This policy communicates collection goals supporting teaching, learning, and research at St. Edward’s University, a teaching and research university. Archives and special collections have separate policies.
Resources Collected
The primary goal is to support teaching, learning, and research through electronic resources (ebooks, journals, streaming media). The library selects concurrent, multi-user licenses when possible, though some single-user ebooks may be purchased due to publisher availability and cost. Electronic formats suit journals and encyclopedias particularly well, but print resources continue when appropriate. Library materials complement classroom instruction but don’t replace textbooks and instructional materials.
The secondary goal is to enrich the community’s reading lives with general interest and leisure materials.
Selection Criteria – Monographs
General considerations include:
- Appropriateness – Supports curricular needs
- Level – Primarily undergraduate, with graduate program support
- Currency and accuracy of information
- Scope and depth of coverage
- Availability in library and area libraries
- Suitability to format
- Critical Reviews – Consults Choice, Chronicle of Higher Education, Library Journal, and Books in Print
- Language – English predominates; foreign language resources considered where language instruction exists
Selection Criteria – Journals
With rising costs, all non-aggregated electronic journal subscriptions undergo annual review. Limited general interest magazines and newspapers support recreational reading. All scholarly journals are electronic.
Determination factors include:
- Use
- Importance to discipline (citation metrics, accreditation requirements)
- Relevance to collection and curriculum
- Accessibility via indexing
- Cost and cost history
Journal availability through aggregated databases is subject to contractual changes; individual libraries don’t always control access. If a title becomes unavailable, the library may purchase direct publisher access. New journals are “on probation” for two subscription years, then evaluated for continuation or cancellation based on use.
Electronic Database Evaluation
Access is leased individually, received via state grants, or arranged through consortia.
Criteria for licensing, continuation, or cancellation:
- Usage based on COUNTER metrics where available
- Scope of collection
- Type and method of content access
- Reliability and usability of functionality
- Cost to library
- Availability of usage statistics
Gifts and Donations
The library accepts gifts up to 30 volumes meeting collection needs; larger gifts require director approval. Periodicals and most multimedia are not accepted without director and Collection Management Librarian approval.
Stipulations:
- All gifts are final; donors relinquish all ownership rights
- “The library reserves the right to dispose of gifts to its best advantage”
Criteria for donated print books:
- Subject matter need identified
- Recently published (within five years) or a foundational text
- Good condition: clean, intact pages/cover, no writing, stains, or water damage
Book plates showing donor names or honoree information may be applied per donor wishes. “In accordance with IRS regulations, the library cannot appraise gifts for tax purposes.” Documentation of donation date, title count, and formats can be requested.
Special collections of scholarly importance in archives scope are welcomed. Consult the archivist; see the archives donation policy. Special gift acceptance is at archivist and director discretion.
Monetary gifts for resource purchases are welcomed; consult the library director.
Items not accepted:
- Magazines
- DVDs, CDs, or outdated media
- Materials already owned
- Unsolicited drop-off donations
Collection Management & De-Selection
“As a small college library, it is not part of our mission to keep resources in perpetuity.” The library supports current curriculum and limited research needs through collection management, including withdrawal of outdated/infrequently used items and acquisition of additional copies or expanded licenses for highly-used resources.
General Criteria for De-Selection
Materials are reviewed annually for possible withdrawal. “If an item is 20 years old or older and has not circulated in the past 5 years, it may be removed from the collection unless a compelling reason to keep it is presented.”
Titles outside collecting scope Resources no longer relevant to curricular or research needs may be removed or (for subscriptions) canceled.
Redundancy Duplicate or redundant copies/editions are minimized; titles containing information elsewhere in the collection may be deselected.
Physical Condition Deteriorating books are evaluated for preservation; withdrawn if necessary. Replacement copies are sought as appropriate and available.
Lost items When categorized as lost, the library decides whether to replace.
Review Process for Deaccessioning
Except for superseded editions, all proposed deaccessions are reviewed by library staff and relevant faculty. Lists are provided electronically; faculty and staff comment within a set period. The Collection Management Librarian compiles responses; the Library Director makes final disposition decisions.