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Approval Plan
The UCB Libraries subscribe to an approval plan through Blackwell
Book Services, (BNA). Books fitting customized discipline profiles
are received weekly by the Acquisitions Department. Periodically,
bibliographers are offered opportunities to meet with the BNA representative
to create or change a profile. The Libraries receive a significant
discount on approval books that is usually not available for individual
orders. Therefore, receiving a large proportion of our materials
on approval is an advantage. Foreign language and other approval
plans also exist within the Libraries, according to needs of the
discipline.
Books received on approval are divided by discipline and placed
on shelves in the Acquisitions Department. Bibliographers are then
notified by email that a new shipment has arrived. Shipments are
color coded to aid in tracking the approval process. Bibliographers
are expected to come to Acquisitions within the allotted time — approximately
a week — to review the books, indicating acceptance with
an approval slip giving fund name and bibliographer initials. No
approval slip in the book indicates that the book is not wanted
and should be returned to the vendor. Books may also be suggested
for other funds by means of a yellow slip provided. The Faculty
Director, Collection Development, reviews all rejects before they
are returned. At this time, bibliographers in most of the science, technology, and business disciplines are on a Virtual Approval Plan trial. Further information regarding the Virtual Approval process and workflow can be found here.
A carefully designed profile will usually mean that the majority
of books sent for that discipline will be kept. However, BNA is
not infallible, funds are precious, and storage is expensive. Therefore,
each shipment should be carefully perused by the bibliographer
to determine the best choices. In case the bibliographer is not
able to view the approval books, he or she should designate a colleague
to choose approval books during his or her absence. The Faculty
Director, Collection Development, as well as someone close to the
approval process in Acquisitions should be informed of these designations
if the absence is to be more than just a few days.
According to discipline profile, some books are not sent
for review but will be described in printed or email forms. Examples
of materials described on forms are: textbooks, reprints, added
editions, and books pertaining to an area of limited activity within
the department. As a general rule, textbooks are usually not purchased
for the Libraries’ collection although there may be exceptions.
Duplicates or reprints also are not purchased unless our copy (copies)
is missing or is in poor condition. Added editions are accepted
according to the judgement of the bibliographer — how much
it is used, how long since the last edition, etc. Bibliographers
should always be aware of interdisciplinary offerings and should
be willing to make purchases that benefit other disciplines or
that would enhance our research collections.
As was mentioned under the discussion of liaison duties, bibliographers
must be aware of programs, areas of excellence, and degrees granted
in departments for which resources are intended. These factors
will determine purchases and profiles. Sources of this information
may be a departmental program review or web site.
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