Collection Development Policy of the AUCA Library1. Introduction 1.1. AUCA Library mission is to provide solid information support of educational process, training, and research activities in the University through the development and wide provision of information resources, book collections and library services through the implementation of modern information technologies.
1.2. In order to support of this mission the Library provides access to, and the instruction in the use of, selected information resources incorporating a variety of formats.
1.3. The purpose of this policy statement is to provide guidelines for the selection of library materials for AUCA Library and to communicate these guidelines to all members of the AUCA community, including library staff, faculty, students and administration.
2. The UniversityFounded in 1993 American University - Central Asia is an institution, offered master's degree in Business Administration Field and bachelor's degrees in 11 subject areas, such as: 1. American Studies 2. Anthropology 3. Business Administration 4. Economics 5. European Studies 6. International and Comparative Politics 7. Journalism and Mass Communication 8. Law 9. Psychology 10. Sociology 11. Software Engineering AUCA has a campus, which consists of 3 buildings located at the center of Bishkek. For the fall semester 2004-2005, the campus enrollment was 1029 students (graduate and undergraduate). 3. General statement3.1. The primary goal of the Library is to provide information resources needed to support the AUCA above-listed specialties and also programs, such as:
1. Art and Recreational Sports 2. Center for Innovative Methods in Education 3. English Language 4. Kyrgyz Language 5. Modern Foreign Languages 6. Natural Sciences & Information Technologies 7. Preparatory Program 8. Russian Language 3.2. In addition, the Library makes a special effort to acquire materials for general information in area not included in the curriculum and materials needed for research by faculty and administrators, which will be of long-term value to the University.
3.3. The major collection development goal is informed selection, distinction to comprehensiveness.
3.4. AUCA Library commitment is collaborative resource development, working in cooperation with other Kyrgyz and foreign libraries for increasing adequate access to all types of information for faculty and students.
3.5. AUCA Library seeks to keep current with curriculum changes (according of books well-being index, prepared by Library), closely monitoring trends in advancing library technologies and actively support evolving cooperative library networks.
3.6. All purchases for materials costing more the $500 must be approved by the Vice-president for Academic Affairs.
3.7. This collection development policy statement is flexible and reviewed regularly by the Library.
4. Collections4.1. AUCA Library collection is a collection of all information resources, materials in any kinds of formats: printed, electronic, multimedia. United Library fund consists 70 thousand items of books (more then 15 thousand titles), 46 titles of printed periodical, 142 titles of audio, 182 - video and 190 - CD.
4.2. Core collection is the part of library collection, which is the most complete collection of the national and foreign editions of training and scientific literature. Core collection exists support the undergraduate curriculum, introductory research in almost every discipline. Collection consists one item of each title of all books, coming to the Library.
4.3. Library reference collection is the part of the Library collection, which is in the greatest demand among the readers. It is designed to meet the research, verification, location, and information needs of the AUCA community. It is created in the service and circulation department of the library and it is formed from the documents, selected on the basement of some characteristics (form, themes, reader's designation). Specialized types of reference materials include: encyclopedias, dictionaries, handbooks, indexes and abstracts, bibliographies, guides, statistical sources.
4.4. Multi copies textbooks collection - according of AUCA policy each student have to have one copy of basic textbook of each course. This part of collection consists multi copies textbooks recommended as a basic. The Library attempts to minimize duplication of monograph and textbooks.
4.5. Collection of periodicals and serials is the part of the Library collection, which includes materials and electronic publications, acquired on the subscription to meet the needs of the curricula for all AUCA programs and departments. These materials include specific titles related to the undergraduate and graduate programs of the AUCA and other titles relating to current affairs and areas of general interest. In additional, the collection supports some research needs of faculty, students and staff. Titles of other languages except English, Kyrgyz and Russian are included to enhance the learning experience for the students.
4.6. Multimedia resources collection is a part of Library collection, which includes audio and video materials and CD. In consultation with the teaching faculty inn all subject area, the Library acquires media (include audiocassettes, videocassettes, CD, DVD and other multimedia instructional materials) in accordance with guidelines established for the selection of printed materials.
4.7. Exchange collection is the collection, intended for the exchange of publications or for handing the editions over to other libraries free of charge. Exchange collection includes intra-higher educational publications and literature, valuable in the scientific sense, but infrequently used in the library of American University-Central Asia. 5. Selection Policy 5.1. It is the joint responsibility of the Head of the Library and the Librarians to allocate the materials budget in such a way as to fulfill the library's collection development goals.
5.2. The Library material budget is allocated according to departments, programs using such factors as levels of programs, number of full-time equivalent faculty members, number of students, Library use.
5.3. The departments' allocation is what remains of the total books budget after allocations for Reference, Special Collections, program development, general collection development, and a contingency fund are subtracted.
5.4. Selection of books and other Library materials, including electronic resources, is based primarily on faculty recommendations and those of librarians assigned to specific subject areas.
5.5. Faculty recommendations are approved first by the head of the department (program). Final authority for selection and quantity of requested books rests with head of the Library.
5.6. Factors influencing selection of printed or electronic resources are based on criteria for quality of intellectual content, contemporary significance or permanent value (according of the curriculum), library collection existing and according of long-range goals of the Library's collection development. Request from faculty should be the primary source for selection in these areas.
6. Selection tools and resources6.1. Books selection:
To meet the stated goals, subject areas relating to the University's academic curriculum -departments, majors, and minors- will be developed in-depth.
The quality of content and fulfillment of academic curricular needs are the first criteria against which any potential item is evaluated. Specific considerations in choosing individual items include some or all of the following:
- Lasting value of the content
- Appropriateness of level of treatment
- Strength of present holdings in same or similar subject areas
- Suitability of format to content and compatibility with university-owned equipment
- Authoritativeness of the author or reputation of the publisher
- Published reviews
- Cost
- Demand
Textbooks may be purchased which have earned reputations as "classics" in their fields or when a textbook is the only or best source of information on a particular topic.
Duplicate copies are purchased under the needs of curriculums (basic book), unusual circumstances determined by circulation, reference, or reserve statistics.
Some selections may be made in anticipation of future needs of departments and the University.
6.2. Acquisition librarian uses following selection tools, with additional sources as needed:
- Choice
- Publisher's catalogs (Willey Librarians Newsletter, Blackwell's Library catalog, est.)
- Catalogues and price-lists of publishers and booksellers firms of Kyrgyzstan,
- OZON - Internet magazine
- Unit catalog of Kyrgyz Libraries resources,
- Inform-Systema books and periodical catalog
- "Rospechat'" catalog of periodical,
- "Kyrgyzbasmasez" catalog of periodical 6.3. Both print and electronic periodicals-also known as serials, journals, or magazines and including subscription indexes- represent an ongoing commitment, and the funding and selection of periodicals differs from the funding and selection of monographs. Because of increasing subscription rates and limited funds, acquisition of a periodical requires and receives substantially more consideration than acquisition of a single monograph. 6.4. Periodical selection criteria are:
- Support of the present academic curriculum
- Collection balance
- Availability in an electronic format (preference for full-text if comparable to print)
- Amount of current use, or projected future use, of this or other periodicals in a subject area
- Reputation of the periodical
- Cost and availability of funds
6.5. Databases are selected from vendor blurbs and demonstrations and are evaluated through trial period.
6.6. The Library offers selected Internet resources on the Library Homepage. 7. Acquisition of materials7.1. Orders for books may be submitted of these ways:
- by using paper order form (Appendix 1)
- by e-mail (nlucy@mail.auca.kg)
Information to include:
a) Complete bibliographic citation
b) Price
c) Vendor (if applicable)
d) Quantity of copies
e) Status of course (required, elective)
f) Quantity of students 7.2. Multi copy books acquired according to the following criteria:
- Textbook is based recommended one for required course.
- Condition of the existing Library copy indicates frequent use and treat of deterioration.
- Basic reference or bibliographic material that is essential in more than one location.
- Criteria for duplication in other locations include degree of relevance to more than one program, amount of use anticipated, or restrictions on circulation in first location. In all cases, high cost of materials will mitigate against their duplication.
7.3. Ordering periodical (serials) may be submitted of this ways:
- by using paper order form (Appendix 1).
- by e-mail (nlucy@mail.auca.kg)
Information to include:
a) Complete bibliographic citation
b) Price
c) Start date for subscription
d) Vendor, if applicable
e) Name of requester 7.4. Before the ordering of electronic resources, all of this should be tested through free trial period. When the vendor agrees to a trial, head of the Library (Library programmer) will provide IP addresses directly to the vendor. Head of the Library (acquisition librarian) will make an announcement to the AUCA listserv and also inform pertinent faculty member of the trial. 7.5. Database purchasing expenditures more 500 USD have to be approval by Vice-President for Academic affairs. 7.6. An orders for an electronic subscription (paid or gratis) can be placed simply by sending announcement to the Head of the Library, include the title, date to begin the subscription, the URL where subscription information can be found. 7.7. Titles of new electronic journals and link to this resource should be added to AUCA Library web-site. Information about access opening should be send by AUCA listserv for all students, faculty and staff. 8. Collection evaluation tools8.1. As a part of the collection development process, the collection should be systematically evaluated on an on-going basis according of "The instruction on carrying out of check of library funds of the American University-Central Asia" (Appendix 2) and "The instruction On the order of exception of the materials from funds of library of the American University - Central Asia" (Appendix 3). 8.2. In many cases evaluation depends on the experience and expertise of librarians, faculty members who serve as subject experts, and AUCA Library Committee. 9. Gifts and Exchange9.1. The Library is always pleased to receive donations of appropriate materials. All donation materials are reviewed by the librarians to determine usefulness to the collection.
9.2. AUCA Library shall accept and acknowledge gifts of library materials, using the same criteria of selection as it does for purchased materials. Monetary gifts to subsidize the purchase of pertinent library materials and services shall also be gratefully accepted. The library may refuse any gift that does not contribute to the mission and purpose of the library.
9.3. The library staff shall decide the best disposition of gifts, such as location, classification, and circulation policy. Gifts are accepted only if there are no restrictions placed upon their acceptance. The library shall be able to appropriately exchange, donate, sell, or discard those items that cannot be added to the collection.
9.4. The AUCA library staff should, whenever possible, view and evaluate for usefulness any potential donation. This is to prevent shipment of materials that are not appropriate to the collection, or titles that are already on the shelves.
10. Preservation10.1. The Library recognizes its responsibility to maintain the collection in good condition and to ensure its availability.
10.2. Together with Physical Plant Department the library should develop a plan for maximum preservation of materials in case of an emergency (fire, flood, etc.).
10.3. The librarians will determine whether to replace specific materials that are no longer useable due to loss, damage, or outdated format.
11. Missing and Lost books11.1. Missing and lost materials are not automatically or immediately replaced.
11.2. Procedure of excluding or replacement missing and lost books of the Library collection are going according "The instruction on the order of exception of the materials from American University - Central Asia Library collections" (Appendix 3). 12. Collection Maintenance12.1. Materials no longer useful will be systematically weeded from the collection and withdrawn from the library. The following considerations are recommended before discarding any item in the library collection:
- Frequency of circulation.
- Overall condition of the title.
- Potential future use if kept in storage.
- Dated material.
- Value to total library collection.
- Availability of information or copies elsewhere.
12.2. Procedures:
- Head of user service department, or members of the appropriate faculty identifies and recommends deselection of titles or copies. A "Recommended for Weeding" form (Appendix 4) is inserted in any book so identified. Head of user service department arranges for grouping and relocating these titles.
- Review of identified titles. Head of the Library, Head of user service department and the faculty make the final decision.
- The acquisition Librarian is responsible for monitoring the review and for the final physical removal of the books. The acquisition Librarian will transmit information to the Head of cataloging department of books selected for withdrawal. The acquisition Librarian is responsible for the disposition of books that are being withdrawn.
13. Shelving and Access13.1. The Library's collections are arranged primarily on the principle of self-access by Library users. Most holdings are on open access and require no retrieval by Library staff. For reasons of security or spatial constraints, some materials are held in controlled access; these items may be obtained on request through staff at circulation desks. 13.2. The majority of items in the collections may be borrowed, but for security or other reasons, certain works - primarily dictionaries, encyclopedias, references copies, serials, video, audio and CD - are only available for consultation within the Library and according with AUCA Library Rules. 13.3. Library users are given training and assistance in accessing collections and information resources, including electronic resources. Printed guides are also available. 14. Library committee14.1. The Library Committee studies library needs in view of the academic program and advises the Head of the Library on matters of general library policy, on the development of library resources, and upon means which may best integrate the library program with other academic activities. It serves as a liaison group between the faculty and the University Librarian. 14.2. Administrative oversight: Vice-President for Academic Affairs. 14.3. The Library Committee meets at least two times a semester for discussion of concerns and topics suggested by the Head of the Library or by any of the committee members (for example: the opening and closing hours of the library, comparing the book and periodical budgets of the library with those of other institutions, approving decision about writing-off Library materials). 15. Review of the AUCA Library Collection Development Policy15.1. This policy will be reviewed regularly, as it may be necessary, but not less that ones of two years.
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