Collection Development
The Mark O. Hatfield Library's Collection Development Policy is intended to provide an overall plan for the development of the collections of the library. This document will outline the principles, policies, and guidelines used in building the library's collection. It will define the scope of the existing collection and provide a plan for the future. It will be useful in providing direction to those responsible for developing the collection and in communicating the library's policies to the Willamette Community. Because of the changing nature of libraries, library materials and resources, and the University itself, the Collection Development Policy is considered a living document subject to review and revision.
Brief Description of the University
Willamette University is comprised of the College of Liberal Arts, the College of Law, the Atkinson Graduate School of Management, and the School of Education, which offers a graduate degree program in education. Undergraduate enrollment in the fall of 1997 was 1,740; total University enrollment was over 2,500. The University is primarily a residential campus with approximately 75 percent of undergraduates living on campus.
Brief Description of the Library
The current library opened in 1986 and was designed by Theodore Wofford of MDWR Architects, St. Louis, Missouri. The library contains over 300,000 volumes and over 1,400 current journal subscriptions. The modern brick and glass, two-storied structure is 58,000 square feet in size and includes study rooms, listening rooms, display areas, and a 24-hour study room. Lectures, readings and recitals are held in the Mark O. Hatfield Room. InfoStations (computer workstations) on both floors offer access to a variety of print and electronic resources: the Hatfield Library Online Catalog, other library catalogs from around the world, various periodicals databases, newspaper indexes and Internet resources, including the WebStation (the library's home page).
Primary users are Willamette faculty, students and staff. The Mark O. Hatfield Library serves as the library for the College of Liberal Arts, the School of Education, and the Atkinson Graduate School of Management. A separate library, the College of Law Library, supports the primary needs of the University’s law students and faculty. Borrowing privileges are available to others in the Salem area through the library’s Community Borrowers Program, but materials are not purchased specifically for this clientele.
Mission Statement of the University
Willamette University is an independent, nonsectarian institution of higher learning founded in 1842, which educates men and women in the liberal arts and in selected professional fields. The University’s mission now extends far from the Oregon Territory and the Pacific Northwest to encompass the larger world beyond. In its pursuits, Willamette University:
- Cherishes the dignity and worth of all individuals and strives to reflect the diversity of our world.
- Encourages close relationships among faculty, students, and staff to enhance learning and foster community.
- Provides a lively and challenging education in a small university setting where teaching and learning are strengthened by ongoing scholarship and research.
- Embraces a commitment to service and leadership in our various communities and professions.
- Honors its historic roots in The United Methodist Church and values the ethical and spiritual dimension of education.
- Believes that education is a lifelong process of discovery, delight and growth, the hallmark of a humane life.
--1999-2000 College of Liberal Arts Catalog
Mission Statement of the Library
The mission of the Mark O. Hatfield Library is to provide the services and resources necessary to meet the scholarly and information needs of the Willamette University Community.
The library staff augments the educational mission of the University by:
- Creating and providing the tools that enable access to universal knowledge.
- Teaching library research skills and the critical evaluation and synthesis of information.
- Developing a collection of resources that supports the educational program, intellectual freedom and cultural exploration.
To fulfill this mission, the library acquires materials that support the curriculum of the University. The library’s first collection development priority is the acquisition of materials that directly support the needs of the undergraduate and graduate educational programs. While it is recognized that faculty have research needs, the library is not a research library and cannot expect to meet all of these needs through the collection development process. Other services such as interlibrary loan, document delivery, and online database searching are available to assist faculty with their research.
Library's Stance on Intellectual Freedom and Censorship
The library fully supports the American Library Association’s Bill of Rights (Appendix A) and the American Library Association’s Freedom to Read Statement (Appendix B), and is committed to the free exchange of ideas. To meet the curricular needs of the university, materials will be purchased which reflect a wide variety of viewpoints and modes of expression, even when these materials are of a controversial nature.
Library's Stance on Confidentiality and Copyright Issues
All circulation records of the library are confidential, regardless of the source of inquiry. Such records shall not be made available to anyone except under court order.
It is the intent of the library to adhere to provisions of the U.S. Copyright Law. Therefore, the library complies with the University’s copyright policy (Appendix C).
BRIEF OVERVIEW OF THE COLLECTION
The library contains a circulating book collection, a reserve collection, an audiovisual collection, a periodicals collection (including newspapers), a government documents collection, an ERIC documents collection, a children’s literature collection and a reference book and reference indexes collection. Periodicals, reference, children’s literature, government documents, and ERIC documents are located on the first floor. General circulating books and audiovisual materials are located on the second floor.
Materials contained in the Mark O. Hatfield Library cover all time periods. Much of the collection pertains to the twentieth century. Works of major authors in each field are represented.
The collection consists of books (hardback and paperback), periodicals, newspapers, government documents, microforms (microfilms, microfiche, and microcards), musical scores, sound recordings (compact discs and records), audiotapes, videotapes, and various electronic forms of materials (software included with books, CD ROMS, etc.). The library also has access to information sources available through DIALOG, BRS, STN, EPIC, FIRSTSEARCH, OCLC, RLIN, and the Internet.
The library does not usually collect computer software, maps, art works, pamphlets, other university’s dissertations, or textbooks. Occasionally, a dissertation is considered important enough to be acquired for the collection, but typically those individuals interested in a dissertation can purchase a copy through University Microfilms Inc. in Ann Arbor, Michigan. A form for requesting dissertations from UMI is available at the Reference Desk. Textbooks will not be purchased except when experts in the field consider a textbook a classic, or when other books in a particular field are scarce.
The library has a few small, special collections of uncataloged materials such as National Geographic Maps, telephone books, college catalogs, and annual reports of the Pacific Northwest. The library has a special collection of cataloged Willamette materials including Willamette publications such as periodicals, yearbooks, catalogs, and theses as well as an uncataloged collection of Willamette non-book materials which is not available to the public. A small collection of old and/or rare books is housed in the library. This collection is cataloged and arrangements can be made for in-house use; the collection is an historical one and is not actively developed. The library also has a non-circulating collection of Northwest materials.
The library also houses the Mark O. Hatfield Archives. The book portion of the Hatfield collection is cataloged and is available for in-house use only. The papers and memorabilia of the Senator are not open to the public, but some of the memorabilia are on display in cases on the second floor of the library.
Books will be purchased primarily in the English language. Foreign language titles needed for language instruction will be acquired.
The library will usually buy only one copy of a given item. Duplicate materials received as gifts may occasionally be added to the collection.
Out-of-print materials are sometimes available through special out-of-print dealers. Out-of-print materials will not be pursued automatically but must be requested by the faculty or librarian selector. The time and costs of out-of-print searches should be carefully considered.
The library will attempt to provide a well-rounded and representative selection of materials by and about the world’s major literary figures, including literary criticism. The library will also acquire contemporary literature when it is of sufficient literary merit and contributes to the overall enrichment of the library collection. Typically, popular and genre fiction will not be purchased and can be obtained at the nearby Salem Public Library.
Generally, non-reference materials that cost over $250 will require additional research and justification before purchase. To initiate a request for an item over $250, requesters must complete the "Expensive Materials Request Form" (Appendix D). Reference materials over $1000 are subject to the same careful scrutiny, and the same form must be completed. The University Librarian and the Associate University Librarian for Public Services and Collection Development will review the forms and make final decisions. Expensive electronic resources and periodicals are subject to the guidelines and criteria set forth in their respective collection statements.
The following will not be collected routinely by the library:
- Popular materials (including fiction and non-fiction) more suited to the public library.
- Textbooks, written specifically for classroom use.
- Titles or subject areas with a narrow appeal, and outside the scope of the collection.
- Pamphlets and ephemeral materials (except for some creative and fine arts materials and reserve items).
- Materials aimed at the high school or younger student, except for materials included in the Children’s Literature collection.
- Law materials more appropriate to the Law Library’s collection.
- Career Development materials more appropriate to the Career Development Center’s collection.
Many of these materials may be borrowed through interlibrary loan.
The library recognizes the importance of gifts of materials or the money to purchase materials. Given the increasing demand for new resources and the ongoing struggle to find sufficient funds to purchase these resources, the library relies on generous donors to supplement the efforts of the University to provide a quality library for the Willamette community.
Gift materials must fall within the scope of the general collection development policy in order to be added to the collection; they must meet the same criteria as materials that are purchased. The library will not accept gifts with conditions as to their disposal or location, unless approved by the University Librarian. The library cannot provide financial evaluation of gifts. A "Conditions of Gift Form" (Appendix E) is available at the Reference Desk.
Individuals who wish to donate money for the purchase of materials may request that materials be purchased in a certain subject area or in support of a particular school, department, or program. Librarians, in consultation with faculty, will be responsible for choosing the actual materials.
In dealing with gifts, the library works in conjunction with University Relations. Large gifts of materials or money for the purchase of materials must be arranged through University Relations. The library, University Relations, or both will acknowledge donors.
INTERLIBRARY LOAN/DOCUMENT DELIVERY
The library relies on resource sharing, interlibrary loan and document delivery as an extension of the collection. Interlibrary loan is a formal agreement among libraries to share materials with, or provide copies to, other libraries. Because of the ever-increasing publication of materials and the impossibility of one library’s ever owning everything, the importance of interlibrary loan has escalated. The Mark O. Hatfield Library enhances its borrowing and lending capabilities through membership in the OCLC (Online Computer Library Center) network, an automated system that connects the library to over 5000 libraries in the United States and fifteen other countries. Document delivery service, the provision of high-resolution photocopies of journal articles more rapidly than the traditional interlibrary loan service, is another way that the library seeks to improve access to information for its users.
The Mark O. Hatfield Library belongs to several cooperative groups or consortia that impact the provision of materials to our users and the development of our collection. The groups are as follows:
Northwest Association of Private Colleges and Universities (NAPCU)
The libraries belonging to this association have extended reciprocal borrowing privileges to member libraries. Students or faculty visiting member institution’s libraries may borrow materials after providing current Willamette ID. See Appendix F for a list of NAPCU libraries.
The Oberlin Group is a consortium of liberal arts college libraries from around the country. Its main purpose is to share information among the library directors. The group has initiated a number of important cooperative agreements including reciprocal interlibrary loan and consortial contracts for electronic journals and databases.
Summit is a shared, statewide academic library catalog. It combines the holdings of many Pacific Northwest institutions in a single, unified database providing access to over 25 million items. Summit members include Central Oregon Community College, Central Washington University, Clark College, Eastern Oregon University, Eastern Washington University, George Fox University, Lane Community College, Lewis & Clark College, Linfield College, Marylhurst University, Mt. Hood Community College, Oregon Health & Science University, Oregon Institute of Technology, Oregon State University, Pacific University, Portland Community College, Portland State University, Reed College, Saint Martin's College, Southern Oregon University, Seattle Pacific University, Seattle University, The Evergreen State College, University of Oregon, University of Portland, University of Puget Sound, University of Washington, Walla Walla College, Washington State University, Western Oregon University, Western Washington University, Willamette Univesity and Whitman College. Summit is an excellent tool for resource sharing and greatly expands the availability of materials for the Willamette Community. On-site reciprocal borrowing arrangements have been made between Summit libraries. Automated borrowing allows direct, expedited borrowing between Summit libraries. Summit provides the Willamette Community access to an extensive, research level collection and will have an impact on collection development decisions in the future.
Valley Link is a library cooperative centered in the mid-Willamette valley. Members of this organization include Albany Public Library, Chemeketa Community College Library, Corvallis Public Library, Linfield College, Linn-Benton Community College, Marylhurst College, Mt. Angel Abbey Library, Oregon State Library, Oregon State University, Salem Public Library, Western Oregon State College and Willamette. Willamette has reciprocal arrangements with the four-year schools and expedited Interlibrary Loan arrangements with the remaining libraries.
RESPONSIBILITY FOR COLLECTION DEVELOPMENT
The librarians at the Mark O. Hatfield Library have ultimate responsibility for collection development. However, faculty have a long history of involvement in the collection development process and are very active in building the collection. Depending on the availability of funds, every effort is made to accommodate faculty requests that are within the scope of the collection development policy. Students and staff are also encouraged to suggest materials for the collection; this can be done through the suggestion module of the library’s online catalog, or by talking to a librarian.
Professional supervision of the selection and acquisition of materials is the ultimate responsibility of the University Librarian. However, the Associate University Librarian for Public Services and Collection Development handles day-to-day coordination of the collection development process. To aid in the selection process, each librarian is assigned primary collection development responsibility for several subject areas.
Librarians work closely with faculty to develop the collection in a department’s or school’s subject area. In an effort to facilitate communication and cooperation, formal liaison responsibilities have been established; librarians serve as liaisons between the library and their assigned departments or schools. See Appendix G for a list of departmental liaison responsibilities.
The librarian charged with liaison responsibilities to a department will explain library procedures and facilities to new faculty and notify faculty of new resources in their area. The liaison library will discuss library instruction options and collection development goals, and serve as a contact person for the department members when they have questions or suggestions regarding the library. In turn, faculty are encouraged to share their class assignments, ideas for new courses, and research needs and interests with the librarian.
From a collection development perspective, this program is a vital way for librarians and faculty to work together to develop the library’s collection. It allows a formalized mechanism for librarians to consult with faculty about a number of collection development issues such as weeding, the evaluation of the journal collection, or changes in the curriculum or the field.
Selection of materials is made on the basis of reviews, subject bibliographies, core collection lists, catalogs and faculty and librarians’ recommendations. Scholarly materials that support the undergraduate and graduate curricular needs are given the highest priority in the selection process. Materials that will help create a well-rounded collection will also be acquired.
Considerations during the selection process:
- Mission and goals of the library
- Informational needs of users
- Existing collections within the library
- Existing collections at nearby libraries
- Funds available for acquisitions
- Specific criteria of quality in content, expression, indexing, presentation, printing and format
- Need for support of degree programs
General criteria to be used in the selection of materials particularly print materials:
- Authority and reliability
- Author’s qualifications, reputation and/or body of work
- Reliability and reputation of the publisher
- Usefulness of the material’s content
- Treatment
- Scope
- Accuracy
- Literary excellence
- Style and readability
- Originality
- Targeted audience
- Timeliness and currency
- Documentation
- Important features
- Indexes
- Bibliographies
- Charts, maps, diagrams, illustrations
- Binding
- Paper
- Typeface
- Design
- Inclusion in special bibliographies, indexes, or core lists
- Favorable reviews in the professional literature
- Format suitable for intended use
- Language
- Relevance to specific curricular objectives
CONCERNS REGARDING ITEMS IN THE COLLECTION
The library supports intellectual freedom that guarantees one’s right to think for oneself and choose what to read or not read. We endeavor to meet the curricular and research needs of the Willamette community through the acquisition of materials that reflect diverse, sometimes controversial, points of view. Librarians are committed to the creation of a well-rounded collection appropriate for an academic library.
Librarians recognize an individual’s right to question materials in the library’s collection. Although anyone is welcome to express concerns about library materials, primary consideration will be given to comments from faculty, staff and students at Willamette. The Associate University Librarian for Public Services and Collection Development is available by appointment for general questions regarding materials in the collection. The following procedure will be used when an individual has questions regarding specific materials in the library’s collection:
- The individual must state his or her opinions in writing using the library’s "Statement of Concern about Library Materials" form (Appendix H). These forms are available at the circulation or reference desks.
- Completed forms should be returned to the Associate University Librarian for Public Services and Collection Development.
- The Associate University Librarian for Public Services and Collection Development and the University Librarian will review the item in question to determine whether the material meets the library’s selection criteria.
- When appropriate, the matter will be referred to the Library Advisory Committee. This committee has as one of its charges the responsibility for reviewing and making recommendations on questions of academic freedom within the library.
- As soon as the review process is complete, the individual will receive a written reply. The process should take between two and four weeks.
DATE: July 1999
Refer inquiries to: Joni Roberts, Associate University Librarian for Public Services and Collection Development
NARRATIVE STATEMENTS FOR COLLECTIONS AND SPECIAL AREAS
The children's literature collection is intended to support whole language/integrated language teaching in the Masters of Teaching Program. The purpose of the collection is to help students in the program to identify and examine works that can be effective in literature-based instruction across the curriculum at the K-12 level.
The collection is not intended to be comprehensive; the intent is to offer a sampling of the best of children's literature, including Caldecott and Newberry Award winners and Young Readers' Choice books. Other well-loved classics and contemporary works of distinction may be acquired as appropriate and as funding allows.
Electronic Resources
For the purposes of this document, electronic resources are defined as materials or services that require computer access. Therefore, audio and video recordings that do not require computer access are not considered electronic resources. This policy outlines selection criteria for those electronic resources that will become part of the library’s permanent collection.
Many electronic resources are available via the Internet, and the library organizes and makes available a subset of these resources through our Web pages. In many cases we will not catalog or guarantee future access to these resources. Such non-permanent resources are also outside the scope of this particular statement.
Because technology and information access options are constantly changing, this policy statement is itself subject to change or amendment. Even so, selection criteria for electronic resources will always reflect the library’s overall mission of supporting the University’s educational and research program.
Types of Information
Information available in electronic format includes the following types:
- Bibliographic Text Files--These files contain information that leads the user to other material, usually textual, rather than being an end in themselves. Typical examples are online library catalogs and periodical indexes.
- Primary Files (Textual/Numeric/Graphic/Video/Audio)--Unlike bibliographic files, these files are an end in themselves. They may contain full texts, numeric data, graphics, audio, or video recordings. They may be relatively simple to use and intended for a wide audience, or highly sophisticated and intended for a specialized audience. Multimedia products may bring several of these information types together in a single package.
- Instructional Software--Instructional software guides the user through a series of concepts, processes, or models, usually providing some form of feedback. Examples include modeling or simulation programs, multimedia products that allow the user to explore and experience concepts, and language study programs.
- Applications Software--Applications allow the user to manipulate and organize textual or numeric input. Common examples include word processing programs and spreadsheets.
The Hatfield Library currently collects or anticipates active collection of bibliographic files, primary files, and instructional software. The library at this time does not collect or support software applications for public use.
Technology, Delivery Format, and Level of Access
Technology planning and the collection of electronic resources are impossible to separate. The selection process defined in this document must therefore be informed by the library’s and the University’s overall technology plans. Decisions about format and level of access should take into account both current and anticipated computing infrastructure.
The choice of delivery format is a critical factor in the selection of electronic resources. Common delivery formats for electronic resources currently include online services, Internet web sites, CD-ROM, floppy disks, and hard disk storage.
The level of access, or how users will gain access to an electronic resource, is another critical factor. Electronic resources can be delivered via the Internet, or via the local campus network alone. They may be loaded onto library workstations (InfoStations) or circulated to the public as an individual CD-ROM or floppy disk.
Selection Criteria
The following general criteria will guide the selection of electronic resources:
- Uniqueness--whether an electronic resource provides unique content, features, or services
- Quality-- whether an electronic resource is of higher quality than potential or currently-owned alternatives
- Audience--whether an electronic resource will be useful and important to a significant segment of the library's user community
- Access--whether an electronic resource will support simultaneous users, remote access via campus or wide area networks, individual in-house use, or circulation to library users
In addition to these general criteria, the selection of any electronic resource will involve the following considerations:
Product/Publication Characteristics
- Information type--as described above
- Subject--appropriateness of a resource to curriculum and research needs
- Scope--considerations of historical scope, breadth of coverage, years and periodicals indexed, availability of backfiles
- Level--general or advanced, intended for undergraduate or more advanced users.
- Internal organization--quality and type of organization within the resource, e.g. hypertext, indexed searching, free-text searching, and overall design
- Authority--recognized quality of the information, its value within a disciplinary field, publisher’s reputation
- Vendor reputation--the supplier’s track record for quality and technical support
System Characteristics
- Response time
- Operating systems
- Printing capability
- Downloading capability
- Architecture--whether client-server, dumb terminal, or stand-alone application
Hardware Characteristics
- Storage and memory requirements
- Display requirements
- Additional devices
Vendor/Publisher Contract Options
- Availability of demo copy
- Availability of updates
- System maintenance
- Technical support
- Site license agreements
- Restrictions (e.g. copyright)
- Depository obligations
Cost
- Cost/benefit comparison with alternative products
The Selection Process
Departmental liaisons will be responsible for beginning the selection process, either on their own initiative or in response to a faculty request. The liaison will collect information about the resource and evaluate a copy or demo, if possible, and follow the appropriate acquisition process:
| Instructional Software or Primary Files (including multimedia)-- | The request and appropriate information is submitted to the Associate University Librarian for Public Services and Collection Development. The AUL for Public Services and Collection Development, in consultation with the subject liaison and the systems librarian, will make an acquisition decision based on selection criteria and available funding. NOTE: The Periodicals and Government Documents Librarian selects government documents published electronically, in consultation with the appropriate liaison librarian. |
| Bibliographic text files (reference databases)-- | This information will be forwarded to the Electronic Resources Group, which will evaluate the cost and benefits of acquiring and maintaining the resource and make the decision of whether or not it should be acquired. The committee will communicate its decision to the departmental liaison. The committee will keep a record of all requests and decisions. (See Appendixes I and J for worksheets used in this process.) |
ERIC Documents
The Educational Resources Information Center (ERIC) is a nationwide clearinghouse for indexing, storing, and disseminating education-related materials. In support of the University’s School of Education, the Hatfield Library has acquired the ERIC microfiche collection. The collection contains a wide variety of reports, papers, and studies, many of which are unpublished elsewhere. The library has the documents dating from 1985 to the present, and this includes over 180,000 separate sheets of microfiche. Early ERIC documents not included in the local collection can be obtained through interlibrary loan.
The library provides access to both ERIC documents and journal articles related to education though a web-based electronic database that can be accessed across campus.
The Mark O. Hatfield Library at Willamette University, located in the 5th United States Congressional District of Oregon was designated a selective Federal Depository Library in 1969. The library participates in the Depository Library Program as outlined in Title 44 in the United States Code, and as administered by the United States Government Printing Office. According to the requirements of this program, the library promotes usage and provides access to government information as required by members of the Willamette University Community, residents of the City of Salem, and the inhabitants of the 5th U.S. Congressional District.
The primary user group of the Government Documents collection is the Willamette community. In addition, the library strives to provide access to government information to serve the needs of the constituents of the 5th Congressional District, as required by law. The District includes the cities of Salem and Corvallis, as well as Lincoln, Tillamook, and Polk Counties. According to the 1990 Census, the population of the District is 568,712. 91% is White, 5% are of Hispanic origin, and the remaining 4% include Asian, Black, and American Indians.
Selection
The Periodicals and Government Documents Librarian makes the selection of government documents and supporting materials, in cooperation with departmental liaison librarians. A review of the selection profile with the Federal Depository Library Program is conducted annually. Other depository libraries, including the Willamette University Law Library, Oregon State Library, and Western Oregon State College are consulted during this review.
The library currently selects approximately 20% of the materials available through the Federal Depository Library Program. This figure may change as the information needs of the community served change over time. In general, the following criteria are used to determine the item selection profile:
- Support of Willamette University’s academic programs
- Availability of information in other sources
- Technical level of material
- Geographic area covered (especially Pacific Northwest materials)
- General user interest
- Fulfillment of responsibility to keep citizens informed
- Holdings of other depository libraries in the area
Scope and level of collecting
The primary purpose of the Government Documents collection at the Hatfield Library is to support the educational programs at Willamette University. Based on size and strength of academic departments, the following subject areas are given high priority when determining item selections:
- Earth Science
- Economics
- Education
- Environmental Science
- Health and Medicine
- History
- Politics
In support of the graduate program in management, librarians select government publications in the areas of accounting, business, finance, government, human resources, organizational behavior, public policy, and quantitative methods.
Generally, annual administrative reports of federal executive and administrative agencies, as well as major statistical compilations from statistics producing agencies are comprehensively collected. In addition, the library’s selection profile includes comprehensive collection of publications from the following U.S. government agencies:
- Bureau of the Census
- Bureau of Labor Statistics
- Executive Office of the President
- Congress (including supporting legislative agencies and commissions)
Additionally, numerous publications are selected from:
- Department of Commerce
- Department of Education
- Department of Health and Human Services
- Library of Congress
- Smithsonian Institution
- Small Business Administration
- Department of State
Because the Law Library maintains major compilations of federal laws, rules and regulations, administrative decisions and rulings, the Hatfield Library does not select these materials. In addition, the Hatfield Library generally does not collect government publications that come in the form of maps, posters, or forms.
Because of its relatively recent designation as a depository library, the Hatfield Library does not maintain a historical document collection. Users are generally referred to the Oregon State Library, or other area libraries with major historical collections, including Portland State University (regional depository), University of Oregon, and Oregon State University.
Some effort is made to add historical documents to the collection when other depositories in the region offer them. Needs and offers lists and electronic discussion groups are scanned regularly to identify these materials.
Formats
The Library attempts to select government information in formats that are appropriate to content and usage. Formats available include paper, microfiche, and electronic files. When the option is available, paper is preferred to microfiche.
Electronic files are selected according to the criteria set forth in the Electronic Resources Statement.
Weeding and retention
The Government Documents collection is regularly evaluated, and documents that no longer fit the selection criteria are withdrawn at the discretion of the Periodicals and Government Documents Librarian. Withdrawals are done in accordance with depository regulations as stated in the Instructions to Depository Libraries and guidelines established by the regional depository library in Oregon.
Documents that are considered candidates for withdrawal include:
- Superseded publications
- Executive summaries (for which the full report has been received)
- Newsletter and announcements of minimal value after 5 years
- Duplicate copies (primarily gifts)
- Damaged or poorly preserved documents that are available in other local depository libraries
Access
Bibliographic access to the government documents collection is provided by the Hatfield Library Catalog, GPO’s Monthly Catalog, and other reference tools available in the library. All documents received from January 1996 to the present are cataloged; older documents will be cataloged as time and staff resources allow. Reference assistance is provided at the library’s Reference Desk during regularly scheduled hours. Microfiche reader/printers are maintained by the library to provide access to the government documents microfiche collection.
Hatfield Archives
The Hatfield Archives contain the books, papers, and memorabilia of United States Senator Mark O. Hatfield, an alumnus and former professor and dean of Willamette University.
The materials contained in the Hatfield Archives are a distinct and separate collection, and policies and conditions pertaining to them stand outside the regular collection development policy.
At present, the archives include papers covering Senator Hatfield’s political career, from his days in the Oregon legislature, his stint as Oregon’s Secretary of State, his governorship, and his career in the U.S. Senate. Also included are memorabilia from this entire period, as well as books from his personal collection.
The final organization of the archives awaits a permanent Archivist, but portions of the collection are processed and described and indexed on a computer database. Areas cataloged include the pre-gubernatorial years, most of the governor’s papers, and most of the memorabilia. The book collection is fully cataloged with Library of Congress classification and is accessible through the library’s online catalog.
In accordance with the agreement between the Senator and the University, the archives are closed to the public until further notice.
Languages and Translations
In process
Newspapers
The library subscribes to newspapers to support the educational program of the University, and to support current awareness activities of the Willamette community. Every effort is made to build a collection that represents balanced geographic coverage and a variety of points of view.
Regional, national, and international English language newspapers are chosen based on recognized quality and comprehensive coverage. Selection criteria include availability of indexing, cost, and holdings of comparable and/or regional educational institutions. Foreign language newspapers are acquired to meet the needs of language instruction activities at the University.
The library will collect and retain newspapers in paper, microfilm, or electronic formats based on the perceived long-term research value of the particular newspaper. Given space and storage limitations, backfiles of newspapers are generally maintained on microfilm.
Northwest Collection
A gift of some 500 volumes from Mrs. Nancy Hunt in 1997 constitutes the core of the Northwest Collection. For the purposes of this collection, Northwest means Oregon, Washington, and Idaho with a special emphasis on Oregon.
Materials will be added to this core collection if they have an early imprint date (see the section of this policy covering the Rare Book Collection for further information), if they are a limited or special edition, or if they are in some other way unique or unusual. The library will collect current Northwest materials of interest as well, but these materials will become a part of our circulating collection.
The collection will emphasize:
- Local and regional history: economic, social, cultural, political, etc.
- Imaginative literature about the area: poetry, fiction, etc.
Types of materials:
- Books
- Manuscripts
- Documents
- Pamphlets
- Periodicals
Northwest materials are fully classified and cataloged, and appear in the library’s online catalog with the location listed as Northwest. Every attempt will be made to keep the materials in their original condition when processing the items (e.g., covers will be retained, no labels will be affixed and the materials will not bear an ownership stamp). Materials in this collection can be used in the building, but do not circulate outside the library. Items from the Northwest Collection can be used during regular business hours, or through prior arrangement.
Pacific Northwest Art and Artists Archives
The Pacific Northwest Art and Artists Archives (PNAAA) is a special collection housed in the archives at the Hallie Ford Museum of Art. Although this collection is not located in the Mark O. Hatfield Library, it remains a part of the library’s collection. For the purposes of this collection, Pacific Northwest includes Oregon, Washington, Idaho, western Montana, northern California, Alaska, and British Columbia.
$500 will be set aside each year for acquisitions in this area. Art department faculty, museum staff and librarians will work together to develop this collection. Librarians have ultimate responsibility and final authority for the development of this collection.
The collection will emphasize:
- Local and regional art history
- Materials covering local and regional artists
Types of materials:
- Books
- Museum/exhibition catalogs
- Manuscripts
- Pamphlets
- Special issues of periodicals
PNAAA materials are fully classified and cataloged, and appear in the library’s online catalog with the location listed as Art Museum. Every attempt will be made to keep the materials in their original condition when processing the items (e.g., covers will be retained, no labels will be affixed and the materials will not bear an ownership stamp). PNAAA materials can be used in the building, but do not circulate outside the museum. Arrangements for use of materials must be made with the museum or art department staff primarily between the hours of noon to 5 pm, Tuesday through Saturday.
Periodicals
Periodicals are defined as journals and magazines that are issued periodically and are expected to continue indefinitely. Other serial publications, such as most newspapers, annuals, monographic series, and indexes and abstracts, are considered separately.
Periodicals serve as a major source of current information in many academic disciplines, and complement the library's book collection. Because each periodical title involves a prospective long-term commitment of funds, and because of the increasing cost of periodical subscriptions, acquisition of new periodical titles requires serious consideration.
Development of the periodicals collection is a cooperative activity involving faculty and librarians, with final selection responsibility resting with the librarians. The Periodicals and Government Documents Librarian is primarily responsible for coordinating periodicals selection decisions.
The primary criterion used to evaluate and select periodicals subscriptions is the title's support of the educational program of the University. The periodical must support curricular needs and/or faculty research that supports educational activities or teaching.
The following additional criteria will be factored into the evaluation process. The list is not in priority order. Not all criteria may apply to each title.
- Accessibility through indexing and abstracting tools available through the library
- Subscription price
- Availability through interlibrary loan or other document delivery services
- Holdings of comparable and/or regional educational institutions
- Presence on a core titles list for a subject area, or an accreditation list
- Scholarly reputation and/or reviews from professional literature
- Use statistics (In-house use and Interlibrary loan requests)
- Appropriateness for the level of study of the subject at the University (undergraduate, graduate, language of publication).
The collection will be examined periodically in order to evaluate its continued adherence to the above criteria.
Acquisition of backfiles of periodical titles will be subjected to the same criteria, with additional consideration of space/storage limitations. Typically, older journals are maintained in print with the exception of some weekly magazines and some newspapers that are stored on microform.
To initiate a request for a periodical subscription, the requester must complete the "Serial Subscription Request Form" (Appendix K).
Rare Books
The Rare Book Collection is a collection of rare, antiquarian, or limited edition books that, due to value, age, fragility, or some other special attribute, have been placed in an access controlled environment.
The library does not actively acquire rare book materials. New acquisitions come through gifts to the library or the University and must meet the same criteria as the regular collection.
The following materials should be designated as rare and shelved in the Vault:
- Books of value due to early imprint date
- All books printed before 1640
- All American books printed earlier than 1800
- American books printed within 10 years of first printing in that state (see Appendix L)
- Local history items printed earlier than 1860
- Materials whose irreplaceability or uniqueness makes them rare
- Limited editions (300 copies or less)
- Association and autographed copies, when by important or local authors
- First editions of significance
- Fragile materials that may not survive in the circulating collection
Rare materials are fully classified and cataloged, and appear in the library’s online catalog with the location listed as Vault. For new acquisitions, every attempt will be made to keep the materials in their original condition when processing the items. Materials can be used in the library but do not circulate outside the library. Items from the collection can be used during the regular business week, or through prior arrangement.
Reference
The Reference Collection is the primary source within the library for locating information, and for identifying other sources of information. It should reflect the broad and interdisciplinary program of study provided on the Willamette campus. The Reference Collection should contain works geared to the subject interests of specific programs and departments. Curriculum offerings and user demand determine the extent to which reference sources are needed within a particular subject area. At the same time, those overseeing the collection have a responsibility to collect and maintain, at least on a minimum level, reference sources in areas that may fall outside the University’s academic scope, but which will be of general use to the clientele the University and the library serve. These items will be acquired as funds permit, and will not be acquired at the expense of reference materials supporting primary University programs.
Relationship to rest of collection
Resources in reference often stand as keys to items in the circulating collections. Selected reference items that do not circulate may be housed outside the Reference Area as a matter of convenience. In the case of continuations, recent volumes may be kept in the Reference Area while superseded issues are kept in the stacks. Reference items that receive particularly heavy usage or are at high risk of theft, mutilation, etc. may be placed on permanent reserve at the Circulation Desk. Reference works that are frequently used by librarians may be shelved in the Ready Reference Area behind the Reference Desk.
Selection
The Head of Reference Services has primary responsibility for overseeing selection of materials for the reference collection. He coordinates this activity in cooperation with other librarians and faculty.
General Criteria
Materials selected for the Reference Collection must contribute to the delivery of information and research resources in an academic context. The reference collection is composed of information sources, predominantly in English, that are most successfully utilized in the library, and which reference staff need close at hand in order to assist with information requests. Reference materials are generally not meant to be read continuously from beginning to end, but contain relatively short, concise articles or information bites that can be consulted one or a few at a time. Reference materials include, but are not limited to, almanacs, atlases, bibliographies, dictionaries, directories, encyclopedias, handbooks, indexes, and statistical compilations.
Resources are selected and maintained so that there is adequate referral potential to materials necessary to the information needs of Willamette students and faculty, whether these materials are located in the Hatfield Library or not. Where possible, the Reference Collection should enable users to bridge the gap between what the library is able to acquire and what is additionally necessary and available for student and faculty research.
An effort will be made not to duplicate coverage in reference information sources, unless heavy usage or other conditions dictate such redundancy.
All acquisitions are subject to budget constraints.
Language Criteria
Reference sources will be collected primarily in English, with works in other languages collected as appropriate to the foreign languages taught at Willamette. Some non-English reference sources may be selected and maintained because they facilitate needed research that is best conducted in another language.
Other Reference Collection Guidelines:
- Chronological--All periods of history are covered.
- Geographical--All areas of the globe are included.
- Format--Reference sources are acquired and maintained without prejudice as to format. The format most suited to the purpose of the reference tool, whether paper, microform, or electronic, will be given the most weight in consideration for acquisition. Electronic resources are selected according to the criteria outlined in the Electronic Resources Statement of this policy.
- Date of publication--The most recent editions of reference books will be collected and updated as needed. However, no desirable reference item will be excluded solely because of age.
Duplicate Holdings
Duplicate holdings will be maintained only in exceptional cases. Exception will be made for works whose high use and need for convenient access are notable, as is the case with English language dictionaries and style manuals.
As far as is possible, the Hatfield Library will not duplicate holdings of the J.W. Long Law Library, but adequate resources will be purchased to support law related courses offered in the Atkinson Graduate School of Management and the College of Liberal Arts.
Types of Materials Included in the Reference Collection
The following is a list of special considerations for particular types of information sources. Allowance must be made for variation in collection criteria between types of materials in one subject area and the criteria for the same type of material in another subject.
- Almanacs and Yearbooks--Selected almanacs and yearbooks are acquired on a continuous basis, as they are of invaluable use for statistical and ready reference purposes. Older editions will be maintained in some cases; generally older volumes will be located in the circulating stacks.
- Annual Reports--The library will collect copies of annual reports for public companies that file with the SEC. The format (paper, microfiche, electronic) in which the reports are acquired will depend on availability, cost, and accessibility.
- Atlases, Maps and Gazetteers--True cartographic coverage will be given greater weight in selecting an atlas than will be given a publication calling itself an atlas but containing predominantly non-cartographic information. Redundancy in topic scope will be avoided, but not at the cost of access to a variety of scales of presentation and topographical features. Current accuracy of maps represented in the source will be a primary selection criterion. Convenience of data access, as contrasted with the presence of the same data dispersed in multiple publications will give a geographical dictionary added value. An inadequate place-name index will be grounds for granting a low-priority purchase status to an atlas. Except for the free National Geographic maps now added periodically, no attempt will be made to acquire or select individual maps.
- Bibliographies--The library owns collection development tools such as Sheehy’s Guide to Reference Books, Books for College Libraries, and others. Updates and new editions will be considered, but more specialized subject bibliographies, especially evaluative ones, will be preferred.
Topical bibliographies will be acquired that are of actual or potential use for both reference and collection development. The decision to house a bibliography in the Reference Collection will be based on its potential reference usefulness. In areas such as the sciences and technology, where information is continually changing, a periodical index may prove of more use in providing current sources than a bibliographical monograph.
- Biographical Sources--Special care will be taken to prevent redundancy in coverage, and to include information on individuals germane to subjects included in Willamette’s curriculum.
- Business/Management Sources--These resources are maintained in support of specific University graduate programs in management. Library policy is to provide at least the minimum of sources needed, as defined by standard business collection guides and accreditation program requirements, and to surpass this where user demand or program emphasis warrants and where budget constraints allow. Evaluation of minimal sources versus enhancements will be made regularly.
- College Catalogs--The collection will be as inclusive as possible, with format (paper, microfiche, electronic) dependent on cost and efficiency.
- Dictionaries and Thesauri--The decision to acquire a dictionary or thesaurus will be based upon a competent review of the publication, the appropriateness of the information for our collection, and current holdings in the subject area. Thesauri for specific printed or electronic indexes or abstracting services will be considered when they are needed.
- Directories--Selected current directories are acquired and maintained on a continuing basis. Superseded editions may be relocated to the circulating stacks.
- Encyclopedias--In general, one new edition of a general encyclopedia set will be acquired annually, though the new acquisition may, in some years, consist of buying an entirely new title. This should allow for a three to four year turnover in encyclopedia editions. Purchases will be staggered so as to avoid investment in editions that are not significantly enhanced from previous ones. Encyclopedias of antiquarian or historical value will be kept only in the case of the classic editions (9th and 11th) of the Britannica, which are located in the circulating stacks.
Acquisition of a subject encyclopedia will be based upon a competent review of the publication, appropriateness to the curriculum, and user need. Convenient access to a special field will be deemed an asset, especially if the library’s approach to that field can be based upon the encyclopedia. A well-developed reference repertoire in a particular subject area may preclude the purchase of an encyclopedia in that area.
- Government Publications--Federal, state, and local government publications will be considered for the Reference Collection under the same general criteria established for evaluating non-government sources in that subject area.
- Grants Information--The Reference Collection will include the most current sources of information on student financial aid, research and other grants, and fundraising possibilities. Information on both public and private financial sources will be included.
- Handbooks--In selecting a title for the Reference Collection, a concise reference aid will be given preference over detailed textual material. Use patterns will be considered in selecting and positioning handbooks. In the area of science and technology, a handbook may be of more value than an additional subject dictionary.
- Indexes and Abstracting Services--Indexes and abstracting services are collected in order to exploit the resources they analyze, whether the source materials are available locally or not. The decision to maintain an abstracting or indexing service rests upon the actual or potential demand for access to it as a resource in the University curriculum. Electronic availability of an index or abstracting service will influence the decision to acquire or maintain the service in print.
- Telephone Directories--Telephone directories for Oregon will be acquired in paper format. As complete a national directory for the U.S. as is available will be acquired, dependent on availability and cost.
Processing New Materials
New reference books are processed into the collection on a continuing basis, with priority over books that go into the circulating areas. Reference Collection holdings will be fully cataloged and classified, and when applicable, include location tags. Colored tape will indicate special locations: red tape indicates the Gale literary criticism collection, black tape indicates the English language dictionaries, and green tape indicates Ready Reference books.
Standing Orders
Standing orders will be established for selected sources that are issued in continuations. In order to simplify the acquisitions process, a standing order is preferred whenever a source in a continuing format is collected. Some sources may be collected on a regular but rotating basis, so that every few years a new edition of a source is acquired. This may include expensive items that need periodic updating, but which cannot be absorbed by the reference budget each year.
Deselection/Retention
Deselection, or weeding, is necessary in order to keep the Reference Collection current and to maintain its small, manageable size. As new materials are added, superseded materials should be removed, and older titles evaluated for retention, relocation to the circulating stacks, or withdrawal. The removal of materials will be reflected in the online catalog. The entire Reference Collection will be reviewed and reevaluated on a periodic basis under the direction of the Head of Reference Services and in consultation with other librarians and appropriate faculty.
Reserve Materials
The Reserve Collection consists of materials that are required by several users for particular courses currently being taught. The Reserve Collection’s purpose is to guarantee availability of these materials and offer access to as wide a number of users as possible. Generally, materials are placed on reserve for a semester at a time. The library has a small collection of permanent reserve materials; these materials include items at high risk of theft, and graduate test preparation materials. Non-course material, such as accreditation documents, may be placed on reserve as well to offer widespread access to members of the Willamette community. Reserves are available at the Circulation Desk or Audiovisual Desk depending on the format. Reserve materials can be accessed on the InfoStation or WebStation under the "Reserve Materials" option.
Materials included in the Reserve Collection are personal copies of books, journals, study guides, workbooks; photocopied articles from periodicals and books in compliance with the copyright law; audiovisual materials; and books from the circulating collection. Faculty can place up to 50 items on reserve per class per semester. The library also maintains an exam file. According to the CLA Faculty Handbook, all faculty members are to have on file in the library a representative sample final examination for each class taught, except in the case of a class that is being taught for the first time. Materials excluded from the reserve collection are reference materials and periodicals including newspapers. Books borrowed through interlibrary loan may not be placed on reserve either.
Sound recordings
In process
Video recordings
The library is building a research collection of feature films on videotape that support and enrich the curriculum, a core of classic motion pictures important to a liberal arts education. The library purchases representative films of many periods, genres, and countries in an effort to document the history of film.
Areas of interest include silent films, foreign language films, and films from Third World countries. We also collect representative films of influential directors including, for example, Chaplin, Griffith, Welles, Hitchcock, Eisenstein, Renoir, Truffaut, Ivory, Bergman, Fellini, Lang, Fassbinder, and Kurosawa.
We do not usually purchase current popular releases that are available in local video rental stores. Popular feature films are purchased only upon the request of a professor to support classroom instruction or for research.
The library also collects video recordings that support the curriculum and are directly related to classroom instruction. The library does not have an equal number of video recordings in all departmental areas; not all subject areas are equally suited for video presentation and are not equally represented in the audiovisual market. Areas of particular interest include film studies, foreign languages, performing arts, rhetoric, and anthropology/sociology.
Because of the high cost of many of these video recordings, the library has to place restrictions on such purchases. When video recordings priced at $250 or more are acquired, the library and the requester’s department will need to share the cost of the videotape. When appropriate, two or more departments may share the cost of the items with the library. If a video will be used infrequently and its cost is exorbitant, video rental should be considered.
A final category of video recordings acquired by the library include videotapes of Willamette events such as the Atkinson Lecture Series, special lectures by Willamette faculty, and various other Willamette sponsored activities.
Criteria for selection:
- Curricular relevance
- Technical quality
- Aesthetic/cultural appeal and value
- Cost
- Accuracy/authoritativeness
- Timeliness of information
- Interdisciplinary nature
- Favorable reviews
- Anticipated use
Formats
The library purchases video recordings in the VHS format. 16mm films, laser discs, kits, slides and filmstrips are not typically acquired. The library does not rent films or provide off-air videotaping services or duplicating services; Willamette Integrated Technology Services is responsible for this service.
Willamette Collection
The Willamette Collection is a limited archive of materials related to Willamette University. Materials contained in the collection include photos, letters, documents, and publications related to Willamette’s history. There is an ongoing collection of University sponsored publications, which are cataloged and appear in the online catalog. These publications include the Wallulah, the student yearbook, Willamette University catalogs/bulletins, student and faculty publications, including the Jason, and the Willamette Journal of the Liberal Arts, the Willamette Scene, papers written for the Willamette University Undergraduate Research Grants Program, and the student newspaper, the Willamette Collegian. Other materials that may be included in this collection are publications written by or about Willamette alumni. The library does not typically collect senior theses; departments often collect these materials and have them available in the departmental offices.
There is also a collection of photographs, letters, documents, student phone directories and manuscripts that remain uncataloged and unclassified. These materials are not available to the general public.
DATE: July 1999
Refer inquiries to: Joni Roberts, Associate University Librarian for Public Services and Collection Development
URL=http://library.willamette.edu/home/org/pubserv/cd/cdpol2.htm
Last updated: February 1, 2000
Comments on this page are welcome.
contact:
Joni RobertsAssociate University Librarian for Public Services and Collection Development
503-370-6741