The University of Alaska Fairbanks libraries advance the university’s mission through education and the creation, acquisition, management, preservation and dissemination of information resources.
This mission encompasses:
This Collection Development Procedure (CDP) provides:
The CDP provides short and long-term planning for collection development according to rational and consistently defined goals.
Its aim is to:
Included is an Appendix of goal and mission statements provided by the library and UAF. These statements provide a framework within which collection development and maintenance, collection interpretation and resource sharing, and research can be carried out.
The CDP consists of two parts:
An overview of collection development objectives and goals
The objectives and goals overview provides a rationale for collections decision making and collection development for the library, and highlights the tangible steps used by decision makers on the selection, care and deacquisition of materials.
An overview of library print holdings and community
The collection overview outlines the communities served by the library’s collections. It also provides a survey of existing collections, and current collection needs. It distinguishes the core collections necessary for the library’s mission from peripheral areas of interest. It endorses cooperative collection planning and acquisitions based upon tangible collection strengths.
Support the instructional, research, and public service roles of UAF and the UAF Community and Technical College by:
This CDP serves as a guide for collection developers who make daily decisions on what library materials from the large universe of books, serials and periodicals, audio-visual resources, and electronic resources are necessary and appropriate for Rasmuson Library in its support of the UAF and UAF-CTC mission and goals within the constraints of available funding.
uestions that collection developers may ask include:
Collection development policies to guide this process are set by the Collection Resources Group (CRG) as well as the Dean of Libraries. The CRG is chaired by the Collection Development Manager.
Members may include:
The basis of collection development can best be described as eclectic, in that collection developers draw on the widest possible variety of information about available materials, and about the needs of library patrons and their use of library resources. Several documents do, however, form a basis of assumption:
The Rasmuson Library is the largest library resource in the state of Alaska, and a member of the Alaska Library Network.
It builds its collections primarily to serve the following clientele:
It builds its collections secondarily to serve the following clientele:
Emphasis is placed on developing cooperative collecting practices and sharing patron information when necessary to ensure the delivery of services and resources. Consideration is given to the security of the library collections and of patron Personally Identifiable Information.
The Rasmuson library’s General Collection refers to the materials which support disciplines studied and researched at UAF and the UA systems. These consist of discipline-specific primary, secondary, bibliographic, reference, and electronic resources.
Any written procedure regarding collections is subject to change as the emphasis of the University’s curricula, research direction and trends in publishing change. To maintain the integrity of the Library’s collections, appropriate acquisition activities must be balanced with de-selection activities.. Both print and electronic materials are acquired as necessary, and the selection of appropriate physical and digital format will reflect the best interest of the library and the user community.
Following is an outline of the library’s General Collection.
9.1 Current Monographs
Consideration of the use of Monographs:
Priorities for Monograph purchases are given to the fields and depths appropriate to the current curriculum, research, and public services requirements of the UAF and UAF-CTC. The major emphasis is on current imprints, and among those, works which could be expected to have future as well as current utility. The collections in specific subject areas should be built in proportion to the functional level that part of the collection must support. It is also not generally appropriate to build a collection of materials for the exclusive use of one individual.
Consideration of the acquisition of Monographs:
Designated subject selectors use several strategies to maintain currency in the collection and ensure that funding is fully expended in a timely manner.
Some of these strategies include:
A patron-driven selection program is maintained by library collections and acquisitions staff; a patron may request the purchase of a particular item through the use of the InterLibrary Loan (ILL) Form. Purchase suggestions from library and academic faculty, staff, administration, and students are considered if appropriate for current or anticipated curriculum, research, or service requirements, and within the limits of the current budget. Notifications will be sent to those who so request, when the book has been received and cataloged.
Special considerations in acquiring Monographs:
Books may be ordered from anywhere in the world; however, priority is given to English-language materials except in those subjects in which other languages are most important, such as language study and belles-lettres. The library will seek to have most important works of major writers in German, French, Spanish, and Russian in the original languages. A small amount of popular, non-literary books for practice reading by language students will be acquired. Writers in most other languages will be represented in English translation.
The library will not as a rule buy lower-division textbooks, due to the high cost of purchase, and the quick turn-over of multiple editions. The Library may purchase upper-division and graduate textbooks selectively, when they represent the best coverage of the material in the field. Recreational literature will be collected selectively in support of disciplines studied and researched at UAF and the UA systems, and / or in support of the user community.
Replacement of worn or missing copies is done only after a determination by the appropriate collection development librarian that the replacement is warranted; particularly so if the title is out-of-print. Out-of-print books are ordered only if replacements for missing items are considered of high priority, and for other titles on a very selective basis.. Out-of-print book needs are influenced by program need, collection strength, funding and availability from other libraries. Duplicate Monograph copies are added only in the case of heavily used materials when book funds permit, or for Alaska collection items as appropriate.
9.2 General Serials
Consideration of the use of General Serials:
Serial titles are selected, whether as purchased, gifts, or exchanges, on the same basis as are monographs: relevance to the current teaching, research, and service requirements of UAF and UAF-CTC.
Consideration of the acquisition of General Serials:
Electronic format of serials and periodicals is preferred when possible and when perpetual access is guaranteed.
Standing orders for books in series are used for acquiring appropriate new titles, ensuring that new editions, numbered volumes, and similar serial materials are received promptly and automatically upon publication. Standing orders are lodged with the original publishers or with booksellers.
Special considerations in acquiring General Serials:
ILL transactions are analyzed to identify titles in particular demand, and these are purchased as funds permit. Newspapers are selected to include, in priority order, the major papers such as the New York Times, to provide representative geographic North American coverage, major non-U.S. English-language publications, and non-English language newspapers.
9.3 Reference and Index Collections
Consideration of the use of Reference and Index Collections:
A reference collection is a collection of electronic resources, books and other materials in a library, useful for supplying authoritative information or identifying sources, kept together for convenience in providing information service by the reference librarian. Materials in the reference collection, by the arrangement and treatment of their subject matter, are designed to be consulted for definite items of information rather than to be read consecutively. To better facilitate this process, the use of printed reference materials is generally restricted to the library building, but select items may be checked out for short-term loan with permission from a Reference Librarian.
Consideration of the acquisition of Reference and Index Collections:
Materials chosen for the general reference and index collection at the Rasmuson Library are selected to serve the various curricular and research needs of the University community. The acquisition priority for this collection is to maintain the currency of the information, authority of the source, and the appropriate scope for our university audience. Items are acquired in the format best suited for the information they contain.
In the case of most reference tools, the latest edition only will be located in the reference area. Earlier editions are housed in the main stacks or in the Alaska collection, when they do pertain to Alaskan or Polar Regions. A monograph which is a part of a numbered series that has been catalogued for main stacks or elsewhere will be separated from the set only if it is exceptionally high reference value. The subject area librarian should weed the collection carefully and continuously to ensure that materials adhere to the collection goals of the library.
Items to be acquired for the Reference and Index Collections include:
The following special considerations should also apply:
Dictionaries, Yearbooks and Handbooks treating very fine delineations of subjects or extremely technical subjects will not be located in the reference section. Such information will be available in the main collection unless the direction of interest changes. In some instances, more than one dictionary will be retained because one will supplement the other in information supplied.
Decisions to separate yearbooks (current editions from earlier ones) must be considered carefully to ensure location(s) that will best serve patrons. This decision must be made individually for each set, based on the nature of the information provided and patterns of patron usage.
Bibliographies to be retained in the reference area must be selected carefully, and the collection should be weeded frequently to ensure that only the most scholarly and those which include both current and retrospective materials (when applicable to the subject field) are kept there. Those treating highly technical materials or narrow aspects of a subject field will not be located in reference; they are more useful to the user when he/she can check them out. In addition, bibliographies treating subjects in current vogue will not be retained there; the user may obtain such information by utilizing current periodical indexes or current abstracting services.
The basis for selection of Histories of Subject Fields or Regions for the reference section will be scholarliness of treatment and the presence of detailed indexes and bibliographies. Histories of regions and subjects where there is presently no marked interest among users here will be shelved in the main library collection.
Atlases dealing with specifically Alaskan or Polar Regions, when they fall into the above categories will be located in the Alaska collection. Some may be duplicated in the reference atlas collection if prices permit, as it would seem desirable to have them easily available to readers. Atlases dealing with regions on a primarily geological or topographical basis, or in a distinctly technical manner will be located in the map collection.
9.4 Map and Atlas Collection
The map and atlas collections are worldwide in scope with the emphasis on Alaska, Washington, Oregon, Idaho, Montana, northern Canada, Scandinavia, and far eastern Russia. Cartographic formats collected include but are not limited to: printed atlases and sheet maps, globes, CD-ROMs, indexes, gazetteers and similar finding aids. However aerial photos are generally excluded as they are collected by the Alaska Polar Regions section of the library and the GeoData Center of the Geophysical Institute.
Rasmuson Library became a partial depository for U.S. government documents in 1922 and currently receives about one third of the items distributed through the Government Printing Office’s Federal Depository Library Program (FDLP). The collection is government-wide and nation-wide in scope. However, emphasis is placed on research oriented materials, data, and internet resources directly related to Alaska or UAF curricula. Geographic emphasis is placed primarily on Alaska, and secondarily on Washington, Oregon, Idaho, and Montana. Some of the material may be duplicated in the Reference collection on Level 4, the Alaska collection of APR, the BioSciences Library, or the Geophysical Institute Library.
By informal agreement with the other GPO depositories in the state, UAF retains the draft copies of environmental impact statements for Alaska. The other depositories keep or discard the draft versions at their discretion.
9.6 BioSciences Collections
Current BioSciences collections are located in the Rasmuson Library or the Mather Library. Some materials are in storage and can be requested through Interlibrary Loan. Collecting responsibilities are managed through the Rasmuson Library. A variety of biological bibliographic databases for identifying journal articles and other publications are provided online through library subscriptions.
Gifts of funds or materials are a valuable source for library collection enhancement and are welcomed. Any checks or cash donated to the Library must go to the UA Foundation.The Library’s Fiscal Manager will oversee this process. The donation of any funds will be acknowledged and then forwarded to the Library Director. Funds will be used for collection purposes according to the goals outlined in this CDP or for other library services at the discretion of the Director and in consultation with the donor.
The Rasmuson Library’s Alaska and Polar Regions Collections & Archives (APRCA) primarily receives donations of unique materials which have special needs. As such, separate APRCA collections policies apply to APRCA gifts and donations. The policies are available on the APRCA Policies page.
The following guidelines are in place for material gifts to the library’s general collections:
The following will happen with gifts that are donated to the Rasmuson Library:
The UAF Libraries endeavor to maintain a current and relevant collection for its users, including strong collections in specific areas to support UAF curriculum and research programs, and as agreed upon in consortial sharing arrangements within the state of Alaska. The libraries should evaluate collections regularly, deselecting items in order to make space available for more relevant works, and replacing outdated materials. Careful de-acquisition allows the library to ensure that the collection is not static, while still retaining older materials of lasting value. Materials contributing to on-going research efforts should be retained or updated, and judicious selection of materials to be "weeded" should be made on an on-going basis.
Items to be withdrawn will be selected by subject liaisons or the Collection Development Manager. Items selected for withdrawal will be reviewed by at least one other librarian or liaison, or by a subject specialist from a UAF department selected by the Collection Development Manager, before going through the physical deacquisition process. Items will be searched in OCLC World Cat before holdings are removed, to ensure that UAF is not the sole remaining holder and to ensure that copies of significant works are retained in the library’s collection; duplicates or extra editions of these works may be withdrawn.
Disposal of Superseded Materials:
Library materials that are withdrawn from the collection will be made available for purchase to the general public in the library’s on-going book sale. A price sheet will be posted at the book sale location. Items that are not sold at the library’s book sale may be donated to other libraries or non-profit organizations. When cost-effective, the library will attempt to identify other libraries or non-profit institutions which may be able to take materials that still have value, but which for various reasons have been removed from the Rasmuson Library collection.
A person who wishes to request the reconsideration of library material must file a formal written request using the Reconsideration of Library Material form available at the library or on the Library’s website. A person who wishes to request the reconsideration of Library material must file one form per item for consideration. Once a physical item, such as but not limited to, a book, journal, film or document, or its digitally formatted version is reviewed, it cannot be reviewed again for a period of three (3) years. All forms for reconsideration must be filed in person. Each person is limited to three (3) forms in a month. The person filing a reconsideration must have read or viewed the material in its entirety or the form will not be accepted. The material will remain on shelf or on display until the review is completed and a final decision made.
The request will be reviewed by the Collection Resources Group consisting of the head of Acquisitions and Technical Services, and the Collection Development Manager; at least 3 MLS/MLIS degree- Librarians, and an additional subject matter expert as necessary. Together, these librarians will follow guidance provided by the American Library Association’s Guidelines for Reconsideration Committees and develop a recommendation that will be submitted to the Dean / Director of Libraries. The Dean / Director of Libraries will make the final decision. The patron submitting the request will receive a final written response regarding the matter within 90 days of the Library receiving the request.
Appendix A: University of Alaska Mission Statement
Appendix B: University of Alaska Fairbanks Mission Statement
Appendix C: Elmer E. Rasmuson Library: Mission/Vision/Values
Appendix D: UAF Program Areas of Emphasis (UAF Academic Plan 2007-2012)
Appendix E: Library Bill of Rights