This policy takes as its starting point the Library's mission statement:
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1 University of Sussex Library Collection Management Policy 1. Introduction The University of Sussex Library contains 800,000 books, to which about 15,000 new items are added each year. The Library also provides access to over 9,000 print and electronic journal titles. The cost of information resources, including electronic resources, is over 1.2m annually. To manage these resources effectively and develop them sustainably, the Library requires a well-formulated collection management policy. This policy takes as its starting point the Library's mission statement: The Library plays a key role in the academic team charged with delivering the University's learning, teaching and research, by providing services that are efficient, flexible and able to respond promptly and effectively to the needs of members of the University. The policy describes the general principles on which the Library acquires and manages information resources and provides a framework for more detailed policies at school or department level. This document is intended to clarify the policy for the benefit of library, academic and other staff, students and other users and potential users of the Library. 2. Scope This policy relates to the main University Library and to its collections housed in the Biology and Biochemistry Library, CPES Library (Chemistry and Physics) and the Maths Reading Room. The University of Sussex also has a number of specialised libraries, which are not covered by this policy. These are: British Library for Development Studies (IDS) Cognitive Science Library History of Art Image Archive Geography Resource Centre (formerly the Map Library) Music Library SPRU - Science and Technology Policy Research - Library 3. Users The primary users of the Library are the staff and students of the University of Sussex and the Brighton and Sussex Medical School. External users may also obtain tickets for reference or loan, on payment of the appropriate fee, but material is not normally specifically acquired to fulfil their needs. 4. Budget The University receives funding from HEFCE to support learning, teaching and research, from which it allocates an annual budget to the Library.
2 A percentage of the Library s budget for books, journals (print and electronic), electronic resources and audio visual media is allocated to the purchase of general material such as bibliographies, general periodicals, newspapers, statistics, binding and electronic information covering more than two broad subjects. The balance is allocated to University Departments and other Units (e.g. SPRU), based on a formula reflecting teaching load (undergraduate and postgraduate) and research funding for each department/unit. Allocations will be adjusted to reflect changes in teaching and research loads. The ratio of expenditure on books, journals, electronic resources, audio-visual and other materials will be agreed with individual departments and reviewed on a regular basis 5. Selection and acquisition a. Selection Selection is carried out as a partnership between the academic departments and the Library. Purchase suggestions from staff and students are welcome, and are considered within the terms of the collection policy and budget. Reading lists are added to the Talis Reading List Catalogue and single or multiple copies of the works listed are purchased as appropriate to the number of students on each course. Journal subscriptions are reviewed on a regular basis. b. Purchase The Library chooses suppliers on the basis of cost-effectiveness and quality of service. Preference is given to those who can offer processing and cataloguing services together with a substantial discount; their performance is monitored. c. Excluded material The Library does not normally collect books on subjects that are not taught or researched in the University, e.g. Classics. As an academic library, it does not collect light fiction and general reading. As far as possible, the Library does not collect material that is held in other libraries on campus, such as the British Library for Development Studies and the SPRU/Centrim Library. Music scores and recordings are not collected by the Library but are kept in the Music Department. The Library holds only a limited collection of maps and atlases, a much larger collection being held in the Geography Resource Centre (many of these items are in the library catalogue). d. Gifts The Library does not normally accept gifts of books, journals and other materials unless they fill significant gaps in the existing collection and/or support the research and teaching of the University. The Librarian will be pleased to consider bequests and gifts of rare or archival collections which build on the strengths of the Library s special collections (as the costs of processing and preserving these collections are substantial, concomitant financial support is warmly welcomed).
3 e. Inter-Library Requests The Inter Library Requests (ILR) service supplements the resources available to staff and students by borrowing books or obtaining photocopies of journal articles from other libraries on their behalf. Books loaned by the British Library or by other libraries in the UK and overseas may be subject to special conditions, e.g. use in the library only. Where a journal is held at the University of Brighton, photocopied articles will not be obtained through the ILR service. Staff, postgraduate and undergraduate students may request items relevant to coursework or research, which are not held in the Library, either in print or electronically. The requestor pays a small proportion of the direct costs incurred in borrowing an item or obtaining a photocopy, the balance being funded by the Library. Photocopies obtained in this way are for private study only. In conformity with copyright legislation a form must be signed for photocopies either when the request is made or when they are collected. It is illegal to include them in teaching packs unless copyright clearance has been obtained. 6. Resource description Most information resources that the Library owns or pays to access are recorded in the Library catalogue. Currently electronic resources and some types of official publications such as parliamentary papers do not appear in the catalogue, but they will be included over the next five years. All resources are described according to internationally agreed standards for bibliographic description and metadata in order to facilitate access to the Library s collections and enable the exchange of data with other systems. Authority control is maintained for all types of names in the name index, with the aim that any name should appear under one preferred form with cross references from variant forms. Name authority control will follow where possible the Anglo American Authority File. In order to facilitate resource discovery and retrieval, all physical items held in the Library (except for those in Special Collections) are assigned a subject classmark with the aim that works on the same subject should be located in close proximity to each other on the shelves and in the classified index of the catalogue. At the moment the Library uses a mixture of Library of Congress Classification and local schedules. It is planned to convert all classmarks to Library of Congress Classification. 7. Collections The Library stock is currently divided into numerous different sequences and collections, several of which are in store. Over the next three years, the number of different sequences will be reduced and as much stock as possible will be shelved in the Main Collection. The Library decides on the appropriate loan status and collection for each item in order to maximise accessiblity. a. Main Collection Most of the Library's stock is allocated to the Main Collection; this includes journals, reference books, monographs, textbooks, pamphlets and microforms. Most of these items are categorised as Long Loan and may be borrowed for up to six weeks.
4 Journals and reference books, such as dictionaries, encyclopaedias, atlases, law reports, etc, are marked 'Not to be borrowed' or 'For use in Library only'. Monographs and other non-reference works also marked 'Not to be borrowed' will be reassessed and recategorised as Long Loan where possible within the next three years. b. Short Loan Collection Books on reading lists that are in high demand are allocated to the Short Loan Collection and may be borrowed for one week. They are generally held in multiple copies. They are currently shelved separately from the Main Collection and are given a high priority for reshelving. c. Reserve Collection The Reserve Collection contains books that are in exceptionally heavy demand. One or two copies of books on reading lists may be held in the Reserve Collection. Reserve books may be borrowed overnight. d. Faculty Copies Photocopies of journal articles, chapters from books, worksheets and solutions may be held in the Faculty Collection to supplement existing stock and meet high demand. Items may be borrowed for four hours. e. Documents Collection The Documents Collection contains official publications and other publications relevant to public policy from British, European and international bodies. Official publications of foreign countries are not collected. All UK parliamentary papers are collected, but are not catalogued. They can be accessed through the published lists of official publications. Non-parliamentary papers published or sold by The Stationery Office are collected selectively. Subscriptions to non-parliamentary papers are thoroughly reviewed every five years although minor changes are made in response to immediate needs. As a European Documentation Centre, the Library is sent, but does not actively seek, publications issued by the European Commission and European Parliament. European documents may be used by anyone in the locality, whether they are a member of the Library or not. Official publications of a number of international bodies are also collected; these include the OECD, GATT, the World Health Organisation and a limited number of publications of the United Nations and the World Bank. More material from the latter two organisations is held in the Library of the Institute of Development Studies. The other publications in the collection consist of monographs, journals, research reports and discussion papers issued by pressure groups, think tanks and university departments. These are collected selectively and are reviewed from time to time. Some monographs and research papers will, in the next few years, be reclassified and shelved in the Main Collection. Papers that are available electronically may not be held in print
5 f. Statistics The Statistics Collection is maintained and developed in the context of other sources of statistical data available to the Library s users: the collections of the Institute of Development Studies Library and of SPRU; the national data archives for UK higher education; the Web sites of the Office of National Statistics and other official statistical agencies. UK official statistics are collected on a selective basis. The UK census of population is collected in full. Statistics published by the United Nations, International Monetary Fund, the OECD, and statistical yearbooks of foreign countries, are collected on a selective basis as a source of comparative country data. Statistics published by the European Union s statistical office (Eurostat) are collected only when received on deposit due to the Library s status as a European Documentation Centre. Company and market data are not collected. Statistics in electronic format are preferred. Printed statistics, which include analysis and commentary, are collected to provide overviews of particular socio-economic, or other issues, of relevance to University teaching and research. g. Quick Reference The Quick Reference Collection provides convenient access to frequently required information in hard-copy form, over a wide range of subjects. The Quick Reference collection contains biographical sources, general and subject encyclopaedias, general, specialist and language dictionaries, directories of organisations, directories of university courses and research, indexes to theses, conference proceedings and periodicals, general company information, gazetteers, etc. Most quick reference material relates to the UK, although there are some worldwide and American directories. Where there is a need for current information, eg university courses or contact information for organisations, every edition is purchased. In other cases alternate editions may be purchased, or new editions may be bought occasionally only. This frequency is marked on the catalogue record. h. Theses All theses written for University of Sussex MPhil and DPhil degrees are held in the Library. They are available for consultation within the Library unless they have been specifically embargoed at the request of the author. Embargoes are reviewed regularly and removed as soon as possible. Dissertations written for MA and MSc degrees are not kept as a matter of course, although a number are kept as examples of good practice for consultation by students. i. Maps and Atlases It is Library policy to acquire current editions of Ordnance Survey Landranger maps for the South East and Explorer maps for the local area. General atlases, road atlases of the UK and Europe, and A-Zs for London and the local area are kept in Quick Reference.
6 More specialised and historical atlases are collected by the Geography Resource Centre and catalogued in the Library catalogue. The atlases at present in the Main Collection will be transferred to Quick Reference or the Geography Resource Centre as appropriate in j. Newspapers The Library receives most UK broadsheet newspapers and a selection of foreign ones. Recent issues of The Times are kept until superseded by microfilm. Generally, the latest two years of other newspapers are kept. UK newspapers, together with some foreign newspapers, are also available electronically, mainly accessed via LexisNexis, to which there are links on the Library Web pages. The purpose and format of this collection is to be reviewed in k. Audiovisual The Library s audiovisual collection includes video recordings of documentaries and feature films, audio recordings of selected radio productions and University of Sussex lectures. The purpose of this collection is under review. Audio visual materials are purchased from departmental/unit budget allocations and are acquired according to the same criteria as those applied to the selection of print and non print material. Consideration is also given to technical quality and the availability of appropriate equipment. The Library s holdings include audio cassettes, vinyl, video, CD and DVD. Priority in collection building is given to easily accessible, contemporary formats. Heavily used material will be migrated to current formats where possible. The Library holds a licence to record Open University programmes. This licence requires that the Library is the sole source of recording OU material in the University. The Library is also a member of the ERA Licensing Scheme which permits the recording of radio or television broadcasts for educational purposes. Television recordings are selected by Subject Librarians and on the suggestion of academic staff, radio broadcasts are recorded on request. An archive of historic recordings of University of Sussex lectures is housed in Special Collections. l. Microforms Where material cannot be obtained in print or electronic format, microforms (films or fiches) are acquired if possible. Microforms are not currently kept as a separate collection and are shelved with the relevant books in the Main Collection or held in the Copy Centre. m. Electronic Resources This term includes electronic books, journals, databases and audio-visual materials. Electronic resources are selected and maintained not only on the basis of content, but also on the grounds of accessibility, technical features and the terms and conditions
7 under which they may be used. Networked resources that can be used by more than one user at a time, both on and off campus, are preferred. Abstracts and indexes, library catalogues, statistical series and journals are acquired electronically where possible. Where the Library is satisfied that long-term access to these resources is assured, print or microform versions already held by the Library may be withdrawn. The balance between spending on electronic and other resources, notably print, is subject to regular review. n. Stored material At present some less-used, fragile and older material is held in store and can be obtained on request. This material will be surveyed and items either reassigned to open access collections, to Special Collections or withdrawn. o. Special Collections The Special Collections support research within the University and the wider scholarly community. Material is collected irrespective of format, and the collections include manuscripts, archives, printed books, photographs, audiovisual and electronic resources, architect's models and artworks. The material in Special Collections must be used under supervision in the Reading Room and cannot be borrowed. The Library collects material relating to the history of the University for long-term archival preservation and scholarly access, specifically: Official publications, documents and records of the University and of selected related institutions (e.g. the University of Sussex Students Union) Unofficial material (including photographs, newspaper cuttings, printed material) which is considered to be of exceptional interest and lasting value to research The papers of members of the University which relate to the founding, development and institutional operations of the University The unpublished research papers of members of the University where the subject corresponds to the range of subjects and the historical period of the Library s special collections, or where the papers relate to the University s strategic research priorities. The Librarian will advise about appropriate alternative repositories for collections which do not meet these criteria. Rare books, including all books published before 1801, are in Special Collections, as are books and journals that relate to archival collections, and some modern books and journals that together form collections of particular research interest. A number of fragile or vulnerable items classed as 'Invigilated Reading' are also held in Special Collections. 8. Preservation When the Library are acquires books, their preservation needs are assessed in relation to operational requirements. All physical items of stock are security tagged and paperback books are reinforced or bound.
8 Journals are bound where appropriate, according to levels of use and other operational requirements. The binding policy is reviewed periodically in the light of electronic access and other priorities for expenditure. Books that are damaged are, if possible, repaired in house; those that are beyond repair are withdrawn and replaced if appropriate. Occasionally, fragile items may be transferred to Special Collections for invigilated reading. A conservation survey of rare and valuable books held in Special Collections is being undertaken and a regular programme of conservation established. A similar programme for the manuscript collections will commence in the session. 9. Stock editing Stock is regularly reviewed for currency and relevance to the University s teaching, learning and research strategy. Where a subject is no longer of current interest a representative collection will be maintained but will not be augmented. The Short Loan collection is weeded annually. Items that have not been heavily used within a specified period are transferred to the Main collection and a limited number of multiple copies retained. The Documents, Audiovisual and Reserve collections are reviewed from time to time; stock may be withdrawn or transferred to the Main collection or exceptionally to Special Collections. The Main collection is reviewed from time to time and stock that is no longer relevant may be withdrawn. Where resources are available electronically, the print or other physical versions may be withdrawn from the Library. Books that are damaged beyond repair will be withdrawn and a replacement purchased if appropriate, either new or second hand. Collections no longer considered relevant to the current curriculum and research interests of the University will not be actively developed and material may be withdrawn. Withdrawn items may be given to other institutions, sold to purchase new stock or disposed of as appropriate. 10. Access The Library's collections are freely available to all staff and students of the University. External users may borrow from some collections on payment of a fee or alternatively reference access is available without charge. Under the terms of standard agreements, many electronic resources are not available to external users. It is library policy to participate in reciprocal schemes, such as UK Libraries Plus and SCONUL Research Extra, which allow free access to other higher education libraries in the UK and Ireland. 11. Review of policy
9 This policy may be altered from time to time as circumstances change. It will be thoroughly reviewed every three years to ensure that it continues to support the current teaching and research needs of the University. January 2004 Amended December 2005
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