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General PoliciesOn this pageCollecting PrioritiesThe Library will collect important monographs and journals and provide access to electronic resources in support of undergraduate and graduate programmes. This includes the provision of reference materials, set texts and multiple copies of items in heavy demand. The University Library acquires other materials needed to build research collections for fields in which the University supports graduate, post-graduate and academic research. Material which does not fit into current teaching or research programmes may be purchased if it is considered appropriate for the general interest of users and fits within the scope of the University Library's collections. Acquisitions policy and proceduresThe University of Otago is a member of CONZULAC, Council of New Zealand University Librarians Acquisitions Consortium which was developed to gain maximum value from expenditure on print monograph resources, to achieve operating efficiencies, and to improve levels of service. Agreements for the supply of US and UK sourced monographs to CONZULAC members are tendered on a regular basis and a preferred supplier identified. Otago coordinates the CONZULAC arrangements. Until the end of 2006 YBP was the preferred supplier for US material and Lindsay and Croft for UK material. From 2007 Blackwells Book Supply is the preferred supplier for both US and UK material. New Zealand and Pacific material is purchased through local suppliers or directly from the publisher. Most library materials from countries outside of the UK, US and New Zealand are ordered from vendors in the countries where they are published. When items published overseas are required urgently they will be bought locally if available. The University of Otago is a member of CEIRC, CAUL Electronic Information Resource Consortia, through which many of the major electronic resources are purchased. Other consortia that Otago is a member of and through which information resources are purchased at favourable rates include CONZUL (Committee of New Zealand University Librarians), EPIC (Electronic Purchasing in Collaboration), Australia and New Zealand Theological Libraries Consortium and the University of Otago Medical Libraries consortium. Library Liaison ProgrammeThis programme provides a contact person in Information Resources (formerly named Collection Management) or branch library for each academic department. The Library contact will work with department staff to ensure they receive information about new publications in their subject areas, new material arriving in the Library, ordering deadlines, expenditure reports, and regular status updates of open orders.
Library staff are also available to advise on Library policies, collaborate on Information Literacy needs, and consult on reference and PBRF queries. Contacts for these services are available via the Library Liaison pages. SelectionThe selection of material for the library collection is a cooperative effort between academic staff, library staff and students. The Library selects material for its collection based primarily on the relevance of the materials to the present and future teaching and research needs of the University. The Library has the final responsibility in the decision of what is selected for the collection. The Library has moved substantially towards electronic access to full-text journals where available except for those titles where print format provides clearly identified advantages. New subscriptions to journals are limited by budgetary constraints. They may be funded through the cancellation of existing subscriptions, with the proviso that all interested departments must be consulted before a subscription is terminated. Freely available Internet resources are selected on the same basis as purchased resources for access via the Library's catalogue. Suggestions for additional Internet sites are welcomed and should be made to Information Resources. Criteria for SelectionThe criteria for selection varies depending on the type of material being considered but may include:
Subject ProfilesSubject profiles have been developed with monograph suppliers to automatically generate lists of new publications which align with the research and teaching needs of University Departments. The lists are provided as an electronic notification, from which selections are made. An approval plan for New Zealand material in line with the Hocken collection development policy has been set up with UBS, and these books are delivered fortnightly to the Central Library and selections made with the book-in-hand. Collection Development by format and typeReplacementsThe Library attempts to replace all books which are missing from the collection, including those which are out of print. Exceptions occur with works which are no longer relevant to current teaching and research of the University, or whose content is duplicated in other more satisfactory editions. Multiple copiesTo maximise the purchase of unique material the Library minimises duplication of monograph and serial titles held within the library system. The Library is regarded as one collection housed in a number of branches. Material selected for the collection is placed in the most appropriate library branch according to its subject matter. Where there are large undergraduate classes and demand is expected to be high multiple copies may be purchased. Prescribed texts and recommended reading for a course make up the bulk of multiple copy purchases. The following is a guideline for numbers of multiple copies and needs to be considered alongside the budget situation, likely demand, availability of copies already held and prevailing circumstances.
Some duplication is also carried out for material required for posting to remote students, for Te aka a Tāwhaki and for New Zealand published material. There is a separate, special fund for the purchase of duplicate material. NewspapersThe following diverse needs are taken into account:
Print newspapers are largely collected for leisure reading and current awareness. Research needs will be largely met by packages of titles available electronically such as those on Factiva, InfoTrac Onefile, Newztext, ProQuest, etc.. Where budget allows access to digital archives of important titles will be considered for purchase, such as The Times Digital Archive and the New York Times. Preservation: For significant newspapers which are to be retained indefinitely, a programme of replacing paper copies with microform is appropriate for storage and preservation purposes. Full binding is not considered for newspapers because of the expense of binding and the difficulties with photocopying bound copies. The "punch and tie" method is considered adequate for newspapers. Retention policy: In general, newspapers used for leisure reading or current awareness are not kept for extended periods, their currency is regarded as brief and retention periods are short. Newspapers with long term value for teaching or research are retained indefinitely. When paper copies are replaced by microform or electronic format, the original paper copies may be disposed of at the discretion of the Information Resources Manager. Hocken Library holdings of New Zealand titles should be checked for missing issues before any issues are offered elsewhere. The copies should then be offered for disposal to other libraries. New Zealand titles: The Central Library subscribes to a selection of major New Zealand newspapers. Except for the local newspaper, only current files plus 2 years of issues are retained. For more extensive New Zealand coverage library users need to refer to the Hocken Library. Microfilm of the Otago Daily Times, the local newspaper, will be purchased as funds allow. Major overseas newspapers: Print copies of major overseas newspapers are kept indefinitely if no other format is available. As funds allow microform back numbers may be purchased of indexed titles. Other titles: All other titles subscribed to and some donations are retained for two years plus the current year of subscription. Decision on retention is made title by title by the Information Resources Manager, in consultation with the Access and Development Librarian. Donations of some special interest newspapers may be accepted for display, then discarded. Expensive materialsItems costing more than NZ$800 are considered for purchase by the Resource Management Policy and Planning Committee. A written justification from the recommender is required for these items. Languages other than EnglishThe University currently teaches Maori, French, German, Spanish, Chinese, Japanese, Greek, Latin, Hebrew and Arabic (summer school only) and purchases material to support teaching and research in these areas. Purchases for other subject areas will generally be in English unless no English translation exists and the recommending department considers it of sufficient importance to justify purchase. TranslationsLiterary works: These are acquired in the original language and often in English; translations into other languages are not normally acquired, unless the translator or the translation has special significance. If a literary work has not been translated into English, a translation into a language more accessible than the original language (e.g. from Albanian into French) may be acquired. Non-literary works: These may be acquired in English as well as in the original language but, while it is not always necessary to acquire the edition in the original language, this will often be acquired before an English translation is available. Translations into a more accessible language (usually French or German) are often preferred to the original language, if no English translation exists. Translations from English into other languages are acquired only if the translator or the translation has special significance or if the original author is represented by special collections in the Library. New editionsNot every new edition of an academic work is acquired. If there has been substantial revision, if a long period has elapsed since the previous edition, if the subject is one which has undergone rapid change or if the previous edition has been heavily used, the new edition may be acquired. Reprints and FacsimilesReprints are not normally acquired if the original edition is held but exceptions may be made for reprints of heavily used items and modern facsimiles are acquired if it is necessary to save wear and tear on the original edition. Facsimiles of manuscripts are purchased very selectively, normally only when the manuscript is of outstanding importance or when it complements the Library's existing holdings of manuscripts or printed books. Hardbacks and PaperbacksHardback editions are preferred because of their lasting value but paperbacks are acquired if the hardback edition is unavailable or if the paperback edition contains significant new material. PamphletsPamphlet material (defined, for Library purposes, as paperback material of 48 or fewer pages) is often not suitable for purchase for the general collection but exceptions are made for items of particular importance, if the author is of special significance, or if there is a dearth of material published in a more substantial format. ThesesA copy of every thesis accepted for a degree or diploma must be deposited in the University Library. This does not apply to dissertations, research essays, research projects or similar works required for degrees and diplomas. Refer to the latest regulations in the University Calendar for details. The Document Delivery system is the most appropriate method of gaining access to unpublished theses from other institutions. Published versions of theses are considered for purchase using the selection criteria outlined in this document. Pictorial and photographic worksWorks consisting primarily of photographs or illustrations are not normally purchased unless the photographer or the subject is of particular significance or unless the title supports the teaching or research programmes of the University. (The exception to this is the Hocken Collections. Refer to the Hocken Collections policy for details.) JournalsSelection of new journals follows general selection principles, with some issues particular to journals, such as issues relating to electronic access, inclusion in fulltext databases and the ongoing budgetary commitment. Subscriptions are relatively expensive per subscription and because they are mostly from overseas publishers they increase in price faster than the rate of inflation. If left unchecked, journal subscriptions will consume an ever-increasing percentage of the Library’s budget. All requests for new subscriptions and extensive backsets are considered very carefully. Each request is examined on a case by case basis, and in general will be placed on the basis of the cancellation of existing subscriptions of equivalent $ value. In general, electronic formats are preferred over print for new titles. E-resourcesSelection of electronic resources is similar to other library resources with additional factors including:
For new journals and databases “electronic only” is preferred. All requests for new titles and backfiles are considered on a case by case basis. E-booksE-books are digitised copies of printed monographs. At present there are multiple aggregators and individual publishers offering tailored or batched collections. Offers vary significantly in this rapidly changing and tentative market. Significant developments are expected in the next 3-5 years. While the policy for electronic resources apply to e-books there are some distinct features that require special mention.
Reference works, textbooks, general works and primary source material will all be considered for collection in e-book format. The options for delivery, format and pricing regarding ebooks are extremely varied and require close examination. The following types of ebooks are preferred:
The Library prefers not to acquire the following types of ebooks:
Loose-leaf materialWorks published in loose-leaf format and which are updated periodically are not normally purchased, the availability of staff time for updating being a primary consideration. Electronic format is preferred for these types of publications. MicroformGenerally microform (microfilm or fiche) is not preferred except where space and preservation issues are a prime concern. For example microform as an alternative to back copies of newspapers saves wear and tear on the originals and can provide a space saving alternative where the originals are not held. Increasingly publishers are making their back sets available via the web and this is preferred, where affordable, for the superior searching options. Out-of-print materialWhen sourcing material for new courses or replacing lost or damaged items it may be necessary to source material which is out-of-print. Short print runs of academic material make this a common requirement. The online out-of-print market is reasonably sophisticated and efficient and most items can be purchased at modest cost. Purchases from out-of-print suppliers may be a reasonable alternative to interlibrary loan where repeat requests are likely. Formats not normally collectedThe Library does not normally collect realia, reprints from journals (except for the short loan collection), advertising material (except Hocken Archives), commercial newsletters and magazines and sets of readings prepared for specific courses. New Zealand MaterialThe University’s principal collection of New Zealand material is housed in the Hocken Collections. This is a closed stack collection and to meet user demands, material may be duplicated in the general collection to provide copies for normal lending and teaching purposes. The material is housed within the library unit appropriate to its subject matter. General interest materialSome general interest material not specifically related to a teaching course, is acquired to promote general reading habits in the student population, to broaden knowledge or understanding or to support the peripheral issues of a particular course. This is an important role for any academic library although funds for such material are necessarily limited. Such selection is the result of recommendations from both library and teaching staff. See also details on collecting works for recreational reading in section III. Departmental CollectionsDepartmental collections should consist in the main of duplicates of material already in the University Library, together with practical manuals and similar material which must be at hand for the day-to-day work of the departments. The Library will undertake the acquisition of the material for these collections. Library funds will not be made available for the purchase of materials for departmental collections. Binding, Preservation and securityThe Library has a prime responsibility to maintain the collection in good condition and to ensure the availability of stock. To accomplish this:
Withdrawals/weedingWeeding is a decisional process of examining collections and identifying items that are beyond their useful life or are no longer pertinent to the purpose of the collection. The University of Otago Library is a research facility and as such, out-of-date and superseded materials may be retained in the interests of research. A weeding programme ensures that the collections are relevant to users’ needs and that best use is made of the available space. Weeded material is relocated to the storage facilities, when the library holds multiple copies, when a newer edition exists, where a work is damaged but still retains intrinsic value, or where the title has not been borrowed for five years and is in a subject area where its content is likely to be outdated and no longer relevant. Weeding Monographs to StorageCollections in Storage consist of low use material. The following criteria are used to weed the circulating collections:
Discarding Monographs from StorageThe items in the following categories will not normally be discarded.
The following criteria will be used to identify items to discard from Storage collections.
Note that donated items to be withdrawn from the collection will be treated with sensitivity. Weeding Journals to StorageThe following are suggested as criteria that can be used to weed the journal collections to Storage.
Discarding Journals from StorageCollaborative storage obligations arising from the CONZUL National Distributed Collection of Bibliographic Publications and any further CONZUL agreements will determine retention for the titles in those agreements. The following are suggested as criteria that can be used to discard journals held in Storage that are not impacted by the national agreements.
Steady State CollectionsMaterial held in the open collections should be weeded so that they are maintained at their current (2007) size. The aim is to relieve pressure on existing building capacity and on the pressure for new buildings. Growth of collections will continue to take place, but as open collections are weeded the size of the collections in the Storage facilities will grow. Storage facilitiesThe Library’s two off-campus storage buildings are collectively known as Leith Lending; both buildings are located south of the campus on Leith Street.
Intellectual FreedomThe following paragraphs are excerpted from a policy statement issued by the Library and Information Association of New Zealand. The University Library is an institutional member of LIANZA and supports this statement. Statement on Intellectual FreedomStatement adopted by the Council of the Library and Information Association New Zealand Aotearoa, 21 March 2002.
From http://www.lianza.org.nz/about/governance/statements/intellectual-freedom.html , viewed 17 September 2007. Organisation and description of the collectionMaterial permanently retained is catalogued to comply with national and international standards for bibliographic description and subject classification. Cataloguing rules: AACR2R and LC Rule Interpretations are used, including ISBD punctuation, to construct descriptive cataloguing records. Names and titles: The forms of names/uniform titles/series found in Library of Congress Name Authorities (LCNA) records are used and, for New Zealand names/uniform titles/series, NZNB authority records on Te Puna. When a name/uniform title/series is not found in these two sources, headings in bib records are based on AACR2 and LCRI. MARC: MARC21 tags are used in line with Te Puna. Subject Headings: Library of Congress Subject Headings (LCSH) are used as the thesaurus of subject headings and LC's Subject Cataloguing Manual: Subject Headings to determine correct subject heading and subdivision usage. Classifications:
Complaints procedureComplaints about library material that cannot be settled by discussion should be put in writing by the complainant. The written complaint is then referred to the Information Resources Manager or the Branch Librarian, as appropriate, with referral to the University Librarian. Revision of the policyThis policy and the policies following for particular libraries and collections will be reviewed annually and revised as required. UpdatedMarilyn Fordyce, September 2007 Last revised: 3 May, 2012 |