Approval Plan: Click here for information on approval plans - or here for Virtual Approval Plan info
Other Monograph Orders
To supplement the Approval Plan, bibliographers will need to submit
individual orders to the Acquisitions Department. To order additional
monographs or other non-serial items, sufficient information in
the form of a brochure, an on-line record, or a catalog may be
placed in the “New Orders” basket in Acquisitions or
sent to Acquisitions. Be sure to indicate the fund code, bibliographer’s
initials, and whether it is an added copy or an added edition.
An online record may be emailed to the Assistant to the Faculty
Director, Acquisitions, with the required information. The bibliographer
should encourage purchase suggestions from departmental faculty
and students. However, these should be treated as suggestions.
The final decision belongs to the bibliographer.
Large Microform Sets
Before ordering large microform sets that consist of many parts,
each of which requires a cataloging record, bibliographers should
consider the cataloging/access implications. It is imperative that
all options be considered for access (for instance, MARC records,
e-guides that may be linked to collection-level records in Chinook,
and/or print guides) and every attempt made to select the one that
will provide the most detailed information possible to patrons.
The Faculty Director for Cataloging is available to discuss the
possibilities. Also, there should be a plan in place for storage
of large sets.
Out-of-Print (OP) Orders
Acquisitions will inform a bibliographer if a requested book is
out of print. The bibliographer must then ask Acquisitions to pursue
the order through out-of-print sources. It is the policy of Acquisitions
to instruct the vendor that, if a used copy is found, Acquisitions
be informed of the price and condition of the book before it is
purchased. The bibliographer must consider these factors and instruct
whether or not to purchase. Promptness is of the essence since
the copy may be purchased by someone else. It will be more expedient
if the bibliographer can include with the instructions a maximum
amount to spend on a used copy.
If the bibliographer knows in advance that the book is out of
print, the bibliographer should inform Acquisitions and give a
maximum amount to be spent.
There are many factors, not only with ordering but also with choosing,
purchasing, and shipping, that can cause OP orders to go very slowly.
They require patience and close attention on the part of the bibliographer.
Special orders could include those at auction, from foreign countries,
from individuals, etc.; materials purchased with more than one
fund; prepublication orders; orders that are out of the ordinary.
For all such purchases the bibliographer must consult with the
Faculty Director, Collection Development.
It is expected that media purchases (video, dvd, sound recording,
cd, etc.) to support teaching and research for a discipline be
purchased by bibliographers using monograph funds. Note the following
- Media materials designed to facilitate the learning of foreign
languages. Such materials are provided to the campus community
by the Anderson Language Technology Center (ALTEC).
- Visual materials such as films, dvds, videos, etc. to be used
for class instruction. Two times a year a notice is sent to all
campus departments asking for requests for such materials. Funds
used for these purchases were “inherited” through
Academic Media which was previously housed in the Stadium.
Serials: Click here for information on the selection of serials
Gifts (Gifts-in-Kind Policy)
Gifts-in-kind (books, materials) may add substantially to the Libraries’ collections
or they may add substantially to staff work load without significant benefit
to the collections. Remember also, space is at a premium. It is not possible
to make rules about gifts, but rather suggestions are offered that must
be tempered with common sense. If a gift is accepted, a gift form should be filled out and submitted to Acquisitions. Always make sure
the donor understands the conditions under which the gift is accepted.
Before gifts are accepted, the donor must be aware that those materials
not put into the Libraries’ collection will be disposed of according
to our policies. When in doubt or when faced with a very large gift, the
bibliographer should consult with the Faculty Director for Gifts.
Large gifts from out of town require more preparation than a couple of
boxes of books from a professor. For large gifts, the bibliographer must
request a list before accepting the gift. The list may then be checked
to determine if the materials are suitable for the Libraries. If not (mostly
textbooks or duplicates, for example), then the gift should be politely
refused. Generally, gifts are delivered to Norlin or to the branches. Periodicals
should seldom be accepted. An exception could be a long run of a rare periodical.
Monetary worth of the gift must be determined by the donor.
A gift presents a bibliographer with an opportunity to create positive
public relations for the Libraries. However, be very careful about special
handling or storage requests made by the donors. These may not be in the
best interests of the Libraries or its patrons. Check with Acquisitions
or Collection Development to ascertain if it is even possible to honor
such a request.
When gifts-in-kind come in through the Acquisitions Department, bibliographers
will be contacted to decide on acceptance or rejection of materials.
Gifts of money should be referred to the Faculty Director for Gifts. The Special Collections Department, Archives, and Music Department (including American Music Research Center) maintain their
own gift policies.
Reimbursement for Out-of-Country Purchases: See Appendix for