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Collections Development Policy

Collections Development Policy

University of South Central Mississippi Library

LIS 511 | Spring 2022 | Dr. Jeffrey Hirschy
DB | HG | AL | LM | CS | KT

Overview (HG)

The library at the University of South Central Mississippi has designed this collections development policy to reflect its role as an academic library with a mission to support the research and educational goals of the university. The library is located on the Hattiesburg, Mississippi campus of the University of South Central Mississippi. USCM serves as an educational institution serving over 14,600 undergraduate and graduate students. It offers 74 distinct undergraduate degrees, concentrated into 65 majors within 26 broad fields of study. The USCM library provides over five million books (plus microforms) and over 150,000 journals. While the principal holdings of the library are the books, journals, and microforms, separate library collections include music, media, maps, costumes, and other ephemera, all of which support the research and instructional programs of the university.

The library at USCM is engaged in learning and discovery and as an essential participant in the educational community. Our vision is to develop, organize, provide access to, and preserve materials to meet the needs of present and future generations of students and scholars. We explore and implement innovative technologies and services to deliver information and scholarly resources conveniently to users anytime/anyplace. We also provide well-equipped and functional physical spaces where students can pursue independent learning and discovery outside the classroom. The library supports scholarship and research productivity and fosters their vitality.

Mission (HG)

The mission of USCM Library is to create an information-rich environment and to promote intellectual growth and creativity by developing collections, facilitating access to information resources, and providing services and resources to meet the needs of the university’s students, faculty, staff, and other researchers.

Community Profile (HG)

Founded on March 30, 1910, and located in Hattiesburg, Mississippi, the University of South Central Mississippi currently stands as a premier public research university. The university is authorized by the Southern Association of Colleges and Schools to grant masters, specialist, baccalaureate, and doctoral degrees. The university also allows students to gain international education with the help of its study abroad programs. The Carnegie Foundation has categorized USCM as an R1-level University, or one that supports very high research activities. Additionally, the Community of the University of Southern Central Mississippi (CUSCM) coordinates meaningful and mutually beneficial community engagement experiences to address university and community needs, effect positive social change, and cultivate active citizen leaders.

Patron Needs Assessment (CS)

The University of South Central Mississippi conducts a survey during the first semester of the school year to determine how well the library is serving its students and staff. During the most recent assessment the library found that there were a few areas in need of improvement and expansion. One of the areas due for expansion is the graphic novel collection. Research showed that 50 percent of the students used the graphic novels in their academic studies to improve and understand the literature world.

The USCM Patron Needs Assessment relies on the results of these yearly surveys. The library has focused this year’s assessment into a few key points along with some recommendations in the numbered paragraphs below. These will be used to guide the library’s planning to ensure the standards of the patrons are met.

  • ·Key Point 1: More than 60 percent of patrons use the library weekly; 20 percent use study rooms and video stations; the remaining ~15 percent comes for printing and exam resources. The assessment comes from the pool of students that mainly use the library and its services. Through this assessment more ways can be found to encourage non-library users to become library patrons.

  • ·Key Point 2: Most of the respondents stated that the library needs more graphic novels, printers, computers, and e-Books. They would also like to see more study rooms available as well as the addition of video cameras to check out.

  • Recommendation 1: The library is the powerhouse of the institution’s campus and must accommodate its resource needs. The School of Liberal Arts is the largest at the school, with the journalism/new media department being most popular major. Many students major in this field and utilize the library’s study rooms. Many also have a need to check out video cameras for their projects. Some of study rooms are already recording rooms with scheduled time slots. The library’s recommendation is to budget for an expansion that would increase the number of study rooms to 10 as well as five loanable video cameras for the student use. Alternatively, current library space could be transformed for this purpose, but an evaluation of needs would need to be performed.

  • Recommendation 2: Graphic novels have become more widely used over the past few years. Many of them have been created to adapt older, classic literature into a version that students can more easily understand. USCM has over 150 graphic novels in the collection, however the assessment’s findings show the need for a greater number in the library’s holdings. The library recommends readjusting the upcoming year’s budget to purchase and make room for an additional 200 graphic novels for the collection.

  • Recommendation 3: There are users who do not or cannot physically come into the library yet want to take advantage of the library’s online offerings. The survey showed that the need for more electronic versions of books already held in print need to be provided to students to access online. In the most recent survey, many students said that they find e-Books better and easier to use than the print versions, without having the stress of wondering if the book they need is checked out or unavailable. The library’s recommended solution is to provide more e-Books, or at least those for the most-used items in the collection, to be made available for the online students.

Goals (HG)

The collection development policy for the USCM library helps staff to meet collection goals as they relate to the library’s mission, informs the University community about the principles by which materials are selected for inclusion, and guides how we spend our collections funds. Additionally, the policy helps define our commitment to support current research and teaching at the university, as well as supporting new models of research and scholarship.

Policies by Category (CS)

Scholarship at the University of South Central Mississippi covers many disciplines: agriculture, anthropology and sociology, art, economics, folklore, history, international relations, language, law, literature, medicine and health, music, politics, religion, and more. The collection of the USCM Library must support the research of all university students and personnel across all fields, including undergraduates, M.A. and Ph.D. students, and the teaching faculty. The library’s holdings include a broad range of materials within these areas, including books, serials, maps, government documents, audio-visual, and archival materials.

The University of South Central Mississippi is divided into three schools: Liberal Arts, Applied Science, and Education. The School of Applied Science is made up of the Departments of Agroecology, Animal and Nutritional Sciences, Applied and Environmental Microbiology, Biochemistry, Environmental Sciences, Horticulture, and Human Nutrition and Foods. Some of the following majors can be found Within the School of Liberal Arts: English, Library Science, Journalism, Marketing and Communications, Linguistics, History, African American Studies, Anthropology, Sociology, Psychology, and Languages. The School of Education includes majors such as Special Education, Higher Education, English Education, Mathematics, Religion, Art, and Music.

General Selection Guidelines:

Overall, and based upon available resources, the library’s existing collection, its current acquisitions commitment, and its collecting goal for the USCM are all on a research level.

Specific Delimitations:

Formats collected: monographs, periodicals, reference tools, scholarly series, databases, archived materials, journals, e-Books, films, photographs, and audio recordings.

Policies by Format

> Books (KT)

Based on the curriculum and the intended use of the resource, the USCM library procures the most appropriate format that supports the resource best. The library will typically not acquire more than one format of the same title unless one format differs from the other or if there is uncertainty surrounding the long-term cost of the edition. Hardback editions of print books are preferred, and electronic copies are preferred when reference works are considered. Books in the USCM library collection are all processed with a barcode sticker and will indicate the ownership to the USCM library. 

Besides the general collection, the USCM library holds some additional print resources that include, but are not limited to, the following:

  • Dissertations

  • Faculty & Alumnae Publications

  • Government Documents

> Databases (CS)

The USCM library is home to over 500 databases that are freely accessible to university affiliates, students, faculty, and staff.  The only thing required for students to use the online research collection is the student’s ID for login. These databases are home to information, documents, and journals to fit the needs of the campus community’s academic research needs. To be included as part of the library’s database collection, they must have the criteria listed below:

  • Peer-reviewed resources

  • Information on a widespread platform that can serve the needs of over 74 undergraduate degrees in 65 majors

  • Each database search provides citations in MLA, APA, and Chicago style

  • Information can be downloaded and printed

  • Each search provides supplemental resources

 > E-Books (HG)

E-Books are electronic versions of print books. The USCM library has access to thousands of e-Books covering a variety of disciplines. Accessing e-Books from an academic library is a bit different than borrowing an e-Book from a public library or buying an e-Book from an online bookstore. Those that are available through the USCM library are published by the same scholarly publishers and academic presses as the print collection. Collection requirements are below:

  • E-Books may all be read online

  • Many e-Books can be partially downloaded or printed (a chapter or a set number of pages)

  • Some vendors require you to log in through your institution account

  • Some vendors, such as Ebrary and EBL allow “borrowing” of MOST titles for full-text offline reading, but users need to create an account

 > Periodicals (LM) 

USCM Library strives to acquire periodicals that support the academic curriculum and research needs of the students. The periodical collection includes:

  • Approximately 1,500 print journals

  • Current issues of general newspapers

In order to maintain collection balance, evaluate funding commitments, and judge the best usage of library space, periodicals should regularly be reviewed to determine the following:

  • How they support current academic curriculum

  • Reputation of the periodical

  • Frequency of use

  • Unique contribution they make to prevent overlap

  • Subscription cost

  • Refereed status

  • Availability of print and/or electronic access

 > Video (DB)

The USCM library maintains a robust collection of non-print materials in VHS, DVD, and streaming formats. There are several considerations when acquiring and maintaining these materials: 

  • Curricular relevance: priority is given to essential materials that support the curriculum

  • Price: reasonable purchase/licensing fees as funds are available

  • Authority: reputation of the creator; reputation of the distributor; technical production quality

  • Anticipated/actual frequency of use

  • Interdisciplinary nature

When video streaming is available and is not cost-prohibitive, it is the preferred format for licensing/purchasing materials (otherwise DVDs are preferred). Because of this, there are a few further criteria that govern the audiovisual collections policy as below:

  • Unlimited concurrent university users both on- and off-campus

  • Range of resolutions to accommodate varying broadband availability

  • Reliable video player with wide browser compatibility

  • Allows for embedding and linking into websites/Canvas

  • Captions and other accessibility options are available; allows for transcribed text search

  • Administrative tools for library staff to measure usage statistics

Evaluation (KT)

When evaluating the USCM collection, the library will use categories specific to the subject, standard bibliographies, and reviewing sources. The library will also utilize faculty expertise to help select and evaluate the library’s collection. Not only does evaluation of the USCM library keep the collection up to date, but it also ensures the quality of the content of the collection. It also considers what is current and in demand. If materials are in poor condition, the library ensures that there are replacement items for the dated titles. Collection evaluation should occur regularly.

Selection Process (AL)

Who selects the materials

Selection of materials for the library will be done using a team approach. While the team will vary, members may include faculty, reference librarians, subject librarians, and technical services librarians. Final approval of materials will be made by the Library Director.

How materials are selected

Materials, print or electronic, are selected based on USCM and the surrounding community’s academic, research and recreational needs. The greatest priority will be given to materials for undergraduate and graduate level academic endeavors. Because this collection reaches a wide audience, it is the library’s goal to ensure that the collection scope is broad and accessible to everyone. Materials cannot be excluded based on an author’s race, religion, political affiliation, sexuality, gender, or national origin.

Purchased materials will primarily be in English and the most current version available. Exceptions to this includes materials for foreign language courses and special collections.

Factors taken into consideration for selection includes, but not limited to:

  • Relevancy to the community

  • Accuracy of the information & Author reputation

  • Accessibility

  • Cost

  • Format of the material

Special Collection: Graphic novels and comics

Graphic novels have grown in popularity with the USCM community. Due to this demand, the library now has an expanding collection of graphic novels, comics, and manga. Librarians will use suggestions from USCM students, faculty, and staff, along with using resources dedicated to these formats to develop this collection for leisure and academic purposes.

Selection Sources

Selection sources are utilized to help ensure that reputable and reliable materials are selected for the collection. The scope of publications spans many research fields and in multiple formats.

Some types of materials include books, graphic novels & comics, audiobooks, e-Books, and electronic journals, as well as other resources. While this is not an exhaustive list, the following list contains sources that USCM academic librarians use for selection:

Print:

  • Magazines for Libraries (print magazines and journals)

  • Library Journal

  • Publishing Trends

  • Booklist

  • Bookfinder

  • AcqWeb Directory (Rare/Antique books)

Graphic Novels & Comics:

  • Image Comics

  • Graphic Novels Core Collection

  • No Flying No Tights

Electronic Resources:

  • Current Cites (electronic resources)

  • eReviews (electronic resources)

  • NewJour (electronic journals)

Weeding and De-Selection (DB)

From time to time some materials must be removed from the library by eliminating unnecessary or unwanted items. It is also important to uncover materials that may require preservation. Weeding, or de-selection, is a process that accomplishes these goals and enables the library to maintain relevant and useful materials that continue to uphold to the educational and research mission of USCM. Library and university faculty connected with the subject area under review take great care and consideration when undertaking this important task. When weeding/de-selection is conducted successfully, the value and usefulness of the collection are increased.

The following questions are examples of a few assessment criteria:

  • Relevance: Is the item relevant to the university’s research mission?

  • Inaccurate information: Does the item contain false or inaccurate information?

 Note that in cases where an item requires preservation and not removal, some options considered are repair, replacement, scanning into electronic format, or removal to closed stacks or remote storage.

Miscellaneous Issues > Budget Considerations (KT)

Maintaining library collections can necessitate several different kinds of costs. Some of these costs include, but are not limited to, processing, maintenance, and technical support. There are many things to consider when creating a budget for an academic library, such as sources of funding or institutional system purchasing and accrediting procedures. A large percentage of the budget for library materials goes to things such as reference materials, electronic subscriptions, and serial (print) subscriptions.

Gifts (DB)

The USCM library accepts gifts and donations of physical items to the collection that support the educational mission and research programs of the University. Upon receipt, gifts become the possession of the library, and therefore the library reserves the right to determine the item/items’ retention, location, use, disposition, and sale, among other considerations. Additionally, gifts to the library will not be accepted under any restricted conditions.

However, there are some gifts that the library cannot accept. A few examples are listed below:

  • Titles already in the collection

  • Textbooks

  • Periodicals

  • Audiovisual material

  • Physically damaged material

Censorship Issues (CS)

With regard to censorship, the University of South Central Mississippi library stands on the foundation of the American Library Association rules as well as upholding our institution’s standards. The library has taken an oath to remain a neutral, safe place for university students to come and find what they need. Not only is the library a place for information and resources, but also a place for our students to relax, get a coffee, and chat amongst friends and staff.  The USCM library stands on providing resources and information for all subject areas of life, no matter a person’s race, age, ethnic background, gender, religious, or sexual orientation. The library’s goals are to meet the needs of all walks of life on campus. As a note on censorship complaints handled by the library, there have generally been few, if any, each year that statistics have been kept, which is possibly due to the age group that is served at the university.  Most of the students and staff are age 18 and up. If a censorship complaint does come up (about something that a patron did not like or even wanted to know more about, perhaps), we have a sheet for the patron to fill out, which is discussed in the following section of this policy statement.

Complaints & Materials Reconsideration Policy (LM)

This policy addresses the procedure for reconsideration of library materials. Resources and materials are selected according to the library’s Collection and Development Policy. UCSM Library adheres to the intellectual freedom guidelines outlined by the American Library Association’s “Library Bill of Rights,” as well as their “Freedom to Read” statement.

Patrons’ requests for reconsideration of library materials must be formally made through our Materials Reconsideration Form (see Appendix 1 of this policy for a copy of the form).

The form should be submitted to the Dean of Libraries, who will provide a copy to the requestor.

After receipt of the form, the following procedure will be followed:

  1. The Dean of Libraries and the Collection Development Librarian will review the request. They may choose to also consult with faculty members in a specific subject field or members of the University’s administration.

  2. Until a decision is reached, the material being challenged will remain in the library.

  3. Within three weeks of receiving the completed form, a decision will be reached, and the requestor will be furnished with a report detailing that decision.

  4. Should the requestor not be satisfied with the decision, they should submit a written letter to the Office of the Provost for review. The office will meet separately with both the Dean of Libraries and the requestor and will then make the final decision about the material’s status within a thirty-day period.

  5. Library materials that have been challenged will not be reconsidered within a two-year period. However, they may be withdrawn in accordance with library weeding policies. 

Copyright (DB)

Some “fair use” copyright guidelines have been established at USCM so that both teaching and library faculty can determine what can be copied and to what extent, as well as what is allowable to be placed on library reserve. These are only general considerations as to what is and is not permissible. If there are any doubts about copying material or what can be placed on reserve, written permission from the copyright holder must be obtained.

Section 107 of Title 17 – Copyrights in the U.S. Code, deals specifically with fair use guidelines.

17 U.S. Code § 107 – Limitations on exclusive rights: Fair use

In determining whether the use made of a work in any particular case is a fair use the factors to be considered shall include—

1)    the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;

2)    the nature of the copyrighted work;

3)    the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and

4)    the effect of the use upon the potential market for or value of the copyrighted work.
The fact that a work is unpublished shall not itself bar a finding of fair use if such finding is made upon consideration of all the above factors.

The University of South Central Mississippi library has interpreted these guidelines with the help of legal counsel and by following the example of standard library practices to provide a helpful list of considerations when working with copyrighted material. This list is below:

Copies

  • Poems: 250 words or less, or no more than 250 words of a longer work

  • Prose works: 2,500 words or less, or no more than 2,500 words of a longer work, and not to exceed 10% of the entire work

  • Graphics (per book or periodical issue): one reproduction

  • Book chapters: one

  • Unlimited photocopies can be made of the following:

    • U.S. Government Publications

    • Uncopyrighted Works

    • Works with Expired Copyrights

Reserves

  • Original works should be placed on reserve whenever possible.

  • Workbooks, exercises, test booklets, and answer sheets cannot be placed on reserve without the copyright holder’s permission.

  • Reserves should serve as supplementary readings, not as a substitute for class readings.