LIBRARY COLLECTION DEVELOPMENT POLICY (1998 update)

Agenda Item: FA87-29
Submitted by the Academic Support Services Committee
Passed by the University of North Florida Faculty Association 1-9-87

1. MISSION & PURPOSE STATEMENT AND POLICY RATIONALE

The mission of the Thomas G. Carpenter Library (hereafter referred to as "Carpenter Library" or "the Library") of the University of North Florida (hereafter referred to as "the University") is to provide informational support for the University's academic programs. The Library is the University's principal repository of preserved knowledge, and it serves as the broker for information not available in its own collections but only accessible through interlibrary loan, electronic data transmission, or telefacsimile.

The decisions and procedures concerning fulfillment of the Library's mission are professional matters delegated by the President to the Director of Libraries and the Library faculty. The decision-making process must be an informed one, based on the best advice of the teaching faculty, in observance of University and Board of Regents administrative policy, and, above all, in compliance with the laws of the State of Florida and the United States.

The purpose of the present document is to set forth the policies governing the Library in its role of information broker, particularly those aspects that have to do with the selection and acquisition of resources for the Library's collections.

In order to promote the systematic growth of library holdings, and to accomplish this goal in an orderly manner in accordance with the principles of modern librarianship and information science, all collection development activities are to be governed by these policies.

1. Censorship and the Library Bill of Rights

The Library endorses the tenets of the Library Bill of Rights of the American Library Association and the Freedom of Information Act (P.L. 89-487, 80Stat.250). The essence of these documents is that censorship must be challenged by libraries in fulfillment of their responsibility to provide access to information and knowledge. The Library will resist any attempt to prevent the acquisition of and ready access to materials based on an objection to the content of that material or to any ideas or opinions expressed therein. The Library subcribes to the university's "Computer and Network Use Policy."

2. The Library's Clientele

The Library's primary clientele consists of the students, faculty and staff of the University of North Florida; its secondary users are the students and staff of other State University System (SUS) institutions, UNF alumni, area researchers, and general readers and visitors from the surrounding service areas of Nassau, Clay, St. Johns, and Duval counties. While the Library shares its resources with all its clientele, the acquisition of library materials is guided solely by a consideration of the needs of its primary clientele, particularly those of students and faculty.

2. RESPONSIBILITY FOR COLLECTION DEVELOPMENT

In regard to the selection of materials, the professional judgment of both the academic faculty and the Library faculty is relied upon to assure the development of a balanced collection of materials appropriate to the mission of the University. The responsibility is shared--the faculty recommends materials in their special competencies and the Library's bibliographers balance and coordinate the collection as a whole. The decision to acquire or not to acquire materials rests solely with the Library. Authority affecting disbursement of funds is subject to institutional, SUS, or state policy, regulations, and statute. Any combination of material totaling over $10,000 must be purchased from an approved publisher or vendor on the Florida ICOP (Interinstitutional Committee on Purchasing) list or have documentation justifying sole source.

Faculty members may request the purchase of materials on special forms provided by the Library, or through campus electronic mail. Publishers' catalogs and advertising brochures are also acceptable. There is no notification when orders are routinely placed. Requesters will be notified when the material has been received and is ready for circulation. Unfilled or cancelled orders are saved in a desiderata file for possible purchase later.

3. COOPERATIVE COLLECTION DEVELOPMENT WITH OTHER LIBRARIES

The Library's policy governing resource sharing with other libraries is presently limited to interlibrary loan services. Therefore, the collection development needs of other libraries are not a factor in the Library's collection development activities. The Library may elect not to acquire specialized and/or costly items which are available through other means of established interinstitutional cooperative channels. In the absence of compelling reasons and funds to do so, a cooperative acquisitions program with other local and SUS libraries is outside the scope of current policy.

4. LEVELS OF COLLECTING

In accordance with the American Library Association's Resources and Technical Services Division guidelines (RTSD), the Library recognizes the following levels of collecting and categorizes every acquisition according to this scheme. Some materials may fall into more than one category:

1. Out of scope.
1. Minimal Level: A subject area in which few selections are made beyond very basic works.
2. Basic Level: Up-to-date general materials which are basic to introducing a subject field. Collecting scope: materials which indicate the varieties of information available elsewhere (such as bibliographies and the catalogs of other libraries); major general dictionaries and encyclopedias; selected editions of important works; "monumental" and collected editions of the works of authors, composers, and artists important to the development of civilization; historical surveys; and a limited number of general periodicals of a literary or scholarly nature.
3. Instructional/Study Level: Those materials which are necessary to support undergraduate and graduate curricula in the five colleges and academic divisions of the University: Arts and Sciences, Education and Human Services, Business Administration, Health, Computer Sciences and Engineering; or sustained independent study. Collecting scope: the "classics" and standard works; a wide range of basic monographs, complete collections of the works of more important writers; selections from works of secondary writers; a selection of representative journals; and the fundamental bibliographical apparatus pertaining to the subject area. This level includes extensive acquisitions in the subject areas which are understood by the Library to be the teaching mission of the academic departments. Also included in this level are the adjunct, non-scholarly materials used in the development of certain pedagogical skills, such as children's literary texts, elementary and high school textbooks, and educational media kits. Specifically excluded from this category are ephemera and materials which would have limited value in retrospect.
4. Research Level: Materials which support faculty and graduate research. Collecting scope: source materials required for thesis and dissertation writing and independent research; materials containing research reports, new findings, scientific experimental results; highly specialized reference works, journals, indexing and abstracting services, monographic resources, and other information useful to research in the subject field.
5. Comprehensive Level: All significant works of recorded knowledge, in all applicable languages, for a necessarily defined and limited. The aim is exhaustiveness in the subject. The UNF Library does not maintain a comprehensive level in any discipline.
6. General Reading Interest Level: Materials which support the general reading and recreational interests of the University such as holdings in the Leisure Reading Collection and certain popular magazines in the Periodicals Collection. These materials are in addition to, and generally beyond immediate curricular needs, but they may help to promote the development of good reading habits and support the intellectual pursuits of primary Library users. Collecting scope: popular fiction and nonfiction generated from best seller lists; titles from popular genres such as mysteries, science fiction, westerns, etc.; selected popular journals which are of interest to the undergraduate student body, but not required in the curriculum.

   Under normal budgetary conditions, the Library will, in a given year, acquire materials from the categories 1 - 4 and 6, although in different proportions. Furthermore, the degree of collecting intensity at a given level will vary from subject to subject. Levels two and three are considered to have the highest overall priority in terms of the Library's mission. While it is impossible to cast an absolute rule in this regard, under distressed budgetary conditions, acquisitions from level four will be highly restricted while those from levels one and six may be terminated altogether.

   The profile and size of the university do not currently support collecting at the comprehensive level; research level collecting is limited to the Ed.D. program

5. POLICIES GOVERNING MATERIALS BY FORMAT

As a modern academic library, the Carpenter Library acquires a broad range of materials in many different formats in order to satisfy the curricular and research needs of its clientele. Although it may collect in any medium that modern technology makes possible, the Library will continue to acquire primarily hard copy, eye-readable materials. An important consideration in the expenditure of resource dollars will continue to be the durability of the physical medium and the accessibility of the intellectual content of a potential acquisition. However, the Library recognizes the emerging issue of access vs. ownership; that is, the ability of the library to reach, through electronic means, materials important to the library's mission, but not owned by the library.

1. Serials

The Library maintains a strong collection of serials. Responsibility for selection and weeding of serials rests with the Library's Serials Committee which includes subject bibliographers and the Head of Serials. The Committee weighs each potential addition or cancellation carefully, taking into account current curricula, trends in the subject field, and recommendations from faculty and students.

When a serial title is ordered, the Library commits itself to acquiring all future volumes of that title, and to maintaining those volumes indefinitely if funds permit, so long as there is a demonstrable need. Due to the nature and expense of this continuing commitment, the Library tries to limit the budget for serials to fifty percent of the total resources budget averaged over a five year period, defined to include the past four years, plus the current fiscal year.

Because of the expense incurred in acquiring and maintaining serials, as well as the obligation for obtaining future publications, all serials requests are given careful consideration. Serials are evaluated in accordance with the priorities outlined in the body of the general collection development policy and are ordered or cancelled based on their value to support primarily academic instruction and secondly faculty research. Titles must be demonstrably vital to teaching or research purposes, and the requester may be asked to explain how the journal will enhance the Library's collection.

If need warrants, back issues or back files of serials are acquired. Choice of format depends upon availability and price, and may include microfilm, microfiche, paper, or electronic transmission. Effort is made to acquire missing issues but the attempt may not always be successful. Serials which are permanently retained are bound or replaced by microformat. Choice of format is determined by frequency of issue, cost of binding, and suitability of paper for binding. Both in- house and commercial binding are utilized. Bound and unbound serials which are oversized, of poor paper quality, or often mutilated may be replaced by microformat at the joint discretion of the Serials Librarian and the appropriate subject bibliographer. Print versions of serials replaced by microformat are retained by the Library until the microform copy has been obtained. While a few serial titles are obtained electronically, at this time the preferred storage media is either print or microformat.

Policies governing categories of serials acquired by the Library are indicated below:

1. Journals and Magazines

Journal requests are compiled throughout the year, and evaluated by the Library's Serials Committee in early fall. The library attempts to place subscriptions as a bulk order in late fall to ensure a common start of subscriptions in January. Along with the general criteria for evaluating any library request, journals are also evaluated by the criteria indicated below:

1. Accessibility via electronic or published indexex
2. Availability of the title in other local libraries
3. Value of the title to UNF students and facult

Requests for newsletters and ephemeral titles are given particularly close review in the selection process. In general, the Library attempts to acquire two to five years of backfiles when a new subscription is placed. The Library does not acquire selected or scattered issues of a journal publication, unless a special issue is published as a separate monograph.

2. Newspapers

The Library acquires selected daily newspapers from major U.S. cities. The objective is to provide representative reporting from selected areas of the country, and not exhaustive coverage of U.S. daily newspapers. Backfiles are acquired and maintained only when historical value warrants and when indexing is available.

Foreign newspapers are acquired when justified by the curriculum, as the book budget permits.

3. Services (Loose-leaf)

The Library acquires specialized services from publishers such as Prentice-Hall, Commerce Clearing House, and the Bureau of National Affairs. Because these services are costly and their updating very labor intensive, each service is given very careful consideration before purchase. Budgetary considerations govern the acquisition of similar services.

4. Annuals, Irregular Serials, and Monographic Series

Annuals and irregular serials may be acquired as firm orders for a single year, or as a commitment for all future volumes (standing orders). That decision is made by the Heads of Acquisitions, Serials, Reference or by the appropriate subject bibliographer. Backfiles of annuals are acquired only if specifically requested. The Library does not place subscriptions for monographic annuals or irregular serials that are published and classified by the Library as separate monographs.

5. Corporate Reports, Collected Papers, College Catalogs, Telephone Directories, etc.

Specialized, ongoing collections may be considered as continuing obligations. This includes items such as corporate annual reports, collected papers from educational consortia, selected phone books, and comprehensive coverage of college catalogs. In general, the Library does not acquire finite collected works (sets published over a period of time), or issue blanket orders to obtain all publications of one entity. The decision to acquire these materials as continuing obligations is dependent upon the availability of funds and is based upon the recommendation of the Head of Reference or the appropriate subject bibliographer. College catalogs for the State of Florida are generally maintained in paper format. Format of all other materials included in this category may be paper, microformat, or electronic format.

6. Gift Subscriptions

The Library accepts gift subscriptions of serials under the following circumstances:

1. The title meets the general collection development guidelines.
2. The gift is guaranteed for a minimum of three years.
3. The value of the gift justifies the additional costs of receiving, maintaining and binding the title.

A gift may be offered as a free subscription mailed directly from the publisher to the Library, or as a monetary gift for a specific title. Gifts offered as personal copies are considered based on the reliability of receiving all issues and in undamaged condition. The Head of Serials assumes responsibility for approving all gift subscriptions in consultation with the Director of Libraries and the apppropriate subject bibliographers; and in accordance with guidelines stated in the Library's general gift policy (See Section VIII, Gifts, Donations, and Exchange).

2. Textbooks

The Library does not acquire works which are required textbooks for courses taught at the University. These should be purchased by students at the University Bookstore or at some other source. An exception to this policy may be made at the specific request of a faculty member; in which case, a single copy may be purchased and placed on Course Reserve. Textbooks other than course texts may be acquired for the collection when they supply information in subject or curricular areas in which they may be the best or the only source of information on a subject. In all cases, textbook acquisitions are highly selective.

3. Reprints and Variant Editions

Reprints are normally purchased for three reasons: first, to replace materials which are worn out or missing; second, to supply variant editions that are important to scholarship; or third, they are available only in that format. Generally a reprint of an item that is already in the Library's collection, in good condition, and infrequently used, is not acquired.

Variant editions, as distinguished from a new edition of a work, are acquired only when a scholarly need can be demonstrated.

4. Paperbacks

The Library prefers cloth (hardback) over paper bound editions. However, paperbacks may be substituted when cloth editions are out of print or of limited value, or when there is a large discrepancy in price between the cloth and paper bound editions.

5. Dissertations and Theses

Two copies of every thesis and dissertation produced by a UNF student are deposited in the Carpenter Library. The original serves as the University's archival copy and is deposited in Special Collections. The second copy becomes a part of the general circulating collection. The details of the University's deposit procedure are described in a separate Thesis Policy document (See Appendix A). Unpublished theses and dissertations from other universities are acquired by the Library only on a highly selective basis and generally for the purpose of supporting teaching as opposed to research. These materials are cataloged.

6. Computer Software

The Library collects computer software for which a demonstrable need is apparent in accordance with the general collection development policy and if the software is guaranteed unrestricted use or is in the public domain.

7. Media Materials and Other Special Formats

In considering the acquisition of non-print materials, the Library must satisfy several concerns regarding the handling, preservation, and general utility of the given resource. To the extent that the material is "book-like" such as music scores, government documents, and even maps, these concerns are minimal and merely involve an assessment of how important the material is to the Library's and the University's mission, and, therefore, what percentage of the materials budget they deserve. Other formats, such as electronic products and multi-media education kits, are inordinately expensive to acquire. They generally require special storage and maintenance facilities, and specific equipment or hardware for use. Furthermore, most audio-visual materials, including microforms, are unusually susceptible to damage through misuse. For all of the preceding reasons, the acquisition of media and other special format materials will receive particularly careful scrutiny and may be affected by the following restrictions:

1. Audio-visual materials requested for purchase by the Library must be of an established (as opposed to an experimental or esoteric) medium and must not impose unusual or unreasonable care and maintenance requirements on the Library staff.
2. The Library may decline to purchase material in a given medium based on the Library's or University's inability to provide the necessary environment for its storage or hardware for its use.
3. The Library may decline to purchase any special resource based on an assessment of staff time necessary for its maintenance.
4. The Library will refuse to acquire any special material for which the licensing agreement is overly restrictive or otherwise unacceptable to the Library.
5. Since the unit cost of media and many special materials is unusually high, written justification for their purchase may often be required. The Library recommends that faculty preview all films with which the requester is not familiar, at no expense to the Library, before requesting purchase.
8. Electronic Access

The Library is cautiously, and on a case by case basis, acquiring access to materials solely in electronic format, for several reasons: the instability of the medium, the unreliability of the host site, the high cost of the electronic version versus the print, licensing restrictions, and inadequate equipment (to name a few). This Library's selection principles apply to this medium, also.

6. GENERAL COLLECTION DEVELOPMENT POLICIES
1. Approval Plan

Fundamental to the Library's acquisitions efforts is the goal of obtaining a broad range of monographic materials in the most timely manner possible. No more efficient procedure exists for accomplishing this goal than the maintenance of a comprehensive approval program which delivers publications soon after their commercial release. Critical to the efficiency of an approval program is the avoidance of too large a percentage of rejected or returned items while automatically capturing a considerable percentage of wanted books in a given subject. The Library has maintained an approval program with a major vendor since its inception in l970. Bibliographers monitor the acquisitions profile which controls the automatic supply of materials "on approval" and make necessary adjustments reflecting current conditions and budgetary realities.

2. Retrospective Buying

The Library strongly subscribes to the philosophy that a good retrospective collection is continually built through the acquisition of currently published materials. Library materials are most efficiently and economically obtained when they are first issued or, at least, when they are still "in print." Locating out-of-print material often involves expensive searching procedures even when the material itself is inexpensive. The need for retrospective material will be closely scrutinized with preference generally being given to disciplines in which the research value of older information does not strongly diminish with age and where demonstrable gaps exist in the collection. When there is an economic or other advantage for doing so, the Library prefers retrospective material in microformat.

3. Block Purchases and Collections

The Library makes block purchases, only under the following conditions:

1. The collection must be held together by one homogeneous subject matter or common characteristic.
2. The subject matter must be related directly to the University's curricular interests.
3. The majority of the materials in the collection must be out-of-print or the unit cost substantially below prevailing prices.
4. The price of the collection must be reasonable, meaning that some monetary savings over searching for and buying the titles individually can be demonstrated.
5. The amount of duplication between materials in the collection and the Library's present resources must not be deemed unreasonable or undesirable by the Library Faculty.
4. Language

Library acquisitions will continue to be primarily in the English language. Works which have been translated into English are not acquired in their original language except for demonstrable literary or scholarly reasons, such as the need to support a foreign language curriculum. Upon faculty request, works which otherwise meet collection development criteria may be acquired in foreign language originals if no English language version is available.

5. Multiple Copies

Duplicate or multiple copies of materials are not purchased for the collections unless heavy use has been demonstrated or can be convincingly predicted. The number of multiple copies of materials permitted for Course Reserves is described in Section VII below.

6. Replacements

Replacement of lost, stolen, or damaged materials is subject to the same review criteria as requests for new materials. Acquisition of replacement copies normally occurs if (1) an item is reported as missing or mutilated; or (2) lost by a library user. Items reported missing from the general circulating collection are not considered for replacement until a period of six months has elapsed following the initial report of loss, unless a demonstrable and immediate need exists. This allows time for repeated searching to establish if an item is, indeed, lost or merely misplaced. Materials in greatest demand are also the items most likely to be damaged or lost. Therefore, lost items from the Media or Reference collections and damaged materials from any collection may be replaced immediately at the recommendation of the appropriate Library department head/and or subject bibliographer.

Records of billed materials (materials known to have been lost or mutilated by a library user) are batched quarterly by the Circulation Department and forwarded to the Acquisitions Librarian for review by bibliographers. Because of age, cost, and availability, the replacement of billed materials may be in the form of another title or item. Replacement of billed materials is, therefore, subject to the same review as all other replacement copies.

7. Memberships

The Library maintains few memberships, primarily for the purpose of receiving the publications (usually serial) of an organization. The conditions under which the Library considers a membership are: (1) a needed publication is available under no other condition; (2) the advantages (usually monetary) to the Library are considerable and demonstrable.

8. Contracts, Licenses, Copyrights

The Library functions as its own purchasing agent in expending its resources budget and, consequently, comes under rigorous audit scrutiny. To perform this responsibility in a timely and efficient manner, the Library avails itself of special services which are provided, not without cost, by certain vendors, distributors, agencies, and utilities. About one third of the Library's resource budget is dispensed through the issuance of standard "supply and cancel" purchase orders for individual titles.

All purchases the Library makes are evaluated against the applicable copyright, contract or license restrictions. The Library reserves the right to decline any purchase when such restrictions are unacceptable from a philosophical or implementation position.

When the material is covered solely by copyright, the broadest interpretations for copyright compliance prevail. When the material is covered solely by a contract or license, the restrictions are weighed carefully, and, if accepted, followed in the broadest yet explicit terms. When the material is covered both by contract/license and copyright, the restrictions are followed insofar as they do not deny rights and privileges provided under the copyright law. Since the Copyright Law specifically provides that violation cannot be directed by a higher authority, co-conspiracy for infringement can place Library staff and borrowers in personal liability. Personal judgment of Library staff and administrators on the use of any materials covered by copyright shall be honored and is just basis for the employee to decline to purchase the material, or decline to circulate or otherwise use the material.

In complying with the U.S. Copyright Law, the Library has adopted a simplified implementation philosophy: any lawful print or non-print material alike is treated as a book, i.e.; it cannot be used by two different people in two different places at the same time. This does not prevent the Library from exercising its rights under the Copyright Law and the National Commission on New Technological Uses of Copyrighted Works (CONTU) Guidelines to make an archival (back-up) copy for the sole purpose of protecting its investment from loss. The Library considers that a lawful copy has been acquired when:

1. the material has been supplied in the manufacturer's original distribution format, or
3. royalties have been paid to the copyright owner in exchange for permission to use a derived copy, or
4. written permission has been gained from the copyright owner to make and use a derived form, or
5. the work is in the public domain.

The Library recognizes the Copyright Law as further defined by the CONTU Guidelines as the basis for exercising the Library's restrictions and rights. Except in the case of a negotiated contract to the contrary, the Library will not relinquish its rights for archival copying (making a back-up copy to be used solely for the purpose of protection and preservation).

Contracts are honored when they meet the definition of a contract: (1) mutual agreement; (2) negotiation; (3) each party must receive something of value.

When licenses are true negotiated contracts, as defined above, they are honored as contracts. Unilateral, or so-called "shrinkwrap", licenses and/or the associated copy protection schemes do not constitute a legal contract. However, the Library honors these provisions except when they conflict with rights granted under the Copyright Law and the CONTU Guidelines. Likewise, the Library does not honor the right of the manufacturer to impose copy protection schemes when they deny the Library's rights under the Copyright Law. In order to provide the broadest interpretations of use under the Copyright Law, contract or license of non-book materials, the following procedures must be followed by the Library:

1. the resources must be ordered and supplied in the name of the State of Florida, State University System, University of North Florida; and,
2. the intent of use (desk copy, circulating copy, etc.) is indicated on each purchase order.
9. When ordering materials covered by copyright, the Library may choose to specify on the purchase order document that the Library is ordering a non-copy protected format and that the vendor (supplier) has gained any required permissions to use the material as indicated; or a special contract may be issued. Thus, acceptance of this intent of use is implied when the vendor supplies the requested material.
7. SPECIAL COLLECTING AREAS
1. SPECIAL COLLECTIONS

   Special Collections is organized into three units: Rare Materials, Manuscripts, and University Archives. Each collection is a distinct entity requiring different methods of acquisition, organization, and handling. A Special Collections Librarian is responsible for the acquisition, administration, and disposition of all materials.

   Rare Materials/Manuscripts

   The Library does not aim to build a collection of rare books, manuscripts, and esoterica. Items that qualify as rare in terms of age, uniqueness, intrinsic intellectual or artifactual characteristics, bibliographical or research interest, or market value shall be acquired only as funding permits. (See: Special Collections Selection Policy.)

   It is hoped that gifts of special materials within our collecting guidelines will reach the Library through the generosity of friends and alumni. Offers of such gifts will be carefully evaluated by the Special Collections Librarian, in consultation with the Director and other librarians as appropriate. All gifts are subject to the Gifts and Donations Policy of the Library (See: Section IX Gifts, Donations, and Exchange below) which prescribe that the donors cede legal ownership to the Library. All gifts are final and irrevocable.

   As the regional public academic institution, the Library will collect in certain subject areas which have been identified as important to the university's educational program, regional obligations, and the Library's mission. The Library is in the initial stages of developing a local history collection relating to the Northeast Florida region, i.e., Duval, Baker, Clay, Nassau, and St. Johns counties. Other subjects of particular interest include publications dealing with banking; transportation; river and wetland ecology of the St. Johns River; ospreys and birds of prey; jazz and music, focused on local importance; and education in northeast Florida.

2. University Archives

Materials relating to the history of the University from its beginnings (1969) to the present are preserved and maintained in University Archives. It serves as the depository of university publications of historical and research importance. The continuously growing collection includes documents, correspondence, topical files, photographs, memoranda, records, and other materials pertaining to the activities and functions of the University, its faculty, staff, and students.

The library attempts to obtain two copies of all materials, publications and other University records of historical and research importance. (See also Dissertations, Theses; Faculty Publications of this document.)

3. Maps

The Map/Atlas collection, administered through the Government Documents Department, provides current geographical information through flat maps and bound atlases. Although the collection's coverage is not comprehensive, it serves the instructional and informational needs of the University community, providing general, worldwide coverage through topographic, aeronautical, nautical, road, and subject maps, as well as related reference materials, such as atlases and gazetters. The Library emphasizes the acquisition of large scale maps of the United States, Florida, the northeast Florida region, and Jacksonville.

The Library acquires topographic, nautical, and aeronautical maps and charts through depository agreements with United States Government agencies. It collects road maps obtained free of charge through auto clubs, gasoline companies, chambers of commerce, etc. The Serials Department sends maps inserted in library periodicals (e.g., National Geographic) to the Map collection. Maps which the Library cannot acquire through the above methods are purchased from map distributors and publishers, as funds permit. The Library does not purchase wall maps for general classroom use.

Specific materials acquired are:

1. Topographic maps--Florida, large scale U.S., Defense Mapping Agency.
2. Nautical charts--NOAA maps covering Cape Hatteras south of the Gulf of Mexico.
3. Aeronautical charts--world operational navigation and jet navigation charts from the Defense Mapping Agency.
4. General--road maps of cities, states, regions, countries, both U.S. and foreign; world maps.
5. Subject--thematic or topical.

The Library purchases atlases through the approval plan, standing orders, or firm orders. The Library accepts gifts of maps and atlases, provided that they meet the above categories of collected materials and the criteria of the Library's gift policy (See Section VIII, Gifts, Donations, and Exchange below). The Map Librarian (bibliographer) is responsible for approving all gifts.

4. Government Documents

As a selective depository, the Library collects federal and Florida state government publications (documents) distributed through the Depository Library Program of the United States Government Printing Office and the State Library of Florida's Documents Depository Program.

For documents available only at cost, deposit accounts are maintained with the Government Printing Office, the Bureau of the Census, the National Technical Information Service, and the Congressional Information Service for purchase of materials.

Maps received from the Defense Mapping Agency are sent through the Depository Library Program of GPO but the collection is processed and is administered by the Map Librarian (bibliographer).

International and local documents are collected selectively. Certain major publications in series are purchased with general Library funds.

Recommendations for additions or purchase of federal and state documents should be forwarded directly to the Government Documents Librarian. Recommendations for purchase of local and international documents may be forwarded to the Government Documents Librarian, the Acquisitions Librarian, or a subject bibliographer.

See also the Government Documents Collection Policy at the end of this document.

5. Faculty Publications

The Library will attempt to acquire at least two copies of every faculty monographic publication published during the faculty's tenure at UNF. One copy will be placed in Special Collections. Faculty publications which the Library does not acquire are: (1) articles in journals; and (2) unpublished dissertations or theses unless a demonstrable subject/topical need exists. Gifts of monographic faculty publications are encouraged.

6. Course Reserves

The Library maintains a Course Reserves collection to meet the special study and teaching needs of the University's students and faculty. All faculty requests for purchase of Course Reserves materials should be placed on a Reserve Request Form provided by the Library's Circulation Department, and forwarded to the Reserve Section staff of that Department, or placed through the campus electronic mail. Upon receipt of the form, requests are validated for instructor, term of intended use, and checked against the Library's holdings to determine if the Library already owns the requested item(s).

Faculty requests to purchase reserve materials must be received eight weeks prior to the date of intended use to insure availability. When sufficient advance notice has been provided, reserve materials are ordered on a rush basis.

No more than one copy of a reserve item is generally permitted for Library purchase. Two copies of a title may be approved for purchase by the Circulation Librarian when a request is accompanied by convincing written justification. Additional copies may be purchased at the discretion of the requestor, although if tight budget years the requestor may be asked to authorize a recharge to a specific departmental account.

8. CATEGORICAL COLLECTION RESTRICTIONS AND EXCLUSIONS

The Library does not systematically collect the following types of materials:

1. Floridiana: The Jacksonville Public Library maintains a large Floridiana collection that the Carpenter Library does not attempt to duplicate. However, the Library does purchase selected monographs and related materials about Jacksonville and Florida.
2. Americana: Americana is too broad an area in which to collect. Past and recent funding experience shows that the Carpenter Library cannot build a viable collection in this area, nor is there a demonstrable curricular need to do so.
3. Genealogy: The Library does not collect genealogy.
4. Rare and Museum Titles: The Library does not purchase rare books of high cost unless a demonstrable need exists. Materials that qualify for inclusion in the Library's Special Collections Unit are accepted as gifts in accordance with the Gifts and Donations policy, (Section VIII below) upon the approval of the Director of Libraries or his/her designee.
5. Manuscripts: The Library does not purchase manuscripts. They may be accepted selectively as gifts if they have a demonstrable use for the Library's clientele and if the cost of processing, maintaining, housing, and storage does not represent an excessive burden on the Library's budget and personnel. All donors of unique materials are requested to cede ownership to the Library in writing. Acceptance of unique materials is governed by the Gifts and Donations policy (Section VIII below).
9. GIFTS, DONATIONS, AND EXCHANGE

The Library welcomes any gift or donation which may contribute to its development or to the service which it renders. In addition to the general University policy regarding gifts and donations, the following considerations apply to the acceptance of gifts and donations to the Library.

1. All gifts must be irrevocable and final; and, by the act of donation, the donor permanently relinquishes all rights to ownership and dispensation. The Library shall not be held accountable for the property donated beyond the accountability required by the State of Florida for state property.
2. The Library will not accept gifts in kind if such gifts have no demonstrable use for the Library.
3. The Library reserves the right to dispose of gifts to its best advantage. Such disposition may include:
1. Retention in the Library.
2. Transfer to other departments of the University.
3. Transfer to another institution within the State University System of Florida.
4. Donation to other local, national and international institutions or organizations.
5. Exchange with other institutions, organizations, or vendors of library materials or equipment.
6. Sale.
7. Discard, if the gift has no use, sale or exchange value.
4. In accordance with the donor's request, appropriate recognition will be given to gifts retained in the Library by affixing book plates, labels, or plaques to gifts showing the donor's name, and if applicable, the name of the person in whose honor or memory the gift was made.
5. When gifts are sold or exchanged, upon the donor's request, appropriate recognition of the gifts will be given on the materials purchased with the proceeds of the sale or on materials received from the exchange, when feasible.
6. The Library will not set aside a special location for gift materials or affix labels, signs, or plaques to physical facilities indicating the presence of these materials. The Library will not accept restrictions on usage of the materials which are contrary to general library policy.
7. The Library cannot appraise gift materials for tax purposes. The Library may assist the donor in finding a qualified appraiser. All expenses incurred in obtaining an appraisal must be borne by the donor.
8. The Library accepts cash donations to be used for the purchase of library materials, equipment, or services, and will honor the donor's wishes regarding the nature of materials or services to be purchased, provided such purchases are in accordance with the needs of the Library.
9. All gifts and donations will be acknowledged in writing by a library administrator.
10. Any material that bears the ownership markings of another insti- tution and does not have any indication of having been withdrawn from that institution's collection will not be accepted.
11. Reproductions or photocopies of copyrighted works will not be accepted unless evidence of compliance with the copyright law (Title 17, U.S. Code) and its prevailing interpretations are provided.

The Library does not participate in a formal exchange program at this time except as a provision of the State of Florida's property withdrawal procedures.

10. PRESERVATION AND DESELECTION

The Library maintains and preserves the collection to the best of its abilities, given the constraints of budget and staffing. If worn or damaged materials cannot be repaired, the Library will determine whether the item should be replaced, and if so, the best method of replacement. This may include the acquisition of the same item in a different format, or may involve selection of a later edition or comparable title.

The collection is informally weeded as items are reviewed during cataloging, shelving, circulation, processing, and repair procedures. The Library will undertake a systematic weeding program as time and staffing permit. During this time, subject bibliographers and faculty will be involved in the evaluation and deselection of the collection.

Disposal of items withdrawn from the collection is effected under the State of Florida property control regulations, which may include:

1. exchange with another State of Florida agency or library.
2. discarding (after destruction) of damaged or obsolete items; or abandoning (a legal removal from property records) of mutilated, lost or stolen items.
3. public sale by auction or sealed bid with the proceeds returning to the Library's resources budget.
4. trade-in for the purchase of new property.
11. REVIEW OF POLICIES

The above policies and guidelines have been developed by the Library faculty with the endorsement of the administration and the full-time teaching faculty of the University. In order to keep this document responsive to changing circumstances it will be reviewed annually by the Library Faculty at their last staff meeting of the fiscal year. In the event of major modifications, the Director of Libraries will seek the endorsement of the Faculty Association and the University Administration.

Kathleen Cohen, Assistant Director