Clark Memorial Library's Collection Development Policy
1) enables selectors of Clark Memorial Library
materials to work with greater consistency toward defined goals, thus
shaping a stronger collection while using funds more wisely; 2) informs
library staff, users, administrators, trustees, and others about the scope
and nature of the collection and the plan for continuing development of
resources; and 3) provides information which will assist in budgetary
allocation processes.
Departmental
Selection Policies specify parameters of collection development and
suggest useful bibliographic resources per each unit funded with a library
allocation.
1) to enable selectors of Clark Memorial Library materials to work
with greater consistency toward defined goals, thus shaping a stronger
collection while using funds more wisely.
2) to inform library staff, users, administrators, trustees, and
others about the scope and nature of the collection and the plan for
continuing development of resources.
3) to provide information which will assist in budgetary allocation
processes.
This policy conforms to the prescriptions suggested in Guide for
Written Collection Policy Statements, from the Subcommittee on
Guidelines for Collection Development, Collection Management and
Development Committee, Resources Section, Resources and Technical Services
Division, American Library Association edited by Bonita Bryant, (Chicago:
ALA, 1989) and Collection Development Policies for College Libraries:
CLIP Note # 11, from the College Library Information Packet Committee,
College Libraries Section, Association of College and Research Libraries,
compiled by Theresa Taborsky and Patricia Lenkowski, (Chicago: ALA, 1989.)
Shawnee State University is unique among Ohio's public institutions of
higher education in that it is the only state-supported university
dedicated solely to undergraduate education. Programming at the university
is student-centered, emphasizes the interests of Appalachians, and focuses
on undergraduate learning. Recognizing that the "people of South Central
Ohio view Shawnee State University as an agent for change and economic
growth" (A View of the Future: Guidelines for Strategic Planning at
Shawnee State University, p. 3), the University interacts within the
economic, civic, and cultural communities of South Central Ohio to
support, strengthen, broaden, and infuse local initiatives. (1997-99
Shawnee State University Catalog, p. 3-8, and A View of the Future:
Guidelines for Strategic Planning at Shawnee State University, September
2, 1997, p. 3-4)
Although SSU is a young institution, college classes in Portsmouth have
been ongoing for many years. From the 1940's through the 1970's,
Portsmouth was home to an Ohio University branch campus; in 1975 the O.U.
branch merged with Scioto Technical College to form Shawnee State General
and Technical College. Then in 1977 that institution was renamed Shawnee
State Community College. Finally, in 1986 Shawnee State University was
created by an act of the Legislature of the State of Ohio.
Since its foundation as a state university, Shawnee State faculty and
staff have worked determinedly not only to expand the physical plant of
the campus but also to extend and improve course offerings, programs, and
support services for students. Among the goals stated in the 1997-99
Catalog, the University includes offering "baccalaureate and associate
degrees in the traditional academic fields, innovative interdisciplinary
programs, and technical and career-oriented programs" which meet
"continuing education and training needs of business and industry."
Additionally, the university intends to participate as "a willing partner
in cooperative ventures with educational institutions and organizations
that assist in developing the economic, educational, and cultural base of
South Central Ohio." (1997-99 Shawnee State University Catalog, p.
6-7.)
In the Vision Statements of the 1997-99 Catalog, the University
articulates these goals:
SSU "will become...THE Regional State University for South Central
Ohio with visibility on a statewide and national level in select
academic areas;"
"Shawnee State University will provide a comprehensive higher
educational experience for its students;"
SSU "will establish and maintain academic programs supportive of a
focused academic mission founded primarily on technological, career
oriented, and professional programs." (1997-99 Shawnee State
University Catalog, p. 6-7.)
Shawnee State University Mission Statement
Shawnee State University-the regional state university for
Southern Ohio-prepares students for the changing needs of
business, industry, education, and society through its
diversified degree programs. Recognizing the importance of
knowledge, values, and cultural enrichment, Shawnee State
University is committed to providing higher
education that fosters competence in oral and written
communication, scientific and quantitative reasoning, and
critical analysis/logical thinking. To enrich the lives of the
community, the University provides opportunities for continuing
personal and professional development, intellectual discovery,
and appreciation for the creative and performing arts.
In the 1993 vision statement "A View of the Future: Guidelines for
Strategic Planning at Shawnee State University," a sub-goal specified that
the University will "assure continuing support for development of library
resources commensurate with existing programs and in anticipation of new
programs."
The Clark Memorial Library staff envisions the Library as existing to
provide the materials and staff resources to meet the information needs of
faculty, students, and staff and to support the instruction, research,
service, and public outreach concerns of the University. The Library's mission statement
follows:
The mission
of Clark Memorial Library is to “bring people and
information together” to foster excellence in learning,
teaching, and research. To accomplish this mission we
are committed to:
offering a
basic collection of electronic and hard copy
information resources that supports Shawnee State
University’s curriculum and special interests
teaching
users to efficiently and effectively access,
evaluate, and utilize information resources
facilitating reference services that assist users in
locating appropriate materials
making
available the technology needed to access and
utilize Clark Memorial Library and OhioLINK
resources
providing a
comfortable, accommodating environment for study and
research, intellectual growth, and personal
development.
The building which currently houses the Library, constructed at a cost of
$6.7 million and fitted with an additional $1 million worth of new
interior furnishings, opened to the public in June 1991. However, the
acquisition of Library materials had been begun prior to the construction
of Massie Hall (the building which housed the Ohio University-Portsmouth
branch), and the Library was housed on the first floor of Massie Hall from
its opening in 1967 until the new SSU Library was completed in 1991.
Following the designation of Shawnee as a state university, the Library
was granted a special funding supplement of $1,100,000 which resulted in
an increase of the materials collection from 68,000 volumes in 1988 to
93,000 in 1991. Additional projects such as the automation of the catalog
and the creation of an interactive circulation system, the development of
a video collection, and the creation of a Curriculum Materials Center to
support the teacher education program were also begun during this period.
In 1989 Shawnee State was designated a selective government depository and
currently receives about 11% of all materials available through the
government depository program.
The Clark Memorial Library supports intellectual freedom, freedom of
inquiry, freedom of expression, and the free exchange of ideas as
expressed in "The American Library Association Bill of Rights," "The
American Library Association Intellectual Freedom Statement," "The
American Library Association Librarians' Code of Ethics," "The American
Library Association Freedom to Read Statement," and the American Film and
Video Association's "Freedom to View" statement.
In the selection process, all points of view will be considered without
prejudice or censorship.
No materials or resources in the Clark Memorial Library collection will be
censored because of personal objection to the author's language, stance,
sex, sexual orientation, religion, political philosophy, personal history,
personal persuasion, affiliation, or national origin; likewise, materials
will not be censored based solely on a personal dislike of or distaste for
the subject matter.
Care will be taken to insure that the collection reflects a diversity of
viewpoints, especially in areas of scholarly or public disagreement.
Materials and resources selected will be readily available to all Library
users.
III.
Clientele and Collection Development Decision
Priorities
The primary users of the Clark Memorial Library are the students, faculty,
and staff at this institution. Collection development decisions and
selections will be made first and foremost to provide for the information
needs of this group.
In order to facilitate better service for our primary user group, Shawnee
State University/Clark Memorial Library has entered into a contractual
agreement with OhioLINK, a consortium underwritten by the Ohio Board of
Regents and composed of all state college and university libraries in
Ohio, the State Library of Ohio, and most private colleges and
universities in Ohio. As a member of the OhioLINK system, CML participates
in cooperative collection development activities within this consortium.
Students, faculty, staff, and other approved borrowers of OhioLINK member
institutions, therefore, make up a secondary clientele.
Having entered into agreements of reciprocity with other institutions
participating in interlibrary loan via OCLC, borrowers represented by
other institutions are likewise considered another secondary user group.
In a similar manner interlibrary loan requestors using ALA forms are
acknowledged as a secondary user group. Collection development decisions
are not made with respect to the needs of either of these user groups.
Alumni borrowers, visiting school borrowers, professional colleagues from
the local schools, and community members from local or outlying areas
constitute yet another secondary user group. As a selective government
depository, the Library takes into account the needs of this group when
making collection development decisions regarding government documents.
Additionally, the Library chooses materials which support the university's
community involvement initiatives.
The responsibility for collection development ultimately rests with the
Director of the Clark Memorial Library; however, the process by which
materials are selected for the collection is a cooperative one shared by
librarians, faculty, other staff, and Library users. The Library Director
prepares the Library budget, determines the funding formula and process;
allocates funds to academic departments and to departments within the
Library; and assigns librarians' liaison responsibilities to various
departments. The Allocation Formula is included in the appendix of this
document.
The Library Director assigns academic department liaison responsibilities
to librarians. The liaison serves as a contact person for any questions or
issues relating to the Library, expediting the flow of information between
the faculty and Library staff and providing faculty with requested
information about specific resources. As time allows, liaisons exchange
information with faculty about curriculum initiatives, Library needs, new
services, and other developments.
Faculty in academic departments are expected to take an active role in
selecting library materials, especially in their respective areas of
expertise, taking into account the general needs of their students in
regards to materials within their discipline as a whole, needs in related
disciplines, and needs in interdisciplinary areas. Faculty are expected to
evaluate the Library collection, to suggest seminal and/or key materials
appropriate to the information and research needs of undergraduates, and
to monitor their professional literature for recently published materials
appropriate to the university's needs. Departmental Selection Policies
specify the parameters within which the departments' purchases should be
made. Funds may be used to purchase Library materials in any format, and
faculty are encouraged to consider non-print materials and electronic
resources. Requests from faculty must be approved by their department
chairs before being forwarded to the Library. Every effort will be made to
accommodate faculty requests that are within the scope of the Library's
Collection Development Policy and that relate to the instructional and
educational purposes of SSU, providing that adequate funding is available
for acquisition.
As funding permits, the Library will purchase or procure various materials
necessary to support and/or assist administrative personnel and other
staff in the effective performance of their duties. Requests may be
directed to any librarian or communicated electronically via the Clark
Memorial Library webpages.
As funding permits, patrons' requests will be honored if they fall within
the scope of the Library's Collection Development Policy and support the
instructional and educational purposes of the university. Requests may be
directed to any librarian or communicated electronically via the Clark
Memorial Library webpages.
It is hoped that when funding is restored to adequate levels on campus, a
collection development librarian can be added to the Library staff to
coordinate selections and assure adequate coverage within critical subject
areas.
The Library collection will reflect the curricular and information needs
of the students, faculty, and staff of Shawnee State University. The
greatest priority will be given to building a collection to meet the needs
of students enrolled in programs currently offered on this campus.
Although the Library will not always be able to meet every research need
with materials on hand, by relying on OhioLINK borrowing, traditional
interlibrary loan mechanisms, and electronic access to various off-site
materials, it is hoped that the Library can ultimately provide appropriate
information or services to most users. Nonetheless, it must be recognized
that the Library cannot be expected to completely satisfy all information
needs of all users.
Library materials purchased by the Library or by the Departments with
monies allocated from the Library's materials budget must be housed in the
Library or be accessible via the Library Webpages. The Library
cooperates in and actively pursues electronic access initiatives to extend
resources to remote users across and beyond the SSU campus.
Funds may be used to purchase or contract for Library materials in any
format, and faculty are encouraged to consider non-print materials and
electronic resources. Requesters should bear in mind that the equipment,
software, or applications needed to use a specific piece of software or
media may not be available to Library patrons. Additionally, in the same
manner that the Library provides print resources for patrons but does not
presume to teach patrons how to read those documents, the Library provides
technical support of software and existing hardware but does not presume
to teach the use of the software or to instruct users in the physical
manipulation or intellectual interpretation of the contents.
Serials
Clark Memorial Library actively participates in many electronic full-text
initiatives, most especially with OhioLINK, to provide the broadest
spectrum of electronic full-text resources for the least money. The
purchase of local serials subscriptions, however, differs from the
purchase of other Library materials in several ways:
Local serials holdings represent an ongoing commitment of Library
funds.
Increases in the costs of annual subscriptions tend to outrun
inflation by undeterminable factors.
Because periodicals subscriptions are generally begun with the
assumption that the title will continue to be purchased in perpetuity,
shelf space utilization must be considered more carefully.
Because the usefulness of a periodical title will be affected by the
run available, retrospective microformat or electronic file purchases
must be contemplated when a new title is considered.
Secondary subscriptions to appropriate indexes or abstracts or online
access to remote research databases may be required to assure the
usefulness of the new periodical.
Users have demonstrated a preference for online electronic full text;
however, access to electronic full text often is often more expensive
than traditional hard copy subscriptions, and local contracts do not
provide for retrospective access once the subscription/contract has
ceased (e.g., CML currently subscribes to the Wall Street Journal
in electronic full text, but if we cease the electronic subscription,
we will not retain access to the electronic content from the years
during which we subscribed.)
For these reasons, a thoughtful, judicious periodicals selection process
investing substantially more deliberation than that of the acquisition of
a single monograph is warranted.
Departments may request electronic access, current hard copy, or
retrospective (generally microformat) subscriptions. When the Library
subscribes to the hard copy of a magazine or journal, we will resolve
whether to purchase the microformat of that title. Some periodicals
will be purchased only in microformat.
The general rule will be to discard retrospective paper holdings. The
Library will attempt to maintain at minimum the current year's paper
holdings of a magazine or journal. When possible, two to five years of
retrospective paper holdings will be maintained. The retention decision
will be determined by taking into account such factors as usage,
electronic access, and the amount of shelf space available in the Current
Periodicals stacks.
If a serial is not available in microformat (as in the Health Sciences'
hardback Clinics series) or if there is an over-riding consideration which
necessitates retaining retrospective paper issues (as in the need to
examine the high-quality, color illustrations printed in the paper version
of The Journal of Cell Biology), these items will be bound, classified,
and relocated into the circulating stacks.
Cooperative agreements
As a member of the OhioLINK system, it is expected that SSU will
participate in cooperative collection development activities with other
members of this consortium. The most recent statement on collaborative
collection development within OhioLINK is included in the appendix.
Collection Analysis
Faculty are encouraged to analyze and evaluate sections of the SSU
collection pertinent to their areas of expertise by utilizing general
bibliographic resources such as Books for College Libraries and
discipline-specific tools such as Shaw's Information Sources in
Physics to determine areas of weakness within the collection. Lists of
tools relevant to each department are included within the departmental
Selection Policies.
Conspectus
Divisions, categories, and subjects within the Departmental Selection
Policies have been amended to conform to the WLN Conspectus (which
OhioLINK purchased for cooperative collection development initiatives.) As
specific subject areas are evaluated, SSU and OhioLINK information will be
shared with the departments responsible for sections analyzed.
Each Departmental Selection Policy is based upon an analysis of the
degrees offered, GEP requirements, coursework required by other
departments, and the number and level of courses offered by that
department. Each policy specifies guidelines for languages, formats,
chronological periods, geographic areas, exclusions, and area resources.
Appropriate WLN assessment printouts are also included in the Departmental
Selection Policies. The printouts at minimum indicate assessment comments,
categories by LC number, and goal levels for collecting. These policies
will be updated regularly to reflect new programs and courses added to the
SSU Catalog.
Selectors should be familiar with and selections should be appropriate to
the parameters specified in their departmental selection policy. The
selection aids included in the departmental selection policies are
suggested resources; however, the listing is not comprehensive. Requestors
should additionally seek out and rely on resources such as the following
when selecting materials.
Specialized bibliographies:
Annual subject compilations, e.g., Library of Congress' annual Books
for Children recommendations
Monograph sources, e.g., Guide to Reference Books, American
Reference Books Annual, and Books for College Libraries
Bibliographies published by or under the auspices of academic
associations, e.g., Library Recommendations for Undergraduate
Mathematics from the Mathematical Association of America
Bestseller lists, e.g., The New York Times Book Review rankings
of bestsellers
Compilations in periodicals, e.g., the annual best reference sources
article in American Libraries
Reviews in such periodicals as:
Choice
Library Journal
New York Review of Books
New York Times Book Review
Science Books and Films
Scholarly journals
General selection criteria to be considered should include the following:
Quality of content
Fulfillment of academic curricular need/Appropriateness to academic
needs per course offerings
Lasting value of the content
Intellectual Suitability/Appropriateness of the level of treatment of
the subject
Strength of present holdings in the same or similar subject
area/Completeness of holdings as determined by standard bibliographies
and other sources
Suitability of format to content
Reviews
Authoritativeness or credibility
Reputation of publisher
Accuracy
Clarity
Depth/Scope of coverage
Need for supplementary materials in subject areas of strong student
interest or of a contemporary nature
Study of use patterns or statistics showing areas of greatest demand or
of collection weakness
Physical considerations such as binding, format, or cost
Conservation/Preservation issues such as acidity and the presence of
mold/mildew
OhioLINK holdings, especially when cost is high and potential use is low
Serials selection criteria to be considered should include the following:
Support of present academic curriculum
Strength of the existing collection
Present use of this or other periodicals in this subject area
Projected future use
Cost, rate of anticipated increase, and continuing availability of
funding
Reputation of journal
Reviews in monographs or other journals, e.g., Magazines for Libraries
and the journal reviews published in the fall in Nature.
Inclusion in prominent abstracting and indexing sources
If not owned, number of recent interlibrary loan requests for articles
from this serial
Non-print media selection criteria should include the following:
Technical quality of production:
color
sound
continuity
editing
Appropriateness of the audiovisual format to the subject matter
Compliance with copyright provisions
Selectors should take advantage of preview or demonstration opportunities
before purchasing electronic access or audiovisual, multimedia, or
computer software.
Replacement criteria for lost books or irreparably damaged materials are
the same as for new purchases. Standard practice is to choose current
publications; however, retrospective requests will be honored if the item
can be located. Requestors should note that OP (out of print) works can be
extremely expensive.
In order to provide access to information and materials which are beyond
the scope of or otherwise unavailable in this collection, Clark Memorial
Library will participate in resource sharing programs.
Patrons will be referred initially to OhioLINK, a consortium of all state
college and university libraries and several private college and
university libraries in Ohio. Via OhioLINK, SSU users can not only access
electronic full text or view graphics and videos, but they can also borrow
circulating materials directly from the collections of 83 other member
libraries and have requested materials delivered to SSU.
Items that do not circulate on OhioLINK and materials identified through
other sources (e.g., bibliographies, professional networking, broadcast
media) which are not available through OhioLINK will be requested through
interlibrary loan.
Collection review is an important aspect of collection development. The
collection is continually monitored for worn, outdated, or unnecessary
materials.
Items which are physically damaged, deteriorated, or embrittled must be
repaired, replaced, or withdrawn. Materials which are no longer relevant
to the university's programs or which are redundant in the collection are
also candidates for deselection.
Withdrawal of irreparable, outdated, and unnecessary materials increases
the convenience of the user, allows for a higher proportion of immediately
useful materials, allows library staff to work more efficiently in
maintaining good shelf order, and increases the availability of shelf
space for useful items.
Individual sections of the collection should be periodically reviewed by
faculty whose academic specialty or background facilitates expert judgment
in those subject areas. Additionally, faculty are encouraged to identify
and report outdated materials that they desire be removed from the
collection.
Factors to be considered in weeding include:
Relevance of the item to the university's current curriculum or to its
community initiatives
Number of copies needed
User demand/circulation record/lack of use
Currency/Obsolescence:
Interest in superceded or revised editions
Value of variant editions
Level of currency or interest in retrospective holdings
Length of serial backruns
Physical condition of material:
Acid damaged, aged, brittle materials
Moldy, mildewed materials
Torn or missing pages/pieces
Loose or broken bindings/pieces
Damage from contact with fluids or other substances
Conservation and preservation concerns:
Restoration potential
Archival value
Availability of replacement
Lack of intrinsic merit and/or lack of reference/historical/critical
value
Gifts are encouraged, with the understanding that the library will decide
on the disposition of the items which have been given and that the library
may add them to the collection at its discretion or dispose of gift items
by [selling?], exchanging, donating, or discarding them. As a general
rule, gift items will be added to the collection based on the same
criteria as purchased materials.
The Library will acknowledge in writing the receipt of gifts; however, the
Library assumes no responsibility for appraisal of gifts. The appraisal of
a gift for tax purposes is the responsibility of the donor, and the cost
of the appraisal, if any, should be borne by the donor.
As a rule the Library does not accept gifts under restricted conditions.
In the case of monetary gifts, however, the donor may designate the use of
those funds for specific collections or subject areas.
An individual or group who objects to the inclusion of a particular item
in the Library's collection may request reconsideration of the inclusion
of that item by filling out a Request for Reconsideration. The Library
Director will reply in writing to the individual or group who disagree
with the inclusion of the item in the collection. If the individual or
group should not agree with the Director's response, the Library Director
will refer the reconsideration request to the Library Advisory Committee.
The Library Advisory Committee will respond in writing to the individual
or group who object to the inclusion of the item in the collection.
A copy of the Request for Reconsideration is in the Appendix of this
document.
The Library staff monitors the collection for damaged or deteriorating
materials and, when possible, repairs items of continuing usefulness.
When damaged or deteriorating materials are irreparable, or when moldy
or mildewed items are discovered, they are normally removed from the
collection. However, when preservation of content is more important that
the integrity of the physical format, these materials may be placed in
appropriate containers and shelved in the Archives collection.
Security System
The Library utilizes the 3M Tattletape System to guard against theft
during the hours the Library is open. All emergency exits have audible
alarms which alert staff that an unauthorized exit is being attempted.
Because the windows are immobile, no possibility exists for throwing
otherwise removing materials through open windows.
When the building is closed to the public, an intruder alarm system is
activated.
University security officers include the Library in their campus patrol.
HVAC
The Library strives to maintain the physical integrity of materials in the
collections through conservation measures such as temperature, humidity,
and dust control accomplished via an efficient HVAC system. The desired
HVAC standard is to maintain 85% of the time a temperature between 68
and 76 degrees Fahrenheit and a humidity level of 45 to 55%.
Lighting
Artificial lighting in the Library is fluorescent. The fixtures and lamps
are all of recent vintage; therefore, no fire or toxic risk due to aging
or defective ballasts is expected.
On the east side of the building, blinds are used to protect the interior
and contents from ultraviolet radiation. There are no windows on the
south or west except for the central staircase; no library materials are
stored near that area. The skylight is constructed of opaque glass.
Pests
Preventive pest extermination is routinely requested.
Fire Prevention, Detection, and Suppression
A state-of-the-art smoke and fire detection system was installed when the
Library was constructed in 1991. When the detection system is set off, a
spoken evacuation message directs users to exit the building, a
multi-frequency siren sounds, and strobe and red lights flash. The alarm
rings automatically into the SSU Facilities Office and the Portsmouth Fire
Department. A heat sensitive dry pipe sprinkler system is also included in
the building's operating systems.
Fire extinguishers are located on every level beside each stairway, and
additional extinguishers are adjacent on inside office areas. The
university conducted a fire extinguisher training session during the
1992-93 academic year.
The Physical Facilities Department is responsible for routine maintenance
and periodic inspection of these systems.
Smoking is prohibited in all areas of the Library.
Staff exercise vigilance in making sure that all heat-producing appliances
are turned off when not in use.
Natural Disasters
Included in the Shawnee State University Building Coordinators Manual are
the procedures established for emergency actions during tornadoes,
snowstorms, and other potentially destructive weather. A weather radio is
kept at Circulation and monitored during bad weather.
Although SSU is not located in the part of Ohio which is most likely to
suffer tornadoes, in 1967 a tornado devastated a neighborhood, killing 7
people in Wheelersburg, 7 miles east of Portsmouth. While the SSU Library
is constructed to withstand high winds, it is unlikely that it could
survive cyclonic winds unscathed. Window damage would most likely result,
and materials within could likely be damaged if they were blown off the
shelves and/or exposed to moisture.
On average the Portsmouth area receives about 25 inches of snow and about
42 inches of precipitation equivalent to rainfall per year. Extreme
weather is not uncommon, however. For instance, during the winter of 1994,
a single storm dumped 25-30 inches of snow on the city. Because the
Library has a flat roof, staff must be vigilant to monitor leaks on Level
Three during and after heavy snowfall and heavy downpours.
Although the Clark Memorial Library is on the floodplain of the Ohio
River, the floodwall which protects the city is higher than the water
level during the 1937 flood, the highest recorded level, and the Army Corp
of Engineers estimates that if a flood of the same volume as the 1937
Flood occurred today, the crest would be 10 feet lower at Portsmouth due
to flood control projects which have been constructed in the intervening
years. Nonetheless, Level One of the Library may be susceptible to
standing water if the ground were saturated and/or if the drains were not
able to handle the runoff of ground water around the central staircase and
the delivery dock.
Although Portsmouth is approximately 400 miles from the New Madris fault,
geologists theorize that the shock waves from a major earthquake there
could cause major damage in all the cities along the Ohio Valley.
Multi-story structures built on the floodplain may be particularly
vulnerable.
University Maintenance and Custodial employees are responsible for
controlling and containing potential damage to library materials. Library
staff are responsible for decisions regarding materials damaged by the
elements.
In order to protect materials from damage, both Facilities and Library
employees will consider such measures as covering stacks with plastic
sheeting, removing materials from bottom rows of shelving units, and
relocating materials to safer areas. More drastic prevention measures will
be considered as the need arises.
Emergency Recovery
Shawnee State University insures the Library and its contents. In 1993 the
building was valued at $6,284.000 and insured for full replacement value.
The furnishings in the facility were valued at $6,284,000 and insured for
full replacement value. The print and non-print collections were valued at
$5,104,344 for books and $219,618 for microfilm, etc. and insured for full
replacement value. All categories are subject to the $10,000 deductible
per claim.
As the Library hold few unique or irreplaceable materials and insurance on
the facility, furnishings, and collection is adequate to rebuild and
replenish the facility, it is unlikely that the Library would engage in
heroic salvage measures such as removing the damaged items to a freezer
facility, vacuum freeze-drying, or desiccant drying of water-saturated
materials. Immediate attention would be given instead to venting the
building, removing waste, disinfecting contaminated areas, and securing
appropriate repairs to the facility.
Clark Memorial Library shall abide by and comply with copyright
regulations as set forth in Title 17 of the U.S. Code. Materials which
violate the statute will neither be accepted by Clark Memorial Library
temporarily nor added to the collection permanently. Clark Memorial
Library will neither engage in nor assist others in any action which
violates the current copyright provisions.
Photocopying
In accordance with Title 17 U.S. Code Section 108, a sign displaying the
following messages (as specified in 37 CFR Section 201.14 (b) and (c))
will be posted at public access photocopiers:
NOTICE
WARNING CONCERNING COPYRIGHT RESTRICTIONS
The Copyright Law of the United States (Title 17, United States Code)
governs the making of photocopies or other reproductions of copyrighted
material.
Under certain conditions specified in the law, libraries and archives
are authorized to furnish a photocopy or other reproduction. One of
these specified conditions is that the photocopy or reproduction is not
to be "used for any purpose other than private study, scholarship, or
research." If a user makes a request for, or later uses, a photocopy or
reproduction for purposes in excess of "fair use," that user may be
liable for copyright infringement.
This institution reserves the right to refuse to accept a copying order
if, in its judgment, fulfillment of the order would involve violation of
copyright law.
Additionally, the following will also be posted near public access
photocopiers:
NOTICE:
The Copyright Law of the United States (Title 17 U.S. Code) governs the
making of photocopies or other reproductions of copyrighted material.
The person using this equipment is liable for any infringement.
Computer Software
In accordance with Title 17 U.S. Code Section 109 paragraph (b) (2) (A),
all computer software will display the following message (37 CFR Section
201.24 (b)) affixed to the packaging in the prescribed manner (37 CRF
Section 201.24 (c)):
NOTICE:
Warning of Copyright Restrictions
The copyright law of the United States (Title 17, United States Code)
governs the reproduction, distribution, adaptation, public performance,
and public display of copyrighted material.
Under certain conditions of the law, nonprofit libraries are authorized
to lend, lease, or rent copies of computer programs to patrons on a
nonprofit basis and for nonprofit purposes. Any person who makes an
unauthorized copy or adaptation of the computer program, or
redistributes the loan copy, or publicly performs or displays the
computer program, except as permitted by Title 17 of the United States
Code, may be liable for copyright infringement.
This institution reserves the right to refuse to fulfill a loan request
if, in its judgment, fulfillment of the request would lead to violation
of the copyright law.
Shawnee State will reserve the right to lend lawfully made copies of
computer programs as granted in Title 17 U.S. Code Section 109 (b)(2)(A-B)
and to make archival copies of computer programs as granted in Title 17
U.S. Code Section 117.
Reproduction of Audiovisual Materials
Media Services will keep on hand and make continuously available to users
a pamphlet detailing the rights and responsibilities of educators and
others in regard to copyright.
The collection development policy will be evaluated at regular intervals
and amended as necessary to reflect changing user needs, university
priorities, and budgetary considerations.
The Reference Collection supports the Reference and information needs of
the University as an academic institution whose mission "prepares students
for the changing needs of business, industry, education, and society
through its diversified degree programs." The Reference Collection also
supports the University's community involvement initiative: "To enrich the
lives of the community, the University provides opportunities for
continuing personal and professional development, intellectual discovery,
and appreciation for the creative and performing arts."
I. Scope of the Reference Collection
A. The core of the Reference Collection will include basic general
information and subject specific materials selected according to the
University's curricular needs.
B. The Reference Collection will be supplemented by materials which
support broader interests of the university community or which treat
subjects in which the University fosters community involvement.
C. All Reference materials which relate to SSU's academic programs or
support SSU's institutional objectives, (regardless of subject,
chronological period, geographical area treated, format, or medium) may
be considered for inclusion. Primary consideration will be given to
those items which best satisfy students' academic Reference and
information needs.
D. Materials selected by academic departments will be placed in the
Reference Collection if, in the Reference Librarians' judgment, they
better serve the University in that collection. Conversely, Reference
titles selected by academic departments may be placed in the general
collection if they do not meet the criteria of the SSU Reference
Collection.
II. Types of Reference Tools
Types of reference tools will include, but are not limited to, the
following:
dictionaries
encyclopedias
surveys
handbooks
directories
bibliographies
atlases
manuals
indexes
abstracts
III. Currency of the Reference Collection
A. The Reference collection should be up-to-date in order to provide
accurate, current, and reliable information. Titles held in Reference
should generally be the most recent edition. Key works will be placed on
standing order. Specific replacement schedules should be in place for
exceptions to this rule, e.g., general encyclopedias which issue a "new
edition" annually will be replaced every third year.
B. Superceded editions will generally be removed from the Reference
Collection when updated works are purchased. Superceded works may be
relocated to the circulating collection if the information in them is
neither obsolete nor likely to be misleading to users or if they are
have retrospective or historical value. Superceded editions should be
reviewed for relocation to the circulating collection or for deselection
if Reference chooses not to purchase the latest edition.
IV. Selection Criteria
In addition to the selection criteria specified in the SSU Collection
Development Policy, the following factors should be considered for
inclusion in Reference:
Key or standard title in Reference
"Raw data" of the field, such as statistical tables
Narrow or broad focus of the work
Compositional style or format of compilation
Bibliographical or other types of references to other resources
Acceptable reviews in standard Reference tools such as ARBA,
Choice, Sheehy/Balay,
RQ, RSR, College & Research Libraries, CRL
News, etc.
Potential use in Reference
Relation of the title to the general collection
Physical space available in Reference
For ongoing series, the completeness of present holdings
V. Size of Reference Collection
A. A small, well-chosen collection of materials which can be easily
accessed will best meet the needs of the SSU community.
B. Physical space and changes in curriculum will be considered when
determining optimal collection limits.
C. The collection will be weeded on an ongoing basis. The Reference
staff should complete an annual inventory of the Reference collection.
OhioLINK Cooperative Information Resources Management Committee (CIRM)
"Statement of Assumptions & Objectives for Cooperative Collection
Development" [6/10/93]
As academic programs develop in response to new technological, economic,
social, and intellectual priorities, libraries are required to respond to
ever-expanding demands for information resources. In parallel, it is
increasingly difficult to maintain support of existing academic programs
in the state. The costs of intellectual resources are increasing at a much
higher rate than are library budgets; for example, OhioLINK libraries saw
price increases of 12% or more between fiscal 92 and fiscal 93 while
library budgets decreased an average of 18%. This is not a new phenomenon:
Since 1988, Ohio's state-assisted universities have been forced to cancel
approximately 9,214 serials subscriptions ($2,097,00). The tactic of
canceling serials subscriptions allows libraries to keep pace with
inflation, but it does not allow them to respond to new and expanding
needs nor to maintain purchasing power for support of existing programs.
It also results in less access to library scholarly materials and,
consequently, impacts negatively on teaching, research and grant funding,
and institutional service programs. Through cooperative collection
management initiatives, OhioLINK libraries will be better able to meet
demands for expanded access to a broader range of information resources
and still to maintain support of existing programs.
ASSUMPTIONS:
1. Cooperative collection management will increase access to information
resources for OhioLINK member institutions and their constituents. More
effective access to information can be achieved through joint efforts.
2. There is a fundamental shift from ownership to access and ownership.
Cost of intellectual resources (whether purchased or accessed) will
continue to increase.
3. Information resources are expanding exponentially both in number and
in kind.
4. Increasing the breadth of information access through OhioLINK will
allow member institutions to increase depth of information in support of
local institutional programs as well as programs across the state.
5. Document delivery (both electronic and physical) is a key element to
the success of cooperative collection development efforts.
6. In order to carry out necessary collection and use analyses, OhioLINK
must have adequate statistical tools. Only in this way will OhioLINK be
able to adequately identify related and complementary collections in
relation to use. A major assumption is that collection and use data will
be available, as well as appropriate statistical analysis tools.
OBJECTIVES:
1. Maximize limited fiscal resources statewide. Expand intellectual
resources by cooperative measure.
2. Enhance access to expand intellectual resources for all OhioLINK
constituents.
3. Develop models for analyzing collections and use in order to reduce
unnecessary duplication while maintaining core resources at each
OhioLINK campus.
The Clark Memorial Library is a Selective Depository. The primary emphasis
in collection development is support for an undergraduate academic
program. Additionally, as a depository, the library has an obligation to
be responsive to the needs of the surrounding community.
The excellent cooperation of the Regional Depository at the State Library
of Ohio should be considered in making collection development decisions.
Recommendations will be considered from the departments, public library,
and other interested parties, but final selection will be accomplished by
the Associate Director for Public Services with the advice of the
professional staff and approval of the Library Director:
Relevance to the local patron.
Compatibility with the library's total collection.
Degree of technicality.
Potential frequency of use.
Amount of shelf space that will be required to house the material.
Format of document.
At the current time, items described as being "catch-all classes", highly
technical, or consuming a considerable volume of paper are selected only
when they represent a considerable contribution to the academic program or
the community which could not be met with individual requests for loans
from the Regional Depository.
Weeding Policy
Shawnee State as a small undergraduate institution has neither the mission
nor the space to justify the maintenance of complete retrospective
collections of the documents received under the depository library
program. The library closely follow the guidelines for the weeding and
discarding of depository documents as outlined in the "Instructions to
Depository Libraries" manual. Efforts must be made to weed according to
the schedule suggested by the regional. However backlogs caused by late
publication of Needs and Offers may affect this schedule. In addition to
following depository instructions, the additional guidelines for the
weeding of Documents as well as other library materials are:
Lack of relevance to the local patron.
Incompatibility with the library's total collection.
Ephemeral material, not of significant historical nature.
Damaged materials which are beyond repair.
Materials for which special equipment is required but is no longer
available.
Materials of minimal local value which consume considerable shelf space.
Short incomplete runs of materials which might be of value to other area
depositories.
Duplicate items.
Other materials as appropriate with the advice of the Library director,
the professional staff and concerned faculty.
NOTE: Documents having any of these characteristics are potential
candidates for the weeding program. Before any document is included in the
weeding program, factors of historical significance, unique value, and
other possible values shall be considered.
Bindery Policy
Documents will be bound according to the policy relating to books and
periodicals housed in the library's other collections.
Lost Documents
Lost or damaged documents which fall under the 5 year retention guideline
are replaced if still available. Lost or damaged documents which are past
the 5 year retention guideline are replaced only if the document is still
considered to be of value to the collection. (See above Weeding Policy for
retention guidelines.)
Inter-Library Cooperation
The Clark Memorial Library cooperates with the State Library of Ohio and
other depository libraries in Southwestern Ohio to share resources for the
good of their users. Telefacsimile devices are used for timely document
delivery.
References are verified through the OhioLINK Central Catalog.
Curriculum Materials Collection Development Statement*
I. Introduction
During most of the 20th Century, economic conditions and the state of
civilization dictated that classroom learning be accomplished via textbook
and workbook, paper and pencil, lecture and recital. The occasional
inclusion of an audiovisual presentation in the classroom was a special
event, and the opportunity for students to gain hands-on experience with
realia often was confined to young children in kindergarten and primary
school and to high schoolers in academic track courses which included
laboratory experiences. In general, however, students whose learning
capabilities demanded more than the rote/written recital of text or of a
teacher's lecture, recorded during passive, seated observation, were
untutored by the educational system and dropped from its ranks, frustrated
and frequently lacking in intellectual skills needed for financial and
social stability.
Today, in support of a curriculum informed by research, emphasizing the
possibilities of human intelligence with such initiatives as the
development of critical thinking skills, learning to learn, cultural
literacy, competency, and mastery learning, a vast array of teaching tools
are available for teachers to utilize in educating students with disparate
learning styles. Teachers today have the potential to educate the young
people of our country, each according to her or his own need, as never
before in our history. In this setting, a collection of curriculum
materials takes on great significance in the preparation of teacher
candidates. Teacher candidates are in a "window of opportunity" to be
exposed to the variety of instruments available to the educator. This
Teacher Education program may provide their only exposure to unique
resources; if preservice teachers remain ignorant of these possibilities,
an untold number of children may be stunted intellectually and
emotionally.
To the managers of the CMC and to the education faculty drawing on the
resources of the collection of curriculum materials in these years of
"shrinking budgets and skyrocketing inflation," judicious selection
becomes imperative to insure a quality collection which supports the
Teacher Education program. As the production of materials in varying
formats increases, collection development strategies must be employed to
assure that teacher candidates have the opportunity to become
acquainted with a sampling of all available resources.
*Approved 1/17/1991 by the Curriculum Materials Center Advisory Group;
amended 1995 after internal reorganization within the Library; revised
Jan. 1998; amended 2001 after internal reorganization within the Library.
This policy conforms to the prescription suggested
in Curriculum Materials Center Collection
Development Policy by the Collection Management Subcommittee,
Problems of Access and Control of Educational
Materials/Curriculum Materials
Joint Committee, Educational and Behavioral Science Section, Association
of College and Research Libraries, American Library Association (Chicago:
ALA, 1984.) See "Guidelines
for Curriculum Materials Centers" for ACRL recommendations regarding
the operation of the CMC (link added 2/27/2003).
II.
Objectives of the Collection
Materials selected will support the Teacher Education program at Shawnee
State University and will include both educational materials for children
from early childhood through young adult and educational materials for
teachers and other care-givers who work with children in various early
childhood, school, and school-related settings.
Emphasis will be on materials which have immediate P-12 classroom
application. Although the CMC will also include materials concerned
with the teaching methods and classroom management, for the most part,
materials dealing with the theory of teaching and with educational
research will be placed in the general collection.
In reiteration of Section II of the Clark Memorial Library Collection
Development Policy, which asserts the Library's stance on Intellectual
Freedom, and in support of the National Council of Teachers of English
"Students' Right to Read" statement, the CMC will not exclude materials
from the curriculum materials collection based upon an individual's
personal objection to the subject matter, content, mode of presentation,
etc.
III.
Clientele to be Served
Although the service population of the CMC is the same as that of the rest
of the library, Teacher candidates and DTE faculty are expected to be the
most frequent users of curriculum materials. Curriculum materials
may serve the needs of local educators and of other OhioLINK users, but
this use of materials by those groups will be not be a consideration in
adding or deselecting materials in this collection.
Even though the CMC contains juvenile programming materials, it is not
intended that children should directly use the facility or the collection.
Children entering the CMC should be accompanied by an adult.
IV.
Personnel Roles and Responsibilities in the CMC
Librarians, support staff, student employees, and Office of Educational
Technology personnel are directly or indirectly involved with the
development, maintenance, and operation of the CMC.
A.
A Library employee is directly
responsible for the staffing, maintenance, and operation of the CMC and
Graphics Lab. The library liaison to the Education Department
works with Education faculty to develop the CMC collection. A library
employee liaises with the Teacher Education faculty regarding the
maintenance of the Graphic Lab operations and the training of the staff
to assist users. Allocation of resources in such areas as staff,
facilities, equipment, and funding necessary to assure effective and
efficient functioning of the CMC rests with the library administration.
B. Although administrative and fiscal responsibility for the operation
of the CMC remains with the library, the promotion and
utilization of the services and collections of the CMC are
faculty-driven. Additionally, faculty involvement is crucial in
the development of the curriculum materials collection.
C. A Curriculum Materials Center Advisory Group, composed of
professional staff from the Library, Media Services, the Teacher
Education Department, and faculty from other departments which support
the Teacher Education program may be convened to discuss ways in which
the CMC can better meet the needs of users.
V.
Scope and Boundary of the Collection
The curriculum materials collection provides resources that support the
instructional programs of Teacher Education and other departments which
participate in the teacher licensing process. It is expected that a larger
portion of the materials in the curriculum materials collection will be in
non-print (i.e., audiovisual, multimedia, or realia) formats than would be
found in other collections within the Clark Memorial Library.
Collection Guidelines
The collection contains resources appropriate for early childhood
through secondary education in such subject areas as art,
bilingual/multicultural education, classroom management, curriculum
development, developmental psychology, foreign languages,
handwriting, health, intervention, inclusion, language arts,
literature, mathematics, physical education, middle school, music,
reading, science, social studies, and spelling.
The primary language of materials in the collection is English.
Although the collection contains older materials, emphasis is on
materials published in the last decade. Materials of historical or
research value may be retained.
Educational methods and approaches used across the United States are
emphasized in the CMC collection. Materials issued or published by the
Ohio Department of Education and by Ohio school districts will be given
special attention. Materials from other states and countries are
selectively collected.
Collection Formats
Textbooks in all curricular subjects, grades P-12, may be selected.
Special attention will be given to acquiring examples of texts
adopted by local schools; other exemplary texts are collected
selectively. Older texts may be kept for research value.
College level texts are not added to the collection unless they deal
with teaching methods or have specific P-12 applications.
P-12 curriculum guides from the state, regional, and national levels are
collected selectively. Special attention will be given to acquiring
curriculum guides from local districts. Guides may be in either hard
copy or electronic full text.
Juvenile literature will be collected. An attempt will be made to
comprehensively collect award winners and notable books for children and
young adults. Examples of children's classics; beginning-to-read books;
picture books; wordless picture books; folk literature; mythology;
modern fantasy; poetry; realistic fiction; historical fiction;
informational books; biography; and autobiography will be collected.
Professional materials such as idea and activity books; history and
criticism of children's and young adult literature; teaching
methods books; and books which teach candidates how to write behavioral
objectives and prepare lesson plans will be collected. Books more suited
to post-Baccalaureate studies and those which deal broadly with
educational research, theory, or history will generally be located not
in the CMC but in the general collection.
Reference tools for children and young people are located in the CMC.
Collegiate reference resources that support the P-12 teaching
professions are placed in either CMC Reference or in the Reference
Stacks on Level 2 according to the subject matter. The Reference
collections may include such items as children's literature indexes and
bibliographies; indexes and reviewing sources of audiovisual media and
equipment; children's encyclopedias, dictionaries, and thesauri; and
biographical information sources on authors and illustrators of
children's literature.
Current issues of children's magazines, teacher's magazines, and
periodicals devoted exclusively to reviewing children's literature are
shelved in the CMC. Retrospective issues on micro will be housed with
the micro collections on Level 2.
Government documents that deal with teaching methods or have immediate
classroom applicability will be included in the CMC.
While free materials may help supplement the collection, they may be
expensive to locate, catalog, and package. Free materials, especially
those from commercial organizations and industry, will be critically
reviewed before adding. Materials from professional organizations also
will be considered for inclusion only after careful scrutiny.
Audiovisual and multimedia materials for demonstration purposes and to
provide resources that students may use in integrating educational
technology are included in the CMC. Examples include CDs, CD-ROMs,
charts, pictures, study prints, photographs, slides, cassettes,
multimedia kits, videos, simulation games, computer programs,
transparencies, manipulatives, models, realia, and educational toys.
Appropriate computer hardware is also located in the CMC and appropriate
audiovisual hardware is located in Media Services adjacent to the CMC.
Sample teaching units and student-produced units may also be collected.
Samples of standardized tests may be collected.
Vendor catalogs, pictures, maps, charts, and posters may be collected as
vertical or flat file materials.
New and emerging instructional technologies that impact upon educational
practices will be incorporated into the CMC.
VI.
Selection Criteria
Selectors of curriculum materials should employ the criteria outlined in
Section VI of the Clark Memorial Library Collection Development Policy.
Ideally, when selecting curriculum materials, the selector should arrange
for first-hand examination of the items to be purchased. Expensive
materials, especially, should be previewed before purchase.
The potential use of materials should be estimated on both immediate and
long-term bases. Versatile materials, especially those which have
potential for use in several subjects and grades, should have priority
over materials which are less likely to be widely used. In general, the
materials selected should have received favorable reviews in the
professional literature of a given subject field or in standard review
sources.
The following factors may also be considered by the selector:
The cost of the material in relation to the budget and other available
material.
The degree to which the material meets the curriculum objectives of the
Department of Teacher Education.
The technical quality of production/manufacturing, of
writing/presentation, and/or of format/construction.
The strengths and weaknesses of the existing collection in relation to
the current needs of the clientele.
The scarcity of material on the subject and the demand for material by
users.
The authoritativeness, reputation, and significance of the
author/artist/composer/editor and the publisher/producer/manufacturer.
The appropriateness of the level of the content for the intended
learner, and, if applicable, the provision for student differences in
grade and ability level, interests, achievement, and background.
The soundness and timeliness of the material in relation to current
trends in education, its relevance to today's world, and its likelihood
of premature obsolescence.
The ability of the material to provide adequate coverage of the
necessary facts and concepts in an organized and clear fashion.
The ease of use as opposed to a) intellectually, the necessity for users
to receive specialized training or b) physically, an unwieldy size or
mass posing awkward manipulation difficulties.
Representation/demonstration of various learning and teaching styles.
Accuracy and thoroughness of material presented as factual.
Aesthetic, artistic, and/or literary quality of creative/imaginative
materials.
Capacity for fostering self-instruction and/or stimulation of
creativity.
Multiple ethnic, cultural, racial, religious, social, and sexual
characteristics; the variety of economic and geographic orientations,
problems, aspirations, attitudes, and ideals presented.
The manner in which the material deals with controversial issues and the
point of view of the presentation; the fostering of critical reading
and/or thinking skills.
Multiple sensory involvement; multiple mediums engaging a broadened
learning spectrum.
The content and the value of the work as a whole and its success in
achieving its intended results.
While selection ideally is informed by first-hand examination, selection
tools serve as secondary sources and provide information about materials
in many formats. The following resources may be considered:
Monographic retrospective selection tools
such as the following may be used:
A to Zoo: Subject Access to Children's Picture
Books.
New Providence, N.J. : R.R. Bowker.
Children's Catalog. New York: H.W. Wilson.
Middle and Junior High School Library Catalog. New York: H.W.
Wilson.
Senior High School Library Catalog. New York: H.W. Wilson.
Adventuring with Books: A Booklist for PreK-Grade 8. Urbana, IL:
National Council of Teachers of English. Committee on the Elementary
School Booklist.
The Elementary School Library Collection: A Guide to Books & Other
Media. Williamsport, PA: Bro-Dart Foundation.
Guide to Reference Books for School Media Center. Littleton, CO:
Libraries Unlimited.
Publications of Educators Progress Service, Randolph, WI, i.e., the
Educators Guide Series.
Books for You: A Reading List for Senior High School Students.
Urbana, IL: National Council for Teachers of English.
Magazines for Libraries. New York: Bowker.
U.S. Government Publications for the School Media Center.
Littleton, CO: Libraries Unlimited.
Your Reading: A Booklist for Junior High Students. Urbana, IL:
National Council of Teachers of English
Periodicals devoted to specific facets of education, such as Science
Books and Films, Science and Children, or Teaching
Children Mathematics, can be used to locate outstanding materials.
Horn Book Magazine and
School Library Journal are examples of professional
periodicals which can be checked for locating reviews of current
outstanding materials for children.
VII.
Gifts
The gift policy and procedures are outlined in Section X of the Clark
Memorial Library Collection Development Policy.
Gifts will be added to the CMC collection only if they enhance the quality
and usefulness of the collection. Items considered may include earlier and
outdated editions of curriculum materials since research may be conducted
regarding the development and evolution of these materials. Because of the
nature of some curriculum materials, e.g., teaching kits or games, care
should be taken upon receipt, and prior to acceptance of the gift, that
the materials are complete, and, therefore, most useful to the users of
the CMC.
