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Collection Development Policy Suite

 

Policies for Library Physical Collections

 


Board Games

The Library maintains a non-circulating collection of board, card, and tabletop games. The collection was initially built and continues to develop through donations, but Library funds can be used to support this collection with approval of the Collection Development Committee.

Responsibility

A Librarian is assigned to collect and maintain the Board Games Collection.

Scope of Coverage

Languages: Primarily English

Subject Areas: All subjects are considered

Deselection

Worn out or incomplete games are deselected from the collection.

Gift Policy

Follows general guidelines for gifts.

Replacement Policy

Worn out games or games missing pieces are removed from the shelves and evaluated for replacement.


Children's Collection

The Children’s Collection is a working collection of children’s and young adult literature that serves undergraduates seeking teacher certification, graduate students studying library media education, other university students pursuing careers working with children preschool through age 12, and the general community.

Responsibility

A Librarian is assigned to collect and maintain the Children’s Collection.

Scope of Coverage

Languages: Primarily English, with some works suitable for bilingual education, particularly Spanish. May acquire materials in other languages for some significant feature other than the text such as illustrations; translations of such foreign language materials with desirable features are acquired instead whenever possible.

Geographical Areas: Worldwide. Works with Oklahoma coverage or by Oklahoma authors are acquired when funds are available

Chronological Periods: Prehistory to present

Subject Areas: Undergraduate teacher education; graduate library media; general community

Materials Selected and Excluded: Print and non-print media are selected. Special emphasis is placed on acquiring award-winning and special merit materials. Two copies of each Newbery and Caldecott Award books along with one copy of the honor books should be purchased. Other titles are selected, as funds permit, from the Oklahoma Library Association’s Sequoyah Masterlists and other nationally recognized awards, including the following:

  • Boston Globe/Hornbook Award
  • Coretta Scott King Award
  • Mildred L. Batchelder Award
  • Carnegie Medals
  • Michael L. Printz Award
  • Scheider Family Book Awards
  • Pura Belpré Awards
  • Mike Morgan and Larry Romans Children’s and Young Adult Literature Awards
  • American Indian Youth Literature Awards
  • Asian/Pacific American Award for Literature, youth categories

Deselection

Follows general deselection guidelines.

Gift Policy

Follows general guidelines for gifts.

Replacement Policy

Replacement of the same edition is preferred since many editions of juvenile literature have special distinguishing characteristics.


Course Reserves

The Course Reserves Collection consists of items considered essential or required for a course, items that are used by various departments or programs, and items in high demand. Course Reserves include items owned by the instructor, departments, or Chambers Library. A small number of textbooks are purchased, primarily for general education courses that have the highest enrollments as well as courses that have high-cost textbooks.

Responsibility

Research & Learning Librarians identify the general education textbooks for purchase. Librarian Liaisons working with their Faculty Liaisons may also request textbook purchases to be placed in Course Reserves. Faculty and departments may place library-owned books and their own personal copies on reserve as well.

Scope of Coverage

Languages: Sources in languages other than English are collected when they are needed to support the curriculum

Subject Areas: All subjects

Materials Selected: Books, media, other formats to support the curriculum

Deselection

Expiration and deselection are based on academic year usage. Items are taken out of Course Reserves and transferred to the main collection or, in the case of personal copies, given back to the owner.

Gift Policy

Faculty and departments are encouraged to donate their textbooks for Course Reserves. If a faculty member places a personal copy on reserve, the Library is not responsible for wear and tear resulting from the use of such materials nor is the Library able to replace personal copies of books if they should be lost.

Replacement Policy

Faculty may request that their Librarian Liaison purchase replacement copies to be owned by the Library from the materials budget available to that department.


Curriculum Collection

The Curriculum Collection serves as a Congressional District Review Center for textbooks reviewed and adopted by the state of Oklahoma for use in the public schools. This collection supports the College of Education, whose programs focus on training future educators, and the local public schools, whose educators may review the materials when the Library is open. Contents of this collection fall into two categories: review and adopted.

Review Materials

Publishers send materials based on a subject cycle pre-determined by the State’s textbook committee, typically toward the end of the summer or beginning of the fall semester. Metadata & Cataloging staff unpack and organize physical review materials and make electronic review materials available through a public computer terminal. The state textbook committee will post a list of adopted material the following spring. Review materials not adopted are removed from the collection and given to Advancement & Communications to process through Friends of the Library.

Adopted Materials

Adopted curriculum are those selected by the State textbook committee. The State textbook committee will post a list of adopted materials. These items are cataloged and transferred to the primary part of the Curriculum Collection. Circulation of adopted materials is limited to UCO students, faculty, and staff.

All materials in this collection are considered gifts from publishers who provide the materials for possible adoption by the State. No funds are expended to purchase materials for this collection.

Responsibility

The Curriculum Collection does not have an assigned Librarian Liaison as state textbook committee rules inform the processes for selection and maintenance, which is coordinated between the Metadata & Cataloging, Stacks Management, and Advancement & Communications departments. The Assistant Director, Metadata & Cataloging is the review center point of contact for the State textbook committee, publishers, and local educators.

Scope of Coverage

Languages: Language texts provided reflect the languages taught in the public schools and generally include English, Spanish, French, German, Latin, and Russian

Geographical Areas: Worldwide

Chronological Periods: Prehistory to present

Subject Areas: All subject areas taught in the public schools at the elementary and secondary levels

Materials Selected and Excluded: All subjects taught in public schools at the elementary and secondary levels; the state textbook committee establishes and communicates the subject cycle of the review materials

Deselection

Materials are retained only for the period during which they are adopted for use, generally six years. Expiration years are noted on the spine labels for Stacks Management and Metadata & Cataloging to determine which items are eligible to process for withdrawal. Withdrawn materials are given to the Friends of the Library.

Gift Policy

Follows general guidelines for gifts.

Replacement Policy

Generally not replaced.


Government Documents Collection - Federal

The Federal Government Document Collection is a comprehensive selection of publications that are issued by the United States Government or the authority of a governmental body with an emphasis on electronic information. Since 1954, Chambers Library has been part of the FDLP (Federal Depository Library Program), a nationwide federal depository system established by the United States Congress under the direction of the Government Printing Office.

Responsibility

The Library is required to designate a Depository Coordinator as a primary contact for the FDLP. The Depository Coordinator is responsible for ensuring federal government documents comply with all FDLP rules and regulations. The Depository Coordinator may be a librarian; however, experience with government documents is strongly preferred by FDLP when designating the coordinator.

Scope of Coverage

Languages: Primarily English, some Spanish materials are available; additionally, some English materials are available in braille

Geographical Areas: United States

Chronological Periods: Prehistory to present

Subject Areas: Congressional and executive historical materials, health, American Indians, international relations, military history, labor, criminal justice, business, education, and statistical materials including the Census

Materials Selected and Excluded: As a selective depository, 59% of materials available in all formats are selected with an emphasis on electronic versions when available

Deselection

The FDLP defines Deselection as opting to no longer receive new items for a specific FDLP number. In addition to deselecting the items, the Library may want to remove the old item for the FDLP number from the collection. Both processes have specific guidelines and rules to be performed under the direction of the Depository Coordinator with input from the Librarian Liaisons.

Gift Policy

Gifts are generally not accepted for the Federal Government Documents Collection. Items received from other depositories in the Needs & Offerings process are not considered gifts.

Replacement Policy

Replace high use items from regional depository if available.


Government Documents Collection - State

The State Government Documents Collection consists of all publications issued by the State of Oklahoma or by authority of a State agency through December 2021. Prior to the program’s ceasing of physical shipments in January 2022, Chambers Library was a State Publications Depository Library through the Oklahoma Publications Clearinghouse, which had designated Chambers Library as a core participant in this program.

Responsibility

The Depository Coordinator for Federal Documents will steward the physical collection until all materials have completed their weeding cycle.

Scope of Coverage

Languages: Primarily English, but some Spanish materials are available

Geographical Areas: Oklahoma

Chronological Periods: Prehistory to present

Subject Areas: State publications (history, governance, programs, etc.)

Materials Selected and Excluded: Program participants no longer receive physical shipments from the Oklahoma Publications Clearinghouse and were advised to supplement with open access through the Oklahoma Department of Libraries’ Digital Prairie database.

Deselection

Follows general deselection guidelines, as long as the title was received more than three years ago.

Gift Policy

Not accepted for this collection.

Replacement Policy

Generally not replaced.


Innovation Studio

Collection consists of materials supporting the use of emerging technologies and may also include technology purchased by faculty requests from the Materials Fund. Inclusion will be determined by the Emerging and Immersive Technology Librarian. For purposes of this policy, does not include technology purchased via the Director of Technology & Data Management’s budget lines.

Responsibility

The Emerging and Immersive Technology Librarian is responsible for collection upkeep.

Scope of Coverage

Languages: English only

Subject Area: Emerging technologies

Materials Selected: Books and media of all formats

Deselection

Follows general deselection guidelines.

Gift Policy

Follows general guidelines for gifts.

Replacement Policy

Will be considered on an item-by-item basis but is unlikely given the nature of emerging technologies.


Main Collection

The Main Collection is the primary collection of physical books acquired with the Materials fund.

Responsibility

Librarian Liaisons

Scope of Coverage

Languages: All languages

Geographical Areas: All geographical areas

Chronological Periods: Prehistory to present

Subject Areas: All subjects

Materials Selected and Excluded: Guidelines for Materials Selection

Deselection

Follows general deselection guidelines.

Gift Policy

Follows general guidelines for gifts.

Exceptions

J. Gale and Lucy L. Chumley Book Collection Endowment

The J. Gale and Lucy L. Chumley Book Collection consists of materials integrated into the Main Collection and funded by an endowment, which is the only Library endowment not managed by Special Collections. Materials purchased with this endowment must be related either to management or to literature, per the wishes of the donor. The Librarian Liaisons for Management and English are responsible for expending any available Chumley funds prior to the start of winter break each fiscal year. This deadline allows ample time for the UCO Foundation to process these purchases and reimburse the Library for expenditures.

Exceptions to Multiple Copies

When a play or script is ordered for Theatre Arts, it is current practice to order two copies


Multimedia Collection

The Multimedia Collection supports the scholarly and research needs of the University of Central Oklahoma. New formats are added as they develop and as demand requires. Currently, Multimedia includes:

  • Spoken word compact discs
  • Educational video recordings
  • Feature films supporting classroom instruction
  • DVDs
  • Vinyl records
  • Other emerging media and online formats

Responsibility

The Librarian Liaison for the School of Music and the ACM is responsible for the collecting and maintenance of the Multimedia Collection

Scope of Coverage

Languages: The Library purchases videos in English or with English subtitles. Spoken materials on compact discs may include purchases in any language

Geographical Areas: Most materials originate in the United States due to equipment compatibility and availability

Chronological Periods: Preference is given to material published within the last ten years. Feature films have no chronological limits

Formats Collected

Inclusions: Compact discs, DVDs, vinyl records, and Blu-ray when DVD is unavailable

Exclusions: Audio cassettes, video games, 16mm films, video cassettes, filmstrips, and 5 ¼” floppy disks are not purchased

Exceptions: The Library may accept as gifts spoken word records

New Formats: New formats may be added if the format is universally accepted and if equipment is readily available for use in the Library or elsewhere

Specific Criteria for Selection

When available, use of Multimedia funds should take priority over use of academic department materials budgets. Selectors should take the following into consideration when purchasing multimedia material in addition to other collection criteria:

  • Is the item appropriate for the subject area? Does it contribute to the collection as a whole? Is it more appropriate than a print resource?
  • Is the item user friendly? Is technical and instructional support available? How much instruction does it require?
  • Is adequate equipment available to use the material either in the Library or elsewhere?
  • Does the item require technology that will be in use over a period of years?
  • Is the item durable enough to withstand heavy use over several years?
  • Is there an adequate place to store the material?
  • Is it feasible to circulate the material? If not, is there a place in the Library for patrons to use the material?
  • Can the Library network the source? Is there a limit on the number of simultaneous users?
  • Does the material have any restrictions on use?

Gift Policy

Follows general guidelines for gifts. In addition, spoken word records are only collected via donation.


Musical Recordings Collection

Collection supports academic programs, especially in the College of Fine Arts & Design, and the general interests of students, faculty, and staff. Users will include students, faculty, staff, and the community.

Responsibility

The Librarian Liaison for the School of Music and the ACM is responsible for the collecting and maintenance of the Musical Recordings Collection.

Scope of Coverage

Languages: All languages

Geographical Areas: Worldwide

Chronological Periods: Prehistory to present

Subject Areas: All musical forms and styles collected

Materials Selected and Excluded: CDs and vinyl are the formats of choice. Audiocassettes, mp3 files, or other individual storage container are not accepted

New Formats: New formats may be added if the format is universally accepted and if equipment is readily available for use in the Library or elsewhere

Deselection

Worn or broken recordings are withdrawn. Duplicate copies may be withdrawn if low use. Deselection takes place in the summer as it does not require faculty review.

Gift Policy

CDs and LPs are the only formats accepted as gifts. Exceptions may be made for new formats (see above).

Replacement Policy

Follows general guidelines for replacement.


Musical Scores Collection

The musical score collection reflects and supports the curriculum, performance, and research interests of the faculty and students of UCO’s School of Music and Academy of Contemporary Music.

Responsibility

The Librarian Liaison for the School of Music and the ACM is responsible for the collecting and maintenance of the Musical Scores Collection.

Scope of Coverage

Languages: All

Geographical Areas: No set limitations

Chronological Periods: Medieval to the present

Subject Areas: Sacred and secular vocal and instrumental works; jazz and contemporary popular scores, charts, and tablature; musical theatre selections and songbooks

Materials included:

  • Collected editions, complete works, historical sets, and monuments of music as comprehensively as necessary to support curricular and research needs. May require entering into standing order contracts to ensure completion of sets
  • Facsimile editions of important early print and composer-notated scores
  • Newly edited, high-quality scholarly and performing editions of standard works
  • Score and performing parts for compositions involving twelve or fewer unique parts, including chamber works (but not including choral works)
  • Full scores and study scores are both collected and take preference over miniature scores
  • Reprint editions are not purchased unless the Library holds no other adequate edition for circulation.
  • Priority for musical theatre acquisitions is given to award-winning works and songbook collections
  • Modern popular artists should be collected as available to support the ACM, with an effort made to find accurate instrumentation scores or reductions and an avoidance of “EZ play” transcriptions
  • The Library does not house or maintain orchestral, band, or choral octavos or jazz ensemble charts. The School of Music maintains their own ensemble collections

Print-on-demand and digitally-born scores are purchased only when no other format or acceptable alternative is available. Cost for binding should be taken into consideration for these types of scores.

Deselection

Scores may be withdrawn when irreparable, when irreplaceable parts go missing, or when duplication is unnecessary for performance.

Gift Policy

Follows general guidelines for gifts.

Replacement Policy

Lost and missing items should be replaced in as timely a manner as possible.


Reference Collection

Reference materials include sources that index, summarize, or concisely compile information. The Reference Collection traditionally has been an expansive collection; however, the Library has conscientiously shifted focus to electronic resources and moved items into the circulating collection. The Reference Collection consists primarily of items deemed to be in high-demand or those that do not have electronic equivalents.

Responsibility

All Librarian Liaisons share responsibility for selection and retention of databases relevant to their respective Collection Development areas. Research & Learning Librarians also take responsibility for identifying general reference resources and the location of print Reference materials based on the needs of students and faculty and input from other librarians.

Scope of Coverage

Languages: English; other languages are collected when they are needed to support the curriculum

Geographical Areas: Worldwide

Chronological Periods: Prehistory to present

Formats: All formats are considered

Materials Selected:

  • Directories, almanacs, annuals, atlases, gazetteers and yearbooks
  • Bibliographies and biographical sources
  • Concordances and sacred books
  • Dictionaries and encyclopedias
  • Indexes and abstracts
  • Law Resources
  • Style Manuals

Deselection

Follows general deselection guidelines.

Gift Policy

Follows general guidelines for gifts.

Replacement Policy

Follows general guidelines for replacement.


Ruby Canton Collection

This collection of popular and leisure reading is named in honor of Ruby Canton, who was the first person in Oklahoma to teach Library Science and was a beloved Central librarian. Her goal as a librarian was “stressing the cultivating of the reading habit.”

Responsibility

The Librarian Liaisons sign up to purchase materials in a designated month over a 10-month period (generally August-May) of the fiscal year.

Scope of Coverage

Languages: English only

Geographical Areas: Worldwide

Chronological Periods: Prehistory to present

Subject Areas: All subjects

Materials Selected: Current or popular books

Deselection

Books remain in the designated Ruby Canton location for six months, at which point they integrate into the Main Collection and fall to general deselection criteria.

Gift Policy

Not accepted for this collection.

Replacement Policy

Follows general guidelines for replacement.


Zine Collection

The library maintains a circulating collection of zines. We define zine as a DIY, independent or self-published booklet on a variety of topics. The collection was initially built and continues to develop through donations, but library funds can be used to support this collection with the approval of the Collection Development Committee.

Responsibility

A librarian is assigned to collect and maintain the Zine Collection.

Scope of Coverage

Languages: Primarily English

Subject Areas: All subjects are considered

Deselection

Worn out or damaged zines are deselected from the collection.

Gift Policy

Follows general guidelines for gifts.

Replacement Policy

Worn out or damaged zines are removed from the shelves and evaluated for replacement or deselection.