Library - Collection Development Protocol

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AUT University Library

PDF version of the Collection Development Protocol (36Kb, 8 pages)

• acquiring, organising and enabling access to recorded knowledge
• conserving and communicating existing knowledge for the development of new knowledge
• empowering the AUT community to be independent lifelong learners.
  

3 Protocol Purpose

3.1 The objective of this collection development protocol is to articulate the framework which ensures that Library information resources are acquired in line with the University’s strategic academic directions.

4 Definition of protocol

4.1 Collection development is the process by which the Library assesses, selects, and withdraws/deselects information resources.

5 Parameters of protocol

5.1 The Library’s Strategic Plan articulates the vision and goals for the Library. Collection development is an element in the achievement of this vision and these goals.

6 Responsibility for Information Resources

6.1 The University Librarian is responsible for the management of the University Library and its budget. The responsibility for the development and management of the collections is delegated to the Associate University Librarian Collection Services. The work of selecting and recommending resources for purchase is carried out by the Liaison Librarians in collaboration and partnership with academic staff.

7 Library Clientele

7.1 The University provides a broad range of tertiary-level courses, both full and part-time. Courses range from education bridging between secondary and tertiary level, to Masters and PhD qualifications in specialist disciplines. There is an increasing body of international students.

7.2 Staff require resources for teaching and research. Staff undertaking further study with educational institutions outside AUT are expected to receive Library services and resources from the course provider.

7.3 The University and the Library are fully committed to the principles of the Treaty of Waitangi (Te Tiriti o Waitangi).

8 Access

8.1 The Library website located at http://www.aut.ac.nz/library/ is available 24 hours per day, seven days a week. This website gives access to the Library catalogue and to electronic resources which can be accessed on campus or remotely.

8.2 The Library opening hours are available on the website at http://www.aut.ac.nz/library/quicklinks/hours

8.3 All staff and students of the University are automatically eligible for membership of the Library. Student and staff ID cards are used as Library membership cards.

8.4 Associate membership, external membership and corporate membership is available to members of the public. Full Library Regulations and membership details are found in the current AUT University Calendar, and on the Library website at http://www.aut.ac.nz/library/about/policies

9 Background to the Collection

9.1 The Library collection contains monographs, serials, audiovisual materials, microfilm, electronic media and archival materials. Since attaining University status in January 2000, the Library has broadened the subject areas collected and has increased access to electronic resources. The resulting increase in students studying at Masters and PhD levels requires the Library to continue to purchase resources at research level.

9.2 The monograph collection is available for a two-week loan period for undergraduates and a four-week loan for both staff and postgraduate students, with the exception of the resources located within the Course Reserve area. These are available for short-term loan only. Students are unable to borrow print serials, DVD’s and videocassettes. Staff are able to borrow print serials, DVD’s and videocassettes for short loan periods. Students and staff can borrow the sound cassette collection for the normal two-week loan period.

10 Library Budget

10.1 The University Librarian is responsible for the budget and the Associate University Librarians have delegated authority for expenditure on Library information resources and collection development.

10.2 The Library’s capital budget is used for the purchase of monographs, audiovisual materials, CD’s/DVD’s, print and/or electronic journals and serials as well as electronic datasets. A portion of the operations budget is also allocated to purchase access to electronic resources.

10.3 At the end of the preceding year Faculties are advised of their Information Resource allocations, for monographs and print serials, using a 60% serials 40% monographs breakdown of the combined Faculty allocations as a guide. Faculties have the option of altering monograph allocations within their Faculty allocation.

10.4 Faculty allocations for monographs are calculated according to an acquisitions formula, which includes factors for EFTS, weighted numbers of post-graduate students and average book prices.

10.5 The allocation for electronic resources is not currently divided by Faculty as the Library negotiates the license agreements to ensure that access to these resources is University wide.

11 Resource selection principles

11.1 Authority
a) Final decisions for the purchase of all Library resources rests with the University Librarian.
b) Academic staff recommend resources for purchase in consultation with Library Faculty Liaison Teams. Each Department/Division or School has a member of the academic staff nominated as Library Representative to co-ordinate recommendations and provide a link between the Department/Division or School and the Library. Liaison Librarians monitor Departmental/Division or School budgets, advise academic staff of existing and forthcoming resources, coordinate print and electronic serial recommendations and trials for electronic database.
c) Recommendations for purchase are authorised by the Associate University Librarian, Collection Services, with further authorisation from the University Librarian or the Pro Vice Chancellor Research for expensive items. An expensive item is one that costs over $10,000.
d) Suggestions for purchase are also accepted from staff and students via the Library request form http://www.aut.ac.nz/library/services/forms/materials-request-form on the Library homepage.

11.2 Electronic Resources
a) The Library gives priority to electronic resources where available. This includes, and is not limited to, e-journals, e-books and e-reference packages.

11.3 Freely available Internet Resources
a) Freely available Internet resources may be selected by Liaison Librarians for addition to the Library’s web pages. These selections are sent through to the Associate University Librarian, Collection Services for authorisation to append to the website. If further authorisation is required, the resource will be discussed at the next available Library Executive meeting.

11.4 Print monographs
a) Print monographs are purchased in hardback format (where available) rather than paperback to help minimise the wear and tear of the collection. Utilisation of online selection tools made available through vendors and help to decrease the turn around time for purchasing and their use is encouraged for both academic staff and Library staff.

11.5 New Zealand print monographs
a) A blanket order scheme has been set up with a New Zealand vendor and the profile for this scheme covers all titles published in New Zealand.

11.6 Print and electronic serials
a) The Serials Sub-Committee (a sub-committee of the Library Advisory Committee) meets on an annual basis to review the existing serial subscriptions and to consider the purchase of new serial titles to ensure the relevance of the Library’s holdings to the teaching, learning, creative and research needs of the University community.
b) Recommendations for new serial subscriptions, cancellations and any objections are considered by the annual Serials Sub-Committee and the outcome is published in the Library newsletter.

11.7 Resources selection is made according to the following criteria:

• Relevance to current curriculum or expected teaching at AUT University
• Relevance to related research at AUT University
• Level of information appropriate for client requirements
• Accessibility
• Quality of information resource, according to reliability of publisher or originator, peer review, published review
• Currency of information
• Format
• Price and value
• Language
  

11.8 Additional selection criteria for electronic resources include:

• Level of access
• Method of delivery
• Relationship to the print version
• Licence terms and conditions offered by the publisher
• Return on investment
  

12 Deselection/Withdrawal

12.1 Any resource considered for deselection/withdrawal is looked at in consultation with the appropriate academic staff and a Liaison Librarian. Final responsibility for decisions on items rests with the University Librarian who delegates the authority to the Associate University Librarian, Collection Services. Resources that are deselected/withdrawn from the collections will meet one or more of the following criteria;

• Multiple/Duplicate copy
• Item is worn out/damaged
• Superseded by more recent information and not required for research purposes
• Print item is now available online, and is fully accessible
  

12.2 Resources, which may be of use to other organisations, may be offered on free-disposal.

13 Cooperative relationships with other Libraries

13.1 CONZULac
a) The Library is a founding member of the Council of New Zealand University Libraries (CONZUL) acquisitions collaborative initiative, CONZULac. The initiative began as a way to make monetary savings and has the potential to become a greater tool, allowing consortial activity throughout New Zealand, e.g. rare and/or expensive book title purchases could be shared between the eight Universities.
b) Within the CONZULac scheme there are opportunities to utilise electronic selection tools. Building up online profiles in subject areas allows for speedier selection of titles and ensures that they arrive within the Library in a quicker time frame.

13.2 Inter Library Loan
a) Inter library Loan supplements the Library’s information resources. The Library belongs to the New Zealand inter library loan scheme. This service is available to University staff and postgraduate students.

13.3 ULANZ
a) University Library Aotearoa New Zealand (ULANZ) is a reciprocal borrowing scheme for seven New Zealand University libraries. The scheme enables borrowing in person by registered staff and students of ULANZ member universities from any other ULANZ member university library.

13.4 Borrow Direct
a) The Library is a founding member of the Borrow Direct initiative undertaken by LCoNZ (the Library Consortium of New Zealand formed by AUT University, University of Waikato, University of Otago and the Victoria University of Wellington libraries). Borrow Direct is a free unmediated borrowing service and allows staff and students of the four participating University libraries to borrow agreed resources.

13.5 CONZUL
a) CONZUL has formed a consortium to purchase access to some electronic resources and membership of this consortium allows the Library to purchase access to electronic resources at substantial discounts. (http://conzul.ac.nz/)

13.6 CEIRC
a) The Library is a member of CEIRC ( the Council for Australian University Libraries (CAUL) Electronic Information Resources Committee (http://www.caul.edu.au/). This membership allows the Library to purchase access to electronic resources as part of a large consortium and gives the Library access to substantial discounts.

13.7 EPIC
a) The Library is a member of the whole of New Zealand Electronic Purchasing in Collaboration (EPIC) Consortia.

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