Collection Development Policy
Updated October 26, 2006
Part I: General Statement and Collection StrategyA. General Statement
This collection development policy statement is intended to:
The primary collection development objectives of the Libraries are to support instruction and faculty research. A limited effort is undertaken to supply customers information about current social, political and economic events in the Dallas area, Texas, the United States, and throughout the world. No effort is undertaken to develop the collection to meet the needs of library patrons not affiliated with the University of Texas at Dallas except in the case of the U.S. Depository and Texas State Depository programs.
Development of the depository collections, as required by law, takes into consideration the needs of the local community in the selection of material. University faculty and staff who require books and periodicals for their own use are expected to spend personal funds for their acquisition. Other units on campus, which require books and periodicals for their University operations, are expected to spend their own funds. Because the library cannot collect comprehensively in all subject areas, a high priority is placed on providing bibliographical access to material not necessarily held in the collection so that a patron may obtain it by alternate means, such as interlibrary loan.
Due to the fact that the University of Texas at Dallas is a rapidly expanding institution that frequently adds new courses and programs to its curriculum, it is recognized that it will be necessary to periodically update the policy statements for individual curriculum areas. Ideally, they should be reviewed and updated each time new university graduate and undergraduate catalogs are issued.
Finally, it should be understood that the assigned collecting levels in Part II represent the desired level of support rather than the actual level of the present collection.
B. Collection Development Strategy
The basic collection development strategy of the University of Texas at Dallas library system is composed of the following components when full funding is available: an approval plan, liaison selection, serial and electronic subscriptions and standing orders as well as gifts, wholesale purchases and trading with book dealers. Each of these elements is summarized below.
An approval plan with a reputable vendor is employed to bring into the library the current output of North American university and commercial presses (including foreign published books distributed in North America). The approval plan profile should include all subject areas collected at level 3 or higher as well as a selection of pertinent areas collected at level 2.
The Collection Development Officer assigns each of the liaisons a yearly allocation for the purchase of library material. Each library liaison may use their allocation to purchase monographic materials and may not use their allocations for ongoing encumbrances, such as periodicals, electronic subscriptions, or standing orders. Material purchased with library funds must be housed in the library.
The Collection Development Officer allocates funds to the Reference Services Department. This allocation is used to purchase general reference and legal resources, maps, and subject bibliographies. A separate fund is made available to the Government Documents Librarian to purchase government document materials not received through the depository programs.
A high priority is placed on university press publications. It is a goal of the library to collect almost all twentieth century North American university press publications in all relevant areas.
Upon occasion large purchases are made
from vendors or other libraries. Subject to the availability
of funds, these purchases are made when the following criteria
New serial titles or standing orders are reviewed by the Collection Development Officer and are purchased as funds are available. The Collection Development Officer oversees the current subscription list to ensure that required materials are retained and not dropped through faculty requests.
C. General Policies, except for Non-Print
The policies outlined below apply across-the-board to all curriculum areas and library units.
HARDCOVER VERSUS PAPERBACK FORMAT:
ELECTRONIC BOOK FORMAT:
FORMAT FOR PERIODICAL HOLDINGS:
ILLUSTRATIVE MATTER-Titles in which plates,
drawings, photography, art reproductions, graphs, maps, or
scientific illustrations constitute an important part of the
work are poor candidates for a format which does not reproduce
COST-Other factors being equal, if one
format is significantly less expensive than another, the more
economical format will be purchased.
USAGE LEVEL-Frequently used materials are not good candidates for microform.
LICENSE AGREEMENTS AND CONSORTIAL AGREEMENTS:
Whenever possible, the Library maximizes access to materials through participation in consortiums. Consortial pricing normally benefits the Library by expanding access to materials. In addition, consortial pricing can provide for an expansion of the information base or content available to the University. Besides the subject content, connectivity and pricing are of greatest importance when entering into consortial agreements.
All legal documents are reviewed by the Collection Development Officer, signed by the Dean, and where applicable signed by a School Dean or the Vice President for Business Affairs.
RARE BOOKS, ARCHIVAL SOURCES & UNPUBLISHED
THESES AND DISSERTATIONS:
The library generally places a low priority on theses and dissertations submitted to other universities.
D. General Statements for NON-PRINT Media
Multimedia Services collects material in non-print formats such as DVDs, videocassettes, and audio compact discs. Most non-print material (with the exception of the bibliographic compact disc collection) is housed in Multimedia Services.
COMPACT DISC, AUDIO:
COMPACT DISC, DIGITAL FILES:
DIGITAL VIDEODISCS (DVD):
No backups of this software are made and diskettes are not checked for viruses after checkout.
VIDEOCASSETTES VERSUS FILM VERSUS DVD:
E. Reference Department Collection Development Policies
The reference collection of McDermott Library is developed to meet the academic/instructional and research needs of the students, faculty, and staff of the University of Texas at Dallas.
1. Objectives of this Policy
This policy is designed to set specific goals and standards for library personnel and the University regarding materials that will and will not be collected by the Reference Services Department. In addition, this policy should clarify what subjects or special interest areas receive the highest concentration and what formats are purchased. Finally, these guidelines provide specific information concerning the acquisition, processing, and weeding of the collections, in order to ensure that they are current and in good condition at all times.
2. Reference Materials Defined
The ALA Glossary of Library Terms defines a reference book as a book designed by its arrangement and treatment to be consulted for definite items of information rather than to be read consecutively.
The McDermott Library reference collection consists of other materials in addition to traditional reference books. Electronic information products, indexes and abstracts, microform materials, maps, and corporate reports are appropriate resources for inclusion in the reference collection. Changing technology will alter the format of reference sources in the future. The Reference Services Department strives to provide public service using these technological advances.
3. Responsibility for Collection Development
Liaisons are responsible for collection development of reference materials. The Head of Reference Services, in coordination with the liaisons and the Collection Development Officer, makes the final decision on selection
4. Acquisition of Reference Materials
Generally, current materials are acquired rather than retrospective sources. Reference items are selected on the basis of favorable reviews or notice in a reputable source. If selection is desirable before the publication date, the reputation of the publisher and the credentials of the author or issuing body are considered. The goal of acquisition is to acquire the most authoritative works available in all fields appropriate to the needs of the University.
The following list of principles (in no particular order) serves as guidelines for deciding which titles are ordered.
Ability to be accessed electronically
It is the responsibility of the reference librarian to consult professional literature, both general and subject specific, so that important, relevant reference works are acquired. This process involves scanning the review section of journals or newspapers, examining publishers' leaflets and catalogs, reviewing annual lists of reference books, and checking standard reference guides.
Elements considered in the duplication of reference titles are the repeated requests of library users, currency, cost, and heavy wear. Generally, few titles are duplicated unless they replace existing or missing/lost items.
e. Size and Collecting Level
The Reference Services Department chooses not to limit the size of the reference collection. Prevailing demand, changes in the curriculum and student enrollment serve as guidelines to the relative growth rates of subject areas within the collection. The collecting level for each subject reflects the overall level designated in the McDermott Library Collection Development Policy for that subject.
5. General Collection Policy Consideration.
For general and subject reference works, priority is given to materials in English. Titles in foreign languages are selected if they are superior to or complement the English works available.
b. Chronological Coverage
Chronological coverage is comprehensive.
c. Geographical Coverage
Geographical coverage is comprehensive.
When both paperback and hardbound editions are available, the hardbound edition is usually selected. Hard copy is preferred to microform for reference books. Other electronic formats are also considered and preferred in support of distance education.
e. Special Considerations
The restrictions placed on the circulation of reference books makes photo duplication of portions of these materials essential in some cases and highly desirable in others. Materials are selected to withstand this activity.
6. Types of Materials Acquired
a. Almanacs and Yearbooks
1. The Department collects standard almanacs. The most recent general almanacs are located in the Reference area. Earlier volumes are sent to the main stacks.
2. The latest editions of yearbooks are collected. Earlier editions are transferred to the main stacks. (Only in exceptional cases are all volumes of yearbooks kept in the Reference area). Yearbooks, which are not reference materials, are shelved in the main stacks.
1. the collection of corporate reports is housed in the reference or microform area, depending upon format.
2. The Department collects paper annual reports from standard annual lists.
3. Paper corporate reports are kept for 10 years. Microform reports are kept indefinitely.
c. Annual Reviews
The reference area keeps only bibliographic annual reviews. All others are shelved in the main stacks.
d. Atlases and Gazetteers
1. The Department maintains a representative
up-to-date collection of quality atlases of the world.
e. Bibles/Sacred Works
The Department maintains a small collection of sacred works.
1. The Department collects general bibliographies
on broad topics. Those bibliographies with a narrow subject
focus, such as single author bibliographies, are normally
kept in the main stacks.
The Department acquires comprehensive works dealing with regional, national, and international figures, and includes both retrospective and current coverage. This category includes biographical indexes, encyclopedias, and dictionaries. Generally, the most recent editions of the source are maintained in the Reference area; all others are shelved in the main stacks.
h. City Budgets
The Department acquires city budgets from the major metropolitan areas within Texas. The largest cities in the state and the cities located in the Metroplex are retained in the reference collection. All other budgets are located in the main stacks.
i. College Catalogs
Catalogs from colleges and universities in the United States and many foreign countries are available electronically. All microfiche college catalogs are retained. Paper copies of the most recent edition of college catalogs from Texas public institutions of higher education are maintained.
Only concordances of major authors or works are shelved in the Reference area. All others are shelved in the main stacks.
1. Language dictionaries
The Department provides unilingual, bilingual, and polyglot dictionaries in as many languages as possible. In multilanguage dictionaries, English is preferred as one of the languages. The Department also purchases specialized dictionaries (slang, idiomatic expressions, abbreviations, acronyms, etc.).
2. Subject dictionaries
The Department acquires subject-specific dictionaries from those topics within the scope of the collection. Only the most current edition of most dictionaries is kept in reference; all earlier editions are shelved in the main stacks.
The reference collection contains directories
of all types and maintains the latest edition in the Department;
earlier volumes are sent to the main stacks. Directories are
kept as current as possible, but because of budget restraints,
every new edition cannot be purchased. Those directories,
which are not on standing order, are purchased at intervals
established by the reference librarian responsible for that
The latest editions of major English-language encyclopedias are shelved in reference or are available electronically. The exception to this policy is the Encyclopaedia Britannica. Many different editions (9th, 11th, New Werner, and current) are shelved in the Department. The encyclopedias are updated on a rotating basis.
Specialized, authoritative subject encyclopedias are also maintained in reference until they are outdated or superseded by a new edition. If an older edition is considered to have significant value, it may be retained. All others are shelved in the main stacks.
No attempt is made to provide sources or materials necessary to conduct genealogical research.
o. Grants, Fellowships, Scholarships Materials
The Reference Services Department provides the basic tools for this area. Students and faculty are encouraged to visit the UTD Office of Sponsored Projects for grant and fellowship information and the Financial Aid Office for scholarship information.
p. Guides to Graduate Study/Departments
The Reference Services Department provides current guides to undergraduate, graduate, and trade schools. In addition, disciplines represented in the curriculum for which programs at UTD are preparing students (medicine, law, etc.) are covered with guides written by the major professional associations in the U.S. Previous editions of guides are shelved in the main stacks.
The Department maintains a highly selective collection of authoritative general and subject handbooks. Works that are extremely limited in scope are shelved in the main stacks.
A few carefully chosen basic titles are maintained in the reference collection.
s. How-To Manuals
The Department does not generally collect these materials; however, it does maintain a collection of resume books.
t. Indexing and Abstracting Services
The Department maintains a collection of basic indexes/abstracts in electronic format. Generally, print indexes are maintained if the material is not available electronically or is to be used for demonstration purposes. Every attempt is made to provide the broadest coverage to topical literature, although the majority of the publications index only English-language material. The Reference Services Department provides the most efficient access to this literature.
Whenever possible, the Department provides electronic indexes for newspapers currently subscribed to by McDermott Library. Full-text databases of newspapers are preferred to print or electronic indexes.
u. Legal Sources
Major legal encyclopedias and dictionaries, as well as some digests, citators, and codes are kept in the LAW section within the Reference Department. The majority of the materials are on standing order, but the reference budget is available to purchase new materials for the collection. The materials available are oriented to the classes and research being conducted. Concentrations include materials on federal and Texas law, and taxation. Some legal sources are also available electronically.
v. Plot Summaries
Plot summaries (Masterplots, Cliff Notes, Monarch Notes) are not acquired or maintained by the Reference Services Department.
w. Quotation and Proverb Books
The Department collects compilations of quotations and proverbs. Previous editions of this type of material, if superseded, are available in the main stacks.
x. Reference Desk Collection
A small number of materials within the reference collection have the special designation, ready-reference. Materials are selected for ready-reference because they receive such frequent use that it is convenient to have them near the reference desk, or because they are items that frequently disappear.
y. Standards and Specifications
The Department does not purchase technical standards and specifications. Some older standards are shelved in the main stacks.
z. Style Manuals
The collection provides major style manuals. Earlier editions are added to the circulating collection.
aa. Travel Guides
Travel guides are not collected by the Library.
6. Weeding of Reference Collections
Periodic evaluation of the works in the reference and documents collections is as important as acquisition of new materials. Careful, regular, and systematic weeding removes older, less useful works from the collection.
Liaisons follow the same principles and guidelines in weeding as in the acquisition of new materials. Since each discipline requires different types of materials, it is impossible to establish absolute standards to be followed in weeding. For some areas, the collection should provide retrospective and historical works. For others, only current materials should be available in the Department.
When weeding materials, the following criteria are considered:
F. Government Publications Collection Development Policy
The government documents collections of McDermott Library exist to meet the academic/instructional needs of the students, faculty, and staff of the University of Texas at Dallas, and to serve the general public as required by law.
1. Collection Guidelines
A. Federal documents
The federal government designated McDermott Library a selective depository in 1974. The Government Documents Librarian is responsible for the selection of all government documents.
B. Texas documents
The Texas State government designated McDermott Library a depository in 1975. In addition to depository items, the Government Documents Librarian selects microfiche items using the Texas State Documents Index.
2. Criteria for Additions and Deletions of Federal Documents
Once a year, each depository is allowed to add item numbers to the list of requested materials. A depository can drop an item at any time. The following factors should be considered when adding or dropping government publications.
a. Usefulness to the University and community
The Government Documents Librarian will handle all collection changes with GPO and Marcive.
3. Deletion of Government Documents
Periodically, it becomes necessary to cancel the receipt of selected government documents. All deletions of government publications are the responsibility of the Reference Librarian for government documents. Disposal of documents will be in accordance with depository law. The Government Documents Librarian handles the deletion of items.
The addition and deletion of item numbers has a direct impact on the receipt and usefulness of document records received from Marcive. The Government Documents Librarian maintains this coordination.
The Government Documents Librarian or Collection Development Officer makes all gift decisions for both federal and state collections.
McDermott Library acquires maps to meet the academic/instructional and research needs of the students, faculty, and staff of the University of Texas at Dallas.
Maps are acquired through federal and state depository programs, by purchase, and as a result of periodical subscriptions. The collection consists of topographic, geologic, CIA, National Geographic, road, wall, and census tract maps.
The following principles serve as guidelines for deciding which maps to select:
Most maps are kept for historical purposes. Some maps are weeded when their usefulness, currency, or condition warrants. If depository maps are weeded, disposal lists are created as outlined in the Procedures for Weeding and Creating Disposal Lists.
G. Weeding Policy
The library collections of the University of Texas at Dallas support the research and curriculum needs of the students, faculty, and staff. Materials received through government depository agreements support the community as well as the University. With time, the content of collections can become dated and inaccurate. Research and curriculum changes make portions of some materials obsolete and unnecessary. Heavy use of the materials can prove detrimental to the piece and can make the item unusable. Systematic evaluation of the collection and removal of materials no longer useful is essential to maintaining the purpose and quality of the Library.
1. Criteria for Removal of Library Materials
Many factors are considered in removing material from the collection. The authority of the work and author, the quality of the publisher, the currency of the material, the condition of the item, the number of additional copies of the piece, the relevance to the curriculum and research needs of the University community, format, and compatibility of the material to standard bibliographic tools (indexes, user guides, etc.).
While electronic methods can be devised to retrieve a list of materials which meet the criteria mentioned above, weeding is inherently a subjective process. No automatic formula can be applied. Each item is a potential candidate for weeding and must be individually examined.
The Collection Development Officer supervises
the removal of library materials. Members of each library
department assist in weeding projects.
Statements concerning the removal of materials from these collections follow the guidelines specified above. Special policies concerning weeding of these collections are provided in separate weeding sections within their respective collection development policies.
Part Two: Special Collections
The Special Collections Department collects in three areas. These areas are: History of Aviation Collection, Wineburgh Philatelic Research Library, and the Belsterling Botanical Book Collection. Each area has specific needs regarding collection development.
A. The History of Aviation Collection
The focus of this collecting area is the history of aviation from its development to present and includes military and civilian aviation. The collection is divided into five groups; the General James H. Doolittle Archives, History of Aviation Archives, CAT/Air America Archives, George Williams WWI Aviation Archives, and the Lighter-Than-Air Archives. In addition to the archives, serials and monographs are also collected to help support the archival collections.
Historical manuscript collections that relate to aviation donated by individuals or organizations, and on occasion, purchased.
Monographs related to aviation obtained through purchase
Materials Not Collected:
The History of Aviation Collection does not collect space-related material.B. The Wineburgh Philatelic Research Library (WPRL)
The focus of this collecting area is the history of philately and to promote philatelic research.
Monographs through donation and purchase;
Materials Not Collected:
Manuscripts and archival materials
C. The Belsterling Botanical Collection
The focus of this collection is rare botanical books for research.
Materials Not Collected:
Archival manuscript collections