Collection Development/Selection Policy
As described in its mission statement, the Mary Livermore Library of The University of North Carolina at Pembroke functions first and foremost as a campus information center and, to some extent, as a regional information center. The selection of materials for the library collection is therefore prioritized by the library staff according to curricular needs first, with the goal ever foremost of developing a balanced collection which supports the undergraduate and graduate programs offered by The University of North Carolina at Pembroke (UNCP). The Mary Livermore Library also seeks to provide support for the information needs of the administrators and faculty members either by direct acquisition of library resources or by engaging in cooperative sharing with other libraries. Some materials are acquired which serve the recreational and general knowledge purposes of the campus community and which support the efforts of the library staff to assist with information needs of patrons in the region surrounding UNCP.
The following prioritized list of considerations for acquiring library resources shall be in place:
1. current circulating materials, reference materials, electronic resources, and serials which support the University curriculum;
2. classic or older resources which support the curriculum;
3. resources which enhance faculty preparation for instruction and support their research and scholarship;
4. resources which assist the University administration and library staff to conduct their business and enhance their professionalism;
5. resources which pertain to local history;
6. resources which satisfy recreational interests for students, faculty, and staff;
7. resources which promote the development of area educational and business endeavors.
Statement of Freedom of Inquiry
The Mary Livermore Library supports the principles of freedom of inquiry. All resources selected for inclusion in the Library’s holdings, whether purchased, donated, or free of charge, must be clearly related to the general educational mission and stated goals of The University of North Carolina at Pembroke. Because the University is dedicated to the principle of unrestricted inquiry into and scholarly examination of all ideas and current knowledge germane to any discipline, the staff of the Mary Livermore Library will remain vigilant in its efforts to assure patrons that no form of censorship, whether based on personal or ideological bias, will be allowed to circumscribe the development of the collection. The Mary Livermore Library subscribes to and acts in accordance with the Library Bill of Rights, developed by the American Library Association and contained in L.1.Exhibit A of this document.
Responsibility for Selection
Ultimately the Dean of Library Services is responsible for the guidance of collection development. Much assistance in this important task is expected of the University faculty and the library staff, as well as the University administrators and students. Input concerning collection development by community members is also welcome. While input from faculty, administrators, students, and community members is sought, indeed relied upon in terms of subject area expertise by faculty and administrators, it is the Collection Development/Electronic Resources Librarian which makes the final recommendations concerning selections and collection development. Ordering and selection responsibilities for free government publications via the federal and state depository systems lie with the Government Documents/Development Librarian. All other ordering responsibilities lie with the Assistant Dean for Collection Management and Acquisitions. The selection responsibilities for special collections and archival materials lie with the Special Collections Librarian; for serials, with the Serials/Digital Projects Librarian; for web-based or electronic resources, with the Electronic Resources Advisory Subcommittee of the Planning Committee; and all other materials, with the Collection Development/Electronic Resources Librarian. All other positions with selection responsibilities consult with the Collection Development/Electronic Resources Librarian. Ultimate approval of purchases is the responsibility of the Dean of Library Services.
Books and Non-print Media
So as to enhance faculty input in the selection procedure, academic departments are given a budget near the beginning of the academic year for the purchase of books and non-print media. Allocations for these purchases are based on application of an acquisitions formula which factors in the cost of materials, enrollment in classes, as well as numbers of majors, and the existence of graduate programs. A copy of this formula can be found in L.1. Exhibit B of this document. Faculty requests for purchase of books and non-print media should contain as much information as possible about the requested items and should be prioritized and will be accepted via e-mail or marked publishers catalogs. They should be sent to the librarian who is the liaison to that department or sent to the Collection Development/Electronic Resources Librarian. The Assistant Dean for Collection Management and Acquisitions and the Collection Development/Electronic Resources Librarian will set appropriate deadlines for requests to be submitted and encumbered by the end of the fiscal year. Requests which were not filled during the fiscal year will be retained and considered for ordering during the subsequent fiscal year. Faculty will be contacted concerning the status of their requests, if problems arise concerning filling requests for ordering.
Funds not expended by faculty requests will be expended by library faculty liaisons or the Collection Development/Electronic Resources Librarian in order to maintain progress toward development of a balanced collection.
Faculty input is also sought in the selection of serials. Each spring academic departments are asked to review library serial holdings which support their areas of the curriculum and to suggest additions or deletions to subscriptions defined by the Library as non-core titles. The cost of subscriptions as well as the number of titles will be considered in the addition/deletion process; with preference given to titles in digital format, requests for additions to titles in serials holdings are accepted throughout the year by liaison librarians or the Serials/Digital Projects Librarian, who coordinates the annual selection of serials titles.
Information available in electronic format is considered for purchase as requests are received and consortial purchase opportunities arise. Selection of such resources is reviewed by Electronics Resources Advisory Subcommittee of the Planning Committee in consultation with the Collection Development/Electronic Resources Librarian. Recommendations for purchase are made to the Assistant Dean for Collection Management and Acquisitions and the Dean of Library Services; space and budgetary considerations often necessitate that materials purchased in electronic format require the deletion of duplicate materials in print format.
Criteria for Selection of Materials
The following factors are recommended for faculty to consider when making selections: accuracy, anticipated authority and reputation of the publisher and/or author; anticipated need in fulfilling requests for information; social and/or artistic merit and timeliness of the item; need for additional material on the same subject in the collection; and cost in relation to anticipated benefit. The use of reviews in selection journals and standard selection sources is recommended during the selection process.
Limitations on Purchases
Several areas in which limitations on purchases are specifically addressed follows.
1. Textbooks, workbooks, laboratory manuals: ordinarily such items will not be purchased unless justification is presented to the library faculty for consideration, in which case exceptions may be decided on by the library faculty.
2. Subscription sets or services or individual titles of exceptional cost: these will not be purchased except following consultation with faculty who have presented justification which receives the recommendation of the Collection Development/Electronic Resources Librarian.
3. Audiovisual materials, computer software, and other media: these items will not be purchased for use as instructional aids for professors, but rather, as is the case with print materials, to provide support to classroom instruction and the curriculum. Such materials will be housed in the Library.
4. Rare books: rare books are not acquired by the Mary Livermore Library as such. Rare works will be acquired only if they support the curriculum or the Special Collections interest areas of the library collection and are available within the bounds of normal library expenditures or by gift.
5. Foreign language: works in foreign languages are limited unless they support foreign language and world literature programs and courses.
Limitations on Free Resources
In addition to the Limitations on Purchases just discussed, special care must be given to the evaluation of free resources with regard to currency, reliability, validity, and stability.
Special Classes of Materials and Collections
Several areas of collection development require specific information as follows.
1. Government Documents: the Mary Livermore Library is a partial depository for federal and state documents. While a major requirement in the acquisition of government documents is relevance to the curriculum, there is a charge to meet the needs of the general public which is demanded of depository libraries. Documents are selected by the Government Documents/Development Librarian in consultation with teaching and library faculty. Relevant information is supplied by the Superintendent of Documents, the Catalog of U.S. Government Publications, the State Library of North Carolina, other librarians, and the general public.
2. Archival Materials: the Mary Livermore Library houses some University archival material, but does not function as a general depository for all archival material accumulated on campus. Included in the archives are minutes of the Board of Trustees,
the Faculty Senate, and The University of North Carolina Faculty Assembly, and other uncataloged materials related to the history of The University of North Carolina at Pembroke.
3. Special Collections: cataloged materials shall include the following:
(1) books concerning the history of Robeson County;
(2) at the discretion of the Special Collections Librarian, books which are demonstrably rare;
(3) at the discretion of the Special Collections Librarian, fragile and unusual items;
(4) at the discretion of the Special Collections Librarian, items which have been stolen or mutilated when left in the General Collection;
(5) items relating to Pembroke Magazine;
(6) Chancellor’s Scholars’ papers, University Honors papers, University theses, and similar materials;
(7) materials authored by faculty;
(8) materials relating to the Lumbee Indians;
(9) at the discretion of the Special Collections Librarian, materials autographed by well-known or local authors.
Materials which shall be excluded from this designated Archives and Special Collections area are:
(1) materials not relevant to the criteria previously cited and signed by authors whose names cannot be found in standard bibliographic sources;
(2) materials not relevant to the criteria previously cited and which are simply old and have no rare book value;
(3) facsimile reprints of rare items which are not relevant to the criteria previously cited and which are not deemed rare by the Special Collections Librarian;
(4) North Carolina State Documents or other North Carolina materials not relevant to the criteria previously cited;
(5) Native American related materials not relevant to the criteria previously cited.
The Mary Livermore Library gladly accepts gift books and other resources with the stipulation that if any item does not meet the criteria described above in the Mary Livermore Library Collection Development/Selection policy, then, as deemed appropriate by the library faculty, it may not be added to the collection. Principal responsibility for receiving gift materials rests with the Assistant Dean for Collection Management and Acquisitions. Upon receipt of gift resources, the Assistant Dean for Collection Management and Acquisitions will provide the Dean of Library Services with a description of the gifts (number and type of items). The Assistant Dean for Collection Management and Acquisitions will issue to the donor a letter of appreciation, listing the number of items donated. This gift letter will be signed by the Dean of Library Services and the Assistant Dean for Collection Management and Acquisitions. No estimate of monetary value will be provided, as the library staff are not official book appraisers. Copies of gift letters are contained in L.1. Exhibit C of this document. Serials will be routed to the Serials/Digital Projects Librarian for disposition and other materials to the Collection Development/ Electronic Resources Librarian.
Review of Policy
Periodic and systematic reviews of collection development needs and procedures shall be held to examine the currency and relevancy of acquisition policies each year.