A. Working with Departments
1. Maintain regular contact with the departmental liaison each semester and foster a good working relationship with the department.
2. Keep faculty up-to-date with changes in library services such as new policies, procedures, resources, services, events, and programs.
3. Communicate library policies and procedures upon request.
4. Stress the importance of faculty input. It is only with their help that the library can provide the best and most appropriate services.
5. Remind departmental faculty that instruction sessions by a reference librarian can be catered to the specific needs of the instructor and students.
6. Teach faculty how to search the Library Catalog and other databases as requested.
B. Selecting Materials for the Collection
1. Forward CHOICE cards and other relevant selection materials (i.e. catalogs, book reviews, journal articles, etc.) to the departmental liaison.
2. Use a variety of selection tools: CHOICE cards, Best Books for Academic Libraries, Books in Print, bibliographies, and Best Of lists such as Library Journals Best Consumer Health Books of 2004.
3. In addition to the CHOICE cards, recommend titles from Books in Print or WorldCat. These databases can sometimes be the best resources for departments in need of assistance.
4. Review gift items. Although Roberts-LaForge Library accepts many gift items, not everything will be appropriate for the collection. Librarians will determine the suitability of materials in conjunction with departments and relevant faculty. Refer to the Gift Policy for more information.
C. Evaluating the Collection
1. Evaluate portions of the general collection that relate to subject areas of your department. This evaluation would involve weeding irrelevant material or spotting gaps in the collection. Knowing what courses are taught and what each faculty member requires is an essential component of spotting gaps and weeding.
2. Consult affected departments before withdrawing any title from the collection.
3. Materials that have been marked lost or missing will be reviewed by Library Administration in April of the spring semester. Items will be reordered when funds are available.
D. Preparing Orders
1. Check the catalog to ensure a submitted title is not already in the collection.
2. If any critical piece of information (title, author, ISBN, or price) is missing from the order card, please find it using the Blackwell database, Books in Print or an online service like Amazon.
3. Check the availability of titles by searching the Blackwell database. If the status is not favorable in Blackwell, the item should probably be ordered directly from the publisher or another vendor. Mark these items as Direct Order and separate them from the rest of the order cards.
4. If the title is already owned by the library, return the card to the departmental liaison.
5. If a department exceeds its budgeted amount, request that they prioritize the orders based on the needs of all faculty.
6. Keep a record (in Excel preferably) of all titles ordered. Several departments usually ask for this sort of information for accreditation reasons.
7. Make sure that all deadlines are met.
8. If a balance remains, please work with the department to obtain more orders.
9. Separate orders that cannot be ordered through PrompCat. Titles that cannot be ordered through PromptCat are as follows:
- Multi-volume works
- Additional copies of a title
- Media or resources that come with media
- Any item that will not reside in the General or Reference Collection
- Any title that may already have a record in the catalog (such as Brills New Pauly: Encyclopedia of the Ancient World )
10. Distinguish General and Reference orders by clearly marking reference titles as Reference. If a card has no such markings, it will be considered a general collection title.
11. For those orders that cannot be placed through PromptCat, it may be necessary to include the publishers contact information. If that information is readily available, please include it on the order card. If a special order form is required (e.g. software or videos), please make all attempts to include that form along with the order.
12. If catalogs, brochures, or other printed information is provided by the departmental liaison, please include it along with the order card.
13. Make sure the order cards are arranged in alphabetical order by title.
14. Calculate the total amount of the order. On the calculators tape, write your name, the name of the department, and the date.