Guide to Collection Development

Library Services is committed to serving the information needs of Delta State University through services and resources.  This guide outlines the collection development procedures and responsibilities of library and departmental liaisons.

A library liaison is a professional librarian that works with departments to select materials for the collection; serves as a point of contact for questions regarding orders, collection development, account balances, and general library inquires; and shares information about library services.

A departmental liaison is a faculty member that submits orders on behalf of an academic unit, department, or division; and serves as the main point of contact to communicate the information and service needs of the department.

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.

Selecting Materials for the Collection

1. Forward relevant selection materials (i.e. catalogs, book reviews, journal articles, etc.) to the departmental liaison.
2. Recommend titles to the departmental liaison. Resources like WorldCat or even Amazon can be the best resources for departments in need of assistance.
3. Review donated items. Although Roberts-LaForge Library accepts many donations, not everything will be appropriate for the collection. Librarians will determine the suitability of materials in conjunction with departments and relevant faculty.

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. Email the list of titles to the Dean of Library Services and the department liaison for approval.
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.

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, please find it using an online service like Amazon.
3. If the title is already owned by the library, alert the departmental liaison.
4. Request that departments prioritize the orders based on the needs of all faculty.
5. Keep a record (in Excel preferably) of all titles ordered.
6. Make sure that all deadlines are met.
7. If a balance remains, please work with the department to obtain more orders.
8. If catalogs, brochures, or other printed information is provided by the departmental liaison, please include it along with the order.

Working with Library Liaisons

1. Keep the library liaison up-to-date with:
   • Needs of the department, faculty, and students
   • New academic programs, courses, or requirements
   • Class assignments that require special resources or services
   • Changes in the department that are relevant to the library
2. Supply guidelines about accreditation standards and notify the library liaison of upcoming accreditation reviews and site visits.

Selecting Materials for the Collection

1. Make selections based on the guidelines set forth by your accrediting agencies (e.g. ACBSP, CCNE, CAEP, etc.).
2. Consider ordering materials based upon student library needs and the nature of class assignments made by your departmental colleagues.
3. Avoid placing duplicate orders by checking our holdings in the online catalog. Your library liaison can show you search strategies upon request.
4. Consider the research and teaching interests of your colleagues.

Evaluating the Collection

1. Stay abreast of accreditation requirements to ensure the library’s collection is up to standard.
2. Make the library liaison aware of any weaknesses or gaps in the collection.
3. Review materials marked for withdrawal and assist with weeding the collection

Preparing Orders

1. Please submit as much as information about each title as possible (typically: title, author, ISBN, and price). Also provide any other relevant data that may help the library identify your material.
2. Use the collection development form to submit orders for your department.

Types of Materials

1. Departmental allocations are to be used for the purchase of books, audiovisual materials, and related educational materials that will be added to the holdings of Roberts-LaForge Library. Most books are housed in the Roberts-LaForge Library, while various types of media are housed in the Instructional Resources Center.
2. No textbooks may be ordered, and duplicate copies of existing holdings will be ordered only in exceptional circumstances.
3. Hardbound books will be ordered whenever possible instead of paperbacks to increase the shelf life of the book.

Submitting Orders

1. Department liaisons should submit orders using Excel spreadsheets or by using the Collection Development online order form.
2. If necessary, additional information such as contact information or specialized order numbers may be required. If a catalog or flyer is available, please include it with the order.

Deadlines

1. Departmental liaisons should submit orders before any assigned deadlines to ensure the library’s Technical Services department has enough time to purchase and process the orders.

New Materials Ordered by Departments

1. Staff from the Technical Services Department will alert the Library Liaison once materials have been processed, cataloged, and are ready to circulate or be placed on the shelves (i.e. non-circulating materials).
2. The library liaison will contact the departmental liaison to notify them when new items are available.
3. The departmental liaison is responsible for informing their faculty about new materials.

Status of Materials

1. Notify the library liaison if you need an item that is unavailable for check out. The liaison will assist you with getting the item as soon as possible.
2. Contact the appropriate library liaison to inquire about the status of an item if it cannot be determined by searching the catalog.

Access the library’s catalog.