[Original posting on this topic is reproduced below. Responses 1-6 follow
it. Responses 7-14 are forthcoming in the posting following this one.]
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Help. I have been wrestling with a problem.
As Collection Development Unit Leader, one of my
responsibilities is to review gift books to determine what
should be kept. I guess I have a very broad view of what is
valuable while the cataloger that processes gift books has a
narrower view. Repeatedly, books are returned from
cataloging with the explanation that they are too "popular"
or "dated" (even though they are historical). The most
recent case was a collection of about 20 books illustrating
and documenting early train service in the region.
At least part of the problem is the time it would take to
catalog all of the gifts. Our collection development policy
is not specific enough to guide decision on what gift items
should be kept. How to others deal with such matters?
1) Does your collection development policy include specifics
that can guide decisions on gifts of things that do not
correspond directly to the curriculum?
2) Who participates in the decision process involving gift
items? Who makes the final decision?
3) Is there any other advice you can give me?
Thank you.
Cynthia Lenox
Business Librarian/Collection Development Unit Leader
Grasselli Library
John Carroll University
20700 North Park Blvd.
Cleveland, OH 44118
(216)397-3056 phone /(216) 397-4256 fax
(1) From: Thomas Izbicki <izbicki_at_jhu.edu>
Our CD policy covers both content & condition. It also discourages
duplication. The CD staff decides on the desirability of adding a title
under these criteria.
It sounds as if you should negotiate with the head of Cataloging to
hear their issues, but they should not be judging quality. That is a CD
question.
Thomas Izbicki
Collection Development Coordinator
Eisenhower Library
Johns Hopkins
Baltimore, MD 21218
(410)516-7173
fax (410)516-8399
(2) From: "Basu, Dr. Pat L." <Pbasu_at_stjohnsem.edu>
The same guidelines in your collection development policy used for
purchasing items should be used for evaluating gifts. Unless you have
large amounts of empty shelves, keeping items that don't relate to the
curriculum is probably not a good idea. Each institution is unique, of
course, and those guidelines need to be constructed with input from all
your librarians and your library committee.
Pat Lyons Basu, Ph.D.
Library Director
St. John's Seminary
5012 Seminary Rd
Camarillo, CA 93012
805-482-2755 x1081
(3) From: "Richards, Diane P" <diane.richards_at_mnsu.edu>
Subject: RE: CDL-Judging Gift Books
Rather than specifying what types of gift books are acceptable, your CD
policy should clearly state WHO is responsible for making the decision. If
the policy says YOU get to make the decisions, the cataloger is out of
luck. What this sounds like, however, is a problem personality, which
cannot be fixed with a CD policy. If the problem is one of personality,
you may need to go to a department head, Dean, or whoever is in a position
to help you with alternatives. Libraries are organized in so many
different ways that I don't feel comfortable being more specific.
Diane Richards
Collection Development Librarian
Memorial Library ML3097
P. O. Box 8419
Minnesota State University, Mankato
Mankato, MN 56002-8419
e-mail: diane.richards_at_mnsu.edu
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(4) From: "Guilfoyle, Marvin" <mg29_at_evansville.edu>
Our gift policy is at <
<http://libraries.evansville.edu/libservices/cd/pm9420.htm>http://libraries.evansville.edu/libservices/cd/pm9420.htm>
Succinctly stated: If you wouldn't spend money for it, you probably
shouldn't add it.
Marvin Guilfoyle
Acquisitions & Collection Development Librarian
University of Evansville Libraries
1800 Lincoln Avenue
Evansville, IN 47722
(812) 479-2247
(5) From: Selene Hinojosa <gh14_at_swt.edu>
Last year at the Charleston Conference, I attended a pre conference on
streamlining acquisitions services. One thing they reiterated and that I
have understood and believed most of my career in publicly supported
institutions. There is a disproportionate drain on resources and time
(thus money) in accepting gift material. There are few items that will
really benefit the collection enough to justify the "hidden" expenses it is
causing. Rule of thumb, unless the material can appreciably and
discernibly enhance the collection, you should not accept it. By that I
mean, something you don't already own, that will fill a need or gap in the
focus of your collections. In academic libraries of course, that means
what will support your curriculum in some way. The decision to add to the
collection is made by the Collection Development Librarian (me) for
books/mongraphs, and the Serials Librarian for serial gifts. We often
consult the librarian bibliographers for particular subject disciplines.
Now, there is always the political considerations, meaning sometimes you
HAVE to accept something (whether you add to the collection or not). What
my institution does is make it clear in our policy and letter of
acceptance, that if the library is the recipient of the material, we
reserve the right to not add it to the collection if it does not meet our
needs, physical condition as well as subjects. We tell them of the
agreements we have with the local public libraries and other institutions
(prisons for example) we forward material to, if we do not accept. Often
at this point a donor will chose to offer the material directly to one of
those other institutions.
We also ask if they have a list of what they want to donate to send BEFORE
physically sending the material, to us for review. This is especially
helpful in reviewing serials. We seldom accept "spotty" runs, though we
will check our holdings to see if they are offering issues that will fill
gaps in our collections. We tell them of the serial clearing house we use
to forward single issues or short runs for other libraries to fill in their
gaps. Faculty usually understand and will try to produce lists for
us. The general public usually does not. And then of course there are
those who fill the book drop and run.
At one time there was a back log of gift books in our separates cataloging
section. Because they put gifts on a low priority (unless we indicate
RUSH), material can and did remain there for some years. They asked me to
review them again, and knowing that even though some of the material was
accepted with the best of intentions, it was now so dated it did not merit
the time to process. I weeded them. They used a volunteer to delete the
brief records, so there was little drain on resources (except my time).
Hope this helps,
Selene Hinojosa
Gloria Selene Hinojosa
Collection Development Librarian
Alkek Library
Texas State University, San Marcos
(6) From: Kevin Hastings-Merriman <khastings-merriman_at_mail.mcneese.edu>
My apologies for the length,
but for some reason this subject really touched me...
1.) Our Donor Policy includes the four following criteria:
"a. intrinsic worth; b. usefulness for specific curriculum purposes;
c. extent to which the library already has adequate information on the subject;
d. physical condition and reliability of information."
It also articulates that the library becomes the owner and can then do with
the material as we wish,
be that catalog, trash, redistribute, or put it in our annual book sale.
Moreover, our Collection Policy includes provisions
such as "... meet current or future needs of the Library,"
and "...useful for research, applicable to the curriculum, OR
suitable for recreational reading or cultural enlightenment."
In short, we don't take every donation offered...
(although it can be an act of courtesy to take something you know is headed
straight to the trash...)
we also do NOT need to assign an applicable course number
or articulate an applicable curriculum to justify ANY title selection,
be it purchased, donated, or other... professional judgment ultimately
trumps the guidelines unless you have a VERY detailed and restrictive policy.
2.) In the interest of collegiality, consideration of the university
community,
and an acknowledgment on one's own subject awareness limitations,
one may solicit the input of others in any matter of selection (gift or
purchase).
However, here, ultimate resposonsibility lies with the Collection
Management Librarian,
which can, possibly, be vetoed by the director, but certainly not by a
cataloger.
(being returned with a sticky note saying "too popular" is a marked
distinction from expressing a solicited opinion)
We don't have a committee and the thought of a committee to review
donations... (shudder).
3.) I would garner the support of the library director first and then
explain myself ONCE to the cataloger...
i.e. "...yes this may seem dated, but I think it has value in a
historical/cultural/local interest context so we're going to keep it."
ALSO, I suspect there is something deeper afoot...
the person feels overworked, underpaid, under appreciated, thinks you're an
idiot, or wanted your job...
unless the the description of a cataloger at John Carrol includes language
to the effect of
"approve Collection Development Unit Leader's collection suggestions"
his or her second-guessing your decisions in such a disrespectful manner
indicates "an attitude problem."
Try an informal discussion about his or her overall job satisfaction to get
to the root of the attitude.
Obviously, I don't know either of you or your history or the culture of the
library and/or school,
but this is my simple reading of your side of the story...
I hope this helps.
Kevin
Received on Mon Mar 08 2004 - 14:15:01 EST