Collection Development Policy
Within the mission of Lewis & Clark College, the Aubrey R. Watzek Library will provide information services, resources, and instruction in support of the curricular, research, intellectual, and administrative activities and needs of the College. The Watzek Library carries out this mission through collecting, maintaining, preserving, and providing access to resources that support scholarly inquiry, research, and intellectual exploration consistent with the programs of the College. The Library assists students, faculty, and staff in the application of these information resources in their scholarly endeavors. The Library seeks to utilize technology in the most effective way to offer these resources and services, and works collaboratively with other libraries and institutions to support the resource and service needs of the College community in a fiscally responsible manner.
The Aubrey R. Watzek Library supports the American Library Association’s Bill of Rights, its Intellectual Freedom Statement, and its statement on Challenged Materials. The Library attempts to purchase materials which represent differing opinions on controversial matters. Within the guidelines of this policy, all subjects and points of view will be considered without prejudice or censorship when determining the balance of the collection.
Collection Development Objectives
In order to prioritize expenditures and collecting practices, the following hierarchically-arranged objectives will be utilized :
- Provide access to information necessary for the instructional programs offered by Lewis & Clark College.
- Provide access to information required by the students, faculty, and staff of Lewis & Clark College for their general research.
- Satisfy all relevant collection standards issued by governmental agencies, professional associations, or other accrediting bodies.
- Provide access to the College's unique information resources through the collaborative creation and dissemination of discovery tools.
The Associate Library Director, in consultation with the Library Director and the Collection Development Librarian, allocates the materials budget among the librarian selectors. Decisions on the distribution of funds is made at the beginning of each fiscal year and communicated to Collection Management Services for input into the current ILS. The annual fiscal budget for acquisition of materials is roughly divided between nonrecurring and recurring expenditures. Fund lines exist for each librarian subject selector (see Selection Responsibility). Allocated funds are spent for materials to be housed in Watzek Library or the electronic access systems under its therein. Funds are not spent for materials to be housed outside of Watzek Library or satellite facilities operating under its direct supervision and control.
Ultimate responsibility for the development and maintenance of the collection rests with the Library Director, who delegates all organizational and operational responsibilities to the Collection Development Librarian. The Director assigns each of the participating librarians responsibilities for specific subject areas, for which they act as selectors. These selectors act as library liaisons, conducting collection development in their subject areas through the use of reviews, bibliographies, publisher catalogs, and various vendor interfaces. Faculty are encouraged to monitor their professional literature and submit requests accordingly. Student and staff acquisition requests are also encouraged and reviewed by the same standards as those applied to faculty and librarians. Highly specialized materials for faculty research that fall outside of the current curriculum will be acquired as funds allow, and only after the fulfillment of immediate curricular needs. For cost-prohibitive items with limited campus use, funds may be pooled between the Library and applicable departments, provided the latter understands the Library to have control over the requested materials once received. Other options include support via interlibrary loan.
While the Library’s Mission provides the broader framework for the collecting process, operational decisions on the acquisition/deselection of materials must use specific evaluative criteria to gauge an item's usefulness to the needs of the College community. A given item need not meet all of these criteria, but they should instead be used as general guidelines to arrive at an informed decision on selection/retention.
- Relevance to the actual or potential needs of the College's curriculum
- Scope and content
- Enrichment and support of the existing collection
- Physical quality and durability
- Language and country of origin
- Coherence of series
- Acceptability based on professional selection tools
- Program accreditation requirements
- Literary merit or artistic quality
- Presentation of alternative viewpoints
Additional Criteria for Electronic Resources:
- Coverage and the timely availability of material
- Enhanced contents and additional functionality of electronic as compared with print
- Cost-effectiveness, e.g. subscription savings, lower processing costs, number of simultaneous users included in license terms
- Cost-effective replacement for existing sources
- Publisher/Vendor commitment to web access to a permanent archive of back-issues
- Availability of usage statistics by vendor in useful and manipulable format
- Stability of software or platform
- Logical and accessible user interface
- Method of delivery
- Textbooks are not normally purchased. The exceptions are those which have earned reputations as “classics” in their fields, or when a textbook is the only or best source of information on a particular topic.
- Duplicates are purchased only in expectation of an item's heavy and sustained circulation.
- Superseded or erroneous titles may be kept for reasons beyond content if they serve as cultural artifacts from a particular historical period pertinent to research.
- Lost or stolen materials are evaluated for replacement within a year after billing or immediately if specifically requested. For older imprints, difficulty of obtaining replacements through the out-of-print marketplace should be considered.
Overall the criteria used for selection and/or retention of a given serial are identical to those used for monographs. However due to escalating publication costs, limited funds, and the prospective long-standing commitments involved, new serial subscriptions carry substantially more weight than new monograph acquisitions. Requests for new periodicals and standing orders are forwarded to the Associate Library Director, who reviews existing commitments with the Library Director and Collection Development Librarian. Users requesting new periodical titles are asked to complete a form describing the value of the title to the Library’s collection (see Appendix: Serial Request Form). Extended back runs of qualifying serials or journal subscriptions are purchased only as deemed necessary and as the budget permits. See Donation Policy for Gifts for additional information on serial donations.
Electronic Access vs. Physical Ownership
In much the same fashion as serials, the decision whether or not to purchase a resource electronically or physically depends on a variety of factors, including, but not limited to, cost differentiations, projected usage, contractual stipulations, space concerns, consortial availability, pre-existing but incomplete ownership (for serial runs), archival/preservation issues, and the research necessities of the discipline(s) utilizing a particular resource. In some instances, full-image will be required over full-text due to the latter's absence of charts, diagrams, and other graphical data to which the text directs the researcher's attention.
Simultaneous print and electronic access may exist if:
- Electronic access is available only to print subscribers
- Content coverage is not identical to that of the print version, or the text or illustration format of the print and electronic versions is not of the same quality
- Electronic publication lags behind the print edition
- Publisher has no commitment to archiving the electronic version, nor are they offered via an aggregate vendor.
See Special Consortial Arrangements section below for additonal criteria related to the Orbis Cascade Alliance.
The criteria used to assess audio-visual materials mirrors that used for monographs, with special consideration given for particular formats and standards; CD is the format of preference for audio, and DVD is the format of preference for video. Other international video formats, such as PAL, are collected only when no authoritative version exists in NTSC; region-free DVDs, typically manufactured in the Asian market, will be utilized if the item contains an English translation. At current, the Library cannot provide the facilities to view PAL materials, although facilities do exist on campus for this purpose. All films should, whenever possible, reflect the work's original screening format, such as correct aspect ratio ("widescreen" or "letterboxed") and subtitles for international films. Dubbed films are only collected in rare and unusual circumstances and should generally be avoided. Evaluation, deselection, and replacement of audio-visual items follow the same procedural guidelines as for monographs. Items utilizing next generation technology (e.g. Blu-Ray DVDs) may be ordered in certain circumstances but will not become standard practice until it supplants the pre-existing format in the marketplace.
Dissertations and Theses
For research needs involving dissertations and theses, interlibrary loan will be the primary mechanism for acquiring materials. Those items unobtainable via ILL may be purchased for the collection following review and approval by the subject selector(s) in that particular area. Depending on clarity of content, the subject selector may, at their own discretion, solicit additional information from the requestor before deciding upon its acquisition.
Visual Resources Collection
The Visual Resources Collection (VRC) is a teaching resource of Watzek Library containing over 50,000 slides (35mm) and several thousand digital images which represent artwork from a wide range of media, time periods, world regions and cultures. The collection exists to support instruction in the Art Department as well as historical and cultural studies campus-wide.
The VRC creates collections of digital images through the licensing and purchase of digital images and through slide scanning, flatbed scanning and copystand photography. The images are chosen specifically to support the curriculum of the college. Criteria includes:
- The Visual Resource Curator will determine which digital imaging projects fit the criteria of institutional need, staff support and budget.
- Imaging projects for the Art Department will receive priority due to curriculum needs for visual resources.
Under certain circumstances, personal digital image collections may be acquired by the VRC. Personal Image Collections are defined as 35mm slides, digital images, or photographs that are owned by faculty, staff or students. The VRC does not scan or prepare in any other way, digital images from or for personal collections. However, some images or image collections might be deemed of a quality and subject matter suitable for the college curriculum. With the patrons permission these images may be accessioned into the college's collection.
Special Collections maintains its own set of distinct acquisition priorities developed in accordance with its overall mission. Subject areas of significance include:
- Lewis and Clark Expedition/Lewis and Clark Centennial Expo
- Pacific Exploration and North American overland exploration
- Oregon History and Literature
- The history of Lewis & Clark College
- Writings by and about William Stafford
- Modern American Poetry
- WWII Pacifism/Civilian Public Service
- Fine Press Printing and exemplary works showing different methods and periods of printing
- Gender studies
- Books related to specific Lewis & Clark course offerings
Donation Policy for Gifts
Donations are encouraged, with the understanding that the Library cannot promise the item(s) integration into the collection for a variety of reasons, including, but not limited to, condition, timeliness/relevance of content, and space restrictions. Unless prior arrangements have been made, all items donated but not ultimately used will be given to various organizations and charities in need of materials. The Library cannot accept gifts with restricted conditions, nor can we offer appraisals for value. All information needed for determining value at a later date--condition, compiling of title lists, etc--should be done prior to the point of donation, as the Library does not have the resources to offer such services. The Library may, depending upon the scope and content, suggest a different recipient institution if the donation would be better utilized elsewhere. A letter of acknowledgement and thanks will be issued to the donor which may be used for tax purposes. Serial donations will be accepted in certain circumstances but additional costs associated with binding and dedicated shelf space dictate a more conservative process of selectivity.
Selectors are expected to undertake periodic assessments of their assigned subject areas to ensure its ongoing relevance to the instructional and research needs of the College. The Collection Development Librarian will aid in the facilitation of this process by gathering statistical reports and assisting in the assessment and/or deselection of materials. The reference collection is continually monitored for outdated material, which is replaced or withdrawn. Individual sections of the regular collection should be subject to periodic review by the appropriate selectors. Changes in the curriculum or programs of the College may require specific deselection projects. Faculty are encouraged to report any outdated or inaccurate materials in their areas of expertise but ultimate authorization for withdrawal rests with the Library.
Preventative measures will be enacted to reduce the risk of exposure to elements which may devalue or damage the physical collection. These include, but are not limited to, consistent temperature and humidity regulation, periodic sweeps for damaged bindings, and occasional shifts to ensure adequate space for shelving. Any materials showing signs of mold and/or insect damage will be quarantined or discarded to minimize the risk to surrounding titles. Formulation of preservation procedure and policy will be the responsibility of the Preservation Committee, with recommendations brought before the Library Director for any further action. For large-scale incidents, the Library's Disaster Plan outlines explicit responses to scenarios such as earthquakes, water leaks, etc.
The Serials unit of Collections Management Services handles all binding/rebinding of materials. Materials that cannot be rebound or repaired due to narrow margins, fragility, etc. may, at the selector's request, be replaced with used copies acquired from out-of-print book dealers. Materials of unique or aesthetic value should be preserved in their original form whenever possible, with all others bound in a manner that best preserves their content. Paperbound books are added without binding but may be reinforced with plastic covering if necessary due to predicted heavy use. Heavily-used journals previously bound in-house should be shipped off to professional binderies as funds permit.
Watzek Library has been a member of the Federal Depository Library Program since 1967. This status provides our users with valuable information resources and is further enhanced by our consortial borrowing arrangements within Orbis Cascade. The documents collection primarily consists of current or contemporary information and is therefore not an archival collection. While most documents are usually retained for only 5 years, several subsets are kept for longer periods of time. Based on past usage statistics, the following subject areas will serve as the focus of the government documents collection:
- American Culture & Life
- Environmental Studies
- International Affairs
- Political Science
Consult the Government Documents Department Manual for comprehensive coverage on other policies and procedures.
Since libraries, like the institutions they support, are constantly evolving entities, a systematic method of collection analysis and assessment must be in place to gauge and ensure its ongoing relevance. At Watzek Library, a crucial part of this process is the deselection of materials which, when measured against an established set of criteria (see Evaluative Criteria), no longer reflect the current scholarly and curricular needs of the College. The formulation of such criteria is a multistage process, with the Acquisitions/Collection Development Librarian drafting proposed standards which must then be approved unanimously by the librarians. The criteria utilized for this purpose should be subject to periodic review to account for shifting priorities in collection procedures and fiscal budget allocation. While faculty input is encouraged and appreciated, final decisions regarding the deselection of materials rests with the library selectors.
Boley Law Library
Paul L. Boley Law Library is an autonomous institution of the College and maintains a collection development policy independent of Watzek Library.
Special Consortial Arrangements
- Orbis Cascade Alliance's "Last Copy" Guidelines
The Orbis Cascade Alliance seeks to offer and maintain a diverse, wide ranging collection to serve our users. Member libraries are dedicated to sharing resources when appropriate to achieve economies of space and expand the range of materials available. In order to provide this wide range of materials, withdrawal decisions are made carefully and collaboratively to preserve unique items in the Summit collection.
Therefore, when considering an item for withdrawal, library staff should routinely consult Summit to determine if the copy is the last one held in the consortium. If the copy is found to be unique to the catalog, reasonable efforts should be made to preserve the copy. If in the professional judgment of staff, the title is in usable condition and adds value to the Summit collection it should be retained by the library or offered to other Alliance members.
- Orbis Cascade Alliance's Distributed Print Repository Project
The Orbis Cascade Alliance, and the State of Oregon acting by and through the State Board of Higher Education on behalf of the University of Oregon, has embarked upon a distributed print repository project which arranges for certain of its members to store and archive, on behalf of the Alliance, various academic journals and other research materials so that hard copies of such materials can be retained and preserved for the benefit and use of students and faculty in perpetuity. Therefore, Watzek Library, in accordance with this agreement, retains and will continue to retain complete runs of certain print titles already available electronically via the JSTOR project. This retention schedule was proposed, ratified, and implemented by all member institutions represented on the Alliance's Collection Development and Management Committee (CDMC).