Collection Development Policy in College Library


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It include why, what and when Collection Development Policy is important in College Library. It also includes the budget in that.

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Collection Development Policy in College Library

  1. 1. AADARSH COLLEGE OF ARTS AND COMMERCE MAHIM, MUMBAI COLLECTION DEVELOPMENT POLICY College library with 2000 students in Arts andCommerce at undergraduate and postgraduate level.Note: The Aadarsh College of Arts and Commerce,Mahim is not a real college in Mumbai. It was a part ofmy assignment.
  4. 4. 1 Aadarsh College of Arts and Commerce is a multi-unit Library located at Mahim, Mumbai.Aadarsh college of Arts and Commerce have around 2000 students with undergraduate andpostgraduate level. The college library provides a range of services and facilities through thedistributed network of its units. These include: Reading facilities on the premises, Inter LibraryLoan services, etc.The Library is a rich resource of the following print and non-print resources:Print Resources  Books (including textbooks, reference and general books)  Valuable and rare books  Periodicals (including bound volume)  Newspapers  These and Dissertations  Annual Reports  Pamphlets, brochures and other vertical file material  Manuscripts  Distance education lessons, syllabi, question papersNon-Print Resources  Phono records, audiocassettes, linguaphone records, audio-CDs, etc.  Films, slides, film strips, photographs, etc.  Video cassettes, multimedia packages  Microfiche, microfilms, etc.  Electronic resources and software on floppy disks, CDs, etc.  In-house created databasesLibrary Timing:Monday to Saturday 9.00 am to 6.00 pm andSaturday 10.00 am to 5.00 pmAnd notice will display when ever holiday comes. Collection Development is a vital process in creation and building a library collection. It is awell planned activity for which a well-defined policy is essential. The development primarilyincludes acquisition, selection, evaluation, preservation and weeding outmaterials/books/journals, etc after assessing user needs.
  5. 5. 2INTRODUCTION OF COLLECTION DEVELOPMENT POLICYMission Statement The mission of Aadarsh College Library is to provide access to and ongoing instruction in theuse of information resources to the student and staff in support of the greater purpose of theCollege.Collection development is one of the major activities of the library because the entire libraryservices depend on good collection. Collection building involves a number of activities by whicha library acquires materials of all types by implementing the selection policy and the plans fordocument acquisition. The selection policies and the procurement programs form the contents ofthe collection development process. Collection development is a dynamic and continuousactivity. It involves the users, the library staff, and the subject experts on selection team. It is notan end in itself, but a means to develop a need-based, up-to-date, and balanced collection fit tomeet the document and information needs of the users.Various steps involved in collection development are: 1. Analysis of the information needs of the users; 2. Formulation and implementation of selection policy to suit the objectives of the library; 3. Acquisition programs to build-up a balanced collection; 4. Resource sharing and its impact on collection development; 5. Weeding out programs to ensure effectiveness of collection; 6. Collection evaluations.WHAT IS COLLECTION DEVELOPMENT POLICY? A collection development policy is a written statement of Aadarsh College library‟s intentionsfor building its collection. It describes the collection‟s strengths and weaknesses and providesguidelines for the staff. It takes time and careful consideration to develop a useful and relevantdocument. Once Aadarsh college library have completed the document and the Library Boardhas approved it. In each and every library collection development is a continuous and never-ending activity, awee-though out long term policy is needed to accomplish the task of collection developmentsystematically. It is said that the library is a trinity of books, users and staff. Books are of varioustypes and formats generally known as collection. Books are being published in increasingnumber every year. Digital books and other media to ever increasing number of booksworldwide. Left to themselves, Aadarsh College librarian would like to acquire as many books asthey can while the users would like to have all the books of their interest in the library withwhich they are associated. Unfortunately, many library budgets are very much limited regardless
  6. 6. 3of the type of library - academic, public, or special library. At the same time other needs such asopen access computers, multimedia services etc. have to be met with. The best way of facingthese problems appears to be to have a well written collection development policy.Definitions:According to Harrods librarians glossary, „collection development is defined as a term whichencompasses a number of activities related to the development of library collection, including thedetermination and coordination of selection policy, assessment of users needs and potentialusers, collection evaluation, selection of materials, planning for resource sharing, collectionmanagement and weeding‟.The American Library Association defines collection development policies (CDP) asdocuments which define the scope of a librarys existing collections, plan for the continuingdevelopment of resources, identify collection strengths, and outline the relationship betweenselection philosophy and the institutions goals, general selection criteria, and intellectualfreedom.According to Hoffmann and Wood (2005), „collection development policy statement oftenfocuses on the communication function: internally, with the users, staff, and administrators, andexternally, with other libraries and institutions. Communication embraces a wide range ofoperations, including training, budgeting cooperative acquisitions, interaction with users, andshared services‟.According to Cassell and Futas (1991), „the collection development plan is like business planfor a small business; it is like a road map which outlines the steps to be taken to accomplish thegoals of the business‟.WHY IS COLLECTION DEVELOPMENT POLICY? The primary purpose of a written collection development policy is to lay down guidelines forselecting materials for the collection of the Aadarsh library. It also describes steps on weeding(de-selection), retention, preservation and archiving. It helps in identifying gaps in collectionsand providing orientation to new staff of Aadarsh College. It can help the Aadarsh college libraryusers what to expect from the library and what to recommend to be added to the collection.PURPOSE AND AIM OF THE COLLECTION DEVELOPMENT POLICY Purpose of the collection development is a means Aadarsh College Library providesorganized collections of information items that will meet institutional, curricular research, andinstructional requirements, as well as the cultural needs of the college community. Library
  7. 7. 4collections facilitate and enrich classroom instruction as well as providing information thatrepresents the diverse and varied background of the college community. The aim of the Collection Development Policy is to provide a framework for the maintenanceand development of the Aadarh College Librarys collections, to indicate priorities, to establishselection criteria across the range of different subjects, languages and media and to create aconsistent and coherent basis for the future development of the collections.SCOPE OF THE COLLECTION DEVELOPMENT POLICY Aadarsh College Libraries collection policy provides guidance to staff engaged in selection. Itis not comprehensive in its provisions and not every item considered for acquisition will beunambiguously included or excluded by the policy.It is intended to provide information to staff, suppliers and to readers about the principles onwhich the collections are acquired, to create an awareness of the objectives and to form the basisfor future developments and modifications as circumstances require.HOW TO WRITE A COLLECTION DEVELOPMENT POLICY? Collection development policy may be written either for the entire library or to a specificsubject such as History, Political Science, Economic, Taxation, Accounting and FoundationCourse etc. The policy is usually drafted by a Aadarsh college committee whereas for a specificsubject it is by the subject librarian concerned. It may be worth looking at the simple course onwriting a collection development policy of Idaho Commission for Libraries.Whitehead (1989) took a practical look at writing the policy and explains how to start theprocess, what to write first, what to put into it, how to get one quick, what to call it, and howlongit should be.Elements of collection development policyThe Guide for written collection policy statements by the American Library Associationexplicitly describes various items of information that are to be included in the policy statement.These elements are listed below (ALA, 1996). By and large the below mentioned items areincluded in policy statement:  Introduction to the policy statement  General purpose  Brief note about the library  General subject boundaries  Languages  Geographical areas
  8. 8. 5  Types of materials collected  Format of materials collected  Special collections and manuscripts  Other resources available  Detailed subject areas  Weeding and de-selectionRESPONSIBILITIES FOR COLLECTION DEVELOPMENT POLICY While responsibility for the selection of library materials rests with the library faculty,collaboration with other teaching faculty is essential to build collections that support theacademic programs of the Aadarsh College of Arts and Commerce.  Purchase recommendations from every teaching faculty member are strongly encouraged. College Libraries faculty will facilitate informed and appropriate materials recommendations by campus colleagues.  Library faculty is responsible for coordinating recommendations and developing a balanced and integrated collection. A departmental liaison from each academic department will work with a Libraries liaison to ensure communication and coordination with regard to library acquisitions.Aadarsh College Library Faculty Liaison ProgramThe Aadarsh College Librarian and Faculty share responsibility for developing the librarycollection. By way of the liaison program, they coordinate their efforts to ensure that the Librarycollects to meet the needs of the College as a whole, and the individual departments. The mainresponsibility of the liaisons is to maintain communication between the library and the faculty.As the library subject specialists, the liaisons serve as materials selectors, monitor the approvalplan, and assess collection strengths and weaknesses. Liaisons also review gifts, provideadvocacy for their disciplines in the Library, study collection use, and work to understandcommunity needs.SELECTION CRITERIAGeneral Guidelines to consider for selection of Aadarsh College Library materials include:FORMAT OF MATERIALSThe Library acquires many formats of material or media. All formats are considered potentialresourcematerials for the library collection.A. PRINTAadarsh Library collects materials in print when that is the most appropriate and availableformat.
  9. 9. 6Textbooks - The library does not ordinarily purchase textbooks used for courses at AadarshCollege, but focuses on supplementary materials to support the curriculum. However, textbooksmay be selected if they enhance the collection as a whole.Theses, Dissertations and Other Research Projects – Library acquires, both for reservationand research purposes, copies of theses, dissertations, and other research projects completed atAadarsh College. Theses and dissertations from other colleges are selected if they support theneeds.B. ELECTRONIC RESOURCESIn order to make materials available to users inside and outside of the library, college libraryprefer electronic resources whenever possible and appropriate. A resource is purchased orsubscribed to in electronic format on the basis of availability, accessibility, permanence or utility.C. VIDEORECORDINGSVideorecordings that support the curriculum are acquired by Library Liaisons and the faculty.Recreational videorecordings are purchased to a lesser extent. Only the originally purchasedcopy orcopies made with the permission of the copyright holder will be added to the Libraryscollection.Videorecordings are purchased in VHS, DVD or other supported formats. The formatof a particularitem is determined by the liaison in consultation with the requestor (if any).D. SOUND RECORDINGSThe Library will purchase sound recordings if that is deemed to be a good format for apublication, either to support the curriculum or, to a lesser extent, for recreational use. Only theoriginally purchasedcopy or copies made with the permission of the copyright holder will beadded to the Libraryscollection.E. MICROFORMAadarsh College Library acquires limited microform resources. Microforms are an undesirableformat in the current information environment, and as such will only be purchased when no otheroptions are available or appropriate for the College Libraries.F COMPUTER SOFTWAREAll computer software is purchased and managed by the ICT committee.G PAST EXAMINATION PAPERS1 print copy is provided in vertical file. Electronic copies are provided on subject intranet pages.H ON-LINE RESOURCESOn-line databases will be evaluated on the same basis as reference and serial subscriptions, withemphasis on the special features, suitability and improved student access of this format.Requests for website subscriptions will be treated on the same basis as requests for journalsubscriptions.
  10. 10. 7The College Libraries require online resources to use commonly available hardware and softwarecomponents.The College Libraries will consider vendor-side details such as presentation of resources,availability of statistics, and usability of interface when selecting and evaluating onlineresources.Additional Specific Criteria for Selection of Library Materials:I JOURNALS AND NEWSPAPERSAadarsh College recognize some titles are better used in print.The library subscribes national newspapers. Back copies of newspapers are kept for the currentterm. Most newspaper content can be accessed on the databases/online.J OTHER NON-BOOK MATERIALSThe College Libraries will consider collecting other non-book formats that meet the Librariesgeneral selection criteria if the Aadarsh College can support the storage and use of the material.K PERIODICAL SUBSCRIPTIONThe College Libraries journal collections are designed to provide access to online and printcontent relevant to and actively used in teaching and learning in undergraduate and postgraduateprograms. When considering periodicals for addition, renewal, or discontinuation, the AadarshCollege Library will choose between available options (including cancellation, print-onlysubscription, print and online subscription, or online-only access).TIMELINESS OF MATERIALSIn general, contemporary materials are purchased more rigorously than older, classical materials.It is appropriate, however, to select excellent works regardless of date published.LANGUAGE OF MATERIALSAadarsh College Library will collect mostly English-language materials. Materials in non-English languages will be collected when it is deemed important to have an edition in theoriginal language or when there is a qualitative benefit to having a work in another language.EXLUDED FORMATS AND MATERIALSThe following types of materials are generally not collected for the Aadarsh College Library‟scollection:  Out of scope of subject of the university program curriculum and research.
  11. 11. 8  Childish and school level items unless serving a specific program need, such as teacher education.  Entertainments, such as commercial films and games, unless serving specific program needs.  Outdated items unless in RCL (Resources for College Libraries), or it is a core seminal title.  Materials that run on obsolete software platforms or those not supported by the College.  Obsolete formats: Long Plays, 5.25 inch computer disks, Laser Disks, Open Reel Tapes, ideo VHS, Video Beta, Video UMatic, Film 16mm, Film 8mm, Film. Historical or special collections materials, which may not be connected to modern format, is exempted.ACQUISITION The acquisition of books is a pre-requisite for a library. This work is so important that itshould be organized in such a manner that the reading material of maximum utility is acquiredwithout any delay and at the minimum cost. Aadarsh college library has acquire and provide allthe relevant reading materials to its users so that the basic functions of the library are fulfilled. Acquisition is the term used to describe the process of selecting and purchasing items for thecollection. The process involves selection of suppliers, placing of orders, receiving items and handlinginvoices. The acquisitions budget is a major component of the library budget. Other componentsinclude consumables and general management costs. In sharing the budget across learning areasthe following will be taken into consideration Numbers of students Type of syllabus Requirements for currency of information Requirements for visual or digital information New curriculum needs New subjects New staff requirements FormatGift  Gifts to the Aadarsh College Library are gratefully received provided that the Collection Development personnel are free to exercise judgment on the proper disposition of the material.  Materials not needed by the main library or its branches may be donated to the Friends of the Library for its book sales.
  12. 12. 9  Only rare or unique collections will be accepted by the Aadarsh College Library where cumbersome restrictions must be met on the handling, storage, or usage of the materials. These restrictions will be determined at the discretion of the Collection Development Coordinator, Special Collections Supervisor, Reference Librarian, and Juvenile Coordinator. Once material has been donated to the Library, it cannot be returned to the donor.Fund Allocation  The College Libraries allocate materials funds across the campus major curricular subject areas into three main funding pools: periodical subscriptions, electronic resources, and monographs. All non-serial publications, complete in one volume or finite set, are considered to be monographs, including but not limited to books, music scores, audiovisual materials, microfilm sets, and software.  The disciplinary allocation for monographs, which includes standing orders, is based on a formula applied across disciplines. To create and maintain a diverse and balanced collection, the Director of Libraries and Collection Development Coordinator use professional judgment to balance allocations, taking into consideration a broad range of factors.Preservation and Replacement  The Aadarsh College Library is committed to the appropriate preservation of aging or damaged materials in order to maintain a collection appropriate to curricular needs.  Preservation may include repair, rebinding, or replacement. The method of preservation is influenced by the availability of replacement options, electronic duplication of content, cost of replacement or repair, physical condition of the material, importance of the item to the College Libraries collection, and other factors unique to each item.  The Aadarsh College Library will preserve periodicals primarily through retention of loose or bound issues as appropriate, as well as through reliable electronic archiving initiatives.  The Aadarsh College Library will replace lost materials as appropriate. Lost items may be directly replaced, or the libraries may instead select like material or variant editions to replace the lost content.De-selection  De-selection of library materials (withdrawal of items from the Libraries collections) is essential to maintaining a dynamic library collection; both information obsolescence and poor physical condition decrease the utility and value of library collections.  Library materials are deselected on an ongoing basis, and when specific de-selection needs are identified.
  13. 13. 10  De-selection criteria may include aging of information, poor physical condition, changes in curriculum which reduce the relevance of subject areas, replacement of information in another format or area, use-patterns, etc.Weeding  Withdrawal/weeding/de-selection refers to the removal of books and other library materials from the collection of the Library. It includes the process of identifying such material and the removal of the item and their representations (e.g. catalogue cards, references) from all library records.  Weeding is an important component of collection development. Upon arrival of new editions, cataloguing staff will evaluate previous editions and will withdraw those deemed outdated. Individual library collections  Its primary benefit is the removal of materials which meet one or more criteria for no longerbeing suitable for the Aadarsh College Library collection. These criteria typically include the following considerations for weeding the item/work/book:  Items that are heavily damaged, badlyworn or torn, or are deteriorate.  Items that are of obsolete formats thatequipment no longer can support.  Items that are not reviewedor are from unknown publishers (e.g. homemade or self- published donations) may not reflect acceptededucational standards. Items with outdatedcontent, inaccurate information, or poor writing or illustrations according to accepted educational standards.  Items that are duplicates of other items, where no heavy demand exists.  Duplicate copies of items with low use.  Books that have not circulated in a specific number of years.  Items missing for more than year.BUDGETThe development and execution of the library budget is one of the librarian most important tasks.Aadarsh College of Arts and Commerce have 2000 students at undergraduate and postgraduatelevel. Level Arts Students Commerce Students Undergraduate 600 800 Postgraduate 200 400 Total Students 800 1200
  14. 14. 11Total Students of Aadarsh College of Arts and Commerce = 2000So, the Total Student of Arts = 800And the Total Student of Commerce = 1200Total Student in Arts = 800 Level Student x Per Student Fess Total Undergraduate 600 x ` 7,000 ` 42,00,000/- Postgraduate 200 x ` 12,000 ` 24,00,000/- Total Income of Arts Students ` 66,00,000/-Total Student in Commerce = 1200 Level Student x Per Student Fess Total Undergraduate 800 x ` 8,000 ` 64,00,000/- Postgraduate 400 x ` 15,000 ` 60,00,000/- Total Income of Commerce Students ` 84,00,000/-Total Recurring Expenditure: Total Income of Arts Students ` 66,00,000/- + + Total Income of Commerce Students ` 84,00,000/- = = Total Recurring Expenditure ` 1,50,00,000/-So, the proportion of expenditure of Aadarsh College Library budget on various items should beunder:The budget allocation of the Aadarsh College Library for 2011-2012 was as under :---Sr. No. Expenditure Percentage (%) Amount (`) 1 Salaries and Wages 34 % ` 51,00,000/- 2 Books & Backsets of Periodicals 32 % ` 48,00,000/- 3 Current Periodical & Newspapers 10 % ` 15,00,000/- 4 Microfilms / Xerox copies 2% ` 3,00,000/- 5 Binding 5% ` 7,50,000/- 6 Lightening & heating charges 2.5 % ` 3,75,000/- 7 Insurance 10 % ` 15,00,000/- 8 Contingents & other library suppliers 4.5 % ` 6,75,000/-
  15. 15. Total Recurring Expenditure 100 % ` 1,50,00,000/-The b 12So, in Aadarsh College Library 32% i.e. ` 48,00,000/- are reserved for books and backsets ofperiodicals from Total Recurring Expenditure.In Aadarsh College of Arts and Commerce, Arts students are 800 whereas Commerce studentsare 1200. So, 14% are reserved for Arts students whereas 18% are reserved for Commercestudents. The amount for that calculated as under :Arts 32 % ` 48,00,000/- Commerce 32 % ` 48,00,000/- 14 % ? 18 % ?48,00,000 x 32 = ` 21,00,000/- 48,00,000 x 32 = ` 27,00,000/- 14 18Specialization in Arts Subject wise calculating budget :- Arts Specialized Subject Percentage (%) Amount (`)History 30 % ` 6,30,000/-Economics 20 % ` 4,20,000/-English Literature 8% ` 1,68,000/-Psychology 22 % ` 4,62,000/-Marathi Literature 5% ` 1,05,000/-Philosophy 15 % ` 3,15,000/-Total Amount for Arts 100 % ` 21,00,000/-Specialization in Commerce Subject wise calculating budget :- Commerce Specialized Subject Percentage (%) Amount (`)Accounting & Finance 40 % ` 10,80,000/-Banking & Insurance 15 % ` 4,05,000/-
  16. 16. Management 14 % ` 3,78,000/-Business Economics 7% ` 1,89,000/-Direct & Indirect Taxation 20 % ` 5,40,000/-Advanced Auditing 4% ` 1,08,000/-Total Amount for Commerce 100 % ` 27,00,000/- 13CONCLUSIONCollection development policy is a communication tool for management, librarians, users andother libraries; a detailed outline of collecting levels; a description of collection developmentresponsibilities; and budgeting tool that helps librarian‟s decide where to place resources.Aadarsh College Library‟s collection development policy is very easy to understand. Somelibrary may write or implement their collection development policy with the help of Aadarshcollege library‟s collection development policy. Aadarsh College Library policy is intended toguide the selection of materials to be added to the collections, whether b purchase, through gifts,or through comprehensive orders and approval plans.Aadarsh College Library‟s collection development policy serves as a guideline for librarypersonnel to build and maintain a collection which reflects the mission and goal of the libraryand which meets the needs of the users.
  17. 17. 14REFERENCES :Vignau, B. S. S. & Quesada, I. L. P. (2006). “Collection Development in a digital environment:an imperative for information organizations in the twenty-first century”. Collection Building. 25(4); 139-144 : Retrieved from State Library, Archives and Public Records. (2013). About Collection DevelopmentPolicies. Retrieved from, J. F. (2011). Collection Development Policy. Library and Information Services atKenyon College. Retrieved from, R. G.(2001). “Developing Library Collection”. Ludhiana: Medallion Press. 251p.Crumb, F.W. & Crane, J.E. (n.d.).Potsdam. College Libraries . Retrieved from Development Policy . (2009). LIS 6010 Blog. Retrieved from Development Policy 2008-9. (2009). Retrieved from Anderson, S. & Atwood, G. & Bigelow, C. & Naismith, R. & Sochrin, S. (2008). BabsonLibrary Springfield College Collection Development Policy. Retrieved from$file/collection%20dev%20policy2.pdfArizon State Library, Archives and Public Records. (2013). Acquisition. Retrieved from (n.d.). Rosny College Library Collection Development Policy. Retrieved from Collection Development and Acquisition Policy. Retrieved