COLLECTION DEVELOPMENT IN THE CENTRAL LIBRARY OF SEBELAS MARET UNIVERSITY: a draft for a policy statement

COLLECTION DEVELOPMENT IN THE CENTRAL LIBRARY OF SEBELAS MARET UNIVERSITY : a draft for a policy statement

BACKGROUND

The major function of the central library is to provide the staff and students of Sebelas Maret University with those materials needed for achieving the three duties of higher education :

1. teaching and learning process

2. research and extension of science and technology

3. social services

The library also functions to provide the materials for recreational purposes or for the non-academic pursuits of the university community.

The library collections are of course central to the library’s effectiveness. A library may fail users if the collections are inadequate and they cannot find what they want. Students who come to the library want reading material for their courses, preferably many copies. They want to be able to : consult books in the library – read more widely later in their course or during the writing of their thesis – borrow them and make copies. Lecturers use the library to get books from which to prepare lectures and to get up-to-date information in their area of research.

The central library of Sebelas Maret University engages in cooperative collection development programs, because the library has data concerning user needs and interests. The library also keeps borrower records from which to identify the strengths and weaknesses of its collection and the subjects in its collection which are most often used.

NEED FOR A POLICY STATEMENT

The purpose of this policy document is to serve as a guide for librarians and others involved in the development of books and materials for the central library of Sebelas Maret University. However, the statements made here should not be considered as inflexible regulations. The improvement of this written statement as a result evaluation, is permitted in accordance with changes in the university curriculum, if, for example, new courses or departments are added. Members involved in collection development are invited to submit suggestions for revision. The final decision of this amendment is approved by the head librarians and the deans.

RESPONSIBILITY FOR AND PARTICIPATION COLLECTION DEVELOPMENT

The head librarians and the deans have the final responsibility, as delegated by the Academic Rector for the development of library collection.

  • The head librarians has responsibility for the maintenance of the library collections, facilities, and services.
  • The departments have primary responsibility for recommending materials to support courses they teach.
  • The acquisition department, user services department and faculty library staff have responsibility for the work of collection development.
  • Students and staff may make recommendations for the purchase of materials.

DEFINITION OF THE LIBRARY MATERIALS AND THEIR FUNCTIONS

The library materials are defined as print and non print instructional materials (eg.: books, periodicals, manuscripts, maps, audio-visual recordings, etc. ) organised and housed for retrievals and used by the university community to fulfil the aims and functions of Sebelas Maret University. They are also used for interlibrary loan purposes.

COLLECTION PRIORITIES

Materials must be selected for each field represented in the faculty and department curriculum in the following priority :

the entire field.

divisions of the field in which courses are offered.

other fields which may support and extend the courses, and research programs.

new cources.

other materials which benefits social activities.

PROCEDURES FOR THE PURCHASE OF MATERIALS

A. Surveying User Needs and Interests :

the central library supplies forms to allow users to make recommendations on what items should be in the library.

through the faculties the central library sends forms to the departments for their suggestions.

the acquisition and user services department observe those frequently used areas of the library collection which have limited copies.

the faculty library staff recommends that materials should be in the central library if they can not be covered by the faculty library’ s budget.

B. Analysing The Data :

The head librarians conducts a meeting together with some members of the acquisitions and user services department, the deans, and a staff from each faculty library to discuss the recommended materials. The final decision is the responsibility of both head librarians and the deans.

C. Ordering and Receiving Materials :

the head librarians assisted by several librarians and other administration staff order the materials from the publishers.

when the ordered items come in the library the purchasing committee check to ensure that they are in order.

HANDLING DONATED MATERIALS

The central library of Sebelas Maret University welcomes donated material. The acquisition department has the right to evaluate such material on the recommendation of the head librarians. If the item supports the goals of the library and the university, it is then processed in the same manner as purchased material. No special shelves or sections will be designated for the donated materials but each gift material has a specific label identifying as donation material. However, if it does not comply with the library and the university’s goals the head librarians has a responsibility to discard it.

WEEDING

In order to maintain active, up-to-date and useful collections, librarians, particularly user services section in consultation with the head librarians, will periodically examine all the materials and undertake weeding.

Weeding is very important in any library when it does not want to become the permanent repository of all materials that have been published. It is an annual practice for the central library of Sebelas Maret University to systematically remove the collection from the shelves. The categories of materials which are obviously candidate for weeding are :

duplicated copies, purchased when the books were in heavier demand, but are no longer used.

old editions, when the new one has arrived and the library is not keeping a historical collections of all the editions.

books that become damaged or worn out.

books that have become obsolete in content, style or theme and are thus rarely used.

REPLACEMENTS

It is the library’s policy not to automatically replace all the collections items withdrawn. The replacement of lost, damaged or worn books are subject to the following considerations :

books suggested as course references.

books under high use.

books used to support courses as supplementary reading.

BINDING AND REBINDING

The central library of Sebelas Maret University has the responsibility of binding periodicals which have reference value. The choice of books for rebinding is made according to the above replacement policy criteria.

COMPLAINT ABOUT LIBRARY COLLECTION

The community of Sebelas Maret University may register their complaint about books content of the library collection. The complaint represented to the head librarian of Sebelas Maret University must be in writing.

the statement must include specific information as to the author, title, publisher, and perhaps, page number of each item to which objection is being made.

the statement must be signed and identification given to permit a reply to be made after the complaint has been evaluated.

the head librarians will appoint a committee and discuss with them to re-evaluate the materials being complained and make recommendation concerning them.

the head librarian and the committee may call the community complained for consultation when desired.

COOPERATION WITH OTHER LIBRARIES

From day to day libraries try to improve their services. One good way to provide the services that users need – quickly, efficiently, accurately and on time. No library today, however, can have everything that the community wants. A limited budget may be the main problem. And, of course, libraries fail if they act in isolation and think that they can provide information only from their own collections. To overcome the limitation of collections, the library should open the best services to users by sharing the collections with other libraries and calling on them for resources that the users need. It may be possible to :

exchange cataloguing data and information about book and journal holdings,

share information about the strengths of the collection,

send books for exchange or loan,

send photocopies of articles.

The central library of Sebelas Maret University has conducted a regional sharing agreement which makes its collection available for visiting members using sharing programs. Interlibrary loan services are available on completion of a form on the information desks. The user is obligated to pay for copying and postage charges, as written in the central library regulations.

REFERENCES

1. CARTER, Mary Duncan, BONK, Wallace John and MAGRILL, Rose Mary. Building library collections. 4th ed. Metuchen N.J.: Scarecrow Press, 1974.

2. CURLEY, A. and Broderick, D. Building library collections. 6th ed. Metuchen: Scarecrow Press, 1985.

3. EVANS, G. Edward. Developing library & information center collection. 2nd ed. Littleton, Colorado: Libraries Unlimited, 1987.

4. WILSON, Louis Round and TAUBER, Maurice F. The University library: the organization, administration, and fuctions of academic library. 2nd ed. New York: Columbia University Press, 1956.

5. Library acquisition policies and procedures. Edited by Elizabeth Futas. Phoenix, AZ: Oryx Press, 1977.

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