AADARSH COLLEGE OF ARTS AND COMMERCEMAHIM, MUMBAI

COLLECTION DEVELOPMENT POLICY

College library with 2000 students in Arts and Commerce at undergraduate and postgraduate level.

Note: The Aadarsh College of Arts and Commerce, Mahim is not a real college in Mumbai. It was a part of my assignment.

CONTENT PAGE

SR NO. TITLE PAGE NO.

1 INTRODUCTION OF COLLECTION DEVELOPMENT POLICY 2

2 WHAT IS COLLECTION DEVELOPMENT POLICY? 2

3 WHY IS COLLECTION DEVELOPMENT POLICY 3

4 PURPOSE & AIM OF THE COLLECTION DEVELOPMENT POLICY 3

5 SCOPE OF THE COLLECTION DEVELOPMENT POLICY 4

6 HOW TO WRITE COLLECTION DEVELOPMENT POLICY 4

7 RESPONSIBILITIES FOR COLLECTION DEVELOPMENT POLICY 5

8 SELECTION CRITERIA 5

9 ACQUISITION 8

10 BUDGET 10

11 CONCLUSION 13

12 REFERENCES 14

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Aadarsh College of Arts and Commerce is a multi-unit Library located at Mahim, Mumbai. Aadarsh college of Arts and Commerce have around 2000 students with undergraduate and postgraduate level. The college library provides a range of services and facilities through the distributed network of its units. These include: Reading facilities on the premises, Inter Library Loan services, etc.The Library is a rich resource of the following print and non-print resources:

Print Resources Books (including textbooks, reference and general books) Valuable and rare books Periodicals (including bound volume) Newspapers These and Dissertations Annual Reports Pamphlets, brochures and other vertical file material Manuscripts Distance education lessons, syllabi, question papers

Non-Print Resources Phono records, audiocassettes, linguaphone records, audio-CDs, etc. Films, slides, film strips, photographs, etc. Video cassettes, multimedia packages Microfiche, microfilms, etc. Electronic resources and software on floppy disks, CDs, etc. In-house created databases

Library Timing:Monday to Saturday 9.00 am to 6.00 pm and Saturday 10.00 am to 5.00 pmAnd notice will display when ever holiday comes.

Collection Development is a vital process in creation and building a library collection. It is a well planned activity for which a well-defined policy is essential. The development primarily includes acquisition, selection, evaluation, preservation and weeding out materials/books/journals, etc after assessing user needs.

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INTRODUCTION OF COLLECTION DEVELOPMENT POLICY

Mission Statement

The mission of Aadarsh College Library is to provide access to and ongoing instruction in the use of information resources to the student and staff in support of the greater purpose of the College.

Collection development is one of the major activities of the library because the entire library services depend on good collection. Collection building involves a number of activities by which a library acquires materials of all types by implementing the selection policy and the plans for document acquisition. The selection policies and the procurement programs form the contents of the collection development process. Collection development is a dynamic and continuous activity. It involves the users, the library staff, and the subject experts on selection team. It is not an end in itself, but a means to develop a need-based, up-to-date, and balanced collection fit to meet the document and information needs of the users.

Various steps involved in collection development are:

1. Analysis of the information needs of the users;2. Formulation and implementation of selection policy to suit the objectives of the library;3. Acquisition programs to build-up a balanced collection;4. Resource sharing and its impact on collection development;5. Weeding out programs to ensure effectiveness of collection;6. Collection evaluations.

WHAT IS COLLECTION DEVELOPMENT POLICY?

A collection development policy is a written statement of Aadarsh College library’s intentions for building its collection. It describes the collection’s strengths and weaknesses and provides guidelines for the staff. It takes time and careful consideration to develop a useful and relevant document. Once Aadarsh college library have completed the document and the Library Board has approved it. In each and every library collection development is a continuous and never-ending activity, a wee-though out long term policy is needed to accomplish the task of collection development systematically. It is said that the library is a trinity of books, users and staff. Books are of various types and formats generally known as collection. Books are being published in increasing number every year. Digital books and other media to ever increasing number of books worldwide. Left to themselves, Aadarsh College librarian would like to acquire as many books as they can while the users would like to have all the books of their interest in the library with which they are associated. Unfortunately, many library budgets are very much limited regardless

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of the type of library - academic, public, or special library. At the same time other needs such as open access computers, multimedia services etc. have to be met with. The best way of facing these problems appears to be to have a well written collection development policy.

Definitions:

According to Harrods librarians glossary, ‘collection development is defined as a term which encompasses a number of activities related to the development of library collection, including the determination and coordination of selection policy, assessment of users needs and potential users, collection evaluation, selection of materials, planning for resource sharing, collection management and weeding’.

The American Library Association defines collection development policies (CDP) as 'documents which define the scope of a library's existing collections, plan for the continuing development of resources, identify collection strengths, and outline the relationship between selection philosophy and the institution's goals, general selection criteria, and intellectual freedom'.

According to Hoffmann and Wood (2005), ‘collection development policy statement often focuses on the communication function: internally, with the users, staff, and administrators, and externally, with other libraries and institutions. Communication embraces a wide range of operations, including training, budgeting cooperative acquisitions, interaction with users, and shared services’.

According to Cassell and Futas (1991), ‘the collection development plan is like business plan for a small business; it is like a road map which outlines the steps to be taken to accomplish the goals of the business’.

WHY IS COLLECTION DEVELOPMENT POLICY?

The primary purpose of a written collection development policy is to lay down guidelines for selecting materials for the collection of the Aadarsh library. It also describes steps on weeding (de-selection), retention, preservation and archiving. It helps in identifying gaps in collections and providing orientation to new staff of Aadarsh College. It can help the Aadarsh college library users what to expect from the library and what to recommend to be added to the collection.

PURPOSE AND AIM OF THE COLLECTION DEVELOPMENT POLICY

Purpose of the collection development is a means Aadarsh College Library provides organized collections of information items that will meet institutional, curricular research, and instructional requirements, as well as the cultural needs of the college community. Library

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collections facilitate and enrich classroom instruction as well as providing information that represents the diverse and varied background of the college community.

The aim of the Collection Development Policy is to provide a framework for the maintenance and development of the Aadarh College Library's collections, to indicate priorities, to establish selection criteria across the range of different subjects, languages and media and to create a consistent and coherent basis for the future development of the collections.

SCOPE OF THE COLLECTION DEVELOPMENT POLICY

Aadarsh College Libraries collection policy provides guidance to staff engaged in selection. It is not comprehensive in its provisions and not every item considered for acquisition will be unambiguously included or excluded by the policy.

It is intended to provide information to staff, suppliers and to readers about the principles on which the collections are acquired, to create an awareness of the objectives and to form the basis for future developments and modifications as circumstances require.

HOW TO WRITE A COLLECTION DEVELOPMENT POLICY?

Collection development policy may be written either for the entire library or to a specific subject such as History, Political Science, Economic, Taxation, Accounting and Foundation Course etc. The policy is usually drafted by a Aadarsh college committee whereas for a specific subject it is by the subject librarian concerned. It may be worth looking at the simple course on writing a collection development policy of Idaho Commission for Libraries.

Whitehead (1989) took a practical look at writing the policy and explains how to start the process, what to write first, what to put into it, how to get one quick, what to call it, and how longit should be.

Elements of collection development policy

The Guide for written collection policy statements by the American Library Association explicitly describes various items of information that are to be included in the policy statement. These elements are listed below (ALA, 1996). By and large the below mentioned items are included in policy statement:

Introduction to the policy statement General purpose Brief note about the library General subject boundaries Languages Geographical areas

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Types of materials collected Format of materials collected Special collections and manuscripts Other resources available Detailed subject areas Weeding and de-selection

RESPONSIBILITIES FOR COLLECTION DEVELOPMENT POLICY

While responsibility for the selection of library materials rests with the library faculty, collaboration with other teaching faculty is essential to build collections that support the academic programs of the Aadarsh College of Arts and Commerce.

Purchase recommendations from every teaching faculty member are strongly encouraged. College Libraries faculty will facilitate informed and appropriate materials recommendations by campus colleagues.

Library faculty is responsible for coordinating recommendations and developing a balanced and integrated collection. A departmental liaison from each academic department will work with a Libraries liaison to ensure communication and coordination with regard to library acquisitions.

Aadarsh College Library Faculty Liaison Program

The Aadarsh College Librarian and Faculty share responsibility for developing the library collection. By way of the liaison program, they coordinate their efforts to ensure that the Library collects to meet the needs of the College as a whole, and the individual departments. The main responsibility of the liaisons is to maintain communication between the library and the faculty. As the library subject specialists, the liaisons serve as materials selectors, monitor the approval plan, and assess collection strengths and weaknesses. Liaisons also review gifts, provide advocacy for their disciplines in the Library, study collection use, and work to understand community needs.

SELECTION CRITERIA

General Guidelines to consider for selection of Aadarsh College Library materials include:

FORMAT OF MATERIALS

The Library acquires many formats of material or media. All formats are considered potential resourcematerials for the library collection.

A. PRINTAadarsh Library collects materials in print when that is the most appropriate and available format.

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Textbooks - The library does not ordinarily purchase textbooks used for courses at Aadarsh College, but focuses on supplementary materials to support the curriculum. However, textbooks may be selected if they enhance the collection as a whole.

Theses, Dissertations and Other Research Projects – Library acquires, both for reservation and research purposes, copies of theses, dissertations, and other research projects completed at Aadarsh College. Theses and dissertations from other colleges are selected if they support the needs.

B. ELECTRONIC RESOURCESIn order to make materials available to users inside and outside of the library, college library prefer electronic resources whenever possible and appropriate. A resource is purchased or subscribed to in electronic format on the basis of availability, accessibility, permanence or utility.

C. VIDEORECORDINGSVideorecordings that support the curriculum are acquired by Library Liaisons and the faculty. Recreational videorecordings are purchased to a lesser extent. Only the originally purchased copy orcopies made with the permission of the copyright holder will be added to the Library's collection.Videorecordings are purchased in VHS, DVD or other supported formats. The format of a particularitem is determined by the liaison in consultation with the requestor (if any).

D. SOUND RECORDINGSThe Library will purchase sound recordings if that is deemed to be a good format for a publication, either to support the curriculum or, to a lesser extent, for recreational use. Only the originally purchasedcopy or copies made with the permission of the copyright holder will be added to the Library'scollection.

E. MICROFORMAadarsh College Library acquires limited microform resources. Microforms are an undesirable format in the current information environment, and as such will only be purchased when no other options are available or appropriate for the College Libraries.

F COMPUTER SOFTWAREAll computer software is purchased and managed by the ICT committee.

G PAST EXAMINATION PAPERS1 print copy is provided in vertical file. Electronic copies are provided on subject intranet pages.

H ON-LINE RESOURCESOn-line databases will be evaluated on the same basis as reference and serial subscriptions, with emphasis on the special features, suitability and improved student access of this format.

Requests for website subscriptions will be treated on the same basis as requests for journal subscriptions.

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The College Libraries require online resources to use commonly available hardware and software components.

The College Libraries will consider vendor-side details such as presentation of resources, availability of statistics, and usability of interface when selecting and evaluating online resources.

Additional Specific Criteria for Selection of Library Materials:

I JOURNALS AND NEWSPAPERSAadarsh College recognize some titles are better used in print.

The library subscribes national newspapers. Back copies of newspapers are kept for the current term. Most newspaper content can be accessed on the databases/online.

J OTHER NON-BOOK MATERIALSThe College Libraries will consider collecting other non-book formats that meet the Libraries' general selection criteria if the Aadarsh College can support the storage and use of the material.

K PERIODICAL SUBSCRIPTIONThe College Libraries journal collections are designed to provide access to online and print content relevant to and actively used in teaching and learning in undergraduate and postgraduate programs. When considering periodicals for addition, renewal, or discontinuation, the Aadarsh College Library will choose between available options (including cancellation, print-only subscription, print and online subscription, or online-only access).

TIMELINESS OF MATERIALS

In general, contemporary materials are purchased more rigorously than older, classical materials. It is appropriate, however, to select excellent works regardless of date published.

LANGUAGE OF MATERIALS

Aadarsh College Library will collect mostly English-language materials. Materials in non-English languages will be collected when it is deemed important to have an edition in the original language or when there is a qualitative benefit to having a work in another language.

EXLUDED FORMATS AND MATERIALS

The following types of materials are generally not collected for the Aadarsh College Library’s collection:

Out of scope of subject of the university program curriculum and research.

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Childish and school level items unless serving a specific program need, such as teacher education.

Entertainments, such as commercial films and games, unless serving specific program needs.

Outdated items unless in RCL (Resources for College Libraries), or it is a core seminal title.

Materials that run on obsolete software platforms or those not supported by the College. Obsolete formats: Long Plays, 5.25 inch computer disks, Laser Disks, Open Reel Tapes,

ideo VHS, Video Beta, Video UMatic, Film 16mm, Film 8mm, Film. Historical or special collections materials, which may not be connected to modern format, is exempted.

ACQUISITION

The acquisition of books is a pre-requisite for a library. This work is so important that it should be organized in such a manner that the reading material of maximum utility is acquired without any delay and at the minimum cost. Aadarsh college library has acquire and provide all the relevant reading materials to its users so that the basic functions of the library are fulfilled.

Acquisition is the term used to describe the process of selecting and purchasing items for the collection. The process involves selection of suppliers, placing of orders, receiving items and handling invoices.

The acquisitions budget is a major component of the library budget. Other components include consumables and general management costs. In sharing the budget across learning areas the following will be taken into consideration

Numbers of students Type of syllabus Requirements for currency of information Requirements for visual or digital information New curriculum needs New subjects New staff requirements Format

Gift

Gifts to the Aadarsh College Library are gratefully received provided that the Collection Development personnel are free to exercise judgment on the proper disposition of the material.

Materials not needed by the main library or its branches may be donated to the Friends of the Library for its book sales.

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Only rare or unique collections will be accepted by the Aadarsh College Library where cumbersome restrictions must be met on the handling, storage, or usage of the materials. These restrictions will be determined at the discretion of the Collection Development Coordinator, Special Collections Supervisor, Reference Librarian, and Juvenile Coordinator. Once material has been donated to the Library, it cannot be returned to the donor.

Fund Allocation

The College Libraries allocate materials funds across the campus' major curricular subject areas into three main funding pools: periodical subscriptions, electronic resources, and monographs. All non-serial publications, complete in one volume or finite set, are considered to be monographs, including but not limited to books, music scores, audiovisual materials, microfilm sets, and software.

The disciplinary allocation for monographs, which includes standing orders, is based on a formula applied across disciplines. To create and maintain a diverse and balanced collection, the Director of Libraries and   Collection Development Coordinator use professional judgment to   balance allocations, taking into consideration a broad range of factors.

Preservation and Replacement

The Aadarsh College Library is committed to the appropriate preservation of aging or damaged materials in order to maintain a collection appropriate to curricular needs.

Preservation may include repair, rebinding, or replacement. The method of preservation is influenced by the availability of replacement options, electronic duplication of content, cost of replacement or repair, physical condition of the material, importance of the item to the College Libraries' collection, and other factors unique to each item.

The Aadarsh College Library will preserve periodicals primarily through retention of loose or bound issues as appropriate, as well as through reliable electronic archiving initiatives.

The Aadarsh College Library will replace lost materials as appropriate. Lost items may be directly replaced, or the libraries may instead select like material or variant editions to replace the lost content.

De-selection

De-selection of library materials (withdrawal of items from the Libraries' collections) is essential to maintaining a dynamic library collection; both information obsolescence and poor physical condition decrease the utility and value of library collections.

Library materials are deselected on an ongoing basis, and when specific de-selection needs are identified.

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De-selection criteria may include aging of information, poor physical condition, changes in curriculum which reduce the relevance of subject areas, replacement of information in another format or area, use-patterns, etc.

Weeding

Withdrawal/weeding/de-selection refers to the removal of books and other library materials from the collection of the Library. It includes the process of identifying such material and the removal of the item and their representations (e.g. catalogue cards, references) from all library records.

Weeding is an important component of collection development. Upon arrival of new editions, cataloguing staff will evaluate previous editions and will withdraw those deemed outdated. Individual library collections

Its primary benefit is the removal of materials which meet one or more criteria for no longerbeing suitable for the Aadarsh College Library collection. These criteria typically include the following considerations for weeding the item/work/book:

Items that are heavily damaged, badlyworn or torn, or are deteriorate. Items that are of obsolete formats thatequipment no longer can support. Items that are not reviewedor are from unknown publishers (e.g. homemade or self-

published donations) may not reflect acceptededucational standards. Items with outdatedcontent, inaccurate information, or poor writing or illustrations according to accepted educational standards.

Items that are duplicates of other items, where no heavy demand exists. Duplicate copies of items with low use. Books that have not circulated in a specific number of years. Items missing for more than year.

BUDGET

The development and execution of the library budget is one of the librarian most important tasks.

Aadarsh College of Arts and Commerce have 2000 students at undergraduate and postgraduate level.

Level Arts Students Commerce StudentsUndergraduate 600 800Postgraduate 200 400

Total Students 800 1200

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Total Students of Aadarsh College of Arts and Commerce = 2000So, the Total Student of Arts = 800And the Total Student of Commerce = 1200

Total Student in Arts = 800Level Student x Per Student Fess Total

Undergraduate 600 x ` 7,000 ` 42,00,000/-Postgraduate 200 x ` 12,000 ` 24,00,000/-

Total Income of Arts Students ` 66,00,000/-

Total Student in Commerce = 1200Level Student x Per Student Fess Total

Undergraduate 800 x ` 8,000 ` 64,00,000/-Postgraduate 400 x ` 15,000 ` 60,00,000/-

Total Income of Commerce Students ` 84,00,000/-

Total Recurring Expenditure:

Total Income of Arts Students ` 66,00,000/-+ +

Total Income of Commerce Students ` 84,00,000/-= =

Total Recurring Expenditure ` 1,50,00,000/-

So, the proportion of expenditure of Aadarsh College Library budget on various items should be under: The budget allocation of the Aadarsh College Library for 2011-2012 was as under :---

Sr. No. Expenditure Percentage (%) Amount (`)1 Salaries and Wages 34 % ` 51,00,000/-2 Books & Backsets of Periodicals 32 % ` 48,00,000/-3 Current Periodical & Newspapers 10 % ` 15,00,000/-4 Microfilms / Xerox copies 2 % ` 3,00,000/-5 Binding 5 % ` 7,50,000/-6 Lightening & heating charges 2.5 % ` 3,75,000/-7 Insurance 10 % ` 15,00,000/-8 Contingents & other library suppliers 4.5 % ` 6,75,000/-

Total Recurring Expenditure 100 % ` 1,50,00,000/-

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So, in Aadarsh College Library 32% i.e. ` 48,00,000/- are reserved for books and backsets of periodicals from Total Recurring Expenditure.

In Aadarsh College of Arts and Commerce, Arts students are 800 whereas Commerce students are 1200. So, 14% are reserved for Arts students whereas 18% are reserved for Commerce students. The amount for that calculated as under :

Arts 32 % ` 48,00,000/- Commerce 32 % ` 48,00,000/- 14 % ? 18 % ? 48,00,000 x 32 = ` 21,00,000/- 48,00,000 x 32 = ` 27,00,000/- 14 18

Specialization in Arts Subject wise calculating budget :-

Arts Specialized Subject Percentage (%) Amount (`)History 30 % ` 6,30,000/-Economics 20 % ` 4,20,000/-English Literature 8 % ` 1,68,000/-Psychology 22 % ` 4,62,000/-Marathi Literature 5 % ` 1,05,000/-Philosophy 15 % ` 3,15,000/-Total Amount for Arts 100 % ` 21,00,000/-

Specialization in Commerce Subject wise calculating budget :-

Commerce Specialized Subject Percentage (%) Amount (`)Accounting & Finance 40 % ` 10,80,000/-Banking & Insurance 15 % ` 4,05,000/-Management 14 % ` 3,78,000/-Business Economics 7 % ` 1,89,000/-Direct & Indirect Taxation 20 % ` 5,40,000/-Advanced Auditing 4 % ` 1,08,000/-Total Amount for Commerce 100 % ` 27,00,000/-

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CONCLUSION

Collection development policy is a communication tool for management, librarians, users and other libraries; a detailed outline of collecting levels; a description of collection development responsibilities; and budgeting tool that helps librarian’s decide where to place resources.

Aadarsh College Library’s collection development policy is very easy to understand. Some library may write or implement their collection development policy with the help of Aadarsh college library’s collection development policy. Aadarsh College Library policy is intended to guide the selection of materials to be added to the collections, whether b purchase, through gifts, or through comprehensive orders and approval plans.

Aadarsh College Library’s collection development policy serves as a guideline for library personnel to build and maintain a collection which reflects the mission and goal of the library and which meets the needs of the users.

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REFERENCES :

Vignau, B. S. S. & Quesada, I. L. P. (2006). “Collection Development in a digital environment: an imperative for information organizations in the twenty-first century”. Collection Building. 25 (4); 139-144 : Retrieved from http://dx.doi.org/10.1108/01604950610706005.

Arizon State Library, Archives and Public Records. (2013). About Collection Development Policies. Retrieved from http://www.azlibrary.gov/cdt/colldev.aspx

Murphy, J. F. (2011). Collection Development Policy. Library and Information Services at Kenyon College. Retrieved from https://lbis.kenyon.edu/colldev/

Prasher, R. G.(2001). “Developing Library Collection”. Ludhiana: Medallion Press. 251p.

Crumb, F.W. & Crane, J.E. (n.d.).Potsdam. College Libraries . Retrieved from http://www.lib.potsdam.edu/about/policies/collection-policy.html

Collection Development Policy . (2009). LIS 6010 Blog. Retrieved from http://lis6010blog.blogspot.in/2009/08/collection-development-policy.html

Collection Development Policy 2008-9. (2009). Retrieved from http://www.lib.cam.ac.uk/CDP2008_9.pdf

Sam Anderson, S. & Atwood, G. & Bigelow, C. & Naismith, R. & Sochrin, S. (2008). Babson Library Springfield College Collection Development Policy. Retrieved from http://www.spfldcol.edu/homepage/library.nsf/0c1275e3dd41881a45256d730018efd6/$file/collection%20dev%20policy2.pdf

Arizon State Library, Archives and Public Records. (2013). Acquisition. Retrieved from http://www.azlibrary.gov/cdt/colldev.aspx

(n.d.). Rosny College Library Collection Development Policy. Retrieved from http://www.rosny.tased.edu.au/Library/About%20us/Collection%20Development%20Policy.pdf

(2011). Collection Development and Acquisition Policy. Retrieved from www.qu.edu.qa/ library /about/Documents/ PL -LIB-CDA_003.pdf