Collection Management Policy
I. Responsibility and Allocations
Collection management is the ongoing assessment of Kimbel Library resources. The process includes evaluation, selection, acquisition, and culling of resources. The purpose of these activities is to sustain a balanced collection.
The Kimbel Library faculty and Coastal Carolina University teaching faculty share in collection development responsibilities. Librarians act as the designated collection development liaison to several academic departments or programs. Each academic department designates a faculty member to act as the Departmental Library Representative to coordinate the collection development activities of the department in concert with their Library Liaison.
Each academic department and graduate program are allocated a portion of the Library's materials budget for collection development. An allocation formula is utilized to determine allocations. This formula uses such variables as: FTE student enrollment as a product of credit hour production, FTE faculty, average cost of materials, and available funds.
Faculty members in each department submit their requests to their Departmental Representative for review and availability of allocated funds. The approved requests are forwarded to the appropriate Library Liaison for final review and duplicate checking. These requests are submitted to the Acquisitions Department, and items are ordered until funds are exhausted.
Kimbel Library staff is responsible for collection evaluation and selection of resources that contribute to a basic liberal arts education, as well as for building strong general and reference collections. Each Library Liaison is allocated a smaller budget to select additional materials in support of their academic departments. If any departmental funds are not spent, the Library Liaisons may use these funds to order additional materials. In some cases, unspent funds may be used by the Head of Collection Management & Systems bolster budgets for online materials and serials. Ultimately, The Head of Collection Management & Systems is responsible for the overall coordination and development of all the collections. If additional collection development funds are needed to support curriculum changes and new programs, the Dean of Library Services and Head of CMS make the appropriate requests to the University administration when preparing and submitting annual budgets.
II. Selection Criteria and Guidelines
Resources selected for Kimbel Library are chosen in accordance with the following guidelines:
- Kimbel Library collects primarily English-language materials, but purchases some material in other languages to support the curriculum.
- The selection process concentrates on current material. Kimbel Library may purchase out-of-print or reprint items to fill identified gaps in the collection, at the request of faculty to support student research needs, or to replace lost, worn, or damaged items. Standard lists of materials suitable for college libraries are available for faculty and librarians as guides for selection. Examples include Choice Reviews Online, Booklist, Library Journal, Books in Print Online, RCL Web and Ulrich's Web. An item's inclusion or exclusion by one of these selection aids, however, does not automatically dictate its suitability for Kimbel Library.
- In most cases, Kimbel Library does not acquire duplicate copies. However, there are some exceptions. Heavy usage of some items may necessitate the acquisition of additional copies. The Waccamaw Room collection and the circulating collection may hold print copies of the same title, and in some cases an e-book may duplicate a print tile, especially if the e-book is contained in a purchased collection.
- Items not usually added to the collections include textbooks, dissertations, theses (master's theses and honors theses by Coastal Carolina University students are the exceptions), working papers, annual reports, workbooks, lab manuals, and scattered issues or single issues of journals.
- Interlibrary loan and the rapid delivery system of the PASCAL consortium are used to provide items not owned by Kimbel Library and for in-depth faculty or student research.
III. Gifts Policy
Acceptance of Gift Materials
Gift materials appropriate for Kimbel Library are accepted by the Department of Collection Management. Monetary gifts are referred to the Coastal Carolina University Office for Philanthropy.
Once accepted, gifts become the property of Kimbel Library. The library reserves the right to evaluate, select and dispose of gifts in the best interest of Coastal Carolina University. In accordance with the ALA/ACRL "Statement on Appraisal of Gifts," Kimbel Library does not appraise any gift.
Kimbel Library sends a letter of acknowledgement to the donor. However, the library does not provide the donor with an itemized list of all items received. If the donor provides a list, the CMS Librarian's letter of acknowledgement will include the list.
In the event that a gift arrives unannounced, Kimbel Library assumes the donor is aware of the gifts policy.
Evaluation of Gifts for Addition to the Collection
Gift materials must meet the same collection development criteria as purchased library materials before they are added to the collection. Kimbel Library adds only materials that fall within the Collection Development Policy guidelines. Librarians evaluate all gifts in light of the following criteria:
- Ability to add depth or breadth to the existing collection
- Support of overall collection development priorities
- Relevance of content
- Physical condition
All materials added to the collection are added to the general collection. Gifts requiring special shelving, treatment or access may not be accepted. Please note that the Library does not accept materials with the following conditions:
- Torn, brittle, or missing pages;
- Foxing (yellowing or discoloration around the page);
- Mold or signs of mold;
- Insect or vermin damage;
- Permanent damage from water, food and beverages;
- Loose or damaged binding;
- Marginalia, underlining, doodling, highlighting, or combination thereof;
- Other conditions deemed as poor or marginal by Collection Management staff.
The Library will not accept the following books, regardless of condition:
- Textbooks that do not fit into the university's academic curriculum;
- Textbooks older than five years;
- Workbooks and lab manuals;
- Mass market paperbacks;
- Books or instruction manuals for software applications;
- Old or incomplete sets encyclopedias or reference sets;
- Travel guides;
- Other books not listed that are deemed unacceptable by Collection Management staff.
The Library will not accept the following non-print materials and formats:
- Software or files on 5.25-inch and 3.5-inch floppy discs, zip drives, magnetic tape, USB drives;
- Videocassettes (Betamax, VHS with some exceptions);
- Board games;
- Musical instruments;
- Motion picture film (of the celluloid kind, 35-mm, super-8, etc.).
Kimbel Library makes this Gifts Statement publicly accessible and provides potential donors with a copy if requested.
Accession records record the names of donors. If appropriate to the format and if the donor wishes, bookplates with the name of the donor are placed in individual items.
Disposition of Gift Material
Donors may indicate that gifted materials not added to the collection be returned to the donor by indicating such on the Gift Donation form. These materials will be held for three weeks from the date of donor notification. Materials not retrieved from the library in a timely manner will be treated as materials not added to the collection.
Materials not added to the collection will either be made available to the campus community via a designated donation area in the library or sent to Better World Books (BWB). Kimbel Library utilizes any monies received from the sale of gift materials by BWB for normal collection development activities. Gifts that are not incorporated into the Kimbel Library collection, not returned to the donor, and do not meet BWB criteria are processed and recycled.
IV. Formats of Material Selected
Recent technological innovations have altered collection development practices. Although Kimbel Library aims to provide access to needed material regardless of format, it prefers the specific formats designated below. Whenever possible, Kimbel Library replaces lost, damaged, or worn items in the preferred format.
Print is currently the preferred monograph format, with the exception of reference materials. While hardback and reinforced paperback editions are preferred to paperbacks, price and anticipated use guide binding selection.
Kimbel Library holds e-books. The majority of the works held in this format are contained in subscription collections as well as shared collections and perpetual access collections. Licensing agreements limit use of these resources to the Coastal Carolina University community only.
As appropriate, digital monographs in HTML format or Portable Document Files (PDF) are included in Kimbel Library's online catalog. These works are free electronic access to purchased print items, government documents, public domain materials, open access resources, or NGO (non-government organizations) reports that support the curriculum.
Periodicals and Newspapers
Journals are collected in print and digital formats. A small number of periodicals are held and retained in print. Due to student and faculty feedback, the preferred format for periodical subscriptions is digital. While many titles are contained in online collections obtained individually or via cooperative agreements, Kimbel Library purchases individual titles in digital formats via our subscription agent.
Because of Kimbel Library's ongoing financial commitment to current journal and newspaper subscriptions, requests for new subscriptions are considered with great care. The Collection Management Librarian is responsible for evaluating requests in consultation with the library liaison and the department/program representative.
Kimbel Library does not bind journal titles available through stable digital archival sources (e.g. JSTOR, Project Muse, American Chemical Society and BioOne.). The print issues for these titles are generally retained for browsing until the issues are available electronically. The online catalog indicates how long print issues are retained.
Kimbel Library subscribes to a few popular magazine titles with limited scholarly content. These titles are retained unbound for up to two years. The online catalog indicates the retention policy for these titles.
All print subscriptions are reviewed annually by the appropriate Collection Management Department & Systems department. Candidates for cancellation are reviewed with the library liaison and the department/program representative. When reviewing titles the liaison considers the following:
- Does the title still support the curriculum?
- How does the title complement full-text online resources?
- Does the library have an index that includes the title?
- If the title is available online, is the source stable?
- Are the annual price increases for the title reasonable?
- If the title were cancelled, would the library be able to provide adequate support for the department/program's curriculum?
- Regional, national and international newspapers are collected in print and digital format. Kimbel Library subscribes to individual publications and to databases via cooperative agreements and via direct subscriptions. Archival newspaper resources are either microform or online databases.
Compact disc (CD) is the preferred medium for audio recordings. Audiocassettes may be purchased if this is the only available format. Kimbel Library does not collect audio books.
DVD in format one (1) is the preferred medium for video recordings. VHS recordings in NTSC format may be purchased if this is the only available format. Selection of video recordings follow the same criteria as monographs, however, some feature films that may not necessarily meet the guidelines may be purchased for leisure viewing by students.
Kimbel Library collects scores at the request of faculty and students. Scores are ordered according to collection development procedures from departmental allocations and library funds.
Kimbel Library collects various types of equipment to support students' needs for the completion of assignments and projects, as well as to facilitate their work in general studies. Types of equipment may include, but are not limited to the following:
- Graphing calculators
- Digital cameras
- Headsets with microphones
- Digital tablets
V. Collection Maintenance
Collection Management and Systems librarians perform in depth assessments of areas of the collection in preparation of the addition of new majors, minors or other programs. Less stringent evaluations are completed for each new course proposed for addition to the curriculum. New major/program assessments include:
- Quantitative assessment of the current collections in subject areas covered by the new program, including media and electronic resources.
- Qualitative assessment. Current monograph holdings are compared to Resources for College Libraries (RCL) via the Bowker Book Analysis System. Periodical holdings are evaluated by utilizing the Ulrich's Serials Analysis System.
- Estimate of additional titles needed to support the curriculum based on target benchmarks of percentages of core titles desired that are contained in RCL and Ulrich's.
- Estimate of funds needed to meet curricular needs of the program, based on number of titles desired to meet benchmarks and average costs of materials in specific subject areas.
Proposed course evaluations identify the areas of the current collection in support of the curriculum, including serials and electronic resources. The evaluation report is provided to the department proposing the course, with an area for faculty to provide input as to the ability of the current collection to support the course and recommendations for further acquisitions.
Library resources undergo routine evaluation to determine whether de-selection is appropriate. Major de-selection projects are staggered. Withdrawing de-selected materials allows Kimbel Library to keep its collection current and supportive of Coastal Carolina University's curricular and educational goals.
The decision to de-select materials is based on several factors, including the following:
- Obsolete content or format
- Poor physical condition
- Multiple copies of the same item in the collection
- Better coverage of the subject by other materials in the collection
- Economic feasibility
- Low usage
- Space limitations
- Electronic access
- Superseded by online version
Teaching faculty and library staff members identify materials to be de-selected in their appropriate subject areas. The library staff member selecting materials that are damaged beyond repair consults with liaisons in the appropriate subject area to decide whether the items should be replaced. The library staff is solely responsible for culling the general and non-curricular areas such as popular reading, reference, and juvenile, and special collections.
VI. Cooperative Arrangements
Kimbel Library participates in joint collection development projects with the Partnership Among South Carolina Academic Libraries (PASCAL), the Carolinas Consortium (CC), and Lyrasis. These cooperative ventures directly affect the digital database collection, e-books, online journals and online reference resources. Consortium participation allows Kimbel Library to take advantage of price incentives.
VII. Challenged Materials Policy
Kimbel Library's collection management adheres to the principles of the American Library Association's Library Bill of Rights and is articulated in the collection management policy document. Concerns related to Kimbel Library's collections should be directed to the Dean of Library Services via email or other printed communication.
VIII. Policy for Specific Collections
The creation of this special collection began in 1980 with the Waccamaw Regional Studies Program, later called the Waccamaw Regional Studies Center, and now known as the Waccamaw Center for Southern History and Culture. Its scope was established with the consultation of interested faculty involved with this program at its inception. The collection is intended to support the research needs of the program's faculty and the undergraduate students. Acquisitions are limited by the budget and space available. The mission of the Center is to research and disseminate studies in Southern history and culture with a special emphasis on studies of the Waccamaw Region of South Carolina.
In keeping with this mission, subject areas to be collected include:
- Emphasis on South Carolina's coastal region, particularly the Waccamaw Neck region
- Agriculture, industry, & transportation in Horry, Georgetown & Williamsburg counties
- Primary sources for Caroliniana
- Manuscripts & biographies of people that that influenced this region (natives or travelers)
- Material on Winyah Bay, the Waccamaw River, and other local waterways
- Works of native authors
- Local settlement of the Huguenots
- Official records of the Civil War for this region
- Pre-1900 newspapers of the region
The Waccamaw Room includes primary source materials such as printed books, manuscripts and related materials. Manuscripts, letters, papers or other documents are bound, boxed or inserted in acid-free portfolios. Some books include early imprints (most before 1900) and limited editions (usually of 500 copies or less). Some autographed copies of locally authored books relating to the region are included also. Contemporary materials such as university press books and non-print tiles related to the Waccamaw Region are also included.
Except for South Carolina related materials, the Waccamaw Room does not serve as a repository for rare or scarce books that have fine printings, bindings or illustrations. Because of the expense, the library does not actively collect these materials, but their acquisition in the form of gifts or donations is accepted under the guidelines of the library's Gift Policy and Materials Selection Policy. Such materials are packed for acid-free storage until such time as a University Archives and Special Collections is established and such materials can be considered as beneficial to the University.
Coastal Carolina University(CCU) Collection
Housed in the Waccmaw Room, Kimbel Library has attempted to collect selected Coastal Carolina University materials on a continuing basis. The room does not serve as a repository for University records. The lack of adequate resources, personnel and space prevent the creation of an archival collection within Kimbel Library at this time.
The University has obtained storage space (temperature and humidity controlled), and the Library will act as the liaison for CCU publications and materials to be placed in storage until such time as a University Archives and Special Collections unit is established.
All CCU materials such as accreditation reports, specific departmental publications, campus event programs and posters, Faculty Senate minutes on audiocassettes, etc will be collected in anticipation of the University Archives. These collections may not be complete.
For the Kimbel Library CCU Collection, emphasis will be placed on materials dealing with or include involvement of the campus as a whole. These include but are not limited to:
- Faculty Senate Minutes (print)
- Faculty Senate Committee Reports (and minutes, if available)
- Student publications such as the Chanticleer, Athenaeum, Archarios, and Tempo
- Coastal Carolina University catalog
- Coastal Carolina College/ University bulletins
- Coastal Fact Books
- Commencement Exercises programs
- SACS self-study reports
- Long Range Plans (2001, Carolina Plan, Coastal 2000, Quest for Progress, etc.)
- Founders Day programs
- Convocation Ceremony programs
The primary purpose of the Juvenile Collection is to support the areas of children's literature and young adult literature in the teacher education curriculum. The collection is also responsive to the curricular needs of the English and foreign language departments. Lastly, it serves as a recreational resource for children of students, staff, faculty, and town patrons.
The collection has three categories: picture books (including juvenile easy books), juvenile and young adult fiction, and nonfiction. Award winners, including the Caldecott, Newbery, Coretta Scott King, and others, are purchased for the collection each year. Gifts are occasionally added. Kimbel Library also purchases materials about children's literature, but these are added to the general and reference collections, not the Juvenile Collection.
Most of the Juvenile Collection is in English, although there are some books in Spanish. The collection includes several periodicals titles.
General and Recreational Reading Collections
Kimbel Library's goal is to develop and maintain a strong, balanced collection responsive to the myriad needs of the campus and community. This includes acquisition of books that, although they may not relate directly to the current curriculum, contribute to a varied collection of quality fiction and nonfiction. It also includes some attention to purely recreational and leisure reading, although patrons are directed to local public libraries for a more extensive collection of this type. The library faculty assumes the chief responsibility for both general and leisure reading collection development, though suggestions by faculty, students, and other patrons are welcome.
"General reading" refers to high quality recent books that will be of interest beyond the immediate future. These are books that may or may not be directly relevant for current classes and that may be read incidentally for recreational purposes. Good candidates for the general collection are prize-winning titles (e.g., Pulitzer, Booker, Pen/Faulkner, National Book Award, etc.) and others that meet a standard of quality as determined by reviews and authors' reputations.
"Popular reading" refers to books that are primarily for leisure reading, such as mystery novels, science fiction, and popular nonfiction. The library also maintains an area where patrons can freely leave personally owned titles for others and select titles for their own reading.
The primary purpose of Kimbel Library's Media Collection is to support the educational programs of Coastal Carolina University. In addition, the collection aims to support the Spadoni College of Education by providing approved textbooks and other educational materials such as kits, 3D materials and other non print items in support of teacher education activities.
Another purpose of the collection is to support Coastal Carolina University's dedication to liberal arts education and multicultural diversity as well as the research needs of the students and faculty. While most materials in the collection are selected to fulfill academic curriculum needs, some items, such as DVDs of feature films, are selected for leisure viewing. The same criteria for selecting monographs are used for the selection of library media.
IX. Electronic Resources Policy
Kimbel Library's electronic resources collection supports the curricular and research needs of Coastal Carolina University students. Electronic resources, including serials, monographs, indexes, aggregating resources, and websites, are selected using the same criteria as print materials, with added consideration for criteria specific to electronic resources (below). All electronic resources subscribed or purchased by the Library are remotely accessible through the Library's web site.
General Selection Criteria
- Content – In addition to meeting the criteria outlined in the general Collection Development Policy for content, complete HTML full-text or PDF documents are preferable to indexes.
- Equivalent information – Electronic versions of resources published in other formats should minimally contain equivalent content, including illustrations, charts, tables, figures, graphs, etc. as appropriate.
- Currency – Content should be updated often enough to be useful.
- Usability – Content is usable by the general campus community and is not specific to a single course or assignment.
- Access and technical preferences:
- Available via the World Wide Web 24/7
- No restriction on platform
- No restriction on browser
- No special additional software required
- IP address recognition, no password required at the host Library
- Remote accessibility via proxy server
- ADA compliant
- Administrative module available
- Customization of interface possible
- Usage statistics available, downloadable in multiple standard formats
- Accurate and up-to-date holdings information, downloadable in multiple standard formats
- OpenURL capability
- Unlimited simultaneous users preferable to single or limited simultaneous users
- Interface preferences:
- Resource name prominently displayed
- Intuitive search interface that is appropriate for college-level research. Interface should include prompts, menus, and browse functions.
- Basic and advanced searching functionality
- Option for single-search access to subscribed resources across platform
- Online tutorials and training support
- Context-sensitive help
- Printing and downloading capabilities
- Vendor support preferences:
- Reliability and stability established
- Continued product support through updates and/or new versions
- Responsive and timely customer support
- Timely notification of changes
- Clear and comprehensive documentation
- Digital preservation supported by PORTICO
Cost and Support Guidelines
- Scope and usefulness of the content to Coastal Carolina University user community justifies the cost of the resource.
- The cost of the resource is sustainable by the electronic resources budget for the foreseeable future.
- Maintenance support (i.e. the technology and staff to deliver and support the resource) is available at Kimbel Library.
Serials: The preferred format for serial publications is electronic with the exception of some leisure materials, daily newspapers and content for which graphic integrity in comprised in an online format. Electronic serials are available through subscription and back-file purchase and through publisher packages or aggregator databases. The library provides access to journal content through full-text and indexing resources. Serials are accessed by title via LinkSource or through databases; full-text access is provided by URL link resolver.
Monographs: Kimbel Library provides access to e-books via subscription and package or title-by-title purchase. In addition to general selection criteria for monographs, the library considers number of simultaneous users permitted, digital rights management limitations, ease of printing or downloading, compatibility with mobile devices and availability of MARC records as conditions of purchase. For title-by-title purchases, the single user option will be purchased when there is a significant price upgrade for multiple user access. The library will consider duplicate purchase of print material one a case-by-case basis. E-books will be added to the catalog as new records become available. Freely available e-books are generally not included in the catalog unless replacing a significant, high-use, or extremely relevant title.
Databases: The library subscribes to databases that include content other than serial publications. These may include, but are not limited to, streaming video and audio resources, tests and test reviews, reference databases, primary source archives, abstracting and indexing (A&I) resources, citation guides, research reports and case law.
Websites: As a selective federal depository, the library currently selects 25% of the U.S. GPO item numbers available in the subject areas to which we have committed. The electronic version of a depository publication will be substituted for a physical copy if the following criteria are met:
- The electronic version is complete, official, and permanently accessible. This access includes not only permanent retention of the material on the site but also adequate library technology to meet accessibility needs.
- The electronic form is available to all library patrons and is free of charge to the user.
- The electronic version is the best format based on the needs of the users.
The catalog will reflect this coverage and also include NGO reports and South Carolina state, county or municipal documents that are relevant to the curriculum. Freely available web-based databases or resources may very selectively be included in the catalog on recommendation from librarians, faculty or review sources for academic libraries. Accuracy, authority, currency, coverage, and appropriateness to the collection are the primary review factors, in addition to the reliability and stability of the website.
Primary Source Material/Archives: The library purchases archival collections of primary source material as funds become available in a budget year. Resources are selected on merit and relevance to the curriculum, faculty or librarian recommendation and cost.
Library Technology and Systems (LTAS) facilitates the evaluation of resources by acting as liaison to the providers of e-resources, setting up trials and demos and requesting product information. Once committed, the Electronic Resources Librarian manages the resources in the collection throughout the electronic resource life cycle (acquisition, provision of access, administration, provision of support, and monitoring and evaluation).
Library Technology and Systems develops and maintains the interface to the electronic collection and participates in the technical aspects of electronic resource delivery. LTAS will also manage the configuration of the catalog and the proxy server for access to electronic resources.
The Electronic Resources Committee is comprised of collection management, systems, and instruction and reference librarians and is charged with evaluation, selection and deselection of electronic resources.
Licenses and Agreements for all electronic resources go through the University's Office of Risk Management and are signed by the president or the designee (per the University's Grants and Contracts Policy. Once countersigned by the vendor, the original license goes to the Office of Risk Management and a copy retained in the library. The license should adhere to ALA's Principles for Licensing Electronic Resources, notably:
- Not be subject to laws of a state other than South Carolina
- Include a hold-harmless statement
- Identify authorized users
- Stipulate restrictions on downloading, printing, copying and interlibrary lending
Trials: Trials for electronic resources will be initiated by the library for products considered for acquisition that meet general collection criteria.
The decision to trial a product rests with Library Technology and Systems and the Dean of Library Services; LTAS will arrange trials. Once the trial site is available, LTAS will make the trial accessible via library's web site. Reference providers and Electronic Resources Committee members will then be apprised of trial purpose, dates of availability and resource content. Faculty who may have an interest in the content are informed of the trials by the library liaison. Using feedback from librarians and faculty and their own evaluation, the Electronic Resources Committee makes a recommendation to the Dean that the resource be added. Feedback on all trials is retained for future reference.
Electronic resources are delivered through discovery services, a locally customized research portal, libguides, and via the online catalog. LTAS is responsible for the general development and maintenance of these portals. LTAS and CM maintain links and descriptive information of the subscription databases.
Identification, evaluation, selection and collection of electronic resources is ongoing. Decisions are made for the selection and cancellation of subscription databases and e-journals on an annual basis and each resource is evaluated six months in advance of its renewal period.
Subscribed electronic resources are candidates for cancellation under the following conditions:
- Significant price increases or high cost-per-use
- Low use
- Content no longer supports curriculum
- Availability of alternative resources which better meet selection criteria
- Unfavorable changes in format interface and/or content
- Poor customer service compromises access
- No longer available through a consortium
Resources recommended for cancellation by the Electronic Resources Committee are referred to the Dean for approval or further action.
Cancellation of an electronic resource results in suppression or removal of the bibliographic record associated with the resource and removal from the database finder, libguides, and will be reflected in EDS when the next batch record upload occurs. Relevant information such as cancellation date, cancellation initiate, and other pertinent information are recorded on the suppressed order record for future reference.