Collection Development Policy Suite

Policies for Electronic Resources

The Library prioritizes electronic resources to support our off-campus communities and to promote responsible management of space within the library building. Selection criteria should fall within Guidelines for Materials Selection. Issues concerning technology, access, maintenance, accessibility, and vendor support, as well as licensing terms, must be considered both when acquiring and renewing electronic subscription materials.

• Product should equal or improve the quality of physical library resources, and adhere to federal accessibility requirements
• The availability of appropriate hardware and software should be considered. If additional software needs to be acquired to run the product, this factor should be noted
• In addition to the cost of the resource, the following hidden costs need to be considered: licensing fees, hardware, software, staff training and continuing education, duplicating support materials, availability of MARC records, updates, maintenance, and any other costs

eBooks

This section addresses issues specific to collecting book titles in electronic format. These guidelines will be reviewed as technology and access change.

Collection Goals

eBooks selected for purchase should support instruction and research at UCO and may duplicate physical monographs when the need complies with the below selection criteria.

Access

The Library will not purchase eBooks that:

• Require hosting on local servers
• Require the user to set up accounts or download a client.
• Are hosted only through unknown/unestablished vendors, publishers, or distributors
• Do not allow access from remote sites with a proxy login
• Are available only in proprietary format or require a specific type of e-reader (we do not provide devices for reading eBooks)
• Are lacking accompanying media (e.g. language books without audio CDs or computer software books without CD-ROMs) unless the selector believes that the book is valuable without the accompanying media

The Library will purchase only those eBooks available in industry standard formats for institutional use that can be widely read on multiple platforms.

Selection Criteria

Unless specifically stated otherwise, the policy for collecting eBook titles will follow the guidelines in the general Collection Development Policy for Chambers Library. Selectors should consider purchasing an eBook rather than a physical book if/when:

• Need for remote access and/or demand for access by multiple simultaneous users is anticipated
• Greater access is afforded by the ability to search for topics across titles, chapters, and paragraphs
• The title duplicates a physical title in heavy demand
• The title will be revised and updated automatically after purchase
• The electronic version of a title offers enhanced content through multimedia, interactive text, or hyperlinking to additional content

Give preference to titles that:

• Have perpetual access licenses
• Can be accessed by multiple simultaneous users, if needed
• Can be purchased individually rather than as part of a package
• Come with full MARC records
• Will have COUNTER-compliant usage statistics (if not, the viability of the vendor’s use statistics must be evaluated by the Resource Acquisitions manager)
• Include all text and images associated with the print version of the work

Avoid titles that:

• Require an annual access fee
• Are licensed for only a limited period
• Require hosting on local servers
• Are exorbitantly priced and/or time-sensitive
• Require the user to set up accounts or download clients
• Do not allow access from remote sites with a proxy login
• Are in the public domain and/or freely available on the Internet
• Are lacking media that accompanied the print version unless the selector believes that the book is valuable without the accompanying media

Deselection

The Library has not actively deselected perpetual purchase eBooks in the past; however, Librarian Liaisons will incorporate eBooks with their usual department reviews. Subscription eBook packages will be considered along with other database subscriptions. Factors for perpetual purchase eBook deselection include the following:

1. Accuracy and relevance of content
2. Accrediting body guidelines
3. Low usage
4. Superseded editions
5. Obsolete/out of date platform
6. No longer supports the curriculum

Streaming Media

The Library will purchase individual streaming media titles at faculty request with funds from the portion of the Serials Fund allocated for that purpose (for large streaming media collections, see section below regarding subscription databases). Materials Fund monies may also be used for one-time, perpetual streaming media purchases. The following guidelines and restrictions apply:

• Material must support the curriculum
• Perpetual access is preferred over a time-restricted license
• The Library does not pay for one-time public performance licenses. Campus groups organizing public screenings are responsible for all fees for one-time public performance licenses

The Librarian receiving the request should contact the Acquisitions Resource Manager and work with them to determine whether the vendor/distributor will host the material or if the Library will be responsible for hosting (it is preferable for the vendor/distributor to host the material).

• If the Library will be responsible for streaming the material, each purchase must be evaluated on a case-by-case basis, taking into consideration:
  • Whether the vendor/distributor agrees to delivery by progressive download
  • Whether the vendor accepts that we cannot prevent the end user from downloading and saving the materials
  • Any additional restrictions the vendor requires e.g., campus authentication
  • Whether the vendor is already an approved vendor or, if not, is willing to invoice us
  • Whether the vendor’s licensing terms are acceptable. All licenses must be approved by Legal Counsel in advance of purchase, and click-through agreements are not allowed

Other important information regarding the purchase of individual streaming media titles:

• If streaming access is for a finite period, the purchase will not be automatically renewed at the end of that period
• Any materials hosted by the University for limited periods must be tracked to ensure that they are disabled when the agreement expires

Subscription Databases

Selectors may submit suggestions for purchasing subscriptions to databases, both multi-disciplinary and subject-specific. The Resource Acquisitions Librarian will communicate with the database vendor to do a preliminary review of price, access requirements, and license, then set up a trial, typically for one month. Considerations for purchase are based upon the following:

• The appropriateness of the resource for support of the curriculum
• Librarian evaluation of the discoverability and effectiveness of the database, especially compared to other sources available pertaining to the same subject matter
• Faculty feedback during the trial period, including whether the initial request came from a faculty member
• Reliability and usability of the database interface. Avoid databases that do not work with EZproxy or that require users to create individual accounts
• Availability of funds for purchase and maintenance of the subscription

Open Access

Librarians may request the addition of websites and open access resources to the Library collection to improve discoverability. Open access resources can be added to the Library catalog, A-Z Databases List, Resource Recommender, individual LibGuides, or the institutional repository. The size, type, and purpose will determine where best to add the resource. Evaluation of open access resources should align with general guidelines for selection with additional consideration given to UCO affiliation of the creator, platform, and hosting requirements. (See: Open Access Collection Development Policy)

• To recommend addition to the Library catalog, contact the Assistant Director of Metadata & Cataloging
• To recommend addition to the A-Z Databases List or Resource Recommender, contact the Resource Acquisition Manager
• To recommend addition to a LibGuide, contact the Research & Learning Librarian who oversees that specific subject or course guide
• To recommend addition to the institutional repository, contact the Digital Initiatives Working Group

All recommendations are considered. Addition is subject to approval upon evaluation by the respective librarian contact and must be justified according to the general guidelines for selection.

Digital Collections

The Library's digital collections consist of digitized or born-digital materials with the following primary areas of focus:

• Digitized or born-digital resources that support transformative learning
• Scholarly output by the Central community
• Special collections or publications relating to the history of the university, Edmond, Oklahoma, or regional interests
• Preservation of rare or unique materials

The digital collections are distinct from commercial electronic resources, databases, and other products purchased with the Library's materials funds. Due to different specifications for selection, evaluation, and preservation, the Library's digital collections are governed by a separate policy as determined by the Digital Initiatives Working Group. To recommend a digital collection, submit requests to the Digital Initiatives Working Group.