The acquisition and maintenance of the library's materials collection is a primary function of the library's mission in support of the College's objectives.
Collection development refers to the process of building and maintaining the library's entire materials collection, in print and electronic formats. The collection development process includes the formulation of policy and procedure, coordination of activities, budget formulation and allocation, needs assessment, collection evaluation, selection, resource sharing and weeding.
The ultimate responsibility for the development of the library's materials collection rests with the library faculty in each college.
Under the Guidelines, procedures and guidelines approved by the library faculty, the Library Chair is responsible for overseeing the overall growth and development of the collections.
Within the College framework each full-time librarian is assigned responsibility for collection development and materials selection in particular subject areas or for a particular library. Part-time Librarians may also be assigned collection development responsibility.
Collection development is an ongoing activity designed to meet the following goals through the selection and acquisition of materials:
184.108.40.206 The primary function of the library collection is to provide materials that support the educational process. This is accomplished in two interrelated ways:
220.127.116.11 Secondarily, the library provides some materials designed to support the following areas:
18.104.22.168 Finally, materials supporting cultural and recreational interests, and materials that foster personal growth and awareness are purchased in limited quantities, depending on funds, interest and space.
22.214.171.124 The library is not able to purchase materials for individual faculty research projects.
126.96.36.199 Each college library chair has the responsibility for developing and implementing Guidelines and procedures to achieve collection development goals:
188.8.131.52 Fulltime librarians have the primary responsibility for collection development and day-to-day materials selection and weeding. This includes the responsibility for:
184.108.40.206 The library selects print and non-print materials from a number of professional selection tools. These include:
220.127.116.11 When selecting materials, an overriding consideration is appropriateness for community college use.
Most materials should be written or produced on a level that the average community college student can use or benefit from, or at a level that students in a particular field are expected to attain.
18.104.22.168 Selection is also conditioned by the Library Bill of Rights and the Freedom to Read Statement as ratified by the American Library Association, and approved by the HCCS Board of Trustees (10-20-75), by the Statement of Academic Freedom and Responsibilities which is published yearly in the Houston Community College Faculty Handbook, and by HCCS policy regarding Internet and use.
22.214.171.124 In addition to the above, the following criteria are used to evaluate materials considered for acquisition and inclusion in the collection.
126.96.36.199 Excluding high demand items or materials required for coursework, no more than 2 circulating copies per district should be ordered. Duplicate purchases may be justified to and approved by the college library director.
188.8.131.52 Titles are not automatically purchased in large quantities or as single copies, but what seems to be the best combination of quantity and anticipated needs.
184.108.40.206 A major goal of collection development is to provide at least one full-service general resource center at each college
220.127.116.11 Space and budget limitations will usually preclude large independent collections at each library within a college
18.104.22.168Through the use of the on-line catalog, students and faculty have access to materials throughout the system.
22.214.171.124 Each campus, however, is different, has its own unique needs and capabilities based on its courses, students, faculty, as well as its particular location and size.
126.96.36.199 This section describes the various types of materials and formats purchased by the library.
188.8.131.52 Print materials
Hardbound materials are preferred for inclusion in the cataloged collection, except in the case of subject areas where materials become out-of-date quickly.
If a choice is available between a hardbound or paper edition of the same title (and edition), the hardbound should be purchased, unless the cost difference is so great as to prohibit purchase in hardbound format.
Textbooks adopted for courses are not customarily purchased by the library. Exceptions to this can be made on a case-by-case basis.
Workbooks or any other work that consists primarily of pages to be filled in are considered consumables and are not purchased.
Paperbound materials may be purchased for inclusion in the collection if a hardbound edition is not available.
Mass market paperbacks are purchased for recreational reading. They are regarded as a browsing collection and are not cataloged or classified.
A serial is defined as a publication "issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely." (ALA Glossary, 1983)
The Library recognizes two different categories of serials:
Unclassified serials may be purchased in hard copy, microform or an electronic format.
The hard copy is replaced by the microform when it becomes available. This is done either annually or, preferably, on a quarterly basis.
B ecause of space and cost, some periodicals are only purchased in microform or electronic format.
Classified serials are publications issued in successive parts at an annual or lesser frequency. The include such items as almanacs, yearbooks, directories, indexes, and loose-leaf services.
Selection responsibility resides with the librarians under the coordination of the Library Chair.
184.108.40.206 Non-Print Materials
220.127.116.11.1 Audio-visual software
Formats currently in use:
Processing and shelving.
Weeding is an integral and important aspect of the collection development/management process. It is an ongoing process, reflecting changing needs and current developments in every area.
Responsibility for weeding rests with library faculty
The following are general guidelines that may be applied to the weeding process both generally and within each subject area. Subject Specialists may provide more specific guidelines in their areas as need indicates. The general guidelines are valid for print and non-print materials except where otherwise indicated.
18.104.22.168 Inter-college cooperation.
Materials weeded from one college collection may still be of use or value at another college within the HCCS system. Before materials are discarded, each college will notify the other HCCS college libraries about the availability of materials and transfer to other colleges any that are requested.
Employees of the College System shall not accept or solicit any gift, favor, service, or other benefit that could reasonably be construed to influence the employee's discharge of assigned duties and responsibilities.
Employees shall not have a personal financial interest, a business interest, or any other obligation that in any way creates a substantial conflict with the proper discharge of assigned duties and responsibilities or that creates a conflict with the best interest of the College System.and with HCC Purchasing Procedures, which state:
Employees who believe they have or may have a conflict of interest shall disclose the interest to the Chancellor or designee, who shall take whatever action is necessary, if any, to ensure that the College System's best interest are protected.Note: An HCC employee should not directly or indirectly accept for themselves, or for another, any gift, favor, or item (tangible or intangible) that provides a personal benefit from a person, or firm that does business, or seeks to do business with the college.
22.214.171.124 The College and Library are pleased to accept all archival or special materials that substantively contribute to the realization of the library's mission to "supplement, support and enhance the educational process." Because of the special handling such materials often require, care will be taken to insure that only materials that will make a real contribution will be accepted.
126.96.36.199 Generally gift items, collections or materials with a low dollar value and those requiring no special handling will be accepted by the library directly. These will be integrated into the library's general reference and circulating collections, provided that they meet the criteria of relevance to achieving the library's mission.
188.8.131.52 Materials which are either of significant value or large collections that will require additional staff for the special storage, processing and security of the items, will need to be officially accepted by the Board of Trustees. Such acceptance implies a college commitment to provide sufficient space and staff to properly store, maintain and use the materials.
184.108.40.206 These types of materials will constitute a "Special Collections" part of the library and be separated from the general collections of materials because of format, value and special conditions needed to maintain these materials.
220.127.116.11 In considering such materials the following guidelines will be followed:
Before accepting special collections the Board with the assistance of either or both internal or external experts, will perform an appraisal to determine:
18.104.22.168.1.1 Relevance to the needs of the college community in the achievement of its mission. Materials that are accepted should clearly relate to and significantly support student and faculty needs.
22.214.171.124.1.2 Special requirements that will be needed to properly maintain the collection, including space, environmental control, security, special processing, and staff, as well as a cost estimate for these.
126.96.36.199.1.3 An appraisal of value of the materials to determine whether to insure the collection.
Acceptance by the Board should include a Deed of Gift from the current owner to insure that no questions of ownership arise.
Deed of Gift should include:
Acceptance of a collection by the Board will imply a commitment to provide adequate storage space, which will meet proper temperature, humidity and security requirements.
Staff trained in handling special collections will be hired to process and catalog the materials, and to create a useable index for use by students and scholars.
Materials will be made available to all students and staff of HCCS and to others who have a legitimate scholarly interest in the materials (as determined by either the appropriate department head or library director).
Copies of materials may be made, depending on copyright restrictions.