This policy provides a written statement of the collection development policy of the Memorial Library of the State University of New York College at Cortland. It serves to clarify but not crystallize, the emphases and scope of the library, the purposes and procedures of collection development, and the respective responsibilities of bibliographers. This collection policy will be reviewed and updated as needed by a collection development committee with input from faculty and bibliographers.
As noted in the SUNY Cortland College Handbook Chapter 510.01, the mission of Memorial Library is to collect, organize, disseminate and facilitate access to information related to the intellectual, academic, and recreational needs of the College community. Library faculty and staff work with students and faculty to promote information and computer literacy and to develop research skills. The primary clientele of the library is undergraduate students, and most library programs and services are designed to meet the curricular needs of these users. The library uses both traditional materials and new technologies to implement its programs and services and to access and deliver information.
The goal of collection development is to provide a relevant and vital collection in all disciplines related to the curriculum and to the college community's information needs, in print, electronic and web-based formats, and all other emerging media as appropriate.
Additional emphasis is given to supplying the day-to-day information needs of the college community. These responsibilities are identified through continued interchange between the bibliographic staff and the faculty. The bibliographers, through an ongoing process of evaluation, develop a collection of needed items in each discipline.
Cooperative purchases and the Memorial Library's access to regional library resources will be considered in most selection decisions.
Selection of materials to be acquired is the joint responsibility of the bibliographers and the college faculty working as an effective and coordinated team. Interested and active faculty participation in checking catalogs, following reviews and making recommendations for purchase is an invaluable aid to intelligent selection. Faculty recommendations will be considered for purchase, depending upon funding, curriculum needs and current holdings. Student suggestions will also be considered.
Responsibility for the selection of current materials rests with the bibliographer who is charged with actively seeking input from assigned academic departments. Bibliographers seek to anticipate faculty and student requirements and acquire needed material in a timely fashion. The Collections Librarian coordinates the efforts of the bibliographers. The ultimate responsibility for the adequacy and quality of the selection, within budgetary limitations, rests with the Library Administration and with the Collections Librarian.
The accounting and bookkeeping functions, and the control of order flow, are the province of the Technical Services department.
The library's primary responsibility is to provide the materials needed by current users, rather than to establish a collection that will serve the projected needs of a future generation. Therefore, selection will be based primarily on knowledge of current library use and present curricular needs.
Continuing assessment of user needs and examination of current circulation patterns will be analyzed to gain a better knowledge of what is required. The primary measure of the collection's adequacy will be the rate of users' success in acquiring the materials they need within a reasonable time period.
All subject disciplines are recognized as distinct collecting areas. Each subject bibliographer is responsible for collecting discipline information from faculty and students. The bibliographers construct and update a list of topics within each discipline representing the chief concerns of the discipline. Assignment of collecting intensity is a joint decision between the bibliographer, the Collections Librarian, and the Director.
It is intended that, in all but a few selected subjects, the collection will not be a comprehensive one. A continual weeding process is the responsibility of bibliographers. This provides library users with accurate, up-to-date information, while also assuring users of access to the classic works of scholarship in each field.
A book's useful life varies from subject to subject, but can be predicted from circulation records. Circulation records also determine weeding practices. Removal of materials from the circulating and reference collections is part of the collection development process and should be viewed as an ongoing and essential part of the management of the library's holdings.
Bibliographers, within the limits of their budget, determine whether materials that have become outdated, damaged, lost, or worn beyond the point of usefulness should be repaired, replaced, or discarded. Some factors for consideration include:
Technical Services should be advised of major weeding projects in order to accommodate the additional workflow. Withdrawn materials from the collection will be disposed of in accordance with New York State statutes and policies.
All purchase recommendations will be weighed against these lists of subjects and their levels of collecting intensity and assigned priorities accordingly.
All faculty recommendations will be reviewed by the appropriate bibliographer and collection needs assessed according to:
If course items are needed for Reserve, the professor completes the appropriate form received from the Reserve Clerk. The Reserve Clerk consults with the subject bibliographer regarding the purchase. The request is given to the Acquisitions Clerk who completes the request.
The five "Levels of Collecting Intensity" are defined by the American Library Association guidelines of collecting intensity. (Adapted from Guidelines for Collection Development, Collection Development Committee, Resources and Technical Services Division, American Library Association, 1979). Definitions are adapted from the Association of Research Libraries (ARL) Office of Management Studies, Manual for the North American Inventory of Research Library Collection (January 1985).
These levels, as defined, refer primarily to collecting intensity within a given subject or field of interest rather than to the content nature of individual works.
The Memorial Library serves a primarily undergraduate level institution and chiefly collects at the Undergraduate Study Level and Basic Level.
Due to continuous cost increases, the Library's periodicals and other serial acquisitions must reflect an especially high degree of selectivity. Even the most prestigious and fully endowed academic libraries strive to ensure that the titles to which they subscribe represent the highest quality of the literature available. This is especially critical for smaller academic libraries with limited resources.
Further more, new periodical subscriptions entail long-term financial commitment. Additional considerations relative to a new subscription include handling, binding, record keeping, filling gaps, procuring backruns, and claiming. The provision for adequate expansion space also becomes an important consideration.
Therefore, the following criteria have been set forth to address all of the issues above, and will be applied in evaluating each new title request:
All requests for periodicals will be carefully considered. Librarians, working closely with the teaching faculty, will make every effort to include in the collection those periodicals that best meet the curricular and scholarly needs of both students and faculty, and that are essential for achieving the subject level objective. Orders for periodical subscriptions should be submitted through the Technical Services Librarian.
Memorial Library collects electronic resources such as monographs, full text of serial titles, aggregates of full text serial titles, indexing and abstracting databases, full text databases, and web sites appropriate to the scope of the Library's collection. The objective is to provide flexible patron access to library resources.
Selection priority is given to products with coverage that supports curricular needs of SUNY Cortland undergraduate students. Priority will be given to those resources, which offer economies of scale by benefiting the most students and faculty. Special attention will be given to products that provide coverage of high-priority subject areas or products for pertinent subject areas with limited alternatives. Examples of these products include: ERIC and Leisure, Recreation Tourism Abstracts, respectively. When advantageous, the Library will participate in consortial agreements for access to electronic resources.
In general, the same criteria are applied to the selection process for resources in electronic formats that are applied to print and other standard library formats. Even though traditional criteria apply to the selection of electronic titles, the management of this format is more complex. Additional criteria specific to electronic resources include:
The Teaching Materials Center (TMC) is a specialized education collection within Memorial Library that serves as a resource center and laboratory for working with instructional materials and learning resources. It serves primarily as a preview-review facility for undergraduates, graduate students, and faculty. The objective of the TMC collection is to gather examples of all types of print and non-print media, which represent many producers and a variety of quality. The TMC emphasizes those areas that are in New York's public school curriculum and in which SUNY Cortland offers certification.
The Center's collection provides a sampling of materials for education students and teachers of preschool through twelfth grade. It provides information on how to evaluate and utilize those materials, and contains guidebooks to educational standards, textbooks, educational materials, literary materials for pre-K to grade 12 students, and a cross-section of instructional media that may be borrowed and used in actual teaching situations.
The TMC bibliographer is allocated a portion of the Library acquisitions budget for Education. Selection of materials to be acquired is the responsibility of the TMC Librarian/bibliographer working with the Collections Librarian, as well as consulting with the college faculty. Interested and active faculty participation in checking catalogs, following reviews and making recommendations for purchase is an invaluable aid to intelligent selection. Faculty recommendations will be considered for purchase, depending upon funding, curriculum needs and current holdings. Student suggestions will also be considered.
Purchases in specific disciplines depend upon availability, budget, emphases of the New York State school and SUNY Cortland curricula, materials already in the TMC (both content and type), and accessibility in other facilities in the area. The textbook section of the collection chiefly depends upon complimentary copies from publishers. The Center's budget is not sufficient to purchase texts in a consistent or ongoing basis.
Duplicate copies and replacements of items are rare; rather, funds will be used to obtain a sampling of current materials. Attempts will be made to coordinate the TMC's purchases with that of the main education section in the circulating collection of the Memorial Library. Duplication of materials is to be avoided, whenever possible.
The TMC makes no effort to acquire materials on subjects which are generally within the purview of courses in curriculum; educational administration; and foundations, history, and philosophy of education. These subjects are covered by the resources of the Education Collection of the Memorial Library and are selected by the bibliographer for education.
All materials in the TMC are subject to the policies and procedures of the Library. The Center does not acquire materials to be put on reserve or for anyone's exclusive use. If the faculty's needs for specific materials cannot be accommodated by TMC policies and procedures, the department involved must assume the responsibility for providing the necessary resources. Gifts, however, are accepted, with disposition at the discretion of the TMC Librarian and are subject to the same guidelines as outlined below in Section XIV.
As part of the collection development process, weeding is done on an ongoing basis within the guidelines outlined above.
Memorial Library Archives serves as a repository to preserve inactive and/or non-current general records of the University that the Library deems of importance to its users.
The Library acquires, preserves and makes available materials pertaining to the history, growth and development of SUNY Cortland. Materials include, but are not limited to, College Catalogs, yearbooks, photographs, newspapers, literary magazines, newsletters, programs and selected brochures. The Archives is not a depository for the official papers of administrators, faculty or other members of the community.
The Archives is located on the second floor of the library adjacent to the reference area. Entrance to the Archives is through the doorway by the atlas stands. The Reference Librarian on duty has the responsibility to assist the user and to ensure that the collection area is locked after use.
The Reference Librarian on duty makes every effort to assist the user in his or her inquiry and make the materials available.
The Collections Librarian is responsible for developing and maintaining the Archives Collection. In that role, the Librarian supervises the curator who is a volunteer placed through a community volunteer service, RSVP (Retired Seniors Volunteer Program).
Memorial Library's Delta Collection serves as a repository to preserve those items that are identified as historically relevant to the Library's Mission Statement. The materials do not circulate.
The Library has received through donation materials that have some historical relevance to SUNY Cortland and/or New York State.
The Delta Collection is located on the first floor of the Library, in the Academic Support and Achievement Program office. The materials are kept in locked shelves, and the key is kept at the Circulation Desk.
The Reference Librarian on duty will make every effort to assist the patron in their inquiry.
The Collections Librarian is responsible for the Delta Collection
Gifts are important for any library. Gifts of money and materials are encouraged, and to the extent possible, are solicited. The Collections Librarian and Library Director should be contacted as soon as a potential gift is identified. The donor's contact information should be noted and a Gift Acknowledgement Form filled out for monetary gifts.
All gifts of books and other materials will be accepted on the condition that the library may dispose of them as it wishes, or select only those materials that comply with the collection development policy. Criteria for the acceptance of gifts are the same as that for other acquisitions. Special stipulations desired by donors should be carefully weighed against the value of the donation.
The Cortland College Foundation handles monetary gifts to the Memorial Library Gift fund. Institutional Advancement handles gifts consisting of substantial amounts of money. Checks should be made out to the Cortland College Foundation with a note either on the check, or in a separate letter or note, designating the Library as the receiver of the gift.
Supersedes: Collection Development Policy (1984); Proposed Principles for a new Collection Development Policy (1998); and Recommendations of the Virtual Task Force (1998)
Reviewed by the Library Faculty, March 2002