Library Policy #4: serial order request and cancellation policy

The purpose of the policy is to establish the guidelines and process for the selection, review, cancellation and ordering of serial titles at the College of Charleston Libraries, including College-supported serials at the Marine Resources Library.

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The College of Charleston Libraries adhere to the definition of a serial as stated in the Anglo-American Cataloguing Rules 2nd edition: "A publication in any medium issued in successive parts bearing numerical or chronological designations and intended to be continued indefinitely. Serials include periodicals; newspapers; an annual (reports, yearbooks, etc.); the journals, memoirs, proceedings, transactions, etc., of societies; and numbered monographic series."

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As is the case for monographic acquisitions, serials should be selected to support the teaching requirements of the College and to assist the research activities of the faculty and students.

When selecting new serial titles, consideration should be given to the reputation of the issuing organization, the language of the serial, the availability of indexing, and the cost of the serial. Standing orders for monographic series will be initiated only when the series as a whole is of a consistently high quality and of outstanding scholarly value. When a monographic series subject scope is of a broad nature crossing multiple academic departments, standing orders should not be placed unless charged to one of the general or interdisciplinary funds.

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4.1 Initiation Upon approval of next year's budget (usually in April), the Dean of Libraries will solicit recommendations of new serial titles from the academic departments (see Appendix 1). The academic departments should submit their requests on Serial Request Forms (Appendix 2) and should rank order them.

4.2 Review by Library Liaisons Serial Request Forms will be forwarded to the appropriate Library liaison for review. Library liaisons should confirm the information on the Serial Request Form and supply as much additional information that can be obtained. In addition Library liaisons may suggest additional titles to be added to the departments requests. Library liaisons may contact academic departments to clarify the department priority ranking and to notify the departments concerning availability and price discrepancies between estimated and actual price.

4.3 Review by Collection Development Committee The Library liaisons will forward to the Collection Development Committee the final ranked Serial Request Forms from each academic department. The Collection Development Committee's responsibility is to

1. determine whether the titles adhere to the Serials Selection Criteria (Section 3.0)
2. to determine an equitable distribution of the available funds.

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The Collection Development Department is responsible for the processing of New Serial Title requests including: ordering, receipt, claiming, payment, and record maintenance. The Collection Development Department is also responsible for coding serial records with established subject/fund codes. The Collection Development Department maintains a current list of serials organized by department (code). All new Serial requests must have a completed Serial Request Form and all Serial Request Forms should have been processed through the above mentioned review process. Special requests for New Serial Titles should be sent directly to the Dean of Libraries for review and submitted to the Collection Development Committee for further review and processing.

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The Serials Selection Criteria (Section 3.0) should be used to evaluate titles recommended for cancellation. In addition, the Collection Development Committee may consider the following:

1. Is the title held by a consortium member?
2. Does the Center for Research Libraries have a subscription to this title? If not will they acquire it?
3. Is the title of a multi-disciplinary nature? If so, have all academic departments concerned been consulted?

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Government Document Serials like other serials must meet the selection criteria outlined in Section 3.0 of this policy. United States Federal documents can only be added twice a year (fall and spring) when the Government Printing Office distributes the List of Classes of United States Government Publications Available for Selection by Depository Libraries.

7.1 Initiation Upon receipt of the List of Classes of United States Government Publications Available for Selection by Depository Libraries the Head, Collection Development will inform the Library Liaisons of the availability of the list for review. Library Liaisons should review the list and select new titles for addition to the collections. Library Liaisons may seek input concerning their recommendations from the appropriate departmental liaisons. Library Liaisons should submit their requests on Serial Request Forms and should rank order them.

7.2 Review of the Collection Development Committee The Library Liaison will forward to the Collection Development Committee ranked Serial Request Forms for government document serials. The Collection Development Committees responsibility is to (1) determine whether the titles adhere to the Serials Selection criteria (section 3.0) and (2) to determine whether the current staff can handle the increased workload implied by the addition of the titles requested.

7.3 Selection Processing The Collection Development Committee will l forward approved Serial Request Forms to the Government Document Unit Supervisor (LTA III) who is responsible for the addition of the class number to the list, receipt of titles, claiming of issues, and record maintenance. The Government Document Unit Supervisor is responsible for coding government document serial records with established subject/fund codes and insuring the inclusion of document serials in the library statistics monthly report.

7.4 The Head, Collection Development is responsible for communicating the requirements of the GPO to the library administration.

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Sponsored: Gary Ross May 29, 1984
Approved: Administrative Group June 05, 1984
Reviewed: Librarians June 14, 1984
Approved: Director of Libraries June 15, 1984
Revisions Recommended: Gary Ross September 24, 1985
Approved: Administrative Group September 24, 1985
Reviewed: Librarians October 24, 1985
Approved: Director of Libraries October 25, 1985
Revised: Director of Libraries March 19, 1986
Retyped: Secretary June 18, 1992
(to reflect administrative title changes)

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October 2, 2001

Memorandum

To:

From: David Cohen
Dean of Libraries and Special Collections

Re: New Journal Title Requests

I am pleased to report the 1992-93 budget for library materials allows for the purchase of additional journal titles. While the funds available for this purpose are not great, we expect to be able to purchase between 40 and 60 new titles overall for addition to the library collection.

To request a new journal title, please complete the attached Journal Request Form (please make photocopies for requesting more than one title) and return it to the Collection Development Department of the Library by April 30, 1992. Please assign a priority to each journal title since it is unlikely that all titles requested will be ordered due to budgetary constraints. Library staff will review the request over the summer and the titles selected for purchase will be ordered this coming fall. All departments will be notified of the disposition of their requests.

As you know, we were unable to order any new journals this year although we did solicit requests from your department in the spring. We have kept those requests on file and attached them to this memo. You do not need to complete Journal Request Forms for these titles. Simply integrate the previously requested titles with any new requests that you have.

If you have any questions concerning this procedure please call me or Bob Neville, Assistant Dean for Technical Services (3-5530).

DC/rcy
Attachment

cc: Library Liaison
Departmental Liaison

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REQUEST FORM

Priority ____________# of ______________# (Number of Requests)

Title of Journal___________________________________________________________

Publisher and Address _____________________________________________________

Price ____________ Other Information ________________________________________________

Why do you think we should subscribe to this journal?

PLEASE ATTACH A SAMPLE COPY, AD, OR BIBLIOGRAPHIC CITATION IF YOU HAVE ONE.

Requesters
Name___________________________________ Department__________________ Date___________
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

FOR LIBRARY USE ONLY

Approved______ Initials ___ Acquire in hard copy ____ film ____ fiche ______

Subscription to begin _______________________________

Backfile Information _______________________________________________

Other Comments __________________________________________________

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