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Collection Development

Appendix Two - Library Department Statements
and Policies


Special Collections/Archives

by Larry Lynch

Topics:

B. University Archives

The specific mission of the University Archives is to:

  • Appraise, collect, organize, describe, interpret, and preserve the university's official permanent records as well as related historical papers.
  • Provide access to these records and papers.
  • Provide information and academic support services to the administration, faculty, students, and others interested in the institution's history.

C. Area Research Center

The specific mission of the Area Research Center is to:

  • House and maintain the eight-county regional collections belonging to the State Historical Society of Wisconsin, which document the social, business, economic, demographic, political, governmental, and administrative history of the Chippewa Valley.
  • Make these collections available to the university community and the public.
  • Provide access to the State Historical Society's collections through the Area Research Center Network.

D. Rare Book Collection

The specific mission for the Rare Book Collection is to:

  • Provide access to, security for, and preservation of McIntyre Library's Rare Book Collection.
  • Collaborate in Rare Books collection development.

E. Records Management Program

The specific mission of the Records Management Program is to:

  • Schedule all university record series.
  • House semiactive temporary records in the Records Center.
  • Supervise destruction and recycling of temporary records that have reached the end of their life cycle.
  • Develop and implement records management procedures.

Special Collections Goals

The goals of Special Collections are to:

  1. Preserve and organize all collections according to current archival and library standards.
  2. Continually improve intellectual control over and access to the collections, including integrating Special Collections holdings into the information systems of the library and university and developing new information services.
  3. Enhance all collections through supplementing the university's archives with related historical materials, assisting the State Historical Society in acquiring additional historical records related to the Chippewa Valley, and further developing the Rare Book Collection.
  4. Provide curricular services and other academic support to the university; create a heightened awareness of the Area Research Center as a laboratory for faculty/student collaborative research in the humanities and social sciences.
  5. Provide outreach services to local historical and genealogical societies, museums, libraries, archives, and schools; develop a firm working relationship with local historical societies in the ARC region so that the ARC can serve as a catalyst for sound local history research; publicize holdings.
  6. Develop long-range plan for revision of retention periods for university records and keep Records Management Manual updated.

Collection development is aimed at meeting the needs of a variety of constituencies: university administrators, students and faculty, and the general public of the Chippewa Valley.

For the University Archives, collection development seeks to document the activities and functions of the university community, including administration, staff, students, and faculty. The four major areas of interest are:

  1. administration of the university,
  2. intellectual life on campus,
  3. student life and activities, and
  4. university/community relations.

Documenting the campus environment and "culture" is particularly difficult; efforts are ongoing to capture it through personal manuscript collections, oral and video history, photographs, and tapes of presentations. Preservation of electronic records is a major concern.

Development of Area Research Center collections involves documenting the history of the six counties of the Chippewa Valley through public records, private papers and manuscripts, oral history, photographs, and maps.

Collecting is a joint responsibility of Special Collections and the State Historical Society of Wisconsin.

Three levels of collecting activity have been identified for the state's Area Research Centers:

  1. actively soliciting collections by developing and pursuing leads,
  2. accepting unsolicited offers of materials, and
  3. referring leads for materials inappropriate for our collections to other repositories.

Among topic areas of interest are the arts; agriculture; communications; industry, business, manufacturing, and the professions; labor; the military; natural resources; politics and government; populations; religion; recreation and leisure; settlement; social organization and activity; and transportation. A collecting agreement exists among the Area Research Center, the Chippewa Valley Museum, and the L. E. Phillips Memorial Public Library, signed on 30 October 1989.

Adding to the Rare Book Collection is not an active priority. We rely on unsolicited donations for the most part. The official policy states that "the Library accepts rare items as gifts, but actively seeks only those items germane to the local or regional area covered by the Area Research Center, or those items which support curriculum and research at UW-Eau Claire."

The Local History Collection consists of local and family histories, church and organizational histories, city directories, genealogical reference works, centennial commemorative booklets, regional materials published privately or in small quantities and which are difficult to replace, and other resources useful for conducting research in Special Collections. Such materials "will be housed in the Area Research Center if they pertain to the Center's geographic region" defined as Buffalo, Chippewa, Clark, Eau Claire, Price, Rusk, Sawyer, and Taylor counties.

Works are added to the collection through donations or limited purchase of appropriate materials. The draft policy statement asserts that "this policy is meant to be very limited in scope, and generally should not be applied to traditionally published book materials. The Library may seek duplicate copies for the open stacks if the copies shelved in the ARC are in demand."

The Reference Department

by Mimi King

Topics:

Mission

The Reference collection supports the quick information and research referral need of a diverse clientele--undergraduates, graduate students, teaching faculty/administrative staff, librarians, and to a lesser extent, alumni and community members.

Materials selected for the Reference Department collection must contribute the delivery of information and research resources in the academic context.

Accordingly, most of the materials acquired support the instructional programs of the university; however, a limited number of materials related to nonacademic subjects, such as career guides, travel guides, repair manuals, etc., are also acquired. While the reference collection provides information at a minimal level on all general interest aspects of human activity, the collection is intended to complement rather than duplicate that of a public library in areas of personal (self- help)needs or popular interest.

Collection Scope

Traditionally, a reference work is defined by its arrangement, treatment, or content to be consulted for bibliographic or factual information rather than read in its entirety. In keeping with this definition, the reference collection is composed of noncirculating information sources which are most successfully utilized in the library and which the Reference Department needs close at hand to assist in responding to information requests. Materials are selected for their reference value, not as a means of controlling circulation.

Collection Description

The reference collection consists primarily of English-language materials both current and retrospective. For curricular subjects which are topics of graduate research, materials will be collected at the advanced study level. Subjects serving only undergraduate programs are collected at the initial study level. Determination of the acquisition level for specific subjects shall be made based on the most recent university catalog and the general collection policy for the department. Most of the materials acquired meet this profile, but occasionally other materials are acquired which are thought to be useful in meeting the reference needs of a specific segment of the university community. While print is presently the predominant format, any format (e.g. electronic media or microforms) which meets the criterion of subject and scholarly content, usefulness, cost, space, and timeliness may be acquired. Exceptions to these policies are at the discretion of the Reference Department librarians.

Government Publications Department

by Leslie Foster

Topics:

U.S. Document Collection Development Guidelines. Depository 675. 1992 edition

Introduction:
These Guidelines are established to articulate William D. McIntyre Library's philosophy related to U.S. government publications, to assist in the methodical and judicious development of the federal collection, to specify responsibility for document collection development, to elucidate the considerations involved in that process, and to meet the rules and regulations established for depository libraries by the U.S. Government Printing Office.

McIntyre Library recognizes the authority of the U.S. Government Printing Office to regulate depository libraries, as stated in Title 44 of the U.S. CODE, and acknowledges its responsibility to adhere to the rules and regulations set forth in the INSTRUCTIONS TO DEPOSITORY LIBRARIES, THE GUIDELINES FOR THE DEPOSITORY LIBRARY SYSTEM, and the FEDERAL DEPOSITORY LIBRARY MANUAL.

The Government Publications Department Mission Statement was developed to define the purpose of the Government Publications Department. These Guidelines reflect the philosophy set forth in that Statement.

Scope and Purpose of the Federal and State Collections in McIntyre Library

The primary purpose of the U.S. and Wisconsin document collections is to complement undergraduate classroom instruction. The secondary purpose is to support graduate level study. The tertiary purpose is to assist with faculty research. The quaternary purpose is to meet the general government information needs of the public in West Central Wisconsin.

Federal and state documents are collected in a variety of formats, including print publications; microfiche; microfilm; maps; charts; posters; compact disks (bibliographic and full text;) diskettes; and videos. Access to federal and state electronic bulletin boards and online databases, such as the Census Bureau Bulletin Board and WISPOP, complements the government information resources housed within the walls of the library.

Mission Statement

The Government Publications Department acts as a center for the exchange of government produced information and the transmission of knowledge.

The primary mission of the Government Publications Department is to acquire, house, organize, maintain, manage, promote, publicize and make accessible state and federal publications which complement classroom instruction, support student and faculty research, and meet the government information needs of the public in West Central Wisconsin.

The Department serves as a selective federal depository for half of the Third and Seventh Congressional Districts of the state and as the Eau Claire area's regional depository for Wisconsin documents. In addition, it acts as an affiliate member of the U.S. Census Bureau's State Data Center System.

This Department has a contractual obligation to meet the Congressional District information needs as well as University information needs.

Collection Description

McIntyre Library has served as a federal depository since 1951 when it acquired the Eau Claire Public Library's U.S. holdings. Today the federal document collection consists of approximately: 250,000 print documents; 200,000 microfiche; 1200 reels of microfilm; 200 compact discs; and 100 floppy disks. Nearly all documents are housed in the Government Publications Department, with the primary exception being the USGS and the DMA maps which currently reside in the Simpson Map Research Center. Upon completion of the library construction project, the maps will be moved to the remodelled McIntyre Library. A timeline has been established for that move: the Library's map department is expected to be operating by December 1994.

Collection Development Environment

McIntyre Library is one link in a chain of 1400 federal depository libraries nationwide. Federal collection development at McIntyre Library is undertaken with consideration of the resources available from other depositories. Depository libraries are relatively far apart in Western Wisconsin: UW-River Falls is 75 miles west; UW-La Crosse and La Crosse Public Library, 90 miles south; east 110 miles is the small Wausau Public Library and the larger depository at UW-Stevens Point; finally, UW-Superior and Superior Public Library lie 150 miles north.

The lack of full online access to depository collections in Wisconsin and the lack of networks, as well as the distance and the lack of a document delivery system other than interlibrary loan, preclude extensive cooperative collection development. Nonetheless, depositories remain in contact with one another and collection development is carried out with recognition that additional federal resources are "relatively" close by. FAX transmissions have been used and will continue to be used to share information resources.

At McIntyre Library's request, the University of Minnesota, as the closest Regional Depository, welcomes users from western Wisconsin. Minneapolis Public Library, as the closest Patent Library, serves the patent needs of western Wisconsin. For infrequently requested resources, interlibrary loan links document users in Eau Claire with the Regional Library in Madison. McIntyre Library, in its turn, freely loans all circulating documents without restriction to libraries in the region. Patron referral is made to other information sources in this area, including the Eau Claire County Law Library, the public library, the special libraries (hospital and business), the federal career information center, etc.

UW-River Falls and UW-Eau Claire, as the closest depositories in the region, have held e-mail discussions about cooperative depository collection development. An agreement has been reached whereby River Falls will lend agricultural materials directly in exchange for Eau Claire's willingness to lend FBIS microfiche. Both libraries will FAX information upon request. In the fall of 1992 the Government Publications Department staff will meet with UW-River Falls to investigate other areas of the collection that might be suitable for cooperative selection.

UW-Stout does not serve as a depository, but does collect the ASI microfiche. This information is also taken into consideration when selecting for McIntyre Library's U.S. Collection.

Because of the distance between depository libraries in this area, McIntyre Library feels an increased responsibility to ascertain and meet the government information needs of its region. Selection decisions are made with consideration of input from the Indianhead Federated Library System librarians, the L.E. Phillips Memorial Public Library reference staff, high school debate teachers, Chamber of Commerce and the Small Business Outreach Office, other McIntyre librarians, interested faculty, staff and users. Items selected include potentially useful materials, as well as frequently used documents.

Selection Guidelines

  1. A systematic development policy for federal materials will strive to develop a U.S. collection to meet regional needs while building on the strengths of the depository network.
  2. Annually, according to the GPO selection project schedule, all depository selections will be reviewed to ascertain their suitability for continued inclusion in this depository's federal collection. Selections will be adjusted to meet the changing federal information needs of the University and the Congressional District. Zero-based selection will be the starting point for this review.
  3. These guidelines will be reviewed annually by the Head of Government Publications and the Government Publications Librarian.
  4. The responsibility for development of the federal collection rests with the Head of Government Publications who will actively solicit and consider input from McIntyre Library staff, faculty, area librarians, document users, and individuals who indicate an interest in contributing to the federal collection's development.
  5. Item numbers deemed of educational, research and/or public interest will be reviewed for selection. Consideration will be given to potential frequency of use, amount of space required, quantity of staff time needed to maintain currency, and complementary resources within McIntyre Library.
  6. McIntyre Library will maintain a basic federal collection consisting of the 21 titles listed in Appendix A of the GUIDELINES FOR DEPOSITORY LIBRARIES.
  7. McIntyre Library will select all item numbers found in the "Suggested Core Collection: Small Academic Library," Section 4 of the FEDERAL DEPOSITORY LIBRARY MANUAL.
  8. Selection activities will be carried out taking into consideration the other information sources and collections available locally. McIntyre Library seeks to complement, not duplicate, the resources of the Eau Claire County Law Library. McIntyre Library will duplicate federal resources located in the area's special and public libraries.
  9. Map collection development will be carried out with input from the Geography Department faculty.
  10. Poster selection will be performed with the Instructional Media Center Librarian's input.
  11. Whenever possible, selection will take into account the format most desired by users. Print format will be selected for heavily used materials and those most likely to circulate.
  12. Microfiche format will be selected for less frequently used documents, for publications which consume vast amounts of shelf space in print form, for titles available in no other format, and for materials for which currency is not essential.
  13. All electronic formats will be selected through 1994 to give staff the opportunity to familiarize themselves with these products and to evaluate their usefulness in the Eau Claire area.
  14. Document collection development will include the responsibility of acquiring a superior collection of catalogs, guides, retrospective and current indexes, and other reference tools that facilitate access to federal information. These publications will be acquired regardless of source, with budgetary considerations the primary limiting factor. An electronic version of the MONTHLY CATALOG is deemed essential.
  15. Included in federal collection development is the acquisition of non-depository publications that complement the depository resources. Searches will be conducted of SUBJECT BIBLIOGRAPHIES, the PUBLICATIONS REFERENCE FILE, BOOKS FOR COLLEGE LIBRARIES, the CONSUMER INFORMATION CATALOG, GAO REPORTS, and other lists that identify essential materials. Purchases will be made from the Government Printing Office, NTIS, Documents on Demand, the National Archives, reprint vendors, and secondhand book dealers.
  16. Multiple copies of heavily used documents will be purchased to meet local demand. GPO, reprint vendors, and requests to government agencies and committees will be the primary avenues followed to obtain duplicate copies

Maintenance of the Federal Collection

Currency of the federal collection will be maintained. Superseded documents will be withdrawn promptly upon the arrival of their replacements, revisions or updates.

All depository publications will be kept for five years. After that, those deemed of little or no interest to the University or the community will be withdrawn according to GPO regulations.

Wisconsin Document Collection Development Policy

William D. McIntyre Library was designated a Regional State Depository Library October 1, 1977.

The Government Publications Department receives all state documents distributed through the Wisconsin Depository Program gratis, in exchange for adherence to the rules and regulations set forth for regional depositories by the Wisconsin Department of Public Instruction.

State documents are collected regardless of format if deemed of interest to members of the University and/or the surrounding community.

When use indicates a need for more than a single copy of state publications, attempts are made to acquire additional copies in the least costly fashion.

Titles appropriate for inclusion in the Wisconsin Document Collection are identified from WISCONSIN PUBLIC DOCUMENTS, the Legislative Reference Bureau's ACCESSION LIST, agency publications lists, discard lists circulated among depository libraries, and documents mentioned in the local press and television news broadcasts.

Instructional Media Center

(Developed in accordance with the “Guidelines for Curriculum Materials Centers,” approved in 2003 by the Association of College and Research Libraries and the American Library Association.)

by Kathryn Tvaruzka

  1. Mission and Purpose: The library maintains an Instructional Media Center which has as its primary purpose the provision of materials and resources to students and faculty of the University’s Teacher Education programs. However, the collection is available to all patrons of McIntyre Library.

    Its mission is to make readily available for study, evaluation, and implementation, those educational materials of the highest quality produced for use with children from preschool through grade 12, and to provide other resources related to the teacher education programs at UW-Eau Claire. Some adult basic education materials may also be included in the collection. When feasible, the collections may also serve the needs of local educators.

    The IMC will also collect, house, and distribute the majority of the non print collections for McIntyre Library. Every attempt will be made to have available in the IMC the necessary hardware to facilitate the study and previewing of the various non print formats.

  2. Personnel and Services:  The Education Reference Librarian’s primary assignment is the development and maintenance of collections in the Instructional Media Center.  The Education Reference Librarian will provide specialized services for the IMC, including reference service, reader’s advisory service and classroom instruction on the use of the IMC and its materials.  The Education Reference Librarian will also serve as the faculty liaison to the College of Education and Human Sciences, and will seek out and maintain professional contact with teacher education instructional units and with individual faculty members.

  3. Collection Development:  The IMC collection provides materials designated to support the instructional needs of the University’s teacher education programs, including methods courses taught by faculty in academic departments outside the College of Education and Human Sciences.  In addition, this collection development policy is to be used in conjunction with the general collection development policy and the principles subscribed to there will be followed.

    1. Collection Guidelines
      • Curricular Level and Subject Treatment: The IMC collection contains resources appropriate for pre-school through secondary education, and may also include adult education materials.  The collection will include materials on all curricular areas as described by the Wisconsin Department of Public Instruction.
      • Languages: The primary language of materials in the collection is English.
      • Chronology: Although the collection contains older materials, emphasis is on recently published teaching materials.
      • Geographical Emphasis: Educational methods and approaches used in the United States are emphasized. Materials published by the Wisconsin Department of Public Instruction and materials used by local school districts will be given priority.
      • New and Emerging Instructional Technologies: Technologies that affect educational practices are incorporated into the IMC and its preview area when feasible.

    2. Collection Formats and Descriptions
      • Children’s Book Collection: The CBC includes fiction, nonfiction, picture books, folk and fairy tales, plays and poetry appropriate for preschool through grade twelve. Items for the collection will be selected using standard reviewing tools and will include annual acquisition of award books, such as the Caldecott, Newbery, Printz and Coretta Scott King. The CBC collection will serve as a model school media center.
      • Professional Collection: The Professional Collection consists of handbooks for teachers, including suggestions for classroom activities, lesson preparation, bulletin boards, bibliographies, curriculum guides, and instructional methods books. More theoretical, education research-based books are located in the main library collection.
      • Journals: A very selective collection of journals not duplicated elsewhere in the library will be housed in the IMC.   Topics covered include titles that provide articles about innovative teaching methods and activities, materials selection journals, as well as exemplary children’s magazines.
      • Textbook Collection: Current examples of teachers' editions of elementary and secondary level textbook series for all major subject areas will be collected. Attempts will be made to acquire textbooks adopted by the Eau Claire Area School District. Emphasis in the textbook collection is on materials published within the last 10 years. Textbooks which are ten years old shall be withdrawn annually unless their content is specialized and of current or historical value.
      • Picture File: The picture file includes materials useful in teaching at the preschool through high school levels. Most of the materials in this collection are posters.
      • Historical Children’s Book Collection: A limited retrospective collection of those titles significant to the study of the history of children’s books.
      • Multimedia Collection: The IMC is the repository for most media purchased by the library, whether appropriate for use by young children or university students and instructors. Formats include videotapes, games, realia, models, puppets, computer software, multimedia kits, and audiocassettes.

    3. Collection Maintenance
      • Due to physical space limitations, and in order to ensure that library materials are current, enticing and relevant, the collections will be weeded routinely.
      • Generally, when new editions are received, superseded editions will have to be removed unless they are currently in use in a local school district or reflect some extremely significant development in educational publishing.
      • Current physical condition, correctness of information and availability of other related materials will all be considered before materials are withdrawn from the collection. If there are serious doubts about withdrawing an item, subject area specialists will be consulted.
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