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5.74;?? 

?

.

?

MEMORANDUM

?

I

?

SENATE 

?

From ? 

SENATE LIBRARY (flMMTTTFF.

Subject

Date 

?

MAY 16, 1974 

SENATE FOR THE PERIOD MAY 1973 - 

874-77

SENATE LIBRARY COMMITTEE

REPORT ?

TO SENATE

SENATE LIBEA*.? CONIIITTEE

TYPE ?

Standing

PURPOSE The Senate Library Committee will advise the

University Librarian in:

formulating policy in regard to the development of library re-

sources for instruction and research

allocating funds to the fields of instruction and research

determining policies governing the loan of library resources

and the other service aspects of the library system

drawing up rules and regulations governing conduct in the

library building

The Committee will be charged with keeping the

University Librarian informed concerning the

Library needs and expectations of instructional

and research staffs

•

The Library Representatives of individual depart-

ments are concerned with forwarding to the

. ?

Library the specific book and periodical require-

ments of their departments

MEMBER- President

SHIP

University Librarian

Three members of Senate, one of whom should be a student

Three faculty members, one from each faculty

Assistant University Librarians, who will be joint secretaries

to the Committee and will be without vote

TERMS OF APPOINTMENT

The three Senate representatives will be appointed

biennially and the three Faculty representatives

biennially

FREQUENCY OF MEETINGS

The Senate Library Committee will meet once a

semester. Special meetings will be at the call

of the Chairman

The Committee will present an annual report to

the Senate

Approved by Senate - March 7, 1966

Revised and approved by Senate - January 10, 1972

May 14, 1974

(June 12/69 & Jan. 14/69)

-z -

The Senate Library Committee met three times during this period:

May 2, 1973; January 30 and February 13, 1974. Discussion and

re-

commendations as related to the charge of the Committee are outlined

below.

Formulating policy in regard to the development

of Library resources for instruction and research

Draft Collection Policies and Procedures

Collection development requires several years of continuous

assessment before a cohesive

corpus of literary resources appears

to support the instructional and research programmes of a new

university. Interim guidelines which have been developed have

now been brought together in the draft document attached and

further discussion and refinement will take place with the committee

at the next several meetings (see Appendix I).

Allocating funds to the fields of instruction and

research

New Allocation Formula

A chronology of library allocations appeared in the report

to Senate from the Senate Library Committee last year. The

rationale for allocations was accepted by the Board of Governors

in June 1964 and the practice of incremental adjustments, when

possible, has been largely followed since that time.

With the diminution of acquisition funding in the past several

years together with an increase in programmes and courses it

became apparent that this procedure was becoming inadequate

and inequitable to meet the changing requirements of the in-

structional and research programmes at the university.

MIM

SWith our automated loan system we were able to produce

data for our collection usage analysis. An additional variable

using average book prices per subject was also introduced into

the allocation formula. These two components, usage and price,

have given us objective guide-lines to aid us in the determination

of subject allocations. We have not taken this formulation as

representing the absolute or a panacea of mathematical exactitude

but rather a rational approach to assist us in answering a problem

that is man-made and defies a single solution

(see

Appendix II).

3. Determining policies governing loan of Library

resources and the other service aspects of the

Library system

Reserve Loan

It is the practice of the Reserve Loan Supervisor, at the end

of every semester, to send to each faculty member a statistical

summary of the usage of materials that he/she has placed on

reserve. From this statistical evidence it became apparent

that many of the titles and the multiple copies of titles were not

being used. Examples were cited of over a hundred titles with

two or three hundred copies for a single course; the actual

usage did not support one-tenth of those available.

A proposal from the Library to reduce the number of mono-

graph titles to thirty per course was discussed by the Committee

and their recommendation of the proposal was approved. Photo-

copies of articles for courses have not been reduced in numbers of

copies.

Reserve Reading Area

The need for a limited area adjacent to the reserve collection

...5

-5-

has been a desire of the Loans Division

for

some time and the

Committee strongly recommended that such an area take priority

at a time when space is available on the third floor.

Proposal to Extend Borrowing to the Community

by Fee

As background to this proposal it should be noted that Library

cards are also used as identification for entrance to the gymn-

asium and the theatre by students, faculty and staff. Cards are

further issued on a reciprocal basis by request to graduate

students and faculty at UBC and UVic; faculty at B. C. Community

Colleges and BCIT, also Alumni and faculty from outside B. C.

doing a research assignment at SFU. Permission may be given to

others on the approval of the University Librarian.

The Library card has a multiplicity of uses and acts as an

identification card and therefore its preparation and issuance,

plus certain logistical factors, is the responsibility of the Registrar's

Office not the Library. As the request for borrowing Library

materials by persons outside the university community impinges

on other areas of the university the Registrar is examining the

implications of the library card as a multi-purpose card and a re-

port is being prepared by his office in an attempt to resolve this

question. The committee is waiting to read this report before

making recommendations on this proposal.

Library Penalties Appeal Committee

The creation of the LPAC as a standing committee of Senate

has created a jurisdictional problem in that recommendations

from the LPAC to Senate, having effect on Library policy, may

be implemented by Senate before the SLC has been invited to

This matter is of sufficient importance to justify consulta-

between the Committees concerned and it is hoped to resolve it

at that level.

4. Drawing up rules and regulations governing conduct

in the Library Building

Standards for Library Readers

A. statement covering this charge to the committee was pre-

pared and recommended as a standard of conduct within the

Library dated November 26, 1970. No revision has been nec-

essary (see Appendix III).

IV. OTHER ACTIVITIES

During the course of the meetings of the Senate Library Committee

other topics were discussed that fall outside the charge given to the

committee but are germane to their interests.

Proposed Revised Terms of Reference

The Terms of Reference of the committee were reviewed

and have been recommended to go to Senate for consideration.

It was agreed that no action be taken until after the new rules

for Senate have been ratified and the Departmental Review takes

place so that any comments the reviewers may make relating

to the SLC may be considered.

Departmental Review

Three reviewers were invited by the university to evaluate

the University Library and make recommendations. Members

of the team were: Royce Butler, Director of Libraries,

• . University of Manitoba; Donald Redmond, Chief Librarian,

Queen's University; Ralph Stierwalt, Assistant Librarian,

University of Western Ontario. The report is being examined

S ?

-7-

by both librarians and the Academic Vice President and certain

aspects of the report will doubtless come before the committee

in due course.

Library Building Expansion

The Board of Governors, at their meeting in September 1973,

authorized Robert F. Harrison & Associates, architects, to pre-

pare preliminary drawings of the two floor expansion of the Library.

These drawings were approved by the Board at their March meet-

ing and final drawings will be completed and tendered in August.

Construction begins in September with .completion in late Fall, 1975.

Philip Stigger

Assistant Professor, History

COLLECTION POLICIES AND PROCEDURES

GENERAL

The following pages contain the complete statement of the

Collection Policies and Procedures as approved by the

University Librarian on

CONTENTS

Introduction

1.1 ?

Library Provides Materials By Borrowing and By Purchasing

1.2 Criteria to Determine That Materials Are to Be Purchased

2. General Collections Policies

2.1

Support of Teaching Programme

Non-Print Collections

2.2

Support of Faculty and Graduate Research

2. 2.1

Definition of Research Materials

2. 2. 2

Criteria for Purchase of Research Materials

2. 2. 3

Special Collections and Archives

2.2.3.1 ?

Manuscripts

Z.3

Support of Non-Credit Activities

2.4

General and Current Interest Material

2.5

Heavily-Used Materials

2.6 Low-Use Materials

2. 6.1

Low-Use Storage

2. 6. 2

Withdrawal of Materials

Z. 6. 3

Cancellation of Serials Subscriptions

2.7 Cooperation With Other Libraries in Collections Development

Policies on Specific Collections

Government Publications

3.5

Microforms

3.6

Curriculum Collections

3.7

Maps

3.8

Theses and Dissertations

Communications With Faculty and Students

4.1 How the Library Knows What to Collect

4.2 University Committees

4. 2. 1

Senate Graduate Studies Committee

4. 2. 2 Senate Library Committee

4.3 Resource Surveys

S4.4 Usage Analysis

Book Budget and Allocations

5.1

Maximizing

Book Funds

5.2 Responsibility for the Preparation of the Book Budget

5.3 Allocations

5.4 Miscellaneous

5.4.1

Photocopied Materials

Responsibilities of the Assistant University Librarian for Collections

and Public Services

6.1 Implementation and Revision of Collection Policy

6.2 Summary of Collecting Objectives by Subject

1. ?

Introduction

1.1 ?

The Library has two principal ways of providing the published

resources required by the University community:

purchasing

materials to be added to its own collection

borrowing from other libraries through Inter-Library Loan.

The policies and procedures presented here are concerned ex-

clusively with purchased materials and are used by Collection

Librarians to guide them in their decisions to purchase, store

and discard materials.

1.2 A publication is purchased when it appears that most of the

following criteria will apply.

It relates to courses and programmes offered at the Uni-

versity.

It will be useful to a substantial number of faculty and

students rather than to a few individuals.

It is of strong general interest and has sufficient intellect-

ual content to be of concern to an academic readership.

It is not an acquisition that needlessly duplicates a re-

source at the University of British Columbia or other near-

by institutions.

...2

- a-

2. General Collection Policies

2.1 Support of Teaching Programme

The first priority in the development of collections is to provide

the information resources needed for the University teaching

programme. Since most courses are undergraduate there is

emphasis on the selection of current publications, both mono-

graphic and serial, over a broad range of subjects. The Lib-

rary accomplishes the objective of supporting courses by de-

veloping the General collection (2.1.1), the Reserve collection

and non-print collections (2.1. 3).

Z. 1. 1 ?

The General Collection is the open-shelf collection.

As a major information resource of the University,

it must support both teaching and research (2. 2. 2).

Since providing materials for the teaching programme

is the first collections objective, the Library uses

most of the book budget to acquire current and retro-

spective publications on the subjects of the courses.

Unless there is demonstrated demand for multiple

copies (2.5.1), only one copy of each title is added to

this collection so that the broadest possible coverage

of the subject matter is obtained. The General Col-

lection contains materials that are letterpress and

microform, current and retrospective, serial and

monographic.

-3-

2.1.2

The Reserve Collection, a closed stack collection,

exists to provide all students fair and reasonable

access to their required reading materials without

excessively duplicating holdings. While not attempt-

ing to provide all the materials needed by students,

through the establishment of this service, the Lib-

rary recognizes there is a valid demand for multiple

copies (2. 5. 1) created by the teaching programme.

It accommodates this demand by:

acquiring multiple copies of readings required

a course, and

lending this material under loan regulations

especially designed to insure that each copy of

each book receives maximum use.

The Reserve Desk supervisor, in discussion with

faculty members, determines the number of copies

to be bought. This decision is based on the expected

enrolment and, if deemed relevant, past usage sta-

tistics. In any case, the ratio of one copy per ten

students is rarely exceeded.

2. 1. 3

The Library has the responsibility to build non-print

media collections as well as print collections. Non

...4

MAE

print media are defined here as any physical format

used to disseminate information that is not print or

microphotographic copy of printed matter. Standard

examples are audio tape, slides, video tape, films,

magnetic tape, and punched cards. Characteristically,

most non-print media are used to aid teaching (machine

readable forms are an exception); they often have a

high unit cost; they require expensive special equip-

ment to be used; and, they present unique problems in

regard to cataloguing, storing, and servicing. For

these reasons, and the fact that in most disciplines

non-print media at an academic level are not extensive,

the Library policy is to limit purchases to items where

there is a clearly demonstrated need.

The Collections Librarians keep themselves informed

about the current "publishing" of non-print media and

select materials, usually in consultation with faculty,

giving full consideration to the impact a purchase will

have on the budget and, as a result, on the acquisition

of printed materials. In all cases non-print material

is acquired only if it meets the same criteria applied

to printed sources.

...5

-5-

2. 2 Support of Faculty and Graduate Research

2. 2. 1

Research collections are defined in this policy as

materials which are used primarily by faculty and

graduate students to complete projects for the pur-

pose of scholarly publication or the fulfillment of a

requirement for a paper, thesis, or dissertation.

The content of these materials is often more special-

ized, detailed, and extensive than is required by

undergraduates writing essays. They are also fre-

quently out-of-print and in languages other than

English.

2. 2. 2

As most of the book budget is required to support the

teaching programme, the development of research

collections takes second priority, and as a result,

faculty and graduate students have to rely heavily on

Inter-Library Loans and the collections at the Univer-

sity of British Columbia. Nevertheless, in so far as

possible, the Library does attempt to build research

collections. After budgetary provision has been made

for current publications and the renewal of serials

subscriptions germane to the teaching programme,

allocations are made to acquire research materials.

-6-

•

Material for this purpose is generally expected to

meet the following criteria:

It should relate to the graduate programmes of

a Department.

It should be useful to more than one member of

the faculty, or graduate student, or more than

one research project.

It should be useful also in a more limited way to

undergraduates in their research efforts even

though the material is to be acquired primarily

for faculty and graduate research.

It should not duplicate a resource at the Univer-

sity of British Columbia or other institution in

the Province if it is available by extended inter-

library loan or can be consulted by visiting that

library.

Though materials in Special Collections and Archives

are used frequently by undergraduates, they are viewed

by the Library as being fundamentally a research col-

lection. A full statement of the policies on this collec-

t;on was approved by the University Librarian on July 17,

1972 (Library Policy 2.3).

Though some materials are shelved in Special Collec-

tions only for preservation purposes, the collection is

basically in two parts:

...7

-7-

Special Collections, the core of which is a collec-

tion of post-war experimental and avant-garde

poetry known as the Contemporary Literature Col-

lection.

Archives, which acts as the archives for the Uni-

versity (approved by the Board of Governors, 1968)

and which contains archival records which are the

property of the Municipality of Burnaby.

It is the policy of the Library to continue the develop-

ment of these collections, as specified in Library Pol-

icy Z. 3, in as vigorous and definitive a manner as fin-

ancial constraints permit.

2.2.3.1 Manuscripts are collected as part of both

Special Collections and Archives. Their

content must relate strictly to designated

areas of specialization within these col-

lections, and they are selected only after

full consideration with faculty. The Lib-

rary has adopted a detailed policy on the

acquisition, processing, and use of manu-

scripts (cf. Library Policy 2.3.1).

2.3 Support of Non-Credit Activities

In some instances, non-credit courses or activities do re-

quire published resources that can only be supplied by the

-8-

Library. After, having met the requirements of the credit

courses and research at the University, the Library will

acquire materials to support non-credit courses within the

limits of its budget. Librarians will make every effort to

keep themselves informed about the collections needed for

these activities and select titles accordingly.

2.4 General and Current Interest Materials

At any point there are topics of current and, often, general

interest to the University community that do not necessarily

relate to the courses then being offered. Publications con-

cerned with significant political and social events, emerging

disciplines, and new areas of study and investigation are

usually required by academic readers for their personal intel-

lectual growth as well as for possible'use in a course reading

list. The purchase of'these publications is not allowed to di-

minish Library support of courses and major research objec-

tives. An attempt is made, also, to avoid a duplication of

services offered by the local public libraries (2.7. 2).

2.5 Heavily-Used Materials

2. 5.1 ?

The need for 'multiple copies 'is accommodated, for

the most part, by the Reserve Collection (2.1. 2).

However, a small number of extra copies are added

to the General Collection for the following reasons:

BLOM

If there is considerable public discussion

about a new publication, and there is reason

to believe the University community shares

this interest, an additional copy or copies

may be acquired.

At the end of each semester the Collection

Librarians review loans records and order

additional copies of the few most requested

titles if they feel that interest in these books

will persist for several semesters.

Since Special Collections materials do not

circulate and are not shelved in the open

stacks, selected titles are duplicated and the

second copy is added to the General Collection.

ci) Because three specialized Reference Service

areas are maintained it is occasionally necessary

to have added copies of some general and basic

reference publications.

2. 5. 2 ?

Replacement copies are obtained in most cases when

a heavily used book is damaged, lost, or stolen.

However, as seldom used books too may have to be

replaced for these reasons, each title identified for

re-order, is reviewed by the appropriate Collection

• 10

- 10 -

Librarian to determine if it is still required. Re-

placements are not usually ordered if there are

other copies already in the collection, or if the

Library has a more recent edition. If a replace-

ment is to be ordered, an attempt will be made to

secure the same edition, but in some cases it may

be desirable to order a later edition.

2. 5. 2 ?

Single copy titles are placed on temporary reserve

when three recalls have been submitted in one sem-

ester. Materials requested this frequently are re-

viewed by Collection Librarians and, possibly, dup-

licated for the General Collection or the Reserve

Collection.

2.6 Low-Use Materials

2. 6.1

Generally, materials are placed in low-use storage

when the following conditions apply:

There has been no more than one request over

a period of three years.

The material is shelved in an area that urgently

storage can be delivered

to the reader within twenty-four hours or less. After

• 11

- Ii -

•

being placed in storage the demand for specific titles

is carefully observed, and they are returned to the

open shelf if it increases. Materials for which there

is zero demand over a three-year period are con-

sidered for withdrawal from the collection (cf. 2. 6. 2)

or are retained in storage for another three-year

period of observation.

2. 6. 2 ?

A publication is withdrawn from the collection when

most of the following conditions apply:

It has not been used in at least three years on

the open shelf.

It has not been requested from low-use storage

more than once a year.

It is also available at the University of British

Columbia, the University of Victoria, or other

library in the Province; and it has been con-

firmed that that library will not withdraw its

copy and is willing to make it available to S. F. U.

readers.

It is available via Inter-Library Loan from other

Canadian and United States libraries.

It is no longer related to existing courses or re-

search activity because of changes in the Univer-

sity calendar or the faculty membership.

- 12 -

2. 6. 3

Serials subscriptions are reviewed for cancellation

when the conditions described above (2. 6. 2) apply.

In addition, it may be necessary to cancel subscrip-

tions to lesser-used serials because of budgetary

constraints (cf. 3.2).

Collection Librarians will confer with Department

Library Representatives about titles, monographic

or serial, that are being considered for withdrawal.

2.7 Cooperation With Other Libraries in Collections Development

2.7.1

TRIUL (Tr-University Libraries) is an informal or-

ganization of the three university libraries in British

Columbia. One of its major committees is concerned

with comparing the make-up and growth of the three

collections. The committee attempts to establish the

general outlines of a coordinated collections policy,

to eliminate needless duplication of acquisitions costing

approximately $500 or more, and to rationalii.t spe-

cific areas of collections, e. g. government publications,

microforms, serials, etc..

TRIUL is concerned also with improving access to

the Provinical university collections by faculty, grad-

uate, and undergraduate students.

.13

- 13 -

The S.F. U. Library participates in TRIUL in order

to increase the number of unique titles in the major

academic collections, to eliminate unnecessary dup-

lication, and to make all area resources more readily

available to the S. F. U. community.

2. 7. 2

Public library services of the lower mainland are

available to all members of the academic community.

The Library generally avoids the duplication of kinds

of material available from those collections, e. g.:

detective fiction, how-to books, etc.

3. Policies on Specific Collections

3.1 Monographs

Traditionally the largest component of an academic collection

has consisted of monographs with serials (3.2) forming the

next most sizeable segment.

The emphasis on monographs within libraries, of course, is

a reflection of the importance they have in academic writing

and publishing. Until there is some significant change in the

balance between monographic and serial publishing, the Lib-

rary will continue to build a letterpress collection with pro-

portions of approximately 80% monographs and 20% serials.

- 14 -

The one exception to this rule is the science collection, where

there has always been greater reliance on serials than mono-

graphs (cf. 3. 2). Science monographs will comprise approx-

imately 4016 of that collection.

3.2 5erials

Though serial publications represent a relatively small por-

tion of the letterpress collection (approximately 20%) they re-

quire a large portion of the book budget. This is because most

subscriptions have to be renewed annually, and as a rule these

costs inflate dramatically.

Though the Library is committed to keeping primary emphasis

on the collecting of monographs (cf. 3. 1) it must also provide

a serials collection that gives adequate support to teaching and

research. A policy is required, therefore, to keep these two

areas of the collection in balance. This is achieved in the

following ways:

a) Subscriptions to new serials are approved on a highly se-

lective basis; in most subjects related to the programmes

offered at the University the serials collection now (1973)

provides the basic periodicals, and new subscriptions are

required only to secure the more important titles that are

published; the adoption of additional programmes by the

• .15

- 15 - ?

University, however, does necessitate the acquisition of

titles that are fundamental to the new discipline.

Each proposed new subscription is reviewed by the Col-

lection Librarian, the Collection Division Head, and the

Assistant University Librarian for Collections and Public

Services before a decision is reached.

The serials lists of the University of British Columbia

and the University of Victoria are used to determine if a

subscription from S. F. U. would duplicate their holdings;

each university library informs the other universities

about subscriptions to newly published serials it is con-

sidering. In many

instances

duplication is desirable, but

this exchange of

information

is used to reduce it to a mini-

mum.

The use of serials within different disciplines is moni-

tored on a

continuous

basis; a list of low-use titles is pre-

pared from time to time by Collection Librarians for

faculty advice on possible cancellation. Funds freed by

cancellations may be used for important new subscriptions.

As a guideline, an attempt is made to keep the allocation

for new subscriptions to approximately 1. 5 -. 2% of the

total book budget; when more funds are needed than pro-

vided by the allocation, every effort is made to cancel

subscriptions that are not being used before the allocation

is increased.

.16

3.3 Reference Works

A reference collection is a non-circulating collection of pub-

lications that is designed to supply concise, factual data or

assist readers in the bibliographical identification of journal

articles and other publications. It contains such materials

as guides and manuals, bibliographies, indexes and abstracts,

encyclopedias, dictionaries of special terms, handbooks, etc..

A reference collection is maintained in each of the Collection

Divisions: Humanities, Science, and Social Science. In ad-

dition, large bibliographical compilations such as the cata-

logues of the Library of Congress and the British Museum are

shelved in the Acquisitions Division, where they

are required

to process SFU accessions.

3.4 Government Publications

Government publications are defined as publications (including

non-print media) issued directly or under the sponsorship of

any office of a legally organized government regardless of

level. The Library is committed to the development of such

a collection in support of the teaching and research objectives

that prevail at SFU. To assist in the achievement of this goal,

the Library requested, and was granted, full depository status

for the publications of Information Canada (effective August,

1969). Because of this the Library receives one free copy of

1.7 -

most English or bi-lingual publications distributed by the Queen's

Printer. The Library also collects. provincial and municipal

documents as well as publications from other countries and inter-

national organizations. Emphasis is on Great Britain, United

States, and the United Nations. (cf. Library Policy no. 2.4 for

a detailed policy on the government publications collection.)

3.5 Microforms

Microforms are documents that have been micro_photographically

copied on film, fiche, or paper. They require special reading

equipment and are usually physically, separated from other library

collections because the storage and service requirements are not

compatible with conventional printed materials.

The selection of microforrns is guided by the same general col-

lection policies used in the selection of letterpress publications.

They are collected by the Library because, in most cases, the

material has been out-of-print and can be acquired in no other

form. Theses and dissertations (cf. 3. 8), being mostly type-

script, are frequently available on microfilm only.

Generally the Library acquires letterpress rather than micro-

form when there is a choice. However, many newspapers and

periodicals are obtained in this form, rather than paper copy,

to save shelf space and to have a more easily preserved record.

- 18 -

3.6 Curriculum Collection

This collection is developed and maintained by the Library as a

physically separate collection unit to support the Professional

Development Programme of the Faculty of Education. The fol-

lowing materials are systematically acquired for this collection:

all textbooks listed in the British Columbia List of Prescribed

Texts

textbooks used in other provincial, state, or city school

systems - purchased selectively

course outlines from all Canadian provinces and selected

American cities.

•

d) major works in children's literature

e) learning kits, film strips and loops, etc. - purchased Se-

lectively.

3.7 Maps

The Map Collection acquires and catalogues topographic and

thematic maps relevant to the University curriculum. There is

general world coverage in small scales and coverage in large

scale for Canada, United States, Africa, some Latin American

countries, and selected European countries. Thematic maps

with emphasis on these areas are collected particularly in

climatology, biogeography, geomorphology, demography, re-

sources, and urban and regional planning.

•

19 -

3.8 Theses and Dissertations

Generally,

it is not Library policy to acquire M.A. theses or

Ph. D. dissertations as permanent additions to the

collection.

It is expected that these materials will usually be purchased by

the reader through Inter-Library Loan. In exceptional cases

a thesis or dissertation may be acquired when its subject deals

with

high collecting priority, and if the quality of the work is

outstanding. Normally these materials will be acquired in

microform although xerographic copy will also

be considered

if frequent use

of the material is anticipated.

••

Communications With Faculty and Students

4.1 How the Library

Knows What to Collect

To accomplish its goal of acquiring the published materials

that are needed

by faculty and students, the Library must

have up-to-date

knowledge of what subjects are being taught

and researched. It must also have accurate information about

new programmes and courses that are to be offered in the

near

future

that

it can gather the necessary materials before

they are requested.

To insure that it receives complete and accurate information,

the Library maintains a

staff of professional librarians,

des-

ignated

throughout this policy as "Collection Librarians", each

of whom is assigned responsibility for the development of spe-

cific subject collections.

I--

Each Collection Librarian is responsible also for establishing

communication with faculty departments, undergraduates, and

graduate students. These communications are accomplished as

follows

Liaison is maintained with the Faculty Library Represent-

ative to keep informed about departmental requirements;

this channel is also used to keep the faculty department in-

formed about library developments.

Collection Librarians are encouraged to discuss library

resources with all faculty who make primary

use

of the

materials; this kind of contact also provides the Library

•

information on the research interests of individual faculty

members.

Each Collection Librarian is required to spend approxi-

mately one third of his/her time at the public reference

desk answering the questions of students and faculty; this

is a major

source of information on the resource needs

of un ergraduates and graduate students, but it also pro-

vides additional information on faculty requirements.

Each Collection Librarian invites graduate students who are

using the materials under his/her responsibility to discuss

their research needs.

All Inter-Library Loax requests are reviewed by Collection

Librarians to determine if materials are being borrowed

often enough to justify purchasing them for the SFU collec-

tion.

- 21 -

At the end of each semester, Collection Librarians review

the usage of the Reserve Collection to determine if some

titles should be duplicated and to keep themselves informed

of the bibliographic coverage of each course.

4..Z University Committees

In addition to the prsonal contacts with students and faculty

described in 4. 1, the Library administration is represented on

the membership of several academic committees and it regularly

receives the minutes of the Academic Planning Committee,

Faculty Curriculum Committees, and the Senate Committee on

Undergraduate Studies. The University Librarian is an exofficio

•

member of Senate, and Collection Librarians participate on

various academic committees (e.g. Canadian Studies Committee).

4. 2. 1

The Senate Graduate Studies Committee, of which the

•

University Librarian is a member, is the major source

information

on the development of gi aduate courses

and programmes. This committee requires that the

Library report on the state of its resources in regard

to new programme proposals before it makes a decision

(cf. 4.3).

4. 2. 2 Though the Senate Library Committee has been estab-

lished by Senate to advise the University Librarian on

library matters generally, it specifically concerns

- 22 -

itself with collections development when it reviews th

proposed allocation of the book budget submitted by the

Librarian each year.

4.3 Resource Surveys

A resource survey is a thorough comparison of S.F. U. holdings

with standard and authoritative bibliographies in a given subject

area to determine the strengths and weaknesses of the collection.

The results of the survey are used to guide future selection.

Such a survey is most often done in response to a request from

the Senate Graduate Studies Committee (cf. 4. Z. 1) when it is

considering a new programme proposal. However, at times

they are also done in response to a faculty or department re-

quest, or if any of the Collection Librarians and/or the Library

administration feel it is desirable to examine an area of the col-

lection closely.

4.4 Usage Analysis

Since the Library has. an

obligation to acquire materials that

are needed by the University community and, conversely, avoid

purchasing those that are not needed, it is necessary to study

how the collections are being used on a continuous basis.

The following data, which is occasionally supplemented by a

use-study in a specific collection area, is periodically gathered

and reviewed:

.23

-23-

Records of monograph loans and recalls

In-house shelving statistics

Reserve Collection loans

Inter-Library Loan requests

Lost and missing books

From this review, Collection Librarians obtain the following

information:

Specific subject areas are identified in terms of a scale

ranging from most used down to unused.

Individual titles of the most heavily used materials are

cited.

• ?

c) Individual titles that have not been used over a period of

several years are also cited.

d) ?

Titles to be replaced.

This information guides Collection Librarians when they are

selecting new accessions, and it is used by them to make de-

cisions on the duplication, storage, or withdrawal of specific

titles.

5. Book Budget and Allocations

5.1 Maximizing Book' Funds

By a continuous close scrutiny of salaries and operating costs,

the Library attempts to use' as much of its budget as possible

to develop the collections. However, funds must also be pro-

vided for processing costs, reference services, and adminis-

-24-

tration. The Library, therefore, recognizes that it is res-

ponsible for

maintaining

the most efficient procedures possible

so that salary and operating expenditures do not unreasonably

constrict the book budget.

5.2 Responsibility for the Preparation of the Book Budget

The University Librarian has overall responsibility, within the

Library staff, for the preparation of the book budget. As part

of his responsibility for

planning

the total Library budget he de-

termines the size of the book budget in relation to salary and

operating costs.

The Assistant University Librarian for Collections and Public

Services is responsible for the preparation of allocations within

the book budget (cf. 5.3). This responsibility is executed by

coordinating

recommendations from Collection Librarians,

Faculty Library Representatives, and the Senate Library Com-

mittee. Collections usage data, departmental enrolment, etc.,

are considered in the process of making allocations.

The Senate Library Committee annually reviews and advises

the University Librarian on the proposed book budget and the

allocations.

5.3 Allocations

The book budget is allocated in the following ways:

- as -

The total budget is divided into two parts, one for mono-

graphs and one for serials.

The serials portion is then sub-divided into allocations

for renewals, new subscriptions, backfiles, and govern-

ment publications;, except for government publications,

serials funds are not allocated to subject disciplines; the

money for renewals, new subscriptions, and backfiles is

distributed among the Humanities, Sciences, Social Sci-

ences, and Library general accounts.

The monograph portion is sub-divided by academic sub-

ject; further sub-divisions are made within a subject allo-

cation for current and retrospective materials, govern-

ment publications, and non-print media.

New allocations are added to the book budget as required by the

development of curriculum.

5.4 Miscellaneous

5.4.1 ?

Photocopied materials that are to become permanent

additions to the S.F.U. collection are charged to the

appropriate book budget allocation. The only exception

to this policy is theses and dissertation by S.F.U. stu-

dents which are paid for

the student or the Depart-

ment.

- 26 -

5.4. 2

Replacement costs for lost, missing, or damaged

materials are charged to the appropriate allocation

of the book budget. Revenue from readers who have

been charged replacement costs goes into a special

account established for this purpose, and then funds

can be transferred to other allocations or used di-

rectly from this account to replace materials.

5. 4. 3 ?

Reserve books are charged to the Mark Collins Fund

until the annual grant from the fund is exhausted.

Only then are Reserve books charged to the subject

allocations.

6. Responsibilities of the Assistant University Librarian for Collections

and Public Services

6.1 Implementation and Revision of Collection Policy

The Assistant University Librarian for Collections and Public

Services is responsible for the implementation and continuous

supervision of this policy, as well as its future revisions.

6.2 Summary ofCollecting Objectives by Subject

The Assistant University Librarian for Collections and Public

Services is responsible for preparing and maintaining an up-

to-date summary of collecting objectives in terms of the var-

ious academic disciplines. A statement of these objectives,

at any time, will be available upon request.

SIMON. FRASER UNIVERSITY

Appendix I I

MEMORANDUM

To ...................... .......a...Likrary .Cornmt

.From .......

..........La..y. Thorn

a.s

................... ?

Assistant University Librarian

................................................................................................................................................for. Collections., and Public..Servic es

Subject ... .. ...

197...

Book .

Date.....................................1,,

Attached is the 1st draft of the 1974

/75

book budget. Please note

that the allocation pattern is based arbitrarily on the current budget

total of $520, 000. After the new real total is known, the allocation

ratios will be applied to that figure. The current budget has been in-

cluded for comparison. The summary at the bottom of the page per-

tains to 1974/75.

The procedure we have used to distribute these funds is as follows:

I. An estimate was made of subscription renewal costs. This

came to $240, 000, leaving $280, 000 for all other materials.

An estimate was made of the cost to keep pace with current

S ?

monograph publishing. This figure was put at $200, 000 which

left some $80, 000 for new subscriptions, backfiles, govern-

ment publications, retrospective monographs, and non-print

materials. The summary at the bottom of the page shows what

allocations were made for these categories.

Within this framework, funds for monographs (current and

retrospective), government documents and non-print materials

were then allocated by subject. (This is approximately $241, 000,

or 46% of the total budget.) The totals shown for each discipline

are to cover requirements for materials in all these categories.

Renewals, new subscriptions, and backfiles on the other hand

are covered by the general accounts 981-984.

To insure that the portion of the budget distributed by subject

was allocated effectively and objectively

analyzed collections

growth and usage for the past two years and reviewed estimates

by each Collection Librarian on the individual lines of the budget.

These figures along with the current budget gave us three pos-

sible allocation patterns. A small committee was set up, and

they reconciled the alternatives taking into consideration such

critical matters as new courses and changes in programme

S ?

emphasis. A general description of the method used to relate

past collections growth and usage to budget planning is also

Monographs (Curr. + Retro)

Use of the Allocation.Formula• in this Years' Book Budget 

As the formula is still under development and as there are 

still some conceptual problems to be disposed of, the book budget was 

developed with the figures derived from theformula serving in 

advisory capacity. 

The procedure used was as follows: 

I. The percentage of the collections usage was calculated 

for each subject area from figures derived from our 

collections analysis programs - e.g. Economics accounted 

for

10-.7459.' 

in

1973, 

Geography 

2.132?.

2. The loans per volume ratios were calculated for 

1972

and

1973. 

The

1973

ratio was divided by the 

1972

ratio 

to give a comparative increase/decrease-in-usage figure. 

E.g. if in 

1972 subject area I had 

loans per volume 

subject area 

had

loans per volume 

subject area 

had

1

loans per volume 

and in 

1973

these figures became: 

. ?

area 1 ? 

loans per volume 

area 

2 ?

loans per volume 

area 

3 ?

loans per volume 

the comparative ratio would be area 1 = 0.8, area 

2 = 0.67,

area 

3 = 1.25.

3.

The mean of these comparative ratios was taken, and the 

deviation from the mean calculated. These deviations were 

expressed as a percentage (Add them all up, divide the sum 

into 100, and multiply each one by the quotient). 

4. The figures thus gained were added to the percent-usage figures. 

5.

Steps similar to those in 

were taken with average book prices 

per subject area and multiplied by the sum in 

At this point we had a usage factor modified by a growth/ 

decline in usage factor, adjusted for average book cost. 

This was the figure used as a guide in preparing the 

allocations. 

.

?

L1 /i 

M. Sanderson/cd 

February 

7, 1974

Appendix I I I

SIMON FRASER UNIVERSITY

Off

ice

the

STANDARDS FOR LIBRARY READERS

University Librarian

Concern for the rights of all readers is the reason for the following standards

The Library is operated on the. open stack principle and all readers have

free access to the book collections. This system is based on the belief

that readers wish to browse in the collections.

There is an extreme shortage of study space in the Library. Please keep

the available, space clean and use it only for study purposes..

Please respect the rights of your, fellow readers by keeping conversation

'to a minimum while in the study areas.

Please take care of what you borrow: readers are responsible for the

replacement costs of Library material damaged or lost while charged out

to them.

Fines are charged to all readers for overdue books and media material.

Please place books taken from the shelves for use in the Library on the

wooden shelving provided in the corridors of the collections floors. They

will be picked up from there for reshelving. Reference works should be

used in the reference areas and not removed to other parts of the Library.

It is necessary to present brief cases and books for inspection at the exit.

Seating for readers, other than in study rooms, cannot be reserved.

Books, papers, and coats left in carrels for that purpose are subject to

removal. Books in carrels are also cleared on a nightly basis.

Individuals and organizations can use some areas of the Library for display

or other purposes with the permission of the University Librarian.

10.

The Library is not responsible for lost or stolen *articles. Such losses

should be reported immediately to Traffic and Security.

11.

Readers may sn-ioke only in he lounge areas or study rooms provided for

this purpose on the collection floors.

12.

Readers are requested not to.bring'beverages to the collection floors.

13.

Animals will not be allowed in the Library.

Senate Library Committee, November 26, 1970