COLLECTION DEVELOPMENT POLICY

Purpose

            The Collection Development Policy is written to provide the librarian, library personnel-in-charge, faculty, and administration with guidance and directions in carrying out collection    program activities in a cost-efficient and user-relevant manner. Such activities include selection, acquisition, and evaluation of library collections for weeding. In addition, this policy is intended for the public to understand why certain materials are added to the library collection and why others are not.

SELECTION POLICY

Responsibility for Selection

The responsibility for selection of the materials lies in the hands of all members of the faculty and the professional library staff. Faculty selections are very important because they serve as subject specialists for their respective disciplines. However, the ultimate responsibility for materials selection and development of a strong and well-balanced collection rests in the Librarian, who oversees the growth and maintenance of the collection. The Librarian ensures that the core collection is maintained, and that new acquisitions reflect the needs of the students, the faculty, and the curricula of the College.

Criteria for Selection

            The following criteria should be considered in the selection of materials:

a. The mission, vision and mandate of the institution.

b. The intellectual content which is relevant to the program offerings of the different departments of the college.               

c.  The availability of funds.

d. The population of the students and faculty.

e.  Recency

 f. The basic General Reference books.

 g. The basic standard titles.

 h. The specific subjects on various discipline based on the program offerings                  

 i.  Percentage of the Filipiniana collection

 j.  Availability of library materials

 k. Percentage of core collection.

  l.  Relevance of donated materials.

 m. Durability and quality of books.

 n. Cost and quality (quality should be weighed over cost, but budget   constraint should be considered).            

 o.  Acquisition of back issues of professional periodicals to complete the   volume and issues.                  

Specific Criteria for Selection by Type of Materials

BOOKS

            The book collection will consist of general reference, subject reference and special collections.

General Reference

            The general reference collection is a non-circulating collection of materials designed to provide quick access to factual information within the entire range of human knowledge. It includes dictionaries, encyclopedias, almanacs, atlases, manuals, directories and bibliographies.

            Titles that are not normally regarded as general reference materials are added to the subject reference collection when they provide information in specific subject areas.

Subject Reference

            Subject value is stressed in technical and reference books.  In other subject fields the outstanding and significant contributions are selected and purchased.  The interests and needs of the College, anticipated when possible, are the bases for much of the selection.

            The selection and purchase of expensive books are determined by their importance in the collection and their availability in the area.

Special Collections

            Materials received, as donations will be evaluated by the same criteria as materials purchased.  They will become library property.

Fiction

            The library will purchase fiction when it is of literary merit.

Textbooks

            Textbooks are not acquired unless they cover an area of interest and need for the students for which there is no other general resource available.

PERIODICALS

            Periodicals are selected and purchased to prove materials on current issues, for research and for general reading.  Principles governing selection are: college interests, accuracy, objectivity, accessibility of content through indexes, need in reference work and representation of a variety of viewpoints.

            Periodicals subscriptions are recommended in the same manner as other resources.  Initial purchase will be of the entire volume of the current year.  The following criteria will be the bases in the selection of serial titles:

  1. titles which present substantial factual information related to the disciplines studied at the College 
  2. popular titles suitable for recreational lifelong learning in the college
  3. other materials as changing needs of the college dictates

Newspaper

            Local and national newspapers will be selected for the following purposes:

  1. to provide current news coverage from local to national
  2. to meet teaching needs and research requirements
  3. to satisfy recreational reading needs
  4. to provide a unique source for local history information

Pamphlets

            Pamphlets will be selected for the following purposes:

  1. to supplement the book collection in areas of heavy but short-term demand 
  2. to supply current information not yet published in book term
  3. to make materials available on subjects not easily found in books or other resources 

MAPS, GLOBES, CD-ROMs, AND OTHER NON-PRINT MATERIALS

            The selection policy for these materials follow the principles adhered to for other materials in the library.

Selection Procedure

  1. The Librarian facilitates the book fair and coordinates with the faculty to select, evaluate and recommend titles for acquisition. 
  2. If the faculty members have their own list not available during the book fair, they can submit to the librarian the recommended titles with the title, author, copyright date and price. Whereas the book sellers who conducted the book fair, they submit to the librarian the recommended titles by the faculty.
  3. The librarian checks the recommended titles against the existing collection and to the request on process to avoid duplication except when needed.
  4. The recommended titles are encoded for signature and prioritization by the faculty member who recommended them.
  5. The recommended titles are sent to the Dean for approval and to be included in the purchase request form for procurement.
  6. The approved titles are selected by the librarian as to priority of needs such as:

                    a. major subjects

                    b. board programs

                    c. weak collection

                    d. availability of funds

                    e. population of students

                    f. price

                    g. copyright year

7. Purchase request is made and to be signed by the Librarian and the Dean of the College.      

ACQUISITION POLICY

Purpose

The acquisition policy will serve as a reference for the Librarian and Library Staff when assessing potential acquisitions for the library collections, including print, non-print materials, and other resources.

A. Procurement

Criteria Used in the Procurement of Books / Periodicals and other library materials

  1. Recommended by the faculty members with the approval of the College Dean. 
  2. Additional copies to book titles which are frequently used.
  3. Standard titles for General Reference Collections.
  4. Update edition of the books which the library has the oldest edition.

     5. Other books that can be added to some disciplines with weak collection.                

Procedure

  1. Materials selected and recommended by the faculty members and evaluated by the Librarian are reflected in the purchase request.
  2. Total amount of the purchase request will be based on allocated budget per program. If if exceeds the allotted budget, the librarian is authorized to make priority.
  3. The Dean sign the Purchase Request, then recommended by the VPAA.
  4. The P.R. is forwarded to the BAC Office, then to the FMO for funding and to the College President for the approval.
  5. The BAC Office is responsible for the procurement of the requested materials.
  6. The library receives the procured materials and processed for use by the customers. (Librarian signed the memorandum receipt issued by the Supply Officer).

Sources of Funds                                                               

            Fiduciary Fund. This is the library fee collected from the students every semester during enrolment. The total amount depends on the number of students officially enrolled. Such fund can be claimed through request of library needs.

            Regular fund (MDS). This is the budget allocated by the Department of Budget and Management (DBM) for the library of the College.

            Income refers to funds incurred by the library from fines and other library charges.

Library Budget

            The Librarian is responsible for the formulation of the budget, its allocation and disbursement. Budget for core collection acquisition is properly divided among program offerings. A sufficient portion is reserved also for the acquisition of general education collection, subscription to periodicals and e-resources.

B. Donations / Gifts

             Gifts or donations of library materials  will be acceptable provided they comply with the policies and there are no restrictions attached to the gift.  No commitments to accept gifts shall be made by anyone except the librarian.  With respect to books and other materials, these policies shall be followed.

  1. The Librarian shall have the right to refuse or to accept gifts. Refusal and acceptance of the gifts should be based on the criteria of the selection and acquisition policy.
  2. It shall be made clear to the donor that the library has the right to discard any gifts in poor condition.
  3. The library will determine the classification, housing and circulation policies of all gifts just as with procured materials.
  4. The library retains the right to dispose of duplicates and unneeded materials as it sees fit.
  5. Materials that are donated become the property of the library.
  6. The library is inclined to discourage donations with string attached since these often are so restrictive that they make it difficult for the library to recognize its collection and services with changing times and changing needs in order to make as useful as possible to readers.