Collection Management Policy for UCL Qatar Library
Section 1 – Purpose and description
Section 2 – Acquisition priorities and decisions
Section 3 – Retention, relegation, disposals and preservation
Section 4 – Policy review procedures and dates
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Purpose and description
1.1
Purpose
The primary purpose of the UCL Qatar Library collection is to support the teaching and research
undertaken at UCL Qatar. This includes the postgraduate courses in Archaeology of the Arab
and Islamic World, Conservation Studies, Library and Information Studies, and Museum and
Gallery Practice. It also includes postgraduate and post-doctoral research undertaken across
these and other closely related subject areas.
1.2
Readership and access
The main readership of the UCL Qatar Library collection is UCL Qatar students (postgraduate)
and UCL Qatar staff.
Visiting students and staff from the main UCL campus also have full access to and use of the
collection whenever they visit UCL Qatar. However, items from the UCL Qatar collection
cannot be taken out of Qatar by students and staff visiting from the main UCL campus.
Students and staff from other academic institutions across Hamad bin Khalifa University and
from other Qatar Foundation sponsored institutions are welcome to make reference use of the
collection at any time.
Members of the public are also eligible to access the Library and use the collection on a
reference basis.
1.3
Description and holdings
The collection primarily reflects the teaching and research interests of academics and
researchers based at UCL Qatar, as well as other very closely related subject areas. The
collection is in the process of developing strengths in works relating to Arabic and Islamic
archaeology and regional archaeology of the Middle East and the Horn of Africa. Subject areas
pertaining to conservation studies, museum studies and the management of cultural heritage
and libraries are also subject areas where collection strengths are being developed.
It is anticipated that the library collection will grow rapidly over the next five years and that a
teaching and research collection of some considerable subject breadth and depth will be built
up within this timeframe.
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The long-term ambition for UCL Qatar Library is to become the premier collection of its type
within the Middle East region and to become one of the most important collections of its type
in the world.
The collection contains both print and electronic materials. Access to the collection is via two
routes with the electronic materials (e-books, e-journals, databases) accessible through the UCL
Library Services online catalogue and the print holdings information (books, print journals,
etc.) accessible through the Georgetown University Library online catalogue.
The collection is located on the second floor of the Library at Georgetown University in Qatar
and is shelved in sequence using the Library of Congress classification scheme. Most items are
on open access shelves although some rare, fragile or sensitive materials are housed on closed
access shelves.
1.3.1 Books
UCL Qatar Library consists of a rapidly growing collection. Currently the Library holds circa
8,000 print monographs with, on average, 250 to 300 new titles being added to the collection
each month. In addition, discrete collections of books are being occasionally acquired and
added to the collection.
The Library also regularly purchases e-books in order to support the taught course programmes.
These books are hosted and accessible via Explore on the UCL Library Services website.
With the exception of a small number of rare or fragile items, most of the collection is housed
on open shelves in the UCL Qatar Library. The collection supports the postgraduate teaching
carried out at UCL Qatar. It also supports the interests of academic staff and research
postgraduates, as well as the research elements of the taught courses.
1.3.2 Journals
Particular emphasis is given to enabling access to electronic journals wherever possible. These
are provided centrally via UCL Library Services.
UCL Qatar Library will occasionally add new electronic journal subscriptions to the UCL
Library Services electronic journals collection. Similarly, subscriptions to the backfiles of
relevant electronic journal titles may be taken out where such provision does not already exist.
UCL Qatar Library will also subscribe to a small number of print journals, which augment the
range of electronic journals made available centrally via UCL Library Services. These journals
are, in the main, specialist and/or regional titles which cannot be sourced in electronic format.
1.3.3 Electronic resources
The journals collection is supplemented by on-line subscriptions to numerous bibliographic and
full-text databases with relevance to the subject areas of UCL Qatar. The subscriptions to these
databases are managed centrally by UCL Library Services.
1.3.4 Special collections
There is also an amount of special collections material held in closed access areas of the Library.
This material includes early runs of some journals, rare books, maps, photographs, and
ephemeral items. Such material is usually available for consultation upon request.
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1.4
Relationship with other collections in Qatar
Within Qatar, UCL Qatar staff and students have access to a significant amount of relevant
print and electronic reference material at Georgetown University at Qatar School of Foreign
Service Library.
Other university libraries across Hamad bin Khalifa University (Carnegie-Mellon, WeillCornell, Northwestern, Texas A&M, VCU) also offer reference access to UCL Qatar staff and
students.
The Museum of Islamic Arts Library provides a wide range of books and resources on Islamic
art, antiquities and architecture, which UCL Qatar staff and students can use on a reference
basis.
UCL Qatar staff and students can also access many specialist and generic electronic resources,
e.g. databases, e-journals, from the Qatar National Library website.
1.5
Relationship with other collections within UCL
Other collections within UCL Library Services in London which either include significant
amounts of relevant material or support aspects of UCL Qatar’s teaching and research are those
of the Institute of Archaeology, Anthropology, Classical Archaeology, Library and Information
Studies, and Management collections.
1.6
Relationship with other collections in London
In London, other relevant libraries within the University of London include:
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The University of London Library (Senate House)
The Institute of Classical Studies Library
The Warburg Institute
School of Oriental & African Studies Library
Relevant libraries outside of the University include:
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British Library
Egypt Exploration Society
Institute of Conservation
Society of Antiquaries
2. Acquisition priorities and decisions
2.1
Responsibility for selection
Selection of materials is undertaken by the Head of Library Services at UCL Qatar or by
designated UCL Qatar Library staff. There is also very close liaison with UCL Qatar academic
staff. Recommendations are always welcomed from staff and students.
2.2
Subjects collected
Material is collected for all subject areas covered as part of the taught course and research
programmes offered by UCL Qatar. The collecting focus for each of the UCL Qatar subject
areas is as follows:
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2.2.1
Archaeology
Materials are acquired in all aspects of the archaeology of the Arab and Islamic world, with a
particular focus on the archaeology of the Arabian peninsula, the Levant, Sudan, Egypt and the
Horn of Africa. Selected archaeology works relating to these geographic areas during the preIslamic period are also collected, as are specialized excavation reports for these geographic
areas.
Works relating to archaeological theory, methodology, excavation techniques, marine
archaeology and cultural heritage are also collected, as are selected anthropological and
historical works relating to the geographic areas listed above.
Works relating to Archaeological Science are also collected, which support UCL Qatar’s worldclass research strengths in this field, and which capitalize on work undertaken in our
laboratories.
2.2.2
Conservation Studies
Materials are acquired in areas relating to the principles and techniques of conservation,
preventative conservation, collections care and management, investigation of objects, technical
skills for cultural heritage, and materials science for conservation.
Selected materials relating to metals, glass, stone, ceramics, textiles, paper and artworks are
also collected. Items relating to archaeological sites are also collected.
2.2.3
Library and Information Studies
Materials are acquired in areas relating to the principles of librarianship and information studies,
with a particular focus on cataloguing and classification, knowledge organization, library and
information management, retrieval systems, scholarly communication, digital resources,
electronic publishing, and historical bibliography.
Selected works are also acquired in areas relating to archives management, records
management, electronic records management, and preservation management.
2.2.4
Museum and Gallery Practice
Materials are acquired in areas relating to museum and gallery practice, with a particular focus
on principles of museum and gallery management, collections care and management, curatorial
practice, interpretation of heritage, heritage research, and museum learning and education.
Selected works are also acquired in areas relating to museological theory, the history and
development of specific museums and museum collections, museum catalogues and museum
policy.
2.2.5 Academic and Research Methods
Materials are required that relate to literature to support learning in research methods and
academic English.
2.3
Priority
Priority is given to acquiring all materials necessary to support the postgraduate courses at UCL
Qatar. As far as funds allow, material is acquired to support the research interests of UCL Qatar
and maintain the existing strength of the collection.
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2.4
Level
Material is collected at postgraduate and research level.
2.5
Language
Material is collected primarily in English. Relevant materials are also collected in French,
German, Italian and Arabic. Very important works in other languages may also be collected.
2.6
Format and medium
Material is collected in print and electronic media. Particular priority is given to establishing
electronic access to materials, with offsite access enabled wherever possible. This is due to the
difficulties of obtaining some print materials in Qatar and because of the increasing number of
students who need to work remotely from UCL Qatar, and a general growth in demand for
working from home.
Where print materials are acquired, preference is always given to obtaining items in hardcover
format.
2.7
Collaborative collecting agreements with other libraries
No collaborative collecting agreements are currently in place, although it is anticipated that
some collaborative agreements will be formalised with Qatar National Library in the near
future.
2.8
Multiple copies
Multiple copies of items which are identified as core textbooks will be bought wherever
possible and the use of e-versions of core textbooks as a viable alternative to print copies will
be investigated, particularly for items that are included on reading lists.
Multiple copies will be acquired using the following formula, which has been adapted for UCL
Qatar from the formula used across UCL Library Services in London. This is based on the
number of students on the course, unit or programme for which the title is required.
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2 copies for courses with < 10 students
3 copies for courses with 11-20 students
4 copies for courses with 21-30 students
5 copies for courses with 31-50 students
6 copies for courses with > 51students
2.9
Donations
Gifts and donations will be accepted in line with the criteria set out in the UCL Library Services
Donations Policy. In general, material will only be accepted if it is relevant to current or
anticipated courses or is consistent with the existing subject profile of the collection.
Duplicate items will not normally be accepted unless they constitute material identifiable as in
heavy demand. Incomplete periodical runs and material in bad physical condition are not
normally accepted.
The Library reserves the right to deal with donated material in the way it deems most
appropriate, including disposal if it is no longer required.
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2.10 Exchange & deposit arrangements
None currently in place, although arrangements will be considered on a case by case basis.
3. Retention, relegation, disposals and preservation
3.1
Review of collection
The collection will be reviewed annually to apply the retention, relegation, disposals and
preservation policies set out below. Periodic reviews of the collection may also be undertaken
at other times if and when the need arises.
3.2
Retention
3.2.1 Books
Priority will be given to high and medium use books in the allocation of space. Books required
for teaching will be retained on the open shelves at all times, unless an electronic copy of a title
is also available in which case consideration may be given to limiting the number of print copies
available on open shelves.
Rarely used research level books will be removed from the open shelves where necessary to
accommodate more frequently used books, while superseded and outdated books will be
removed from the open shelves as a matter of course – see Section 3.3 for further details.
3.2.2 Periodicals
Periodical titles which have ceased publication or which are no longer subscribed to may be
removed from the open shelves.
Back files of current print periodical subscriptions will only be retained indefinitely if back files
of the periodical title are not accessible in electronic format via UCL Library Services.
For those periodical titles where electronic back files are accessible via UCL Library Services,
as well as those journals that are designated as ‘casual reading’ titles, two years’ worth of back
file issues will be retained by the Library before being disposed.
3.2.3 Other Items
Rare, particularly valuable or fragile material will not be held on open access shelves. Special
collections will also not be held on open access shelves.
3.3
Relegation
UCL Qatar Library does not currently have access to a dedicated store facility. However, print
items on the open shelves are still reviewed on a regular basis for decisions as to relegation to
storage.
Items that are not frequently used but that are still deemed to be relevant to UCL Qatar’s current
and ongoing teaching and research needs may be relegated to a closed access room, in lieu of a
dedicated store facility, due to the limitation on open access for stock. Where there is more than
one copy, only one is retained, except in exceptional circumstances or for historic reasons.
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Particularly rare or valuable collections or those that are physically fragile may also be relegated
to a dedicated store facility in order to help preserve their physical condition.
Relegated items will be available for consultation by UCL Qatar students, staff and visitors
upon request.
3.4
Disposal
Disposal encompasses the removal of items to other library collections or other appropriate
locations. Disposal of library materials is an essential part of collection management. It ensures
that collections remain relevant, ensuring space for new purchases, and allows the Library to
respond to changing user needs.
Material for disposal will normally be identified by UCL Qatar Library staff on an annual basis,
usually during the summer holiday period. Criteria for relegation or disposal will also be based
on additional factors, including:
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Number of copies held.
Availability of electronic alternatives to print materials.
Whether the subject is currently taught or researched within UCL Qatar.
Physical condition.
Security and conservation of materials.
Declining usage from evidence of borrowing or consultation within the Library.
Publication date.
Currency, particularly in disciplines where information dates rapidly.
Availability of materials via other sources, including the British Library.
Document Delivery Service or co-operative borrowing schemes.
Space constraints and shelf occupancy levels.
Continued validity of older material, for example key contributions to theory.
Opinions of UCL Qatar academics or researchers.
Research level collections will usually be retained in perpetuity and will only be disposed of in
exceptional cases.
Catalogue records for material selected for disposal will be altered or removed as appropriate.
All items designated for disposal will be stamped as 'withdrawn' from stock.
Items designated for disposal will be offered to Qatar National Library in the first instance. If
Qatar National Library does not require these items then they will be offered to other Qatar
Foundation funded academic libraries across Education City, and finally to UCL Library
Services in London. Any items that still remaining unclaimed at this point will be offered to
charitable book disposal firms for redistribution and/or recycling or will be disposed of in the
most appropriate manner, to be decided on a case by case basis by the Head of Library Services.
3.5
Preservation
UCL Qatar Library adheres to the general principles of the overall Preservation Policy for UCL
Library Services. However, this policy is adapted locally to reflect the specific collection
management issues faced by UCL Qatar Library, specifically environmental and storage issues.
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Particular attention is given to regular risk assessment of all UCL Qatar Library collections, but
in particular old, rare or fragile materials, due to natural routine risks that are especially
prevalent in the Middle East such as relative humidity, temperature, light, pollution, and pest
infestation.
Regular monitoring of the environmental conditions of storage facilities, especially those used
for the storage of special collections materials, is also a high priority. Similarly, attention is
given to the appropriate housing, boxing and cleaning of collections.
All conservation and repair work is currently outsourced to specialist providers in the UK.
However, in the long-term it is anticipated that some of this work may be undertaken in
partnership with the Qatar National Library.
Likewise, other shared service arrangements may also be undertaken with the Qatar National
Library in the future, such as storage of rare or fragile materials and digitisation for preservation
purposes.
4. Policy review procedures and dates
This policy will be reviewed and approved periodically by the UCL Qatar Library Committee.
RNW – 03/12/14
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