Collection Development Policy

The University of West Florida (UWF) Libraries include three libraries on the Pensacola campus: the John C. Pace Library (referred to hereafter as the main library), the Curriculum Materials Library, and the Music Library; and one library on the joint University of West Florida/Okaloosa-Walton Community College campus in Fort Walton Beach (referred to hereafter as the FWB Library). Within the main library, in addition to the general collection, there are a variety of collections which are designed to meet specific purposes. These collections include Government Documents, Juvenile, Reference, Reserve, Serials, and Special Collections.

The Collection Development Policy Manual is designed to provide the basis for library collection development decisions which are made by librarians responsible for each library and/or collection. It addresses the philosophy, responsibilities, and scope of collection development as well as selection criteria, selection tools, and collection management. The document provides policies related to the UWF Libraries as a whole as well as policies specific to particular collections within the libraries.

Philosophy

The goal of collection development is to build balanced collections which support the teaching, research, and service missions of The University of West Florida. Guiding principles include the American Library Association’s Library Bill of Rights (Appendix 3), the American Library Association’s Diversity in Collection Development (Appendix 4), and First Amendment rights under the U.S. Constitution. With these basic principles providing guidance, library staff strive to build collections which provide a variety of viewpoints on subjects related to UWF’s teaching and research interests, current events, and important intellectual issues of the day. The viewpoints presented include not only current, prevailing perspectives, but also those viewpoints which may be unpopular, out-of-favor, or at variance with local community standards.

The highest priority within collection development is given to supporting curricula of the university. As resources are available, collection development efforts are expanded to support the university’s research and service missions.

Selection Responsibilities

The Director of University Libraries has ultimate responsibility for collection development. Primary responsibility for coordination of collection development and achievement of annual collection development goals and objectives rests with the Associate Library Director, working in consultation with the Head of Acquisitions and the Collection Development Committee. The library works proactively with the university community and welcomes purchase recommendations from library faculty, university faculty, students, staff, and community users.

Library Faculty

Each library faculty member has a responsibility to make recommendations for selections to strengthen the libraries’ collections. Although the Associate Library Director and the Head of Acquisitions have primary responsibility for the overall integrity of the collections, it is essential that each library faculty member actively participate in making selections and in reviewing his/her areas of specialization.

Reference Librarians are responsible for keeping their designated areas of the Reference collection current, as well as for making recommendations for titles to strengthen areas in the general collection identified as problematic through requests for reference assistance or interlibrary loan.
The Head of Serials is responsible for making recommendations for collection changes in serials holdings, including electronic serials.
The heads of the Curriculum Materials Library, Special Collections, and FWB Library are each responsible for making selections to meet the purpose of their libraries.
Each library faculty member is responsible for either recommending selections for the general collection or for alerting the Associate Library Director or the Head of Acquisitions to areas which are inadequate to support the research needs of users.

University Faculty

University faculty have primary responsibility for making acquisition recommendations regarding book, serial, and electronic collections maintained in support of the curriculum for their disciplines. It is expected that faculty will request that the library purchase any materials, with the exception of the required textbooks, which appear on syllabi or reading lists for their courses, and that the library will commit to purchasing those materials as resources permit. Faculty are also responsible for keeping library personnel informed about significant shifts or changes in their curricula. Faculty teaching on the Fort Walton Beach campus are responsible for making recommendations for materials to be purchased for that library in support of the courses and programs taught there.

Faculty are responsible for assisting the library with collection management by periodically reviewing library collections for materials which are out-of-date or inappropriate for the current curriculum. This may be done as part of a planned collection development project.

Collection Development Committee

The Collection Development Committee (CDC) is responsible for making recommendations to the Director of University Libraries regarding collection development policy, allocation of the library materials budget, and planned collection development efforts. It is also responsible for monitoring progress toward achievement of annual collection development objectives and for ensuring that collection development follows the parameters outlined in the Collection Development Policy Manual. The CDC membership and charge is included as Appendix 6.

Electronic Collection Development Committee

The Electronic Collection Development Committee (ECDC) is a subcommittee of the CDC and has responsibility for making recommendations regarding policies for acquiring, accessing, and maintaining electronic collections. It is also responsible for developing a budget request for electronic library resources to present to the CDC and for overseeing expenditure of those funds. The ECDC membership and charge is included as Appendix 7.

University Library Committee

The University Library Committee is responsible for advising the Director of University Libraries regarding library services and resources. Its collection development responsibilities may include, although they are not limited to, advising the Director on:

areas of the library collection which are inadequate to support the instructional or research needs of the university
access to library collections
allocation of the library materials budget

Scope of the Collections

Library collections include print and non-print information resources as well as access to online electronic resources. As funds permit, the UWF Libraries seek to meet curriculum-based information and research needs of students as well as to provide support for faculty research as related to teaching responsibilities. Although its collections are available to the general community, the UWF Libraries make no attempt to collect in areas which are unrelated to the UWF curriculum.

To meet advanced research needs of upper-division or graduate students and to meet the research needs of UWF faculty which go beyond those related to their teaching assignments, it may be necessary for the library to provide access through means such as interlibrary loan or document delivery, rather than through purchase. The library commits to providing those services at little or no cost to the user. Each UWF library collects materials in formats appropriate for its purpose. For example, the Curriculum Materials Library has an extensive collection of audio and video materials, and the collection of the Music Library consists almost exclusively of audio recordings or scores. The main library, however, collects such materials at a minimal level.

Collecting Levels

A collecting level is defined as the depth and type of library holdings necessary to support the instructional and research needs within a particular subject area. Collecting levels across disciplines are primarily determined by program needs and the level of the degree offered by UWF. As funding allows, UWF collects at levels appropriate for each discipline as related to its degree programs. The curriculum-related collecting levels are:

Basic Study Level (UWF lower division course work and degree minors and tracks)

A collecting level that provides resources adequate to inform and maintain current knowledge about the basic or primary topics of a subject area. The most important published primary and secondary literature is included, as is a selection of the basic representative journals/periodicals, subject-based indexes, fundamental reference and bibliographic tools pertaining to the subject, and access to basic electronic information resources. This level of collection supports lower division undergraduate courses and course work fulfilling program minor, track, and specialization requirements, as well as some of the basic independent study needs of the lifelong learner.

Intermediate Study Level (UWF undergraduate degree programs)

A collecting level that provides resources adequate to inform and maintain current knowledge about the basic primary and secondary topics of a subject area. A broad range of basic works are included, as well as reference tools and indexing and abstracting services in appropriate formats, including the most important published primary and secondary literature; classic retrospective materials; key journals on principal topics; selected journals and seminal works on secondary topics; and access to appropriate electronic information resources. Essential older scholarly materials are generally retained. This level of collection can support advanced undergraduate course work and research, as well as the basic independent study needs of the lifelong learner.

Advanced Study Level (UWF master’s degree programs)

A collecting level that provides resources adequate to inform and maintain current knowledge about the primary and secondary topics of a subject area. A significant number of seminal works are included along with journals, reference tools, and indexing and abstracting services; complete collections of the works of the more important writers, a broad selection of works of secondary writers, and significant published primary source materials in the field; a significant number of retrospective materials; a substantial collection of works by secondary figures; works that provide professional-level discussions of research, techniques, and evaluation; and access to a broad range of electronic information resources. Older scholarly materials are generally retained to support research. This level of collection can support master’s degree level programs as well as other specialized inquiries.

Research Level (UWF doctoral degree programs)

A comprehensive collecting level which includes source materials required for dissertation and independent research, including materials containing research reports, new findings, scientific experimental results, and other information useful to researchers. It is intended to include as many important reference works and specialized monographs as possible, an extensive collection of journals and major indexing and abstracting services in the field, and access to a wide array of pertinent electronic information resources. Older material is usually retained for historical research and is actively preserved. A collection at this level supports doctoral degree research as well as other original research.

Selection Criteria

Criteria considered in making selection decisions may include the following:

Relevance to the UWF curriculum and/or research interests of UWF users
Authority or credibility of the author, issuing body, and/or publisher
Quality of the work, as evidenced by such factors as reviews, selection as a recipient of a literary award, and/or citation by other authors
Currency of information, as appropriate
Identification as primary resource material or significant work in the field
Language (English will usually be the language of choice)
Price, based on the average for titles in the discipline
Format
Whether title enhances or completes an existing collection
Whether title is available in a networked environment; e.g. full-text resources in Academic Index
Availability of the item/collection within the local geographic area or via affordable document delivery

These are regarded as the general selection criteria for all UWF Libraries and collections. Additional criteria may be considered for those libraries or collections which have unique needs or formats (e.g., non-print formats, rare books). Any additional criteria are noted in appropriate sections of this manual.

Selection Tools

Selection of materials is primarily based on available reviews from library or scholarly reviewing sources or from recognized bibliographies for the discipline. However, purchase recommendations may also be made based on publishers’ catalogs or promotional material, book dealers’ sales catalogs, and/or reviews in sources known as the “alternative press,” especially for titles which may not be reviewed in traditional reviewing sources. For expensive titles or sets, reviews may be required prior to purchase.

Budget Allocation

An allocation formula is used to calculate materials budget distributions to academic departments (Appendix 5). Current serial subscription costs for the department are first charged against this allocation. Any remaining funds may be used by faculty in that department to purchase books and other materials needed to support the instructional and research needs of students and faculty. That part of the library materials budget not directly allocated to academic departments is used to support interdisciplinary and planned collection development as well as processing costs of acquiring and cataloging all library materials.

Curriculum Materials Library

I. Purpose

The purpose of the Curriculum Materials Library (CML) is to assist and support the professional growth of education students and to provide pre-K through grade twelve resources to support the teacher education programs of the university. Its objectives are to support the education curriculum of UWF and, in particular, the course offerings of the Division of Teacher Education in the College of Professional Studies, and to provide a wide variety of quality instructional materials for inspection, evaluation, and use in the pre-K through grade twelve classroom.

II. Scope

The CML collection contains media and resources appropriate for pre-K through grade twelve education. Its subject areas include: art, career education, ESL, foreign languages, language arts, literature, mathematics, multi-cultural education, music, reading, safety, science, social studies, special education, spelling, technology, and vocational education.

Other emphases within the collection include:

English as the language of choice, although materials used to teach foreign languages or to be used in bilingual/multi-cultural environments are also included
Emphasis on teaching materials of current significance, although some older items of historical or research value may be kept
Curriculum guides developed by the State of Florida, although selected guidelines and standards developed by other state and national agencies may be acquired
Materials on cultural diversity which examine the values, beliefs, traditions, and behaviors of distinct heritages and offer an understanding of the diversity surrounding today’s students
Selected items retained as negative examples

III. Selection

A. Responsibility

Selection of curriculum materials is the primary responsibility of the Head of the CML. Recommendations for purchase of resources are also solicited from the faculty of the Division of Teacher Education and from library users who note areas of need.

B. Criteria

In addition to the general selection criteria for the UWF Libraries, additional selection criteria for the CML include:

suitability of content to audience
scope
technical quality of the material under consideration
graphics

C. Tools

The Head of the CML examines items first hand when possible. Evaluative bibliographies are also consulted. In addition to using review sources and basic selection tools, Booklist, Horn Book, and Best Books for Children are used.

IV. Collection Areas/Formats

A. Textbooks

Textbooks in all disciplines, specifically those appropriate to pre-K through grade twelve, are collected. Textbooks approved for use by public schools in Escambia and Santa Rosa counties are primary candidates for purchase. Alternate texts may also be considered for purchase, as may other Florida state authorized texts. Emphasis in the textbook collection is on materials published within the last ten years, although some older texts may be kept for research value.

B. Curriculum Guides

The current curriculum guidelines authorized by the State of Florida are collected. These include The Florida Curriculum Framework: Sunshine State Standards and Instruction Practices for each discipline area. Since additional curriculum guides are widely available through online sources, they are not collected in print.

C. Juvenile Literature

Current award winners, honor books, and notable books for children and young adults are collected.
Selected examples of fiction and literature are collected to support the integrated curriculum (e.g., folk literature, historical fiction, mythology, children’s classics, beginning-to-read books, picture books, wordless picture books, modern fantasy, and poetry).
Nonfiction works are also acquired to support the integrated curriculum concept (e.g., biographies, autobiographies, and discipline specific literature).
The main library’s Juvenile collection is an additional resource available to CML users.

D. Professional Literature

A limited collection of resources related to topics such as integrated curriculum, and classroom management and discipline is provided in the CML. An extensive collection of materials on education methods, theory, and psychology is located in the main library.

E. Reference Collection

The CML maintains a basic ready-reference collection.

F. Non-book materials

Audiovisual, multimedia, manipulative materials, and realia are acquired for demonstration purposes and to provide resources that students use in lesson preparation.

G. Tests

A very selective sampling of standardized tests used in public schools, including some used for special education, is housed in the CML.

H. Vertical File

Pamphlets, ephemera, and miscellaneous materials on topics which support specific education courses are collected for the vertical file.

I. Publishers Catalogs

A file of publishers catalogs for pre-K through grade twelve books, textbooks, audio-visual materials, videocassettes, CD-ROM and educational software, and all types of non-book materials is available to library users.

J. Gifts

The CML accepts gifts in accordance with the UWF Libraries’ gift policies and procedures. Items that meet the same selection criteria as purchased materials, enhance the quality and usefulness of the collection, are of current value, and are complete and in good physical condition are welcomed.

V. Collection Management

A. Annual Inventory

An annual inventory is conducted to determine the availability and condition of materials, as well as the accuracy of accession information.

B. Deselection

Removal of obsolete materials, replacement or discarding of items in poor condition, and removal of resources which no longer meet the needs of the students and faculty are all part of the deselection process. As needed, expert assistance from faculty is requested. As discipline specific materials are reviewed, knowledgeable faculty are invited to aid in the decision to discard or retain.

C. Evaluation

To assure the collection’s usefulness and currency, it is continually evaluated with regard to curriculum and educational trends. This evaluation is conducted by comparing annual circulation and holdings statistics. Standard lists, catalogs, and bibliographies are consulted and, when holdings gaps are noted, action is taken to remedy the oversights.

Fort Walton Beach Campus Library

I. Purpose

The Fort Walton Beach Campus (FWB) Library provides information resources to meet the curriculum based needs of the students, faculty, and staff enrolled at or assigned to the University of West Florida/Okaloosa-Walton Community College (UWF/OWCC) joint use branch campus. The FWB library is designed to assure ready access to those materials regularly required by FWB based students, recognizing that in-depth collection support is available through the parent campuses.

II. Scope

Primary emphasis is placed on purchasing materials to support programs leading to degrees that may be completed on the FWB campus. Secondary emphasis is placed on supporting those courses offered regularly on the FWB campus.

III. Selection

A. Responsibility

The Head of the FWB Library has primary responsibility for coordinating collection development. Each parent campus is responsible for providing a materials budget to purchase those resources needed for the courses/programs being taught by its institution. Faculty teaching on the Fort Walton Beach campus are responsible for making recommendations for materials to be purchased for the FWB library in support of those courses and programs.

B. Criteria

Selections for the FWB library are governed by the general selection criteria for the UWF Libraries.

C. Tools

Selections may be made from the following sources:

Reviews in professional selection tools (e.g. Choice)
Books In Print (used for identification of newer editions of material owned)
Interlibrary and/or intercampus loan requests, by title or by subject area
Publishers' catalogs and brochures, when titles meet selection criteria

IV. Collection Areas/Formats

Books which support the FWB campus curricula, primarily in programs where the degree can be completed in its entirety at FWB (e.g. Education, Business)
Basic reference sources that support the FWB campus curriculum
Selected serial titles, not duplicated by those available in full text electronic databases, which support the FWB campus curriculum. In general, backfiles are maintained from 1980, reflecting the history of the library. Incomplete runs may be filled in with microform, with microfiche being the preferred format
Electronic resources which support the FWB campus curriculum
Popular paperback fiction and nonfiction, as funds are available, or when received as gifts
Gift materials which meet selection criteria and are relevant to the FWB campus curriculum

V. Areas of Exclusion

Materials that do not support the FWB campus curriculum
Audiovisual materials
Juvenile titles
Textbooks
Curriculum materials

Government Documents Collection

I. Purpose

UWF serves as a partial depository for both United States government publications and Florida state publications. The collection is designed to support the research needs of the university community and the general public.

II. Scope

The Government Documents collection contains materials published by the U.S. government, the State of Florida, and government agencies of Santa Rosa and Escambia counties. Additionally, government publications of significant historic interest to the West Florida region are preserved in the Special Collections Department.

III. Selection

A. Responsibility

The Government Documents Librarian is responsible for collection development. The Reference Librarians and other library subject specialists are consulted for decisions pertaining to their areas of expertise.

B. Criteria

Selection of government publications is based on:

Relevance of publication to the teaching and research needs of the university community
General reference or current interest value of item
Importance of material to the West Florida region

C. Tools

U.S. documents are selected annually from series lists disseminated to Federal Depository Libraries. Florida public documents are received automatically from the State Library through its distribution program to designated state depository libraries. Local government publications are acquired through bibliographic tools, personal contact, and other channels. Additional government publications are selected from current catalogs (e.g., Monthly Catalog of U.S. Government Publications) and checklists. Secondary sources providing access to government documents are identified by using standard selection guides (e.g., ARBA, Choice, Library Journal, etc.) and electronic cataloging and indexing sources.

IV. Collection Areas/Formats

Collection areas include:

Current publications of the U.S. government
Retrospective U.S. government publications including the Serial Set, census reports, Congressional hearings, laws, and statutes
Current publications of the State of Florida
Regional documents published by government agencies in Escambia and Santa Rosa counties
Materials providing access to government publications (e.g., indexes, abstracts, handbooks, etc.)
Statistical material with special reference to the census

Printed, microfiche, and electronic formats are considered for the Government Documents collection. Electronic sources may be in the form of CD-ROMs, disks, or Internet sites.

V. Areas of Exclusion

Documents published by states other than Florida
United Nations publications
Documents issued by foreign governments

VI. Bibliographic Access

Primary access to these collections is through the online catalog, supplemented by various standard printed catalogs and indexes to the older parts of the collection. U.S. documents are classified using the Superintendent of Documents (SuDocs) system. Florida state documents are classified using a system developed by Florida Atlantic University.

VII. Collection Management

The retention and disposition of materials is the responsibility of the Government Documents Librarian in accordance with depository guidelines, patron use and needs, and in consultation with other librarians. Regional documents are retained for three years and are then transferred to the Special Collections Department.

Juvenile Collection

I. Purpose

The Juvenile collection consists of print materials for children and young adults and serves primarily to meet the instructional needs of undergraduate and graduate students, especially those in the teacher education program.

II. Scope

Included in the collection are fiction and non-fiction titles for pre-K through twelfth grade. Special emphasis is placed on acquiring subject-specific literature and outstanding examples of each genre and subject area. Notable award books, such as winners and honorable mention titles of the Caldecott, Newbery, and Coretta Scott King awards are purchased each year.

III. Selection

A. Responsibility

The Curriculum Materials Librarian has primary responsibility for coordinating the selection of items for the Juvenile collection. Recommendations are sought from faculty in the teacher education program.

B. Criteria

In addition to the general selection criteria for the UWF Libraries, additional selection criteria for the Juvenile collection include:

Grade level: acquire material suited to pre-K through grade twelve learners
Educational soundness and recency: selections should be timely and relate to current trends in education
Learning/teaching styles: materials should represent a variety of learning and teaching styles
Multi-cultural/diversity: the collection should reflect society in terms of multi-ethnic, racial, religious, social, and sexual characteristics

C. Tools

Selection aids used include School Library Journal, Hornbook, Booklist, and Gillespie’s Best Books titles for elementary, junior high, and senior high readers.

IV. Collection Areas/Formats

Fiction selections include literature, novels, junior novels, poetry, and drama. Non-fiction works are acquired selectively, with the intention of providing representative works in a variety of subject areas.

Picture books, wordless books, alphabet books, counting books, Mother Goose, nursery rhymes, and folklore are included in the Juvenile collection.

V. Collection Management

Because the collection is designed to support a variety of instructional areas, it is important that weeding projects be conducted in consultation with university faculty.

Music Library

I. Purpose

The purpose of the Music Library is to provide support to the performance aspects of the Music curriculum. The library is located in the Center for Fine and Performing Arts, in close proximity to the practice rooms, classrooms, and listening stations for students and faculty who may need scores, recordings, or similar materials for demonstration, study, and/or performance. The Music faculty have primary responsibility for the facility and its collections. Since no library staff are assigned to the facility, the Associate Library Director serves as the library liaison.

II. Scope

The Music Library contains all performance materials such as music scores, sound recordings, and audio tapes purchased with library funds or received by the library as gifts. Books and serials supporting the music curriculum (i.e., musicology, the literature of music, and musical instruction and study) are located in the main library.

III. Selection

A. Responsibility

Through the library materials budget allocation for Music, faculty may select materials for purchase and location in the main or Music libraries.

B. Criteria

Selections for the Music Library are governed by the general library selection criteria.

IV. Collection Areas/Formats

Scores may include full orchestral, instrumental, and vocal scores, reductions or transcriptions, anthologies, collected works, music series, part scores for individual instruments or voices, small study scores, and sheet music. Items may be collected in both score and recorded performance formats.

After consultation with the heads of Acquisitions and Reference, Music faculty may recommend purchase of very specialized reference materials related to performance for the Music Library.

Reference Collection

I. Purpose

The Reference collection serves as a non-circulating resource that supports the teaching and research missions of the University. In addition, the Reference collection functions as a major information center for the region and includes selected sources that are basic to general knowledge. Cooperation with local libraries and an understanding of their resources allow for the development of a strong and relevant collection that complements rather than duplicates other collections in the area.

II. Scope of Collection

The Reference collection consists of sources that are consulted for factual, bibliographic, or directional information. With few exceptions, reference sources are not intended to be read in their entirety. The Reference collection is comprised of printed materials, microform sources, CD-ROMs, and other electronic sources, including access to the Internet.

III. Selection

A. Responsibility

Selection of printed reference materials is the responsibility of all Reference Librarians, each of whom is assigned a specific subject area by the Head of Reference. Their recommendations are discussed during Reference collection development meetings, and orders are submitted to the Reference Collection Development Coordinator. Final approval of the selections is made by the Head of Reference.

Selection of electronic reference sources is also a responsibility of all Reference Librarians. Their recommendations are brought to the Electronic Collection Development Committee for consideration. Electronic materials are usually purchased from the Electronic Resources budget, rather than from the Reference allocation.

B. Criteria

Reference materials are selected using the general selection criteria for the UWF Libraries.

C. Tools

Whenever possible, materials are selected for the Reference collection based on an examination of the item or a favorable review appearing in one or more standard review sources such as:

Choice
Booklist
Library Journal
Reference Services Review
American Reference Books Annual
Specialized bibliographies
Academic journals in the various disciplines
Specialized review sources

IV. Collection Areas/Formats

The Reference collection is comprised of the following types of materials, in a variety of formats:

Standard general reference materials considered essential for medium-sized academic collections
Directional sources such as indexes and abstracts, books, special reports, and other bibliographic tools
Specialized collections of print and non-print materials supported by guides to those collections (e.g., ERIC microfiche or Evans’ Early American Imprints)
Informational sources such as dictionaries and encyclopedias of a summarized or brief nature
Technical and specialized reference sources in areas that support the curriculum
Resources used for instructional purposes (e.g., tools used to acquaint students with the techniques of using library materials)
Cartographic materials
UWF theses and dissertations

V. Areas of Exclusion

Materials that promote a particular point of view lacking an objective basis
Materials written for a juvenile audience
Outdated materials, not of historic interest
Popular materials of little academic value

VI. Collection Management

The Reference Collection Development Coordinator processes newly received referencematerials and represents the department on the library’s Collection Development Committee. The Electronic Resources Coordinator manages automated reference sources and represents the department on the Library Automation Committee. Both coordinators serve on the Electronic Collection Development Committee.

Periodically, the Reference Librarians conduct an inventory in their assigned subject areas to identify items for discard, transfer, replacement, or duplication. Specific instructions for maintenance of the collection are included in the Reference Collection Development Procedures Manual.

Reserve Collection

I. Purpose

The Reserve Collection serves two primary functions: to provide restricted, though ready access to materials which faculty have specifically assigned to students in their classes; and to provide a secure location for materials which require special handling because of demand or because of the multimedia nature or physical condition of the item.

II. Scope

The Reserve collection is divided into separate areas: Course Reserve and Permanent Reserve. Course Reserve includes both library materials and items submitted by faculty members for use by students in their classes. Permanent Reserve includes current materials when use or format dictates a need for controlled access, protection, or security, such as books with accompanying multimedia materials, high demand items, and tests or test study guides.

III. Selection

A. Responsibility

The Head of Circulation has primary responsibility for coordinating the selection of items for placement in the Permanent Reserve collection. Recommendations from university faculty, library faculty, and library users are encouraged and considered.

B. Criteria

The criterion for inclusion in Course Reserve is selection by faculty for required course reading and usually appears on a syllabus or reading list for a course.

Selection criteria for Permanent Reserve include the following in addition to the general selection criteria for the UWF Libraries:

demand
mixed media format

IV. Collection Areas

A. Course Reserve:

library materials
personal materials of UWF faculty
materials owned by academic departments

B. Permanent Reserve:

format requires special handling, such as books with accompanying multimedia which are placed in Permanent Reserve for three years from the date of receipt
cassette tapes
testing materials that support the university's programs or curriculum, such as GRE and CLAST, or multi-part test kits required for courses in the Division of Teacher Education
security, such as items that have been previously stolen or mutilated
items in high demand, such as style manuals and resume guides
heavily requested materials which may be temporarily located in reserve for limited periods of time
university-related materials, such as current budget and salary information

V. Collection Management

Periodically, the Head of Circulation conducts an inventory of the Permanent Reserve collection to identify items for discard, transfer, replacement, or duplication.

Serials Collection

I. Purpose

The Serials Department is responsible for the management of all serials acquired or accessed by the UWF Libraries.

II. Scope

The Serials collection consists of serials, periodicals, newspapers, and monographic series in the main library as well as those in the Fort Walton Beach and Curriculum Materials libraries.

A serial is a publication in any medium issued in successive parts bearing numerical and/or chronological designations and intended to be continued indefinitely. Serials appear in all formats, including print, microform, and electronic.

III. Selection

A. Responsibility

Serials acquisition requires a higher degree of selectivity than for monographs because of ongoing commitments of future funds for subscriptions, binding, storage, maintenance, preservation, archiving, and equipment such as microform reader/printers.

The Head of Serials is responsible for the coordination of new title selection, which is a cooperative activity involving university faculty and librarians. Requests for new serial titles are directed to the Head of Serials. An academic department may be asked to accompany requests for new titles with recommendations for serial cancellations of approximately equal cost. Recommendations from students and other library users will be considered.

B. Criteria

The general selection criteria for UWF Libraries govern selection and continuation decisions related to serial subscriptions. Additional criteria which may be considered include:

support for new programs
curriculum or status changes in existing programs
included in indexing and abstracting sources available at UWF
support for instructional programs rather than a specialized research interest
repeated interlibrary loan or document delivery requests
content not available or duplicated by other titles, in any format
use of related serials in the same discipline as identified through journal use studies
availability through full text, document delivery, or SUS holdings

IV. Collection Areas/Formats

A. Microform

Safety base, negative microfilm with silver halide emulsion is the preferred medium for back files because of its better reproduction and preservation qualities.

B. Electronic Serials

Electronic serials are currently available through CD-ROMs and other electronic formats, as well as online. Online electronic resources may be available in conjunction with printed titles or independently. When evaluating electronic serials for acquisition, special consideration is given to archiving. (For additional information, see the section on Electronic Resources in Format Policies.)

C. Newspapers

Newspapers acquired fall into three categories:

Newspapers of “record” such as the New York Times and the Wall Street Journal, the contents of which are permanently retained on microfilm and indexed.
Newspapers from major cities in Florida, the Southeast, and the United States. Permanent back files are not retained.
Newspapers of the West Florida region. Commercially produced microfilm is purchased for newspapers in the Panhandle, including: the Pensacola News Journal, the Northwest Florida Daily News (Fort Walton Beach), and the News-Herald (Panama City). Decisions on West Florida regional newspaper titles to be acquired and retained are the responsibility of the Head of Special Collections in consultation with the Head of Serials.

D. Monographic Series

Because they also represent a commitment to annual, ongoing funding, monographic series are acquired using the same criteria and procedures as serials in general. Individual titles in such series may be ordered through the Acquisitions Department.

E. Gifts

The Head of Serials is responsible for accepting gifts of serials, subject to general selection criteria and gift policies. Current serial gift subscriptions are accepted under guidelines which stipulate a commitment of a minimum of two years and submission of all issues.

V. Areas of Exclusion

The library does not subscribe to newsletters unless they are the only or best source for essential information in the field or if there are other special circumstances.

Requests for serials subscriptions to support the specialized research of individual faculty cannot be honored due to resource restrictions and should be met by other library services (e.g., interlibrary loan or document delivery).

VI. Collection Management

A. Maintenance

Binding is the preferred method of preservation. Current Library Binding Institute specifications are observed. At the discretion of the Head of Serials, prebound volumes may be purchased in addition to, or in lieu of, current subscriptions.

Microfilm may be purchased for heavily used titles or those on nonpermanent paper. Occasionally, bound volumes and microfilm will both be retained for titles in high demand.

Incomplete volumes are shelved in temporary binders for a limited period of time while missing issues are sought. When missing issues are out-of-print and all sources to obtain them have been exhausted, the Head of Serials makes the decision whether to bind incomplete volumes. The Head of Serials also makes decisions regarding replacement requests for mutilated or lost volumes.

As funding permits, older newspapers in fragile condition are microfilmed.

Duplicate subscriptions may be ordered for placement at other UWF campuses, for heavily used titles, and in other exceptional circumstances as determined by the Head of Serials in consultation with other librarians, as appropriate.

B. Evaluation

An increase of 25% or more in subscription price will initiate a review by the Head of Serials who may consult with the academic department representative, the liaison librarian, or the CDC as appropriate. Serials which have ceased or have been canceled and others with limited library holdings will be considered for withdrawal. This material is subject to the faculty review process.

If budget cuts or program changes necessitate cancellations of subscriptions, the Head of Serials will provide the departmental representative and liaison librarian with the pertinent information to assist in the deselection process

Serial holdings in designated disciplines may be evaluated in connection with collection review projects.

Special Collections

I. Purpose

The purpose of the Special Collections Department is to manage, maintain, and develop a regional research collection focusing on the West Florida region. The collection provides resources to the university community as well as other interested researchers, scholars, and users. Special Collections is comprised of three distinct collections: materials related to the West Florida region; archives of The University of West Florida; and the rare book collection.

II. Scope

The collections include materials in all subject areas and formats which document the history and development of the West Florida region. Chronologically and historically, West Florida is defined in two ways. Prior to 1821, West Florida encompassed the region between the Mississippi River to the west and the Apalachicola River to the east, bordered by the Gulf of Mexico to the south and the treaty-defined border with the United States to the north. This area included parts of present-day Louisiana, Mississippi, Alabama, Georgia, and Florida. With the creation of the Florida Territory in 1821, the newly defined West Florida included the area between the Perdido River on the west and the Apalachicola River to the east, covering the present-day ten-county area of the Florida panhandle.

Special Collections also includes the archives of The University of West Florida. These are records, regardless of format, which document the history and development of the university from its earliest planning and inception to the present. Collections may include official and nonofficial papers, records, publications, artifacts, and other materials of university agencies, offices, administrators, faculty, staff, students, alumni, and private organizations and businesses affiliated with the university.

Special Collections also houses the rare book collection which includes books on West Florida subjects as well as rare and scholarly works and other materials which, because of their rarity, age, condition, format, or uniqueness, do not circulate.

III. Selection

A. Responsibility

The Head of Special Collections is responsible for collection development based on the purposes of the department, research needs articulated by users, recommendations of scholars, and continued development of existing collections.

Materials are acquired through contact with potential donors, by gift, purchase, and transfer from individuals and organizations. All donated materials are accepted through the University of West Florida Foundation, Inc., and some materials and collections are acquired through Foundation funding. Where possible, copyright and property rights are transferred to the Foundation.

B. Criteria

Materials are selected for the collection based on the following criteria:

Materials, regardless of format and inclusive of both published and unpublished items, which support the purpose of Special Collections and which document any aspect of history, geography, environment, government, culture, development, or the people of the West Florida region
Current and retrospective materials which document any aspect of the West Florida region
Materials which complement existing collections
Emphasis is placed on the acquisition of primary resources

Additional criteria for additions to the rare book collection include:

limited editions
fine bindings
autographs and inscriptions of authors, illustrators, or owners
age or need for preservation or fragile handling
other criteria as determined by the Special Collections Librarian in consultation with the Collection Development Committee

While emphasis is placed on subject materials dealing with the West Florida region, the Special Collections Librarian may accept other materials when there is a compelling historical or permanent value.

IV. Collection Areas/ Formats

Collection areas include:

Papers of individuals, businesses, organizations (social, professional, cultural), institutions (churches, foundations, etc.), and government agencies
Manuscript and archival collections which may include family records, papers, correspondence, publications, books, posters, photographs, audio and videotape, electronic files, and similar research materials
Published materials, including books, booklets, brochures, newsletters, journals, annual reports, studies, consultant reports, and similar items
Maps, published before 1950 or dealing with pre-1950 themes, with emphasis on southeast United States and Florida and all aspects of West Florida, including gazetteers, atlases, blueprints, and charts
Photographs, including originals, negatives, slides, motion picture films, and electronic media
Publications of any government agency in the ten-county West Florida region, with emphasis on materials dealing with West Florida
Copies of materials referred to in the Bibliography of West Florida
Telephone directories and city directories for towns and areas in the West Florida region
Publications of university faculty, students, staff, and alumni
Newspapers, periodicals, magazines, and newsletters published in the West Florida region
Any published or unpublished materials concerning the Panton, Leslie and Company
Children's books, 1700-1950, including historically or visually interesting and representative children's books
Association books (e.g., books autographed, owned by, or associated with significant West Florida individuals, organizations, or families)
Materials, regardless of format, which document the history, development, and people of The University of West Florida
Other collections as determined by actions of The University of West Florida Foundation or other officers or officials of the university
Rare books; collection areas within the rare book collection include

incunabula
early printed works
limited editions
Floridiana and Americana
Confederate imprints
dime novels
private press works
miniature books
autographed books
first editions
inscribed works of Eudora Welty, H. L. Mencken, and Langston Hughes

Format Policies

Cartographic Materials

I. Purpose

The Cartographic collection is developed as a resource that is readily available to library users. It is not intended to serve as a repository of expensive, rare or unique cartographic sources. Some examples of these types of maps are included in the holdings in Special Collections.

II. Scope

The Cartographic collection contains selected regional, national, and multinational maps in print and non-print format, as well as atlases and other cartographic materials which support the instructional programs of the university. Emphasis is placed on the acquisition of maps of the West Florida region from 1950 to date. Maps published before this date, or dealing with pre-1950 themes, are housed in Special Collections.

Many maps are received free through the U.S. government depository program and include topographical, nautical, and country maps. The topographical and nautical depository items represent the most frequently requested maps and are housed in the Reference Department along with non-depository maps of Florida and Pensacola. National and multinational maps are housed in the Map Room which is physically located near Special Collections, but is managed by the Reference Department.

III. Selection

A. Responsibility

Cartographic resources are selected by the Maps Librarian in the Reference Department and the Head of Special Collections. Purchase recommendations from other faculty, staff, students, and library users are welcomed.

B. Criteria

Selection criteria for cartographic materials include the following in addition to the general selection criteria for the UWF Libraries:

Strengthens or complements the existing collection in terms of geographic coverage, themes, scales, or date
Emphasizes current materials unless an item has unique historic or archival value (antiquarian maps of local interest are actively acquired by the Special Collections Department)
Does not duplicate existing map coverage unless special considerations warrant acquisition
Carefully reviews hardware, software, and printing requirements for maps in electronic format; ensures that the same material is not already available through the Internet

C. Tools

Current Geographical Publications
Acquisitions lists of major university collections
Map publishers' catalogs
Reviews in scholarly journals

D. Priorities

The following priorities are considered when selecting new cartographic materials:

Sheet Maps: Especially important are maps depicting features of the West Florida region and the Southeastern United States. Basic political maps of individual countries of the world are also acquired in various scales.
Aerial Photographs: Particularly significant is the acquisition of aerial photos of the West Florida region covering the same areas over various chronological intervals.
Current atlases: Those selected provide general world coverage as well as coverage of an individual nation, region, or state. Historical world and U.S. national atlases are acquired as a high priority.
Geographic Files: The geographic files contain background information and small-scale maps of the United States, the individual states, and countries of the world.

The following materials should be acquired for these files:

Road maps of the fifty states and individual countries of the world
Maps of selected U.S. cities (with emphasis on the Southeast) and major cities of foreign countries
Small-scale country maps
Significant booklets, pamphlets, etc. which provide background information on individual cities and countries

Electronic Resources

I. Purpose

The library collects or provides access to electronic resources which support teaching and research needs. These resources are online (accessed through the Internet) and offline (accessed through CD-ROMs or computer disks which are available within the library). The library recognizes that careful selection of online and offline resources should accomplish the following objectives:

Provide enhanced indexing and information retrieval access to journals, books, and other information resources.
Enhance and expand support of instructional or research needs by identifying and providing access to electronic information resources through the online catalog, the library=s home page, and the statewide SUS libraries web site.
Provide access to a broad array of full-text and full-image information sources.
Provide access to resources which are available only in electronic formats.
Provide efficient multi-user access to reference information sources such as directories, encyclopedias, statistical sources, etc., often with interactive user participation and data manipulation options.
Provide interactive information with enhanced graphics not possible in printed sources, such as geodemographics.

II. Scope

A. Online Resources

Online databases or services purchased through membership in the SUS Florida Center for Library Automation (FCLA)
Online databases or services purchased by the library. These may be accessible by UWF password only or by IP address recognition.
Internet sites designated by the U.S. Government Printing Office as sources for depository collection titles
Internet sites that may supplement printed materials acquired by the library
Internet sites that may be identified by subject librarians or university faculty as relevant to the library collections

B. Offline Resources

CD-ROMs acquired for use in the library (on workstations or on the library LAN) or for circulating to users
Computer disks which are loaded on designated work stations in the library or filed for Aon-demand@ public use
Supplemental disks or CD-ROMs that accompany printed materials

III. Selection

A. Responsibility

Responsibility for acquiring, managing, and deselecting materials in electronic formats is primarily vested in the Electronic Collection Development Committee (ECDC). (See Appendix 7 for ECDC membership and charge.) The ECDC coordinates acquisition of electronic products requested by library and university faculty and others. As warranted, significant issues or policy concerns are referred to the CDC for decision.

The Electronic Resources Librarian is responsible for maintaining a central file of all license agreements or contracts which may be required for products purchased through the ECDC. The ECDC attempts to ensure that all necessary technical concerns for each product are addressed.

B. Selection Criteria

Selection criteria for electronic resources include the following, in addition to the general selection criteria for the UWF Libraries:

SUS Electronic Collections Committee (SUS/ECC) consortial considerations: significant purchase decisions are made in conformity with statewide SUS product decisions and policies or other pertinent considerations (see Appendix 8 for the SUS-ECC Selection Criteria Information).
Value: cost effective for anticipated number of users and maximum distance access.
Comprehensiveness: scope, subject coverage and time span, frequency of updates and/or availability of archival back files, availability of full-text and full-image content, provision of enhanced or enriched access.
Ease of use: intuitive, easy to learn and use, training requirements, adequate printed or online documentation (manuals, guides, tutorials).
Searching features: user-friendly search options, Boolean capability, online help, online thesaurus, display flexibility, print and download options, online file transfer, good response time.
Copyright: broadly accessible under current copyright laws and licensing agreements.
Hardware/software compatibility: compatible with existing library and/or SUS-level electronic environment.
Duplication of formats: possible duplication with printed or other online sources. Recommendations to adjust or cancel print subscriptions may be made.
Type of access: may be used in a network environment or permits simultaneous-user access. IP address recognition preferred for online resources.

C. Tools

Because printed reviews of electronic resources are often too slow to allow timely purchases or upgrades of electronic resources, the following methods are also used to evaluate an electronic product being considered for acquisition:

Trials: trial copies of offline sources may be obtained for a purchase consideration.
Online reviews: traditional reviews in library and information science publications may also be available on the Internet.
Vendor and product web sites: pertinent and timely information is usually presented at the product=s Web site.

IV. Bibliographic Access

Policies for bibliographic control of electronic resources are recommended by the ECDC and the CDC in conformity with any statewide policies developed by the SUS and FCLA. Access is provided through traditional USMARC bibliographic records in the online catalog and through links to external databases and Internet sites at the library and SUS home pages. Currently, records identifying electronic resources are found at the following locations:

A. UWF Online Public Access Catalog (www.lib.uwf.edu)

CD-ROMs, online database subscriptions, locally digitized sources, books and serials with accompanying electronic media, some online periodicals, and U.S. government documents are the primary types of electronic sources available in the online catalog.

B. Database Locator

An A-Z list of titles with subject and keyword access are available for all the statewide access databases that are managed by FCLA.

C. UWF Directory of Databases

Because there are several electronic resources owned by UWF which are not managed by FCLA, a central local file, with subject and title access, of all titles is being developed. It will include CD-ROMs, statewide access databases through FCLA, and UWF direct subscriptions.

D. UWF Electronic Library (ELi) Pages

The ELi pages are Web-based subject bibliographies which direct users to a wide array of pertinent electronic, Internet, and print sources available.

V. Collection Management

A. Responsibility

Responsibility for electronic collection management resides with the library faculty in the various departments, coordinated by the ECDC. Policies for collection management of electronic resources at UWF differ from those for traditional format materials for several reasons:

By their nature, electronic media present specific requirements as to access, use, storage, data maintenance, necessary computer equipment, etc.
Special problems are posed by issues of long-term storage, degradation of media, and continuing obsolescence of information, formats, and technology.
A growing portion of library information resources no longer exist physically because information is maintained and stored on a third-party remote site and is accessed electronically through a site license or other means.
UWF=s electronic collection decisions are strongly influenced by SUS consortial policies and product decisions.

B. Acquisition

For titles purchased by UWF, negotiation of license agreements and resolution of any technical issues is completed by the Electronic Resources Librarian. The Acquisitions or Serials departments place the orders or subscriptions.

C. Cataloging

Bibliographic control of electronic resources follows policies established by the library or by statewide SUS decisions. Records for titles directly acquired by the library are provided in the online catalog as required. Access to statewide products purchased through FCLA is currently maintained through the SUS Web pages. The Government Documents unit provides cataloging through the tape-loaded GPO records for electronic U.S. government publications and resources.

D. Installation and Access

In consultation with the Automation Committee and Library LAN Administrator, library faculty are responsible for installation and maintenance of offline products on the library LAN or individual library computers, for maintaining related documentation, and for ensuring compliance with all license agreements or contracts. In a similar manner, the Reference Automation Coordinator is responsible for establishing and maintaining access to online reference resources, while the Head of Serials has similar responsibility for online periodicals.

E. Collection Maintenance

Recurring considerations in deselection of electronic resources include:

the ongoing supersession of one version, product, format, or medium by another
increases in price
physical degradation of the medium
changes in technology
FCLA consortial decisions

Much deselection occurs as a routine consequence of decisions by the ECDC or as a result of changes in library technology or of statewide decisions through FCLA. Other activity occurs as a result of regular management of information content by librarians in the various departments and may require additional consultation with the ECDC or Automation Committee. If a decision is made to retain information in a version, format, or medium which is superseded or obsolete (e.g., obsolete formats of computer disks or CD-ROMs with outdated software), the library will retain minimal necessary computer equipment and/or software in the appropriate department, or will transfer the information to a newer medium when possible.

Other Format Policies

Non-Print Materials

The library is selective in its collection of non-print materials. In general, the library may acquire materials which might have accompanying audio, video, or electronic supplements; however, individual audio-visual items such as videos, filmstrips, slide collections, recorded books, and sound recordings will not be ordered. Non-print materials which may be acquired include:

Works in CD-ROM or electronic format
Materials of particular relevance to the West Florida region
Pre-K through grade twelve materials for the Curriculum Materials Library
Sound recordings for the Music and Curriculum Materials libraries

Obsolete Formats

Obsolete formats are those which require the use of specific equipment or software no longer available within the UWF Libraries. With the exception of the Special Collections Department, UWF Libraries do not actively collect materials in obsolete formats, nor do they accept gifts of materials which are in formats for which the library lacks appropriate viewing or listening equipment.

Paperback Materials

If a publication is available in both hardcover and paperback, the paperback version may be acquired for reason of cost if the paper is of good, durable quality (e.g., acid-free university press or trade paperbacks). The library also acquires paperbacks when that is the only publication format or when only the paperback version of a title is still in print. Mass-market paperbacks, which usually are made from acidic or non-durable paper, are acquired on a very limited basis. As they are identified, older paperbacks may be replaced with cloth editions or with better quality paperback versions.

Tests/Test Study Guides

The Test collection provides qualified persons with samples of standardized tests. It is highly selective and is primarily intended to support the instructional needs of the Education and Psychology programs. Included are achievement tests, intelligence scales, personality measures, diagnostic tests, and vocational preference inventories. Purchase agreements may require that these materials have restricted use. Because of use and secure storage restrictions required by publishers, tests are held in the Permanent Reserve collection. Circulation and loan restrictions apply to this collection. The library will not purchase “consumables” to be used with these tests (e.g., answer sheets to be used when administering the test in classroom settings).

The University also subscribes to Tests in Microfiche. This collection allows students and faculty access to selected unpublished tests that are developed by individuals or organizations but are not reproduced elsewhere.

The library also maintains a selective collection of after-market study guides for tests such as the Graduate Record Exam (GRE), Law School Admissions Test (LSAT), Medical College Admissions Test (MCAT), and Test of English as a Foreign Language (TOEFL).

Textbooks

The library does not purchase textbooks currently being used for courses taught at UWF. However, to supplement required textbooks, the library may purchase other textbooks as requested by library or university faculty and may also accept textbooks donated as gifts. Accompanying materials such as teacher’s guides, workbooks, and study guides may be selectively acquired for the main or FWB libraries. Such supplementary materials are routinely acquired for pre-K through grade twelve textbooks located in the Curriculum Materials Library.

Theses and Dissertations

The library acquires two copies (with original signature sheets) of all theses and dissertations completed for graduate degrees at the University of West Florida. One copy of each title is kept in the Reference collection for general use and interlibrary loan access, and another is archived in Special Collections. In addition, authors are given the choice of having the item accessible in full-text format through the library’s online public catalog.

Theses and dissertations from other universities are acquired very selectively with special emphasis given to titles related to the West Florida region.

Miscellaneous Policies

Affiliation Publications

The library attempts to acquire at least one copy of all scholarly or pertinent monographic publications of UWF departments, current faculty, staff, students, and organizations or individuals affiliated with the university. Copies may be purchased for the general collection and/or for Special Collections. Publications of former faculty, staff, alumni, or other UWF-affiliated individuals may also be acquired.

Gift Materials

Materials donated to the UWF Libraries are accepted in the name of The University of West Florida Foundation, Inc. They are reviewed for addition to the collections according to the UWF Libraries general selection criteria. The Head of Acquisitions is responsible for accepting gifts of monographic materials for the general collection, and the Head of Serials accepts serial or periodical gifts for the general collection. The heads of Special Collections, Curriculum Materials Library, and the FWB Library accept gifts for their collections. Consultation may be held with other library faculty and/or with university faculty as to retention or disposition decisions. Any gift materials which are not selected for retention may be offered to other libraries or sold.

Language

English is the language of choice for materials acquired for the UWF collections with the following exceptions:

Works ordered in support of foreign language courses offered by the university
Works of particular relevance to the West Florida region
Works acquired to meet instructional needs of international students enrolled at UWF
Reference works such as foreign language dictionaries
Works recognized as being of particular significance to a discipline where the work is not available in English or when the original language is particularly preferred by scholars and researchers

Multiple Copies

In general, no more than two copies of an item will be purchased for a single library location. The Head of Acquisitions, in consultation with appropriate library faculty, may determine whether additional copies are necessary to meet short-term or long-term user needs.

Out-of-Print Materials

Primary collecting emphasis is placed on acquisition of in-print materials. Normally, materials that are no longer in print are not purchased except for such specific purposes as to fill gaps in sets or serial holdings, complete the library’s holdings of works by significant authors, strengthen the collection in selected areas as part of collection analysis projects, replace titles that are missing or withdrawn, or for other justifiable reasons. Price consideration is an important factor. Expensive out-of-print materials of special significance to the collection may be purchased if funding can be obtained.

Popular Materials

The acquisition of popular fiction and non-fiction is not actively pursued, although such titles may be purchased for the collections if they meet other selection criteria. Popular titles may be purchased, as funds permit, for the uncataloged paperback collections at the main or FWB libraries.

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