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Collection Development Office
Collection Memorandum Series
MEMORANDUM #1
(Revised and reissued, November 1986)
Guidelines and Procedures for Use of the Library Continuations Fund
Effective July 1, 1985, it was determined that the University Libraries could no longer transfer funds from monograph to continuation budgets to support new subscriptions because virtually all of the library Materials Budget annual rate (continuing funds) must be committed to meet the costs of continuations and approval/standing orders. Discretionary funding for monographs now consists largely of one-time cash rather than annual rate. To compensate for this limitation the libraries have established a small Library Continuations Fund to support sorely needed titles not held at OSU. The funds are available by application.
The procedures and guidelines outlined below are those that will apply to the Library Continuations Fund. They have been reviewed by the Collections Advisory Council and approved by the Library Materials Budget Committee. The standard recommendation form is attached. Please provide as much information regarding each title as you can. The committees evaluating the recommendations will have many titles to consider and brochures, sample issues and editorial board pages would be most helpful.
All continuation request forms are to be submitted, with appropriate documentation, by the selected date, projected to be September 1 and February 1 each year. Please mail them to:
Collection Development Officer
Serials, Electronic Resources, & Rights Management Dept.
270 SEL
175 W 18th Ave
If you have any difficulty with the due date, please call 7-8019.
Procedural Issues
- If a title on continuation is cancelled or ceases to be published, the last annual rate (dollar value) of the subscription will revert to the assigned fund for that discipline or area.
This means that if a library/subject area wishes to cancel a title, and such a cancellation is approved, the funds released are to be credited to that library/subject area's assigned fund.
- New subscriptions for any discipline may be placed against available balances in assigned funds.
- Funding for new continuations (beyond that carried in assigned funds) will be made available only from the central Library Continuation Fund (LCF).
- Assuming such funds to be available, recommendations will be reviewed semi-annually. The expected review periods will be September and February of each year. Please confer with your departmental faculty constituencies with these dates in mind.
- The initial review will be carried out by the Collections Advisory Council, and recommendations for funding continuations will be forwarded to the library Materials Budget Committee for final approval.
- All unique cancellations will continue to be listed in NewsNotes and will also be reviewed by the Collection Development Officer and, if appropriate, the Collections Advisory Council.
Guidelines
- Requests to fund unique subscriptions for titles that support current and anticipated curriculum and research needs will receive first priority.
- The Collections Advisory Council urges all collection librarians to consult with their colleagues in support of titles of mutual interest and to jointly sponsor applications, if appropriate.
- Requests for funds to subscribe to duplicate titles will be approved only very rarely and only if there is objective evidence of high use or for other compelling reasons. If a duplicate is requested, please attach an LCS print out of all copy numbers on campus. It is understood that the Undergraduate Library collection is essentially a duplicate collection and therefore is not limited in its requests by this specific guideline.
- All new exchange titles requiring monetary support will be included in this review process.
- The balance available in a discipline/location's assigned fund will be considered when a title request is received. If a carry forward balance from one fiscal year is maintained through the following year, those funds will be deleted from individual funds and added to the LCF funds available.
- Forms must be as bibliographically complete as possible, i.e. title, publisher, price, index source, justification for request and supporting documentation. Those not complete will be returned to the requestor (for completion and resubmission in a future review cycle).
- Include the attached summary sheet with requests submitted. Please send one copy to the appropriate Assistant Director when you submit it to the Council.
- All titles should receive unique priority assignment, i.e. if several titles are assigned to Priority One, rank each a, b, c, etc. within the priority. No more than five items may be included in anyone priority and no more than twenty-five total requests may be submitted in our review cycle. Should any librarian have additional titles, major research or curriculum changes requiring special support, or other significant requests, please confer with the Collection Development Officer prior to submitting any formal requests.
- It is very helpful to the Council for the requesting librarian to briefly describe the nature and the content of the title being requested in "Description of Title". This is particularly important for new research areas, vernacular language materials and for distinguishing between similar titles or subject area journals.
- Each approved title for LCF funding support will be assigned, with necessary monies, to the fund appropriate to the discipline or area.
- Titles not funded in one review cycle will be returned and may, of course, be submitted in subsequent cycles, if the selector deems this to be appropriate.
- New programs require special support. In general, a new program is defined as a major new commitment, within or across department and/or college responsibilities, that is not currently represented on campus. A separate request may be submitted for one or both of a fiscal year's review periods, for a single fiscal year only. Fifteen (15) total requests, 3 in each priority ranking, may be submitted for each review period. In order to support a new program request, please provide
- Description of the program
- Location in the University administrative structure;
- University support including new faculty, expected enrollment, etc.
- State, federal or other financial support for the program.
In a new program, we realize that some of this may not be available, but in order to responsibly evaluate the request, CAC does need as much information as possible.
[Form original was 8 ½ x 11 landscape view]
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Page last modified: 8 November 2011
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