraries Group (RLG) and will be used for consideration
of collection depth at the Duggan Library. 0: Out of Scope · The
library does not collect in this subject. · The library will try
to obtain these materials through interlibrary loan. 1: Minimal
Level · A subject area in which few selections are made beyond very
basic or introductory works. · Includes subject areas which are
outside the scope of the curricula but basic authors, some core
works, or a spectrum of ideological views are represented. 2: Basic
Information Level · A selective collection of materials that serves
to introduce and define a subject and to indicate the varieties
of information available elsewhere. · At this level, dictionaries,
encyclopedias, bibliographic databases, bibliographies, selected
editions of important works, historical surveys, handbooks, and
selective core periodicals, may be included. · The aim is to support
students in introductory level courses. 3: Study or Instructional
Support Level · A collection that is adequate to impart and maintain
knowledge about a subject in a systematic way. · This collection
level contains a wide range of basic works, a significant number
of classic retrospective materials, complete collections of the
works of more important writers, selections from the works of secondary
writers, a selection of representative journals, fundamental bibliographic
database(s), and reference works. · At the more advanced level of
Instructional Support, works will provide more in-depth discussions
of research, techniques, and evaluation. · This level is considered
adequate to support personal research needs, as well as undergraduate
instruction. 4: Research Level · A collection that includes the
major published source materials required for dissertation and independent
research, including doctoral level research. · Includes materials
containing research reporting, new findings, scientific experimental
results, and other information useful to researchers. · Pertinent
foreign language materials are also included at this level. 5: Comprehensive
Level · A collection in which a library endeavors, so far as it
is reasonably possible, to include all significant works of recorded
knowledge, in all applicable languages, for a necessarily defined
and limited field. The aim, if not the achievement, is exhaustiveness.
· Older material is retained for historical research with active
preservation efforts. Hanover’s undergraduate, liberal arts curriculum
is generally well served at the Study or Instructional Support Level
(3) and below. Materials in areas outside our collection scope (Level
0), for example, nursing, will not be actively purchased or collected.
Recreational reading material (i.e. the Fitton Browsing Collection)
and materials related to career development/information will be
sustained at the Minimal Level (Level 1) while the Juvenile Collection
will be sustained at the Minimal to Basic Levels (1-2). Pre-health
and pre-law programs along with Academic Minors (Biochemistry and
Environmental Studies) will be supported at the Basic Information
Level (Level 2). The only collection where Duggan Library will strive
to maintain at the Comprehensive Level (5) is Hanoverian material,
including all monographic publications by current faculty, Independent
Studies, Richter Grants, and college publications. Other items at
the Comprehensive Level (5), Research Level (4), and those considered
Out of Scope (0) will generally be obtained through interlibrary
loan, including much of faculty’s personal research materials (which
may also be subsidized through faculty grants awarded by the Faculty
Development Committee. See the Faculty Manual for details). In almost
all cases, library materials acquisition funds should be limited
to items in the following levels: Minimal, Basic Information, and
Study or Instructional Support.
Questions to Consider When Reviewing Materials for Potential Selection:
A Guideline
· Is the material appropriate for one or more academic programs,
faculty research needs, or general reading demands? · Is the material
timely? · Has the material received positive review evaluations
in one or more accepted reviewing media and/or are citations of
the material found in bibliographies or indexes? · Is the publisher
reputable? · What is the author(s) reputation and credibility in
the subject field? · Is a book a new edition with revised information
or merely a reprint? · Is a periodical indexed or abstracted by
services available through the library? · Is the material part of
a series or a multi-volume set whose purchase should be ongoing
or necessary to complete the set? · Is the material of student interest
or concerns contemporary issues? · Is the content of local interest?
· Does the material provide a significant addition to those already
in the collection? · Does the material provide depth to an existing
subject area? · Does the material fill a gap in the collection?
· Is the content accurate and error-free? · Is the material solely
to support individual faculty personal research needs?
General Collecting Principles
· Selection of materials shall be a collaborative effort between
faculty and the library. · The library will encourage suggested
titles for purchase from students and other library users. Acquisition
of recommended titles will be subject to criteria as stated in this
Collection Development Policy. · Selection of materials to be added
to the Duggan Library collections is based on demonstrated need
with an emphasis on the quality of the selection. Materials that
support the curriculum receive the highest priority. · Acquisition
of materials may occur through direct order purchases, vendors,
gifts, government document depository, and exchanges with other
libraries. · Specialized (research level) material will be primarily
provided through Interlibrary Loan. · All materials purchased with
library funds will reside in, or emanate from (in the case of electronic
resources), the library. · With the exception of library office
materials, items purchased for the library’s collections will be
cataloged with bibliographic information available from the online
public access catalog. All newly received library materials must
be cataloged and processed before they can be taken out of the library.
Exceptions may be made for faculty due to unusual circumstances
for teaching purposes only. In such cases, all materials must be
returned undamaged within two weeks. Requests to use items prior
to cataloging should be directed to the Director of the Duggan Library,
or to the Cataloging Librarian, in the Director’s absence. · Where
multiple formats (print, microform, audio-visual, electronic, etc.)
are available for a given item, the format selected should be the
one that provides the greatest benefit in terms of access, ease
of use, and perpetuity, to the library’s users. · Each discipline
should have an appropriate amount of primary source materials to
support curricular needs, in particular upper class courses. · Generally,
only English language materials will be purchased with library funds
except where a world language is the basis for an existing major
(for example, Modern and Classical languages). One exception is
that world language materials may be purchased where the text is
secondary to other content, for example, art books where images
are the primary content.
Issues Regarding Specific Types of Library Materials for Acquisition
General · Library materials for Interdisciplinary Studies such
as Africa and the Americas, Eurasia, and LADR courses are to be
supported, not as independent entities, but within context of the
entire curriculum by the faculty who teach these courses. · The
Rivers Institute collection will be housed in the Duggan Library
and integrated with the general collection. However, funds for acquisition
of this material will emanate from the Rivers Institute and collection
development will primarily be the responsibility of the Rivers Institute
Learning Resources Coordinator. · Consideration for acquisition
of dissertations will only be at the request of faculty, or students
working on senior thesis type works (eg. Independent Study), and
will be purchased out of the Interlibrary Loan/Document Delivery
account as funds allow. These items may be added to the library’s
collections subject to the criteria as stated in this Collection
Development Policy. · Materials that are missing or damaged will
be considered for replacement subject to criteria as stated in this
Collection Development Policy. · The library will not collect computer
software programs (for example, SPSS). · The library will not normally
purchase multiple copies of materials. Exceptions may be made for
duplication of appropriate titles for Special Collections, in Reference
where a duplicate to a circulating title is prudent, where multiple
sections of a course are being taught simultaneously, or when an
additional copy to a circulating title is deemed necessary for the
purpose of course reserves. (In any case, due to the nature and
intent of course reserves, library allocation funds will not be
used for purchase of multiple reserve copies). · The library will
not normally expend funds for items designated as “vertical file”
materials. Examples are pamphlets, booklets, newsletters, folded
maps, etc. Monographs · To ensure the longevity of investment in
library materials purchased, the library will automatically acquire
monographs in hardback, unless only a paperback copy is available.
· Out-of-print materials will be considered for purchase the same
as in-print materials subject to this Collection Development Policy.
· The library will not utilize allocation funds to acquire textbooks
used in current course offerings. Serials · The library will initiate
a review of current periodical subscriptions with each department
every few years. Likewise, departments may request a review at anytime.
· Requests for new periodical subscriptions will be considered in
consultation with faculty members at the department level. · Ordinarily,
retrospective purchases of periodicals will be added in microform
or in electronic media; retrospective periodicals in print will
only be added to fill a gap in the existing collections. · Standing
Orders will normally be limited to serial purchases, (or ongoing
reference works, or multi-volume sets published over a limited period).
· The retention schedule of general interest magazines (i.e. non-academic
titles) and newspapers is determined on a case-by-case basis. Upon
recommendation by a faculty member, change in the retention rate
of a given title will be considered. · If not made available through
electronic means, indexes and abstracts necessary to support Hanover’s
academic programs will be provided in print form. · Print copies
of periodical issues duplicated by the electronic resource, JSTOR,
will not be retained. Disposition of print copies duplicated in
other electronic resources deemed permanent and stable will be considered
in consultation with affected departments. Government Documents
· While the Duggan Library is a federal depository, selection of
government documents will be based on their content value to the
curriculum, not solely because they are government documents. ·
Generally, maps will be acquired through our federal depository
status. Electronic Resources · The library will maintain access
to a wide variety of electronic databases, including indexes, abstracts,
and full text that supports the academic programs at Hanover College.
· When subscribing to an electronic resource where ownership (versus
access only) is an option, a permanent (versus renewable) license
will be explored, relative to financial feasibility. Audio/Visual
Materials · To stay abreast with the most current technology, DVDs
will automatically be the format of choice for motion picture materials,
unless only VHS is available. · Educational motion pictures have
a much higher priority for acquisition than feature films unless
the feature film directly supports a current course being taught.
· Feature films not directly supporting courses may be purchased
as discretionary funds allow. · For both DVDs and VHS, the NTSC
(North American format) is strongly preferred to the PAL (European)
format. Given the lack of equipment to play PAL formatted material
on campus, these will only be purchased when a NTSC version is not
available. · Compact Discs, when available, will be purchased instead
of cassette tapes or vinyl as the format for audio materials. ·
Other visual material, such as slide sets, will be considered if
it directly supports the curriculum. Reference Materials · The library
maintains a separate acquisitions budget for print reference materials
and uses standard current awareness tools to aid in the selection
of items supporting the curriculum. · Dictionaries, encyclopedias,
bibliographies, biographical sources, general subject surveys, handbooks,
almanacs, indexes, abstracts, etc. will be purchased to provide
up-to-date coverage across disciplines and subject matter. Gifts
· The acquisition of rare books and other items will be through
the Lynn Endowment Fund, and donor gifts. (see section “Donations”
under Archives and Special Collections policy at http://www.hanover.edu/Library/
aspccolldev.html). · Only general collection gift materials meeting
the conditions of this Collection Development Policy will be added
to the library’s holdings. (see gift policy at http://www.hanover.edu/Library/giftpol.html).
· If desired by the donor, gift materials added to the collection
will receive a gift plate with the donor name. · Non-material gifts
to the library for specified purposes (for example, monetary donations
to the Lori Ferguson Reading Collection) will only be used as designated.
· Periodical gifts of actively published titles not owned by the
library cannot be accepted from individual subscribers. Recreational
Reading Materials · Leisure reading material (best sellers/recent
best sellers) will be provided through a lease plan, the Lori Ferguson
Memorial Reading Collection, and occasional gifts. · Books on tape
are not collected and will not be purchased with library acquisition
funds.
De-selection
An important component to collection development is the de-selection
(weeding) of obsolete materials. Such materials can be outdated
books (information contained is no longer accurate or is misleading),
superseded editions, incomplete sets of longer works, superfluous
duplicates, worn or damaged volumes, obsolete media materials, unsolicited
or unwanted gifts, titles outside the collecting scope of the library,
or small runs of cancelled periodical titles. One question that
can be asked as a guiding principle is, “would allowing an item
to remain in the collection produce a negative value?” Appropriate
de-selection improves access, allows room for new materials, encourages
growth in a subject area, and saves space. The criteria for de-selection
will be consistent with this Collection Development Policy. That
is, does the volume in question support the curriculum? Is the material
timely?, and so forth [see section: Questions to Consider When Reviewing
Materials for Potential Selection: A Guideline]. Usage statistics
alone should not be used as an automatic indicator for deselection
and neither is the age of an item, in and of itself, an acceptable
criterion for such action. Of course, there are works that become
classics in their field, while others may have intrinsic historical
value, for example, as representative of the culture of its time.
In some cases it may be deemed appropriate to transfer a volume
to the library’s special collections (see separate archives policy
at http://www.hanover.edu/Library/aspccolldev.html). Nonetheless,
properly managing the library’s collections must include allowance
for de-accessioning materials that no longer support the mission
of the college or the purpose of the library’s collections as defined
in this policy statement. And, like acquisitions, de-selection of
materials, must be a consultative endeavor between faculty and librarians.
Faculty will have the opportunity to review materials targeted for
de-selection and make recommendations for retention of items in
question. Referral to standard bibliographies such as Best Books
for Academic Libraries, The Reader’s Adviser, Katz’s Magazines for
Libraries, as well as Choice, or other appropriate current awareness
and retrospective evaluative sources may be recommended for consultation
as part of the decision making process for a given title. Decisions
about potential serials cancellations will be done in consultation
with affected academic departments while government documents targeted
for weeding will be done in full accordance of federal depository
standards. In all cases, the library will make every effort to transfer
deselected items (donation to another library, duplicate exchange
program, book sale, etc.) with disposal considered only after transfer
options have been exhausted.
Cooperatives and Interlibrary Loan
In today’s information environment, especially with current constraints
on space, staff, and budget, it is impossible to collect in any
one library everything its users may need. Recognizing this fact,
librarians have developed consortial agreements and interlibrary
loan policies to provide access to materials beyond those available
at individual libraries. The Duggan Library belongs to several consortia
and participates in multiple interlibrary loan agreements. These
make reciprocal borrowing, low-cost loans, and discounted subscriptions
viable options for access to items that otherwise would be beyond
our means to acquire or that would be outside the scope of this
policy. The existence of other area and regional libraries provides
another means of access to materials not in the Duggan Library collections.
These options allow us to concentrate our resources on acquiring,
processing, and maintaining materials in support of our undergraduate
liberal arts programs while offering access on an as-needed basis
to a much broader range of materials.
Collection Summary
According to the American Library Association’s, Guide for Written
Collection Policy Statements, in addition to ensuring consistency
in the selection and de-selection processes in order to shape more
responsive collections, a collection development policy should ideally
identify levels of strength and weakness in specific areas of the
library’s collections. However, to properly ascertain collection
strengths and weakness, a conspectus approach as outlined by the
Research Library Group (RLG) would need to be employed. A conspectus
approach is a summary of collection strengths and collecting intensities,
arranged by subject or classification scheme, utilizing standardized
codes to define existing, and desired, strengths and intensity.
By defining strengths, areas in need of development would thus be
unveiled. While this sounds ideal, in reality, such an approach
is subjective, extremely time-consuming, costly, and beyond the
scope of our current resources. Nonetheless, it should be noted
that some manner of collection evaluation is highly recommended.
It is the perception of some of our students and faculty via recent
library user surveys, exit evaluations, etc., that the library’s
holdings are sparse in some collection areas, contain egregious
gaps in others, and still in other areas, the holdings are sorely
outdated. By systematically employing faculty/librarian collaborative
evaluation method(s) and comparative tools (such as the Best Books
for Academic Libraries), as well as an increased awareness of our
own collection development issues along with adherence to a collection
development policy, we can provide the very best collection to support
the Hanover College curriculum for all library users.
Conclusion
While specific rules for every set of circumstances cannot be anticipated,
it is hoped this policy will be useful in helping to make sound
judgments regarding library collection activities as we strive to
be good intellectual and financial stewards. However, as stated
in the Introduction, this policy is a guide, and is intended to
be flexible for continued alignment with the development of the
college and its curriculum. The library, like the college, is a
living institution, and it is understood that collection development,
by its very nature, a dynamic and ongoing process, must also evolve
to remain relevant. Accordingly, this policy will be periodically
reviewed for updating, and suggestions are always welcomed.
