COLLECTION DEVELOPMENT POLICY

Doherty Library

This policy has been in effect since June 1987

It was reviewed without revision in September 1991
Revised October 1997
Revised September 2001
Revised April 2003
Revised November 2004
Revised March 2013
Revised November 2015
COLLECTION DEVELOPMENT POLICY -- Doherty Library
March 2013
Introduction:

The library book and journal collection has resided in three locations: The Link-Lee
mansion from 1947-1960, Murphy Hall from 1960-1972 and the Doherty Library since
1972. Throughout the course of its history, the library has maintained subject strengths in
the liberal arts, with especially strong collections in theology, philosophy, British and
American Literature, Medieval European History, and American History. The
collections are entirely housed at the Doherty Library. One exception is the Irish Studies
gift books that are housed with the Irish Studies Department.

The Collection Development Department is staffed by one full-time collection

development librarian, a full-time acquisition assistant and student assistants. The
Collection Development Librarian, Library Dean and the Reference Librarians serve as
the liaisons with user groups.

The annual budget is determined by the University Administration with approval from
the Board of Trustees. The Library Dean is responsible to administer the budget.
Allocations are divided into five general categories: monographs, serials, online
resources, non-print (non-online), and binding. Allocations among these five categories
are determined as follows:

The monograph budget is calculated by taking the average cost of a book from the
previous year, adjusting for inflation, and multiplying by the expected number of books
to be acquired. The serials budget is determined by taking the previous year's total costs,
adding funds to adjust for inflation, and adding funds for new subscriptions due to
expanding or new academic programs. The non-print budget (online resources) is
calculated in a similar manner. The remaining funds are given to the remaining two areas
(non-print non online resources and binding). The Library Dean in consultation with the
Collection Development Librarian determines allocations. Allocations can be moved
from one area of the budget to another at any time. In fact, the University accounting
practices consider the acquisition budget to be a single account.

Cooperative collection development agreements do not exist at the Doherty Library.

However, consortium subscription agreements for a growing number of online databases
are currently in effect.

Libraries document their collection policies through one or more of three means: a
conspectus approach, a combination of conspectus-like data and narrative statements, or
narratives alone. The University of St. Thomas uses the combination approach with an
emphasis on the narrative statements. (Refer to Part II, section 2.1.4 in the Guide For
Written Collection Policy Statements, published by the ALA, 2nd edition, 1996).
A. Purpose or objective: To acquire material that will support the library and research
needs of the students and faculty at the University of St. Thomas, a comprehensive
Catholic liberal arts institution with graduate and undergraduate programs.

B. Scope of coverage:

• The language covered is predominately English; although material written in the

Romance Languages is acquired in consultation with faculty and with curriculum
needs. Other language material is not acquired unless a faculty member requests
specific items written in other languages.

• There are no restrictions on geographical areas covered. Curriculum needs and

faculty are consulted regularly.

• There are no restrictions on chronological periods. However, the medieval period is

emphasized in the Graduate Philosophy collection. Curriculum needs and faculty are
consulted regularly.

C. Types of material: There are no restrictions on the type (format) of material

acquired.

D. Collection development and subject areas: The Collection Development Librarian

maintains conspectus subject headings and worksheets.

E. Selectors responsible for collection development: The Collection Development

Librarian and the reference librarians are the primary selectors for the library collection.
This is done in consultation (as needed) with the Library Dean and/or faculty. Reference
librarians will divide the subject areas of the collection among themselves so that each
librarian is responsible for specific areas of the collection. The Collection Development
Librarian will serve as coordinator for all selected material and will be responsible for
their specific collection development subject areas.

Source: Guide for Written Collection Policy Statements, 2nd edition. American Library
Association, 1996. Section 2.2.3.2 "Narrative statement approach" has been consulted
for items A-E.

F. SELECTION CRITERIA

The variables considered when selecting monographs, serials, nonprint and online
resources include:
1. University curriculum as described in the most recent undergraduate bulletin and
graduate catalogs;
2. Depth of study offered in a subject (undergraduate, graduate, doctoral);
3. Number of students majoring in a subject area;
4. Faculty and graduate research, insofar as it is made known to the library;
5. Reviews in such evaluative tools as Choice, Library Journal, Booklist, Magazines for
Libraries, ARBA, etc.;
6. Faculty recommendations;
7. Format; For example, ease of use.
8. Lasting value of the information;
9. Potential use;
10. Availability of similar material in the existing collection;
11. Access to information contained in the item; for example, indexing of the material.
12. Prominence of the author;
13. Physical quality;
14. Language (English or foreign). Foreign language items will be acquired in
consultation with the appropriate faculty;
15. Cost (including processing and maintenance) and budgetary constraints;
16. The library typically acquires a single copy of a title. If necessary, additional copies
may be purchased for the Graduate Philosophy Library or for Special Collections;
17. The library does not acquire textbooks for the collection.
18. The library typically does not acquire popular works and government documents as
these materials are more suitably found at public libraries and government document
depositories.

G. ADDITIONAL CRITERIA FOR ONLINE RESOURCES (FEE-BASED

SUBSCRIPTIONS and e-books)

1. Compatibility with existing library software, hardware and network systems;

2. Consistency of product content;
3. Speed and ease of document delivery;
4. Reliability of service and technical support of the Provider;
5. Stability of the Provider;
6. Degree of value added material in the database;
7. Access to archived material in the database;
8. Restrictions of the license agreement.

H. E-BOOKS

Electronic books will be acquired in accordance with this collection development policy
as outlined in sections F and G above. If an e-book is accessible through the library as a
result of a subscription agreement, leased titles will be purchased in paper only if
requested by current UST faculty. All other e-book purchase request will be denied if the
title(s) are available through a subscription. Exceptions to this policy can be made by the
Collection Development Librarian or the Library Dean.

I. PATRON DRIVEN ACQUISITIONS

Patron driven acquisitions, and any other alternate collection development method, will
be considered for use at the Doherty Library only after such alternate methods have been
generally recognized by library professionals as an effective and viable option for
academic libraries (for example, appearing in library science publications or discussed at
conference presentations). If an alternative collection development method is adopted for
use at Doherty, it must conform to the selection criteria found in this policy and its
efficacy will be evaluated on an annual basis by the collection development selectors.

J. SPECIFIC SELECTION CRITERIA & EVALUATION FOR WEB SITES

Utilizing the Internet for scholarly research presents a unique set of challenges. The
Internet is constantly changing, and there is no governing body or guarantor of authority
on the World Wide Web. The literate web user is one who carefully assesses the
accuracy, authority, objectivity, currency, coverage, and appropriateness of each site she
or he encounters. The librarians at Doherty shall consider the following criteria when
assessing web sites for inclusion on the library home page:

• Inclusion in standard, professional reviewing sources. These include Choice

review cards; American Reference Books Annual; Reference User Services
Association (RUSA) lists of “Best Free Reference Web Sites” and other reviews
found in RUSQ; the Association of College and Research Libraries’ (ACRL)
“Internet Resources” columns and articles (usually published in C&RL News);
other ALA-sponsored lists of reviewed Web sites; other professional journals
(Library Journal, Booklist, American Libraries, etc).
• Inclusion in standard reference books and subject bibliographies.
• Relevance to the University of St. Thomas curriculum as described in the most
recent undergraduate bulletin and graduate catalogs.
• Faculty recommendations.
• Demonstrated usefulness and accuracy for answering reference questions;
community and student needs.
• Degree of value added to the library collections in accordance with our mission
statement.
• Reliability of information and stability of site.
• Prominence and authority of sponsoring organization or institution. Non-
commercial, scholarly or government sites (.edu, .org, .gov, etc) are generally
preferred over “.com” sites.
• Presentation of material; site organization, ease of use, ease of output (printing or
downloading) and degree of advertisement.
 • Freedom of information. “For fee” and heavily commercial sites are not generally
included.
• English language sites are preferred, except those for language-specific lists.
• Appropriateness of medium, i.e., use of the Web as a delivery mechanism is
appropriate for the information.

Evaluation of web sites is ongoing. A site may be removed from the library home page if
it no longer meets the selection criteria.

K. DE-SELECTION POLICY

Materials are removed or "weeded" from the collection on an ongoing basis. Material
may be removed from the library if it no longer meets the selection criteria. Factors
affecting the decision to discard an item include:

1. Continued accuracy;
2. Inclusion of outdated information, not of historical significance;
3. The changing nature of university departments and curriculum;
4. Physical deterioration;
5. Availability of similar material in more current sources;
6. Continued appropriateness to the collection;
7. Duplicate copies.

L REPLACEMENTS

Lost, missing or damaged materials that meet the criteria of the library's collection
development policy will be replaced subject to availability.

M. GIFTS

In addition to acquiring new material, the library also accepts gifts, but only on the
grounds that there be no restrictions placed upon them. Gifts are evaluated by the same
criteria imposed on new purchases; and those not added to the collection are placed in the
library's book sale, the proceeds of which are used to buy books and material in other
formats that do meet the criteria. This applies to all gifts whether the gift is from UST
faculty, non-UST faculty or the community.

Gift Book Acceptance Policy

Only two individuals make the decision to accept book donations for the Doherty
Library:

1. Collection Development Librarian, contact at 525-2182

 2. Dean of Libraries, contact at 525-2192

Book donation policy:

• The library may add selected titles to the Doherty Library.

• Most gift books will be given to the annual book sale.

• The proceeds from this book sale are directed into the Friends of the Library
budget. Those funds are used to benefit the library as determined by the Dean of
Libraries.

• Books not added to the collection or used for the book sale will be given away or
discarded.

• Because of the limitation of library space, we may not be able to accept large
collections of books either for the library or for the book sale.

• For book donations from the general public and UST employees, including faculty
members:

Book donations are only accepted during the hours of 8:00 a.m. to 5:00 pm,
Monday – Friday. No books will be accepted during evening hours, on the
weekends or when the library book storage areas are full.

• For book donations from UST Board members and benefactors of UST:

Contact Director of Planned Giving, Institutional Advancement (942-5080). IA

will handle any library gifts-in-kind from university benefactors. IA must make
any arrangements for accepting, storing and, if necessary, deciding how these
books will be made available in a manner suitable to the university and to the
donor. The Dean of Libraries will be consulted. No books can be added to the
library collection without the approval of the Dean of Libraries.

N. LIBRARY COLLECTIONS

The library does not acquire material with the intent of cataloging and storing the
material separately from established library collections. Requests for creating discrete
collections within the Doherty Library will be declined, regardless of whether the
material was purchased with library funds or was donated to the library. Exceptions to
this policy will be considered by the Library Dean.
O. CENSORSHIP

The library seeks to provide opposing sides of controversial issues, as advocated by the
American Library Association. Materials are evaluated solely on the above criteria,
rather than value judgments on their positions. The library is not willing to withdraw or
otherwise restrict access to items in the collection that meet the selection criteria.

P. ARCHIVES

The library will acquire and preserve material relating to the history, development and
character of the University. These materials may be found in the archives.

Q. SPECIAL COLLECTIONS

As a general policy, material for Special Collections will be secured by donations. Some
purchases may be in Special Collections because of age, value or other considerations.
March 2013
CONSPECTUS REVIEW

COLLECTION DEPTH INDICATOR DEFINITIONS

1. MINIMAL INFORMATION LEVEL

Collections that support minimal inquiries about this subject and include a very limited
collection of general resources, including monographs and reference works. Periodicals
directly dealing with this topic and in-depth electronic information resources are not
collected.

2. BASIC INFORMATION LEVEL

Limited collections: supports the needs of general library users through the first two years
of college.

3. STUDY OR INSTRUCTIONAL SUPPORT LEVEL

Extensive collections: supports the needs of general library users through college and
beginning graduate instruction.

3a. ADVANCED STUDY OR INSTRUCTIONAL SUPPORT LEVEL

More extensive collections, but less than those need for doctoral and independent
research.

4 RESEARCH LEVEL
Very extensive collections that contain the major published source materials for doctoral
study and independent research. Also, may include materials in languages other than the
primary language of the country and collection.

5 COMPREHENSIVE LEVEL
Collections in a specifically defined field of knowledge that strive to be exhaustive as far
as is reasonably possible (i.e., “special collections”). Exhaustive collections of published
materials. Very extensive collections in all other pertinent formats.

The basis for all of the above information came from pages 27-31 of Using the
Conspectus Method: A Collection Assessment Handbook published by WLN (Western
Library Network) which is now part of OCL. We have condensed these indicators and
their definitions to make them more manageable for our collecting purposes.
“The collection depth indicators are numerical values that are used to describe a library’s
collecting activity levels and goals. They are used to characterize three different aspects
of collection management… current collection level (CL), acquisition commitment (AC),
and collection goal (GL)” (page 27).
CONSPECTUS RANKINGS

CL AC GL COMMENTS

Art 3a 4 4

Biology 3a 4 4

Business Ethics 3 4 5
(Slick Collection)

Chemistry 3 3a 3a

Children’s Literature 3 3 3

Classics 3a 3a 3a

Communication 2 3a 3a

Computer Science 2 3a 3a

Drama 3 3a 3a

Economics 3a 4 4
Education 3a 4 4

English 3a 4 4

Environmental Studies 3 3a 3a
(Shiffick Collection)

French 3 3a 3a

General 3 3a 3a

German 3 3a 3a

Graduate Philosophy 4 4 4

History 4 4 4

International Studies 3 3a 3a

Math 3 3 3a

Music 3 3 3a

Philosophy 3 4 4

Physics 3 4 4

Political Science 3a 4 4

Psychology 3 4 4

Sociology 3 3a 3a

Spanish 3 3a 3a

Texas History 1 2 2
(Ellis Collection)

Theology 3a 4 4
Conspectus: March 2013