GENERAL POLICY STATEMENT

INTRODUCTION

Fitchburg State University is an undergraduate institution offering 51 undergraduate, 32 master’s degrees, six CAGS programs, and nine post baccalaureate graduate certificate programs in fourteen academic departments.  The Graduate and Continuing Education Division provide courses from the undergraduate program; a Master of Arts, a Master of Arts in Teaching; a Masters of Business Administration, a Master of Education; and a Master of Science. The Distributed/Extended Learning program provides for the graduate and CAGS programs to be offered off campus and online.

This collection development policy was developed and written to establish formal guidelines and to ensure consistence in the selection of materials for the Amelia V. Gallucci-Cirio Library. Gardner elaborates on a number of reasons as to why a policy is necessary.  The main reason for the COLLECTION DEVELOPMENT policy is to provide consistency, accountability, and a rationale for the librarians to use in making decisions for the development of the.

Each librarian has been assigned a department(s) with which to work and materials and resources will be selected to meet the needs of the subjects taught in the departments.  Library of Congress classification schedules will be used to assist in correlating holdings, selection and management.

In this liaison relationship, the primary function is to secure input and feedback in the selection of materials.  The secondary functions will be to assist the library staff in anticipating new courses; keeping the faculty informed of new publications and recent research tools; and in general, acting as a trouble shooter for the faculty in library matters.

Each of the academic departments and the graduate programs will be assigned a specific level of desirability for holdings.  This level will be based on the collection development guidelines developed by the Resources and Technical Services Division of ALA, 1979.

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PHILOSOPHY AND GOALS

Collection development can be defined to include the following characteristics:

1. Planning a systematic program to define the needs of the university community and selecting the material to meet these needs.
2. Evaluating the collection to determine the relevance of all items in the collection.

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OBJECTIVES OF FITCHBURG STATE UNIVERSITY AND THE LIBRARY

The general purpose of this Library is to make available material which will support the goals and objectives of Fitchburg State University, Recognizing that our primary clients are the students we will also provide the necessary material for the graduate programs.

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SELECTION STATEMENT

The library director is responsible for managing the library and ultimately the material that is added to the collection.  The librarians will meet as a committee once a year to decide on the selection of certain materials which will be added to the collection.  This includes selections that will cost over $250, databases, standing orders, and periodical suggestions.

Each Librarian will be responsible for developing and maintaining a liaison relationship with an academic department of their choosing. Each department will in turn designate one of their faculty as their liaison.  In selecting material, each librarian will need to maintain a department profile which will explain the needs and requirements of the department, the classes within the department, and the needs of the faculty; a subject file or profile which will briefly summarize; the literature of the subjects covered by the departments; and finally a holdings profile which would summarize the holdings of the Amelia V. Gallucci-Cirio Library for the subjects covered by the departments.

The Collection Development Policy also recognizes and adopts the Guidelines of the Resources and Technical Services Division of the American Library Association.  The librarians have met and decided the levels of collection for each of the academic departments.   See attached.

All requests for material should be channeled to the appropriate librarian, no matter who initiated the request.  The librarians have responsibility for selection.

In selecting material it will be the responsibility of each librarian to use the standard or appropriate titles.

The library staff also adheres to the American Library Association Library Bill of Rights and the statement on Intellectual Freedom.

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GUIDELINES

Fitchburg State is not a depository for government publications, however the librarians will select those federal, state, city, and local documents deemed necessary by the librarians.

Association membership and their publications should be recognized as a valid method of collecting materials.

Gifts will be accepted with the stipulation that the librarians have the final authority as to whether the materials fit the scope of the collection.

The library will not regularly acquire textbooks.

Dissertations will be treated as any other monograph and will be purchased if they fit the needs of the academic department.

Open entry sets, serials, standing orders, periodicals, etc. will be added to the collection only after the librarians have given a positive vote on the respective titles.

If an item costs less than $250 the individual librarian will make the decision on the selection.  If the item costs more than $250 the Librarians will vote on the title where the majority rules.

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SPECIAL AREAS OF CONCERN

• Periodicals
• Reference Collection

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EVALUATION OF THE COLLECTION

In order to allow the collection to be alive and useful, an active and continuous program of weeding will be maintained. It is important to prevent the shelves from becoming cluttered with materials of questionable significance even though the items once had a value.  In order to maintain consistency the librarians will be responsible for their own subject areas and the following guidelines/factors will be taken into consideration:

1. Replacement - Does or is the new title an updated edition, revised edition, etc.? Place note on order slip if review indicates action to be taken.
2. Physical Condition/age.
3. Number of copies/previous editions in collection.
4. Circulation figures.
5. Is the subject/title covered in other types of materials?

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COLLECTION CODES CATEGORIZED BY ACADEMIC DEPARTMENTS

1. MINIMAL LEVEL: A subject area in which few selections are made beyond very basic works.
2. BASIC INFORMATION LEVEL:A selective collection of materials that serves to introduce and define a subject and to indicate the varieties of information available elsewhere.  It may include dictionaries, encyclopedias, access to appropriate bibliographic databases, selected editions of important works, historical surveys, bibliographies, handbooks and a few major periodicals.
   • INTRODUCTORY LEVEL: Emphasis is on providing resources that introduce and define a subject.  A collection at this level includes basic reference tools and explanatory works, such as textbooks; historical descriptions of the subject's development; general works devoted to major topics and figures in the field; and selective major periodicals.  This level should be sufficient to support students in introductory level courses.
   • ADVANCED LEVEL: Emphasis is providing basic information about a subject on a wider range of topics and with more depth. There is a broader selection of basic explanatory works, historical descriptions, reference tools, and periodicals and indexes that serve to introduce and define a subject.  Access to appropriate bibliographic databases, a selection of editions of important works and a greater quantity and variety of materials is typical.  This level is sufficient to support community college students.
3. STUDY OR INSTRUCTIONAL LEVEL:A collection that is adequate to impart and maintain knowledge about a subject in a systematic way but at a level of less than research intensity.  The collection includes a wider variety of the basic works in appropriate formats, a significant number of classic retrospective materials, complete collections of the works of the more important writers, selections from the works of secondary writers, a selection of representative journals, access to appropriate machine-readable data files, and the reference tools and fundamental bibliographic apparatus pertaining to the subject.
   • BASIC OR INTRODUCTORY LEVEL: Provides resources adequate for imparting and maintaining knowledge about the basic or primary topics of a subject area.  The collection includes the most important primary and secondary literature, a selection of basic representative journals, and subject based indexes, the fundamental reference and bibliographic tools pertaining to the subject.  This subdivision supports lower division undergraduate courses. (Minors: African-American Studies, Art, Dance, French, German, International Studies, Music, Philosophy, Physics, Public Services Management, Russian Studies, Spanish and Women's Studies)
   • INTERMEDIATE OR INSTRUCTIONAL LEVEL: This level provides resources adequate for imparting and maintaining knowledge about basic or primary topics of a subject area.  The collection includes a broad range of basic works in appropriate formats, classic retrospective materials, all key journals on primary topics, selected journals and seminal works on secondary topics, access to appropriate machine-readable data files, and the reference tools and fundamental bibliographic apparatus pertaining to the subject.  These materials are adequate to support advanced undergraduate course work. (Majors: Chemistry, Clinical Laboratory Sciences, Exercise Science, Economics, Geophysical Sciences, Human Services, Industrial Technology, Mathematics, Political Science and Sociology)
   • ADVANCED OR INSTRUCTIONAL LEVEL: This level provides resources adequate for imparting and maintaining knowledge about primary and secondary topics of a subject area.  The collection includes a significant number of seminal works and Journals on the primary and secondary topics in the field; a significant number of retrospective materials; a substantial collection of works by secondary figures; works that provide more in-depth discussions of research, techniques, and evaluation.  This level can support master's degree level programs as well as other specialized inquiries. (Biology, Business Administration, Communication/Media, Computer Science, Counseling, Criminal Justice, Education, English, History, Nursing, Occupational Education, Psychology, Science Education and Special Education)
4. RESEARCH LEVEL: A collection that includes the major published source materials required for dissertation and independent research, including materials containing research reporting, new findings, scientific experimental results and other information useful to researchers.  It is intended to include all important reference works and major indexing and abstracting services in the field.  Pertinent foreign language materials are included.  Older material is usually retained for historical research and actively preserved.  This level supports doctoral and other original research.
5. COMPREHENSIVE LEVEL: A collection in which a library endeavors to include all significant works of recorded knowledge in all applicable languages, for a necessarily defined and limited field.  This level of collection intensity is one that maintains a "special collection"; the aim is exhaustiveness older material is retained for historical research with active preservation efforts.

CollDev-3/97
Amended, 1999, 2005, 2010

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GIFTS

The Amelia V. Gallucci-Cirio Library welcomes gifts of appropriate materials from the community that may provide valuable additions to the library collection. All donated materials are expected to meet the same standards of quality and relevance to the collection as all newly acquired titles. Donations should support the curriculum and the mission of the library as well as meet established collection development guidelines and policies.

All gifts will undergo review by the librarian in charge of collecting for the particular subject area that the material falls under. In the event a reviewer is unsure whether certain material should be added to the collection, other librarians and teaching faculty will be consulted for their views on appropriateness.

The library reserves the right to dispose of any gift materials that it considers not to meet the library collection needs and policy guidelines. The library may dispose of the unaccepted material in a variety of different ways, including: giving to other libraries; giving to local, nonprofit organizations; giving to academic departments; giving to individual faculty, staff, or students; as well as discarding/throwing away. If the donor would like to redeem any materials not being considered for addition into the collection, please indicate this preference on the form below.

If it is the wish of the donor, items that are added to the collection may be recognized as a gift with the attachment of a book-plate stating the donor's name.

***It is the responsibility of the donor to have a monetary appraisal of his/her gift done before it is given to the library, if it is assumed the gift has a large monetary value and if an appraisal is so desired by the donor. This is in compliance with the Tax Reform Act of 1984 and the American Research Libraries' Statement on Appraisal of Gifts.

***All gifts of money must first be discussed with the Library Director.

Please fill out a Donation Form and submit it along with any gift materials to the Amelia V. Gallucci-Cirio Library. You may print out a blank Donation Form (PDF).

SERIALS, JOURNALS, DATABASES and ELECTRONIC RESOURCES  COLLECTION DEVELOPMENT POLICY

INTRODUCTION

This policy is to be used as a set of guidelines for the selection of databases and print /electronic journals. It will be used in conjunction with the Collection Development Policy of the library. As set forth in the policy, the library director has ultimate authority on all acquisition decisions. All decisions for selection or weeding will be done in conjunction with the collection development committee. Preliminary investigation to determine applicability of selection will be completed by the periodical librarian. Decisions for titles submitted for selection or weeding will be based upon the code levels as described in the collection development policy.

The philosophy for the collection is to meet the needs of the academic departments and their subject areas.

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OBJECTIVES OF THE PERIODICALS COLLECTION POLICY

1. To establish guidelines for the subject scope of the serials, journals, databases and electronic resources  which are to be maintained by the Electronic Resources department.
2. To provide procedures for selecting new subscriptions/titles, acquiring back issues, and weeding materials.

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SUBJECT SCOPE OF THE COLLECTION

The  collection provides introductory, general, statistical, trade, and scholarly periodical titles, online databases and various microfiche collections. These subscriptions will be used to serve the Fitchburg State University community consisting of undergraduate programs in the Humanities, Liberal Arts, Sciences, Education, Nursing, Communication/Media, and Business. The department also serves graduate programs in Education, Counseling, Management, a Masters of Art in Teaching  Forensic Nursing, and Certificate of Advanced Graduate Study programs.

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CRITERIA FOR SELECTION

• Databases

Databases include but are not limited to indexes/abstracts, full-text journal collections, reference sources, primary source documents, etc

The collection aims to purchase the core databases in all academic programs.

Reviews and recommendations from the professional library literature sources such as Magazines for Libraries, Choice, various research articles from Serials Review, peer comparisons and literature reviews from the subject area will be consulted.

Peer comparisons with institutions of similar nature and programs will also be used.

• Journals

The collection aims to purchase the core journals in all academic programs either in print or electronic access. Consideration is given to whether print is tied to electronic access, whether back issues are available, and whether the title is available in an index/abstract or full-text service.

Reviews and recommendations from the professional library literature sources such as Magazines for Libraries, Choice, various research articles from Serials Review, peer comparisons and literature reviews from the subject area will be consulted.

The existing holdings in the periodicals collection shall be consulted to provide a profile of holdings for the subject area and to see if the title is relevant.

Interlibrary loan request statistics will be consulted to ascertain use and demand.

WorldCat will be consulted to determine the availability of the title in the geographic area.

The price of the subscription will also be considered (print + online, print or online only).

We will consider if content is available full-text in an electronic database.

• Microfilm

The purchase of microfilm subscriptions/collections is discouraged unless there is and overwhelming reason i.e. microfilm is the only median that is available to preserve volumes

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SUBSCRIPTIONS/LICENSES GUIDELINES

The following has been adapted from Guidelines developed at Worcester Polytechnic Institute Library (WPI):

• Acquisition

All requests for new subscriptions/licenses must include a justification of need. Need includes number of faculty who will use this title, potential student use (graduate and/or undergraduate), courses, projects and research this title will support. Need must justify why access through a document delivery source, or Interlibrary Loan is inadequate. New subscriptions/licenses will not be purchased for a single faculty member's research interests, or just because a faculty member publishes in a specific title unless there are special circumstances and additional funding is available.

All requests for new subscriptions/licenses will be evaluated on the importance of the subject area of the subscription/license and whether the subject is a priority for Fitchburg State.

All requests for new subscriptions/licenses will be evaluated on the price of the subscription/license and whether the Amelia V. Gallucci-Cirio Library can support the subscription/license on a long term basis.

All requests for new subscriptions/licenses will be evaluated on the availability of the material in full text in electronic format. Electronic versions are preferred over print providing that archiving is assured (PDF is preferred) and any license agreement permits downloading and printing of articles and does not restrict access to authorized Fitchburg State community members regardless of their location. Licensing agreements which follow the Copyright Fair Use policy are preferred over agreements which prohibit all interlibrary loan sharing.

• Cancellation

When a new subscription is entered it is intended to continue indefinitely. There is more than a one-time cost involved. Consequently, the following will be considered when it is necessary to cancel subscriptions.

Part A  Print subscriptions will be cancelled if...

• Use of title is negligible – usage counts such as: re-shelving activity, ILL.
• There is no electronic version tied to the print subscription where the electronic version is being well used.
• Title is not part of a package plan where other titles in the plan are well used. Library staff will investigate possibility of canceling package plan and paying separately for individual titles in plan which are well used providing that costs of individual subscriptions are less than cost of package plan.
• Interlibrary loan requests for articles from title do not exceed 5 over the academic year.
• Full text electronic access is available for lower cost without dependency on print subscription and electronic access includes present and future archival access.
• Title is not considered vital for accreditation.

Part B  An electronic subscription or license will be cancelled if... 

• Use is too low. Usage statistics will be collected on an annual basis and as needed.
• Cost of subscription or license is comparatively expensive and use does not warrant the cost.
• Publications from Scholarly Societies which support disciplines of importance to Fitchburg State faculty and students will be preserved wherever possible.

RETROSPECTIVE HOLDINGS

When finances permit we will purchase available formats of back issues of journals. The retrospective issues need to be indexed in the library owned indexes, abstracts or electronic databases.

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PRESERVATION/JOURNAL RETENTION

It is library policy to store and preserve all appropriate print periodicals volumes held by the library. It is recognized electronic full-text journals (packages or individual subscriptions) do not provide coverage from volume 1.  If the library has back volumes of titles  that provide coverage prior to the electronic version, the library will keep those volumes/reels as necessary. 

Preservation may include binding and/or purchasing replacement issues in available format when the budget permits.  

In addition, certain titles will be kept for a specified period of time and then discarded. These include: newsletters, non-indexed journals used mainly for current information, embargoed journals, and newspapers.

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GIFTS

Gift journals or volumes will be accepted when they meet the following criteria:                              

• The title meets the criteria for selection as listed in this policy,
• They fill in missing volumes/issues; extend the run of a journal title already in place, or back years are deemed useful.

Gift journals/volumes will not be accepted when:

• They do not meet the selection criteria as listed in this policy.
• They are in poor physical condition.
• They duplicate material already in the collection.
• They represent dated or old journals where no current subscription is in place and where no index is available.
• They are available full-text electronically (PDF) and the expectation is the title will be available electronically in the future.

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WEEDING

Decisions for weeding will be based on the following criteria:

• Applicability of the selection criteria as listed elsewhere in this policy.
• Non-current titles that are not indexed.
• Gifts that did not prove useful.
• Journals no longer needed due to shifts in the curriculum.
• Physical condition of the volumes and the amount of volumes/reels held in relation to the beginning and ending dates of the subscription.
• Titles/ Volumes/Year should be at least 75%-80% complete.
• Back issues as they become available online and as appropriate.
  • The criteria is to keep as much of a complete a run as possible.  If volumes do become available in electronic format the staff will discard the duplicate print/microfilm volumes only if the electronic version is in the PDF format (required).
  • Publisher/providers reputation-There must be assurances the publishers or providers will keep their electronic versions.
  • The amount of volumes/reels from a title left on the shelf after it has been decided to remove other volumes or reels. (It’s not necessary to leave one volume standing on a shelf if all other volumes have been removed.)

Revised June 21, 2004, 2010, 2011

REFERENCE COLLECTION DEVELOPMENT POLICY

INTRODUCTION

This policy is to be used as a guideline for the selection of materials for the reference collection. It is to be used in conjunction with the Collection Development Policy of the library. As set forth in the policy, the Library Director has ultimate authority in all acquisition decisions, but it is the prerogative of the librarians to decide which titles will be submitted for selection/purchase.

The selection philosophy for the reference collection is to meet the needs of the academic departments and their subject areas. We do not use dollar or mathematical formulas to determine the content of the reference collection. The goal is to collect the resources that  meet the educational and course needs of the students. The librarians will also select those items necessary for each subject area, such as encyclopedias and dictionaries, and are recommended in the review literature

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OBJECTIVES OF THE REFERENCE COLLECTION POLICY

1. To establish guidelines for the type and subject scope of materials which are to be added to the reference collection.
2. To set procedures for acquiring new material and for weeding the reference collection.

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SUBJECT SCOPE OF THE COLLECTION

1. The reference department provides general, introductory, and in-depth information sources for the college’s programs.
2. The reference collection will exclude purchasing in the following areas:
   • Travel guides.
   • Genealogy.
   • Coin and stamp catalogs.
3. All primary and secondary sources dealing with the college are kept as part of the Archives collection.

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SIZE OF THE COLLECTION

The Reference Collection will include print and electronic material.

The reference department does not designate an absolute limit to the size of the collection. However, the reference librarians are mindful of the needs and assignments of each department and will select and weed materials as needed.

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TYPES OF MATERIALS INCLUDED IN THE COLLECTION

1. Guides: Guides to the literature of various subjects will be purchased.
2. Encyclopedias. The collection includes English language single and multivolume general encyclopedias.   In addition, the collection includes encyclopedias for all subject areas.
3. Handbooks. The collection attempts to secure current and authoritative handbooks.
4. Dictionaries. The collection provides English language dictionaries and selected subject foreign language dictionaries. 
5. Bibliographies. The collection will contain general subject bibliographies.
6. Almanacs and Yearbooks. The collection will secure editions of the major almanacs and yearbooks.
7. Biographical Sources.. The Reference department collects comprehensive volumes dealing with professional, vocational, subject and current biographies.
8. Concordances. Only concordances dealing with the Bible and major authors (e.g. Shakespeare) will be collected.
9. Geographical Sources. The collection provides authoritative atlases, current and historical; maps; and gazetteers. It does not include topographical or geological maps.
10. Legal Materials. The library collects various indexes to U.S. Supreme Court decisions.   Many other legal resources are available online.
11. College catalogs are available online.
12. Indexes/Abstracts/CD-ROM Subscriptions. The collection purchases indexes and abstracts as deemed appropriate.
13. Plot Summaries. The collection provides comprehensive works for literature only.
14. Style Manuals and Report Writing Guides. The collection includes most major style manuals and report writing guides.
15. Telephone Books. The collection will include only those phone books from selected cities and towns of Massachusetts.
16. Standards. The collection will include those standards as deemed necessary.

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ACQUISITION OF NEW MATERIALS

1. The reference librarians have primary responsibility for pursuing a systematic program for developing the reference collection. However, all librarians are responsible for selecting titles in their assigned subject areas.
2. The following principles are applied in selecting a title:
   • Strength and weakness of the existing subject area collection.
   • Judged usefulness of the work.
   • Favorable reviews of the works.
   • Credibility of the author.
   • Adherence to the collection development codes.
3. The librarians search relevant professional literature to ensure that important works of each academic subject area are included in the Collection.
   • Checking reference reviews from professional library literature.
   • Examining publishers’ catalogs.
   • Reviewing annual lists.
   • Checking the subject guides to the literature.
   • Checking Balay’s Guide to Reference Books and Walford's Guide to Reference Sources, Choice, etc.     
   • Appropriate subject journals.

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INVENTORY OF THE COLLECTION

The reference collection will be inventoried periodically and a report will be issued stating the area of loss.

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WEEDING

1. Weeding is an essential process for keeping the reference collection current and up-to-date.
2. Many variables enter into a decision. Some considerations are:
   • The age of the publication
   • Duplication of information in other materials
   • The physical condition of the book
   • The subject need of the information contained in the material
3. The procedures for weeding are as follows:
   • Weeding by the Librarians is done on a periodic basis.
   • Material to be weeded will be set up on shelves in the Technical Services area for review by the reference librarians.
   • The reference librarians will place a note in each volume, explaining its treatment:
     • Return to reference
     • Transfer to circulation
     • Update
     • Discard
4. Where there are disagreements, the matter will discussed by the professional staff.

Assessment

The Washington Library Network Conspectus analysis is to be used   Peer analysis will also be used especially for electronic databases.

Revised 6/04

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WORLD WIDE WEB

INTRODUCTION

Fitchburg State College Library maintains a Home Page on the World Wide Web to:

• provide information about the Library
• provide an online reference service
• provide access to the Library's catalog and paid online services/subscriptions
• meet the general informational and educational needs of the College community

This policy is consistent with the existing Collection Development Policies and the Library's goals and objectives for service to the College community.

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INFLUENCING FACTORS

Information about the Library is compiled by the Library Director and representatives of the various Library departments.

Online inquires are handled by Reference Librarians as part of regular reference service.

Links to World Wide Web sites from the Library Home Page are selected to broaden, enrich, and complement the Library's print and non-print collections. Sites are evaluated according to their credibility, quality, and usefulness in order to support the needs and interests of the Library's patrons and staff.

Selection of World Wide Web sites is based on reviews and recommendations in sources such as Internet World, Online, and Library Journal.

Evaluation of sites is based on such factors as:

Access

• Stable site
• How fees, if any, are paid
• Consistently available

Design

• Well organized
• Clear instructions
• Easy to use
• Uncluttered and cleanly designed
• Graphics that enhance the content

Content

• Authoritative
• Documented, accurate, verifiable
• Timely and updated regularly
• Preference given to educational, governmental, and non-profit organizational sites
• Appropriateness of subject matter

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DEVELOPMENT PLAN

The Fitchburg State College Library Home Page will continue to change in response to the ever-changing nature of the Internet. The Home Page should not grow beyond the number of links which can be maintained in a timely manner.

RETENTION AND WEEDING

Linked sites are reviewed periodically for access, design, and content. If a site no longer meets our selection criteria, or is inactive or out-of-date, it is removed.

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