COLLECTION DEVELOPMENT POLICY
Table of Contents
General Introduction…..…………..……………………………………………… 3
Part One: General Statement and Collection Strategy……………………. 3
A. General Statement…………………………………………………………….. 3 B. Collection Development Strategy…………………………………………... 4 C. General Policies, Except for Non-Print Materials………………………... 6 D. General Statement for Non-Print Media…………………………………. .10 E. Reference Department Collection Development Policies…………….. 11 F. Government Publications Collection Development Policy…………… 20 G. Weeding Policy……………………………………………………………….. 22
Part Two: Special Collections……………………………….……………….…23
A. History of Aviation Collection……………………………………….……….23 B. The Wineburgh Philatelic Research Library (WPRL)……………..….….24 C. The Belsterling Botanical Collection……….………………………………24
The collection development policy is divided into two parts. Part 1 consists of a general statement, collection strategy, and separate statements for specific curriculum areas and units of the library. In Part II, statements are offered covering the specific academic programs at the University of Texas at Dallas. One of six possible collecting levels (defined in Appendix I) from the RLG Conspectus is assigned to the appropriate subject component, which supports each curriculum area.
Part I: General Statement and Collection Strategy
A. General Statement
This collection development policy statement is intended to:
; provide guidelines for the selection of material for purchase
; provide a master plan for the growth and development of the Library’s
; facilitate the allocation of budgetary resources
; communicate to deans, faculty, librarians and others the library’s collection
; allow comparison between UTD policy and that of other institutions to assist
in cooperative collection development
; assist in reaching selection decisions on electronic materials and large
microform research sets
; provide guidelines for weeding
; assist in the selection and retention of gifts and other free or inexpensive
; codify several unwritten policies.
The primary collection development objectives of the Libraries are to support instruction and faculty research. A limited effort is undertaken to supply customers information about current social, political and economic events in the Dallas area, Texas, the United States, and throughout the world. No effort is undertaken to develop the collection to meet the needs of library patrons not affiliated with the University of Texas at Dallas except in the case of the U.S. Depository and Texas State Depository programs.
Development of the depository collections, as required by law, takes into consideration the needs of the local community in the selection of material. University faculty and staff who require books and periodicals for their own use are expected to spend personal funds for their acquisition. Other units on campus,
which require books and periodicals for their University operations, are expected to spend their own funds. Because the library cannot collect comprehensively in all subject areas, a high priority is placed on providing bibliographical access to material not necessarily held in the collection so that a patron may obtain it by alternate means, such as interlibrary loan.
Due to the fact that the University of Texas at Dallas is a rapidly expanding institution that frequently adds new courses and programs to its curriculum, it is recognized that it will be necessary to periodically update the policy statements for individual curriculum areas. Ideally, they should be reviewed and updated each time new university graduate and undergraduate catalogs are issued.
Finally, it should be understood that the assigned collecting levels in Part II represent the desired level of support rather than the actual level of the present collection.
B. Collection Development Strategy
The basic collection development strategy of the University of Texas at Dallas library system is composed of the following components when full funding is available: an approval plan, liaison selection, serial and electronic subscriptions and standing orders as well as gifts, wholesale purchases and trading with book dealers. Each of these elements is summarized below.
An approval plan with a reputable vendor is employed to bring into the library the current output of North American university and commercial presses (including foreign published books distributed in North America). The approval plan profile should include all subject areas collected at level “3” or higher as well as a selection of pertinent areas collected at level “2.”
The Collection Development Officer assigns each of the liaisons a yearly allocation for the purchase of library material. Each library liaison may use their allocation to purchase monographic materials and may not use their allocations for ongoing encumbrances, such as periodicals, electronic subscriptions, or standing orders. Material purchased with library funds must be housed in the library.
The Collection Development Officer allocates funds to the Reference Services Department. This allocation is used to purchase general reference and legal resources, maps, and subject bibliographies. A separate fund is made available to the Government Documents Librarian to purchase government document materials not received through the depository programs.
A high priority is placed on university press publications. It is a goal of the library to collect almost all twentieth century North American university press publications in all relevant areas.
Upon occasion large purchases are made from vendors or other libraries. Subject to the availability of funds, these purchases are made when the following criteria are fulfilled:
1) the subject content of the material meets a collection need; 2) the average cost per book represents a substantial savings to the library; and 3) the duplication rate with present holdings is not excessive. In practice, the criteria must be balanced to determine the real cost per item.
New serial titles or standing orders are reviewed by the Collection Development Officer and are purchased as funds are available. The Collection Development Officer oversees the current subscription list to ensure that required materials are retained and not dropped through faculty requests.
C. General Policies, except for Non-Print
The policies outlined below apply across-the-board to all curriculum areas and library units. Any exceptions to these general policies necessitated by the unique requirements of a specific area or unit will be discussed in the appropriate individual policy statement in Part II.
The library seeks to collect the complete text of a scholarly work.
Therefore, abridged editions are generally not added to the collection.
The library does not collect material in the Braille format except as
received through the depository collections.
The library makes every attempt not to purchase duplicate copies of
the same edition. It should be pointed out that English translations of a
single foreign language literary work by two or more different
translators are not considered duplicates.
It is the library’s policy to acquire the latest available edition of a
monographic work. Unless there are compelling reasons to the
contrary, such as a specific faculty request or in the case of a
particularly noteworthy edition, an edition earlier than the most recent
one held by the library is not added to the collection. For example, if
the library holds the third edition, the first and second are not added.
Depending upon the materials being acquired, the Librarian selects the
format based on: the type of material (book, periodical, index, map,
etc.), the longevity of the format, the intensity of projected use, the
ability to use the material from outside the library, cost, the ability to
reproduce the material, the anticipated vandalism rate of the format,
and the ability to convert the title to a new format as technology
HARDCOVER VERSUS PAPERBACK FORMAT: The library
prefers hardcover to paperback when there is a choice between the two formats. Paperback copies are acquired if they are specifically requested by the library liaisons or if the desired title is available only in paperback. Paperbacks are also preferred to an often-replaced expensive hardback serial.
ELECTRONIC BOOK FORMAT: The Library supports the
acquisition of Internet-based electronic books. The acquisition of electronic book format depends upon the subject discipline, access and connection issues, and readability.
MICROFORM FORMAT: Silver halide microform is preferred over other types of microform. Microfilm is preferred over microfiche (when both formats are available) to be consistent with past practice and because microfilm is less vulnerable to loss or theft. Electronic format is preferred over either microfilm or microfiche. For the sake of consistency, 35MM positive film is preferred. For microfiche, silver halide is preferred.
FORMAT FOR PERIODICAL HOLDINGS: The delivery of a
periodical in electronic format (imaged) is preferred to microform. Any standard format: electronic, microfilm, microfiche, or hard copy is added if a needed item is available only in that format. A paper subscription is not added if an electronic subscription is already available unless the electronic format is incomplete. If, due to budgetary or space reasons, a choice must be made between formats, the following factors are considered:
DELIVERY--A title in full image is available electronically
outside the Library walls.
ILLUSTRATIVE MATTER--Titles in which plates, drawings,
photography, art reproductions, graphs, maps, or
scientific illustrations constitute an important part of the
work are poor candidates for a format which does not
COST--Other factors being equal, if one format is
significantly less expensive than another, the more
economical format will be purchased.
USAGE LEVEL--Frequently used materials are not good
candidates for microform.
The Library acquires a small collection of juvenile materials in support
of classes in children’s literature.
The library does not collect books in large print type.
Whenever possible, the Library opts to purchase material rather than
lease. Leased material generally must be returned to the publisher and
cannot be retained except by special arrangement.
LICENSE AGREEMENTS AND CONSORTIAL AGREEMENTS:
The UTD Libraries adhere to all signed license agreements for acquired
(generally electronic) materials. These contracts normally specify the
user group allowed access to the products. The Library strives to
provide access to all electronic products. If the license agreement
restricts access to selected groups, the Library complies with all
Whenever possible, the Library maximizes access to materials through
participation in consortiums. Consortial pricing normally benefits the
Library by expanding access to materials. In addition, consortial
pricing can provide for an expansion of the information base or
content available to the University. Besides the subject content,
connectivity and pricing are of greatest importance when entering into
All legal documents are reviewed by the Collection Development
Officer, signed by the Dean, and where applicable signed by a School
Dean or the Vice President for Business Affairs.
The library collects newspapers from Texas, the United States, and the
major cities of the world. Criteria for selection of newspapers include:
relevance to the UTD academic programs and faculty research, user
demand, quality and prestige of the paper, and availability of indexing.
Whenever possible, the library purchases electronic full-text versions
of newspapers in preference to microfilm as the title would be fully
indexed. If the library wishes to maintain a newspaper with graphics,
microfilm is purchased.
If a periodical title is to be permanently maintained in the collection, it
will be bound or preserved on microform or in electronic format. Some
paper subscriptions are bound. The following categories of periodicals
are discarded after a set period of time rather than bound (or preserved
in microform): non-indexed titles, newsletters, and issues that are
superseded by cumulated volumes. The Library continues to purchase
electronic journal archives in preference to binding.
Reprints of journal articles are not added to the collection.
The library does not collect preprints, i.e. printed drafts of individual
RARE BOOKS, ARCHIVAL SOURCES & UNPUBLISHED MANUSCRIPTS, ETC.:
No attempt is made to collect rare books, limited editions, fine printing,
archival sources or manuscripts for the circulating (Main Stacks)
collection. These types of material are collected by Special Collections.
Many types of materials are considered for rebinding. Common
situations include: If the item is to be heavily used, if the item has been
highly used and cannot withstand average use, if the item is to have
additional information supplemented to the original volume and it is to
remain intact, or if preservation of the material is required.
Most electronic Internet-based materials are available remotely to
currently enrolled UTD students, faculty, and staff. All other library
users are restricted from remote access.
The Library selectively replaces lost, stolen or damaged materials
depending upon such factors as the item’s availability, its intrinsic
value, and its relevance to the UTD curriculum and research interests.
If the Library holds a duplicate copy of the missing title, the book is not
replaced unless usage is extremely high. A book will generally not be
replaced if the Library holds a later edition of the title in question.
Missing volumes of bound periodicals and single issues of periodicals
designated for binding are replaced as funds are available. The library
does not replace the missing issue of a periodical that will not be
bound. The Library replaces missing/lost electronic resources as
deemed appropriate by the Collection Development Officer.
A reprint of an edition is considered the equivalent of that edition
(except in the case of rare books). Reprints are purchased if originals
are not available. Similarly, if the library already owns the original of a
requested item, the reprint request is considered a duplicate and is not
The Library generally does not collect books issued by subsidy
publishers, i.e. “vanity presses,” such as Exposition Press or Vantage
A supplement is not added to the collection if the base volume is not
The library does not collect UTD course textbooks. It is the student’s
responsibility to purchase the required textbooks. (This statement
does not apply to supplemental course readings that might be supplied
by the library).
THESES AND DISSERTATIONS:
The library automatically receives UTD dissertations in print and on
microfilm. One print copy of each thesis and dissertation is cataloged
for the circulating collection. All dissertations are digitized and the link
is included in the bibliographic record for the item.
The library generally places a low priority on theses and dissertations
submitted to other universities.
The English translation rather than the original foreign language
version is preferred for foreign language non-literary works, except
when the original version is of seminal importance and necessary for
research purposes. Literature in the major Western European
languages is collected in both the original language and in translation.
The library does not collect foreign language translations of works
originally published in English or translations from one foreign
language to another.
Yearbooks from other universities are not collected.
The Library purchases WWW access to indexes, journals (full-text and
imaged), reference materials and research collections in support of
education. The Collection Development Officer monitors license