Sprankle - Collection Policy Assignment
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Kimber Sprankle
spranklek1@owls.southernct.edu
Management of Electronic Resources and Service
ILS-642
Fall 2014
Dr. Yunseon Choi
October 22, 2014
Analysis of Collection Development Policies Assignment
Introduction
The purpose of this assignment is to analyze how two different collection development policies
address electronic resources in library collections. Since academic libraries and public libraries serve two
different populations and have the potential for addressing electronic resources very differently, I wanted
to take a closer look at how two well-known libraries that I visit frequently compare in this realm. I chose
to compare the Jones Library and the UMass Amherst Libraries, both located in the western
Massachusetts town of Amherst, Massachusetts.
The Jones Library (http://www.joneslibrary.org), the main public library in Amherst,
Massachusetts, was established in 1919 by a fund that was established in the will of Samuel Minot Jones,
a local lumberman (Walker, 1922). As cited in their mission statement at the beginning of their collection
development policy (Appendix A), the Jones Library “strives to stimulate and support the civic and
cultural life of all people of our region by providing access to materials assisting them in their quest for
information; preserving the history of our region; and serving as a meeting place for the community’s
educational and cultural pursuits” ("Collection Development Policy," 2013). Their goal is “to provide the
greatest possible public access to information and educational resources at the libraries, via interlibrary
delivery and electronically” ("Collection Development Policy," 2013).
In contrast, the UMass Amherst Libraries (http://www.library.umass.edu) encompass four
academic libraries at the University of Massachusetts Amherst, located less than one mile from the Jones
Library. The main library is the W.E.B. Du Bois Library which is located in the heart of the campus. The
goal that UMass Amherst Libraries cite in their collection development policy (Appendix B) includes the
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Libraries’ “commitment to provide access to materials we do not own through resource sharing and
cooperative collection development agreements, and fostering open-access and discovery of open-access
materials” ("UMass Amherst Libraries: Collection Development Policy," 2014). Unlike the Jones Library,
UMass Amherst Libraries add “as academic programs, information needs, and technology change, the
Libraries remain committed to meeting new information demands” ("UMass Amherst Libraries:
Collection Development Policy," 2014). As a member of the Five College Consortium
(https://www.fivecolleges.edu), UMass Amherst Libraries has the unique advantage of full-access to
material in multiple formats, including electronic formats, from it’s partners who include Amherst
College, Hampshire College, Mount Holyoke College, and Smith College. This degree of resource
sharing allows the libraries to expand access to information, an important part of their mission.
Overview & Analysis
The collection development policies of the public Jones Library and academic UMass Amherst
Libraries have several similarities with both conveying their mission statements and, in terms of physical
materials, the overall general selection and acquisition, gifts, and the weeding and discarding. They are,
however, quite different in terms of collection development for electronic resources. The UMass Amherst
Libraries place a priority on electronic resources as they clearly are woven into and dominate their entire
policy document. The document reads as if electronic resources are foremost on the minds of the
librarians. The Jones Library’s document appears to selectively add in revisions and updates about
electronic formats and information to a pre-existing traditional collection policy that was created decades
ago specifically around physical materials.
While the collection development policies of both libraries include mission statements that reflect
the values of each community, the Jones Library provides a more thorough description of their service
community. Since the management of electronic formats is more complex than physical formats, Johnson
et. al. (2012) recommends that libraries develop a supplementary policy specific to issues of format.
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Neither of these libraries have a supplementary policy linked to the document dealing specifically with
electronic resources. Likewise, neither document refers to a strategic plan.
Both policies mentioned formats collected, with the Jones Library identifying more specific,
albeit out-of-date, formats in more detail than the UMass Amherst Libraries. In addition, the Jones
Library provided detailed staff guidelines for specific collections and subject areas, whereas the UMass
Amherst Libraries chose to present their policies using broad generalizations for materials, regardless of
format. Moreover, UMass Amherst Libraries state very clearly that “the Libraries primary format when
selecting materials is digital” while also pointing out that they understand that “the most desirable format
for library resources will vary according to user preference and specific needs within disciplines”
("UMass Amherst Libraries: Collection Development Policy," 2014).
Itemized within the Jones Library collection development policy are the sections of Adult
Collections, Reference, Children’s Collections, and Branch Libraries. For each of these sections
electronic formats or information addendums are included. As mentioned earlier, many types of electronic
formats identified by the Jones Library are outdated. For example, the policy refers to CD-ROM software
and floppy disk formats. The library stresses in the Adult Collection section that top considerations for
electronic formats are “currency of the information, ease of use, and features that are unavailable in
printed editions” ("Collection Development Policy," 2013). In the Reference section considerations such
as “cost, ease of use, currency, and appropriateness for our patrons” are identified specifically for
electronic resources as well as questions such as “is it compatible with our current technology?”, “Does it
compliment the state-provided databases?”, “Is it aimed at the general public rather than at experts in the
field?”, and “Does it expand our search capabilities?” ("Collection Development Policy," 2013).
The Jones Library specifies selection criteria for technical feasibility as well as functionality and
reliability that incorporates “technical merit and search power of software--the availability of keyword
and Boolean searching, response time, ease of installation and maintenance, compatibility with LAN
software and/or security software” as well as “ease of use of software--ability of most users to complete a
search or use the software independently without extensive assistance” ("Collection Development
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Policy," 2013). Vendor support and supply are also identified as important attributes in the Jones Library
policy, “value for cost--software must have vendor service and support, fair network and remote access
pricing policies” ("Collection Development Policy," 2013). Licensing is not mentioned.
UMass Amherst Libraries identify general considerations for selection and acquisition of
materials, regardless of format, “recognizing the format and content of the material under consideration
may affect the degree to which individual criteria apply” ("UMass Amherst Libraries: Collection
Development Policy," 2014). Half of the considerations are specific to electronic resources and cover
many areas. Areas of technical feasibility include “suitability for use on available hardware and
platforms” and “mode of access available from the vendor; e.g., Internet, LAN, single workstation”
("UMass Amherst Libraries: Collection Development Policy," 2014). Functionality and reliability
considerations include “ease of use for users and accessibility for persons with disabilities,” “consistently
reliable response time and overall technical performance,” and “cost, including both purchase price and
on-going expenses for maintenance and continued access” ("UMass Amherst Libraries: Collection
Development Policy," 2014). Vendor support policies include “ability of the library to support and
provide access to the resource; e.g., foreign language materials and technical demands” while supply
considerations involve “size of the potential audience,” “convenience for users: electronic resources can
typically be used by multiple simultaneous users,” and “availability of material via patron driven
acquisition programs” ("UMass Amherst Libraries: Collection Development Policy," 2014). Unlike the
Jones Library, UMass Amherst Libraries specifically note licensing in their document, stating that
“licensing restrictions on normal library activities such as interlibrary loan, walk-in user access, electronic
reserves linking, etc.” must be evaluated as well as “versatility for users: electronic resources can often
be repurposed and manipulated by users to aid in research” ("UMass Amherst Libraries: Collection
Development Policy," 2014).
Contrary to the Jones Library, UMass Amherst Libraries clearly recognize that “continuing
access to electronic titles cannot be guaranteed once the format in which they are published becomes
obsolete” and go one step further in taking the next step in supporting and participating in digital
Sprankle - Collection Policy Assignment
preservation research programs to address the issue. Likewise, UMass Amherst Libraries identify
considerations for creating unique digital collections of high academic value or community significance.
A link is provided for Digital Scholarship and Consultation Services as well as Criteria for Evaluating
Proposals to Produce, Curate, or Preserve Digital Content. The Jones Library does not mention digital
collections in their policy.
Neither library makes specific reference to the gifting, weeding, deselection, withdrawal or
discarding of electronic resources in their collection development policy document. Similarly, neither
library states specific guidelines for e-journals or e-books.
Conclusion
The UMass Amherst Libraries collection development policy document addresses the electronic
resource collection at this academic library in a supportive way, yet is lacking in the detail needed in a
separate specific strategic plan. Along with stating upfront that their primary format is digital, UMass
Amherst Libraries is clear and concise about their collection development strategies for electronic
resources. More detail is needed, though, to assist in the decision-making processes for electronic
resources. As an academic library, UMass Amherst Libraries has fully embraced and works hard to
incorporate electronic resources in their library system.
While the Jones Library collection development policy document addresses a handful of the
electronic resources at this public library, the document is outdated and needs to be re-written to
seamlessly incorporate electronic resources in today’s world, not as an addendum to an older traditional
policy. As a public library, the Jones Library obviously has its hand in two worlds, with one more
dominant in the physical material world and the other trying hard to provide access to the electronic
resource world. More information is needed to guide librarians in the selection of appropriate electronic
resources that would benefit this public library.
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References
Johnson, S., et. al. (2012). Key issues for e-resource collection development: A guide for libraries. The
Hague, Netherlands: IFLA. Retrieved from http://www.ifla.org/files/assets/acquisition-collection
development/publications/Electronic-resource-guide.pdf
Jones Library: Collection development policy. (2013, October 29). Retrieved from
http://www.joneslibrary.org/policies/collectiondevelopment.html
UMass Amherst Libraries: Collection development policy. (2014, May 14). Retrieved from
http://www.library.umass.edu/about-the-libraries/library-policies-procedures-and
guidelines/collection-development-policy/
Walker, C. S. (1922). Samuel Minot Jones: The story of an Amherst boy. Amherst, MA: The Jones
Library.
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Appendix A. Jones Library collection development policy.
I.
THE LIBRARY'S MISSION
The Jones Library strives to stimulate and support the civic and cultural life of all people of our region by
providing access to materials; assisting them in their quest for information; preserving the history of our
region; and serving as a meeting place for the community's educational and cultural pursuits. Our goal is to
provide the greatest possible public access to information and educational resources at the libraries, via
interlibrary delivery and electronically. Special emphasis is given to collecting current books and
audiovisual materials that are in heavy demand, diverse contemporary opinions, creative works, and
recreational literature. Library collections are designed to encourage young children to develop a love of
reading and the literacy skills that are necessary for a lifetime of learning. Computer technology expands
public access to electronic information resources from around the world. In addition, the library sponsors
learning opportunities, including performances, lectures on current issues, art exhibits, and poetry readings.
II.
THE LIBRARY'S CLIENTELE
The Jones Library system, also known as the Town Library of Amherst, serves all people who live, work,
or study in Amherst and the surrounding area. The library selects materials to represent many points of
view on current controversial issues so that people may form their own judgments. Therefore, the library
may contain items whose manner of expression may be offensive to some people. The library itself does
not promote or endorse particular beliefs or views.
All patrons have equal access to all library holdings. The Library affirms the right and responsibility of
parents to determine and monitor their child's use of library materials, including use of the Internet. Parents
are responsible for enforcing any individual restrictions that they may place on their child's use of library
resources. The staff of the Library does not act in place of or in the absence of the parent.
The Jones Library seeks to cooperate with academic, school, and special libraries located in town and not to
duplicate their special functions. Purchase of specialized or expensive materials already held by university
or college libraries is avoided unless justified by recurring demand. No attempt is made to furnish
textbooks, curriculum, or academic study materials if those materials lack general interest. The Jones
Library has a limited research mission, outside of its commitment to local history. The overall size of onshelf collections will be similar to the average number of volumes per capita for towns of comparable size
in Massachusetts.
Amherst is the largest and most racially, ethnically, and culturally diverse town in Eastern Hampshire
County. Twenty percent of its residents do not speak English at home, according to the 2000 census.
Library collections will respond to community demand for materials in world languages spoken by the
largest cultural groups, including Spanish and Asian languages, and for materials on learning to read,
speak, and write in English. Additionally, more than 60% of adult residents 25+ years have academic
degrees at the bachelor's level or higher, and local employment is concentrated in education, health, social
services, and professional positions. Collections will reflect the fact that a majority of Amherst adults read
at the college level.
III.
RESPONSIBILITY FOR COLLECTION DEVELOPMENT
The Board of Trustees formulates and sets library policy, including the policy on collection development.
The Trustees endorse the Library Bill of Rights, a fundamental philosophy statement formulated by the
American Library Association. The Director administers policy set by the Trustees and is responsible for
all day-to-day operations of the library. Individual decisions regarding selection and acquisition of
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materials, weeding, and discarding may be delegated to the several staff members who are responsible for
specific subject areas or library departments guided by the approved policy.
IV.
SELECTION PROCESS
In general, selection of materials is based on the following factors:
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community interest and demand,
the individual merit of each title and expertise of the author,
representation of diverse points of view and global awareness,
the library's program goals, and
financial resources.
Selectors must be aware of the importance of selecting materials reflecting as many points of view as
possible. The collection should reflect interests, attitudes, political movements, and beliefs as they become
apparent in the Amherst community.
Selectors consult professional and publishing review media, examine other materials first hand, and receive
suggestions directly from the public and other staff. All requests from patrons for subjects or specific titles
will be considered. An item will be purchased if there is heavy demand, even though reviews may be
unfavorable or other items on the same subject are in the collection.
Each type of material must be considered in terms of its own merit and the intended audience. All
selections, both purchases and gifts, are based on the following criteria:
F. Author's authority--the reputation and/or significance of the author.
G. Author's competence--the skill of the author, clarity, accuracy and logic of factual presentation;
vitality and originality of thought; artistic excellence in presentation and experimentation.
H. Permanent value--source material or a record of the times. Representation of an important
movement, genre, trend or culture.
I. Public interest-significant interest of critics and the public.
J. Relation to existing resources-the need to maintain a balanced collection, including representation
of minority views.
K. Quality of content-accuracy of data and indexing, depth and breadth of coverage, timeliness, and
frequency of updates.
L. Quality of physical format--bindings, durability, the technical quality of audiovisual formats.
M. Technical merit and search power of software--the availability of keyword and Boolean searching,
response time, ease of installation and maintenance, compatibility with LAN software and/or
security software.
N. Ease of use of software--ability of most users to complete a search or use the software
independently without extensive assistance.
O. Value for cost--software must have vendor service and support, fair network and remote access
pricing policies.
Materials which have been a target for repeated vandalism or theft may not be appropriate for circulating
collections. Such materials may be replaced at the discretion of the selector or may be reassigned as
reference material for in-library use only.
The selection, retention and deaccession of historical materials for research purposes are governed by the
"Collection Development Policy: Special Collections", adopted by the Board of Trustees on January 30,
1996.
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STAFF GUIDELINES FOR SPECIFIC COLLECTIONS
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Adult Collections. Adult collections serve the general public, rather than the professional or
scholar. Patron requests are considered for purchase and must meet selection criteria. The Jones
Library and its branches are part of the C/W MARS network of public and academic libraries.
Acquisition decisions are informed by availability of popular and requested titles, network
member library strengths, and periodic assessment of the library's collection of core titles. The
library may acquire multiple copies of titles to respond to local community demand. To ensure
basic access by disabled persons to library materials and services the library purchases large print,
closed captioned and described videos, ASL and signed English dictionaries, and multimedia
formats. Titles may be duplicated in many formats. The library provides adaptive devices to
enable the home use of library materials and in-house access to information.
Foreign language titles are acquired to reflect some of the diverse languages spoken by Amherst
residents and acquisition is subject to availability and access to full cataloging records.
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Fiction. Current fiction is in great demand and is purchased extensively. The collection
includes classics in the field, titles representing styles of various periods and countries,
and recreational reading. Controversial books of recognized literary merit are acquired, as
are experimental writings of high quality. A variety of formats, including regular print,
large print, mass-market paperbacks, and recorded books are selected.
Non-Fiction. Accuracy, currency, and representation of various points of view are the
goal. The Library collects recognized, standard works as well as timely materials for
current demand. Many formats, including recordings, paperbacks, large print, art prints,
puzzles and games, multimedia, and computer software are acquired.
Religion. The library collects works on many major religions and their sacred scriptures.
Authoritative material on the basic concepts and practices of religion are collected but not
materials of a strictly proselytizing nature. Works on the occult, parapsychology,
witchcraft and other spiritual interests are acquired based on community interest.
Health and medicine. Standard and popular materials dealing with health, nutrition,
diseases, medicine, and mental health, as well as materials on alternative theories of
health and medicine are acquired for the layperson. Authoritative scientific and popular
materials about sex are provided for the general reader at various age and reading levels.
Law. The library collects standard and popular materials for the lay reader including
dictionaries, encyclopedias, guidebooks, and works on the philosophy of law or on
particular types of law, such as real estate, taxation, copyright, marriage, and divorce.
Currency has priority over breadth of coverage.
Politics. The collection goal is a balanced selection on modern American as well as
international politics and governments, including mainstream and minority points of
view. Basic documents of major political systems are collected. Representative samples
of propaganda and extreme points of view will be included, especially classic political
works and representative political writers.
Genealogy and local history. Copies of local history books on Amherst and other local
towns are acquired for the circulating collection while in print. The circulating collection
also contains historical interpretations and narratives of local history that do not fall
within the domain of quick reference. Basic genealogical handbooks and directories,
including heraldry, are acquired for the circulating collections. Local history and
genealogy are covered at the research level in the Special Collections department.
English as a Second Language. This collection serves adult students learning English,
new readers, tutors, citizenship applicants, and people studying the ESL field. It includes
but is not limited to basic skills materials, workbooks, realia, electronic software, and
cassettes. A computer with specialized software is available for ESL students for inlibrary use only.
Employment Resource (Careers) Center. This collection serves the needs of people
seeking guidance in choosing careers, selecting colleges and vocational schools, starting
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and managing small businesses, and finding employment. Test preparation materials are
acquired for standardized scholastic and occupational exams. The collection is designed
for the general public with an emphasis on currency of information.
Audiovisual Collections. The audio collection attempts to represent significant
performers, composers, and styles of popular and classical music. Several formats are
collected, including compact discs, cassettes, and a limited number of vinyl LP records.
Recorded books include both fiction and non-fiction. These recordings are collected in
both abridged and unabridged formats. Video and DVD recordings are acquired for home
use only, not for viewing in the library. Circulating videotape and DVD collections are
developed for adults. Selectors consider the quality of production, the subject's lasting
value, its local appeal and its relationship to existing resources and collections.
Contemporary and classic feature films are purchased, as are performances in music,
dance and theater. The library collects informational video including, but not limited to,
"how-to" subjects, local concerns, health, documentaries, travel, history, military,
environment, and self-paced instruction. Described and captioned videos are also
collected to meet patrons' viewing needs.
Electronic Formats. The library maintains a limited collection of CD-ROM software that
is primarily informational or educational in nature in Mac/PC, Mac, and PC CD-ROM
formats. Floppy disk formats are not circulated. Primary considerations are currency of
the information, ease of use, and features that are unavailable in printed editions. The
library is not responsible for damage to equipment or software from borrowed materials.
The library may participate in cooperative purchasing of electronic texts and may acquire
electronic audio formats, as this technology becomes more popular with the public.
Periodicals. The library subscribes to popular interest periodicals, plus a limited number
of scholarly or professional journals. Selection of adult periodicals is based on
community interest, budget, and space considerations, periodical holdings of other
libraries in the area, and coverage in the library's online and print indexing services.
Requests from patrons and gift subscriptions are considered using the same criteria.
Reference. Within budgetary limits, the Reference Collection provides accurate, up-to-date
information on a wide range of subjects of current and recurrent interest for the layperson.
Materials include books, periodicals, pamphlets and leaflets, maps, and machine-readable
materials. Electronic information, including CD-ROM's and online databases, are available for use
in the library and at home. Reference sources may be duplicated in various formats in order to
accommodate various research styles. Print reference materials are to be used in the library only.
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Periodicals. Information published in series or in magazines is collected in hard copy,
electronic formats and on microforms. Newspapers, reels of microfilm, bound volumes,
and loose periodical issues five years old and older are all reference materials. A
determining factor in the length of time any periodical is held by the library will be
adequate indexing in library sources, local connections, or other special interests.
Law. The Generals Laws of Massachusetts, the bylaws and regulations of Amherst are
collected in the Reference section. For all other extensive compilations of law, readers
are referred to the University of Massachusetts and to the Hampshire County Law
Library.
Local History. The Reference Department collects significant factual sources for local
history. The collection serves as a quick reference source for those not involved in
lengthy research projects. The emphasis is on books, pamphlets, and municipal
publications of the Town of Amherst, and secondarily, the surrounding Hampshire
County towns. The most recent edition of municipal publications will be kept in the
Reference Department, while the previous years will be kept in Special Collections for
preservation purposes. Special Collections houses an extensive genealogical reference
collection, in addition to a complete collection of Amherst and other local histories. (See
separate Special Collections Department Collections Development Policy.)
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Electronic Information. Jones Library offers access to the Internet as a global resource
which provides information far beyond the confines of the library. Online databases are
selected primarily based on cost, ease of use, currency, and appropriateness for our
patrons. Other questions considered are:
Is it compatible with our current technology?
Does it complement the state-provided databases?
Is it aimed at the general public rather than at experts in the field?
Does it expand our search capabilities?
The Library Internet Policy is available here.
Children's Collections. The library collects print and audiovisual materials to stimulate creativity
and to satisfy children's needs for information. The materials are organized for easy access, given
the varied capabilities of children.
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Children's fiction is subdivided by reading levels: picture books/readers, pre-school to
grade 3, grades 3 to 5, grades 5 and up and Young Adult. Fiction theme collections,
including Mysteries and Science Fiction, combine all reading levels. Children's nonfiction is a combined collection for all ages with separate sections for Biographies,
Poetry, Folk and Fairy Tales, and Foreign Languages.
Pre-school materials emphasize attractive illustrations and multiple copies of favorite
authors and titles. Toys are a child's first learning tools. Toys which help advance a
child's education and social development are purchased for the collection.
Materials for older children include current fiction, children's classics, current and
accurate information, and recreational reading. Reference books suitable for use by
children through age 14 and periodicals of interest to children and teens are acquired for
use in the Children's Collections. Electronic formats, such as CD ROM software, which
fosters computer literacy and information research is collected through gift and by
purchase.
Young adult materials are purchased for teens and include fiction, non-fiction, videos,
and spoken word tapes.
Books of interest to adult students of children's literature, parents, children's book
authors, and people working with children are collected. These include historical
perspectives, criticism, author and illustrator information, and bibliographies. Examples
of books from each decade since 1900 circulate from the collection to illustrate the
evolution of trends in children's book publishing in America. Valuable titles may be
transferred to Special Collections when they go out of print in order to preserve them for
research purposes. Parenting materials for adults with children or caring for children are
also acquired.
Children's videotapes in VHS format and DVD's are acquired for home use only.
Collections emphasize videos that stimulate imagination and intellectual growth with
current, popular and lively themes. Audiotapes and CD's are purchased for children
featuring recorded books, music, and language learning.
Branch Libraries. The Branch Library Collections for juveniles and adults offer popular reading,
a selection of current interest materials, and a variety of audiovisual and electronic materials.
Flexibility to respond to changing public demands is a major consideration in the addition of
materials to the collection. Participation in system wide network transfer of materials both
enhances and shares the collections. The branches acquire a few recognized standard works, but in
general, will not acquire research materials, referring the patron to the Reference and Special
Collection departments. A small reference collection contains only heavily consulted items.
Online resources that include remote access to statewide databases and Internet stations offers a
wide variety of current information for public research. All issues of periodicals may be borrowed.
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VI.
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GIFTS POLICY
The Library accepts gifts of books and other unsolicited materials, depending on space limitations. All
donations are accepted on the condition that the Director has the authority to make whatever disposition is
deemed advisable.
Gift materials are accepted under the following conditions:
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Books must be in good condition with both covers, not moldy or musty.
Music and videotapes that have been recorded from the original cannot be accepted.
Titles must meet the criteria for purchase to be added to collections. Gifts that are not added to collections
are donated to the Friends of the Jones Library System for sale to benefit the Library. Books and other
materials which have been left in the library and unclaimed for 30 days will be considered "gifts." The
library provides receipts but does not evaluate donations for tax purposes.
VII.
WEEDING AND DISCARDING
Weeding is an essential part of on-going collection development and maintenance. Weeding is a form of
selection and requires expert knowledge of the collection, the community, patterns of library use, and
selection principles. Weeding is the responsibility of the librarian who makes acquisition decisions in
specific subject areas. Specific subject criteria delineating suggested guidelines for weeding should be
consulted in the professional literature. Recent selective bibliographies should be consulted prior to
discarding specific titles. Individual titles may be weeded or not based upon the librarian's judgment,
applying the following criteria:
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Is the subject area as a whole strong, weak, or adequate?
Is the item worn, musty, moldy, or damaged? Has it been vandalized, i.e. inked in, pictures
ripped out, missing pages?
Does more current material exist on the topic? Is there a newer edition of the title?
Does the public use it? Usage may be determined by checking last activity date on C/W
MARS database.
Does it fill a current need? Is it accurate, indexed, and unbiased?
Is the copy a duplicate? Does the demand warrant duplicate copies?
The condition of an item affects its use. Circulating materials that are returned to the library extensively
soiled or damaged beyond repair will be regularly withdrawn from the collection. Titles withdrawn due to
loss, damage, or wear are not automatically replaced. Replacement is considered in relation to adequate
coverage in a specific subject area, the availability of more current or better titles, and demand for the title.
Replacement with a new copy of the title is recommended if the book is determined to be important to the
collection. The library will attempt to replace out of print titles as demand warrants.
Library staff may dispose of gift and withdrawn materials in good condition as follows:
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Transfer to other library departments
Distribute appropriate materials in support of library-sponsored outreach and literacy
programs
Offer to Amherst K-12 school and local college libraries
Offer to C/W MARS member libraries
Donate to Friends of the Jones Library System book sales, Better World Books, or to other
programs that encourage reading
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Materials that are too shabby and worn or whose content is not appropriate for the above will be sent for
recycling or discarding.
Withdrawn materials of special value will be offered to the public through book dealers and online book
auctions, in the manner most advantageous to the Library. The Library will not allow materials of special
value to be acquired privately by any employee, officer or volunteer, unless they are sold through public
auction.
VIII.
RECONSIDERATION OF A BOOK
Library employees are protected by Chapter 322 of the General Laws of Massachusetts, which states that
no employee shall be dismissed for the selection of library materials under an approved policy that is in
accordance with the standards of the American Library Association. In the case of a user complaint
concerning an item in the collection, the library will request the user to fill out a form for reconsideration
(available in the Library Office). The Director will review the title, meet with staff, and meet with the user
to review the complaint and, then, will make a written ruling on the request, in terms of the Collection
Development Policy. If unsatisfied, the user may pursue the complaint with the Board of Trustees by
making a written request to the Board. A ruling by the Board of Trustees is final.
Amended October 23, 1990. Revised May 13, 1997. Revised January 15, 2004. Revised October 4, 2007.
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Appendix B. UMass Amherst Libraries collection development policy.
Collection Development Policy
UMass Amherst Libraries
Collection Development Policy
Our Research Mission
In support of teaching, learning, and research at the University of Massachusetts Amherst, the Libraries
communicate with members of the University community to identify materials essential to curricular and research
needs.
This policy provides a framework for the underlying principles and guidelines in the selection, acquisition,
evaluation, and maintenance of information resources collected or created by the Libraries. It also articulates the
Libraries’ policies to faculty, students, staff, and other users, including the Libraries’ commitment to provide access
to materials we do not own through resource sharing and cooperative collection development agreements, and
fostering open-access and discovery of open-access materials. As academic programs, information needs, and
technology change, the Libraries remain committed to meeting new information demands.
Collection Guidelines
The Libraries follow these parameters:
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Develop high-quality, relevant, and balanced collections, regardless of format, that support and strengthen
teaching, learning, and research.
Acquire scholarly material normally in a single format.
Implement collection management policies to build and maintain those collections.
Provide leadership in a team-based environment to plan, manage, and formulate policies, and to prioritize
resources to develop balanced collections that meet new demands and evolving technologies.
Communicate with faculty to identify existing collection strengths that align with current research and
curricular needs and to develop awareness of new and evolving areas of scholarship.
Expand access to information through resource sharing and other cooperative agreements with libraries
locally, regionally, nationally, and worldwide.
Share with faculty how they can make a difference with new scholarly communication models.
General Considerations for Selection and Acquisition
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The following considerations apply to all materials, regardless of format, recognizing the format and
content of the material under consideration may affect the degree to which individual criteria apply.
Mode of access available from the vendor; e.g., Internet, LAN, single workstation
Size of the potential audience
Ability of the library to support and provide access to the resource (e.g., foreign language materials,
technical demands)
Convenience for users: electronic resources can typically be used by multiple simultaneous users
Consideration of licensing restrictions on normal library activities such as Interlibrary Loan, walk-in user
access, electronic reserves linking, etc.
Versatility for users: electronic resources can often be repurposed and manipulated by users to aid in
research
Availability of material via patron driven acquisition programs
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Format Selection Considerations
With the understanding that the most desirable format for library resources will vary according to user preference
and specific needs within disciplines, the Libraries primary format when selecting materials is digital. The Libraries
will weigh the following factors in making format decisions:
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Faculty recommendation
Comparative cost, including the cost of acquisition, licensing, maintenance, service, and preservation
Comparative impact due to greater distribution
Comparative impact due to enhanced searching, manipulation, etc.
Value added to the resource by the presence of added features
Technical and other support necessary for maintenance, storage, and public access
Technical and other support necessary for long-term preservation
Considerations for Creating Unique Digital Collections
The visibility of collections of unique digital material is rapidly growing. The Libraries also actively create unique
collections of digital content that are of high academic value or community significance. The creation and
management of digital collections of unique or rare content represent a significant investment of resources. As a
result, the UMass Amherst Libraries have established careful selection processes to ensure projects align with
campus teaching, learning and research needs and our ability to provide long-term access and support.
Digital Scholarship and Consultation Services Criteria for Evaluating Proposals to Produce, Curate, or Preserve
Digital Content
Collection Maintenance and Evaluation
A. Preservation
The collections of the UMass Amherst Libraries represent a substantial intellectual effort and economic investment.
The responsibility of building research collections carries with it the obligation to assess and ensure that these
collections are permanently accessible. The Libraries are committed to the retention, preservation, and long-term
access of the collections they hold in perpetuity, regardless of format.
Active participation and leadership in preserving the Libraries’ collections is the responsibility of Library staff.
Decisions on the repair of damaged materials and replacement of lost, stolen, or damaged materials are made within
the overall context of the Libraries’ Collection Development Policy and based upon an estimate of potential use, the
condition of the materials, and the availability of the information in the same or other formats. Preservation
decisions seek to balance the constraints of cost; historical, aesthetic, and scholarly value; and user accessibility.
The preservation of library material is accomplished through storage under proper conditions, careful handling and
housing, the use of security systems designed to eliminate mutilation and theft, commercial binding and rebinding,
commercial microfilming, refreshment and migration of electronic files, repair or replacement of damaged materials,
and the provision of appropriate metadata. The Libraries’ disaster response plan is reviewed and updated annually
and a team of library personnel is trained for disaster response and salvage.
The original form of materials of unique aesthetic or historical value should be preserved if possible.. Where cost,
scarcity, deterioration, or damage prevent the preservation of original materials, attempts will be made selectively to
replace items valuable to the collection in reprinted editions or alternative formats. Continuing access to electronic
titles cannot be guaranteed once the format in which they are published becomes technically obsolete. The Libraries
support and participate in digital preservation research programs in order to address this issue in the longer term.
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B. Duplicates
Multiple copies are purchased only in cases of heavy demand, either present or anticipated, due to class assignments,
course reserves, status of a title or author, or high circulation of a title.
C. Replacement
1. Monographs
Library liaisons are responsible for making decisions regarding the replacement of lost, damaged, missing, or wornout monographs, as funds permit. The appropriate subject selector decides, within the guidelines of this policy,
whether to replace a specific monograph or purchase a comparable one, and selects the most appropriate format for
the replacement.
Replacement is always preferred over rebinding for inexpensive in-print titles. Current editions are preferred over
previous ones, unless the earlier edition has special distinguishing characteristics. It is usually desirable to replace
monographs or serials in the same format; however, electronic or microform versions should be considered for
extensive serial replacements.
2. Serials
Decisions to replace annual, biennial, and irregular serials will be handled according to criteria set forth in this
policy. The following serial items will not be replaced unless a special need has been demonstrated:
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Newspapers or newsletters
Titles that are not retained permanently
Titles that are not indexed
Titles routinely replaced by microfilm
D. Deselection (Weeding)
Weeding is an integral part of the collection development process. It helps keep the collection up to date by
removing older editions, and ensures that the collection remains responsive to user needs while optimizing the use of
space. The following considerations apply to the weeding of library materials:
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History of usage
Value for historical and other research
Last copy in serviceable condition
Retention agreements with consortial partners, for example, Five College Libraries
https://www.fivecolleges.edu/libraries/depository/policies) and the Boston Library Consortium
Availability in multiple copies or in other formats
E. Withdrawal of Materials
Library materials are withdrawn from the collection upon being declared missing or lost by a borrower, or after they
have been discarded by Library staff. An item is discarded by Library staff when the item is so extensively damaged
as to be beyond effective repair, or is identified as an unnecessary duplicate to other Library material.
F. Off-site storage
Due to lack of sufficient space, the UMass Amherst Libraries periodically review materials and designate them for
off-site storage. The following factors are generally considered when moving material to off-site storage:
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The primary criterion is use, defined as actual and anticipated use, not just the number of times an item has
circulated.
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Language itself is not a consideration. All materials, regardless of language, should be selected based on
use.
Date of publication by itself is not a consideration.
Teaching and research needs of faculty.
Availability of the material in another medium, such as electronic or microform.
How easily the format or size of an item, an oversized book or items other than printed monographs and
serials, may be accommodated.
The availability of online records or other adequate bibliographic access.
Physical condition: fragile materials may be damaged by the move to off-site storage and delivery to
campus. Conversely, the environmental conditions in off-site storage may be beneficial for other materials
that are not housed in optimum conditions.
The retention of duplicate copies for materials sent to off-site storage should be avoided.
Staffing, hours of operation, and users being able to consult materials onsite at the off-site storage facility.
Some selection decisions may result in moving library materials to off-site storage that are more
appropriately shelved on campus. Such assignments will be addressed as they are identified.
G. Gifts
The Libraries welcome materials that support, broaden, and advance the teaching and research activities of the
University in accordance with the Gift Policy (http://www.library.umass.edu/about-the-libraries/library-policiesand-procedures/gift-policy/).
Approved by SMG, September 11, 2013
Reviewed and endorsed by Research Library Council, March 7, 2014
Approved by SMG, April 17, 2014
Last Edited: 14 May 2014