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Collection Development Office
Collection Memoranda Series
MEMORANDUM #5
April 10, 1989
Multiple Volume, Prepaid Sets on Discretionary Funds
Collection Managers have become accustomed to ordering large multiple volume sets on discretionary funds. The initial publisher publicity offers a predetermined number of volumes at a special prepayment price. It is in the Libraries' best interest to take advantage of these special offerings but continuation funds are rarely available. However, these do create a significant management problem for the Acquisition Department. The following policy guidelines are proposed to regulate this activity:
The order may be initiated and paid on discretionary funds under the following conditions:
- All of the purchased volumes will be published within 5 years of the order date. Orders with publication periods exceeding 5 years must be placed on continuation.
- The volumes to be purchased must be covered by a single prepayment. Multiple prepayments cannot be accommodated on discretionary funds.
If subsequent volumes are received, the collection manager will have 3 options:
- Establishment of a continuation
- Return of the material
- Acceptance of the volume received with payment from discretionary funds; then, the vendor will be instructed not to send future volumes.
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