Collection Development Policy

The purpose of the Library's collection development policy is to provide guidelines for needs assessment, selection, maintenance, and procedures.

Collections governed by these policies include:

• licensed electronic information resources,
• circulating books,
• print periodicals, and
• government documents.

The goals for collection development are to:

• support the teaching, learning, and research functions of faculty and students.
• work with academic faculty to respond to changes in and growth of university programs.
• collect, preserve, and make available items of special interest to the university and local communities.
• participate in resource sharing and networking at state and national levels.
• continually evaluate and revise policies and procedures as needed to ensure their efficacy.

The Library is firmly committed to participating in sustainable Open Access models that move scholarly communications from behind paywalls and create a more equitable system of knowledge for all.

The Library Dean is ultimately responsible for the development and maintenance of the collections. Under the dean’s direction, the Collection Development and Analysis Librarian holds a Library faculty position responsible for planning, administering, implementing, and evaluating collection development budgets, strategies for selection, purchase, organization, and preservation of Library collections, continuity of access, collection of usage statistics, and appropriate disposition of resources.

In addition, Library faculty members, in their roles as Library Liaisons to individual colleges and departments, serve as subject specialists in specific areas. They work with other university faculty to continually evaluate the collection and make recommendations.

The University Archives and Special Collections are maintained by the University Archivist.

Library funds are allocated following these three principles:

• Sustain and continue the highest possible quality information resources for faculty and students.
• Support the curriculum and research needs of the university.
• Adhere to successful purchasing policies and strategies, continually evaluating and updating as needed.

Selection of materials is a continuous process affected by the changing curriculum and availability of new materials. The general policies for selection outlined below apply equally to all types of materials being considered for Library acquisition.

A.   Standards and Ethical and Legal Principles

1. Standards

The statements on resources within the "Standards for Libraries in Higher Education" adopted by the American Library Association's Association of College and Research Libraries (https://www.ala.org/acrl/standards/standardslibraries) serve as the standards for collection development at Evans Library. Adherence to these standards helps to assure accreditation by the Southern Association of Colleges and Schools (SACS) and other accrediting agencies such as the Accreditation Board for Engineering and Technology (ABET), American Chemical Society (ACS), American Psychological Association (APA), Association for Behavior Analysis International (ABAI), Aviation Accreditation Board International (AABI), and International Accreditation Council for Business Education (IACBE).

2. Intellectual Freedom and Censorship

Evans Library adheres to the “Intellectual Freedom Principles for Academic Libraries” of the Association of College & Research Libraries (https://www.ala.org/acrl/publications/whitepapers/ intellectual).

3. Confidentiality

Evans Library recognizes its legal and ethical responsibility to protect the confidentiality of Library users. Information regarding the requests or suggestions of Library patrons will not be shared with third parties.

4. Copyright

Evans Library complies fully with all the provisions of the Copyright Law of the United (Title 17) and its amendments (https://www.copyright.gov/title17/).

B.   Criteria for Selection

The fulfillment of academic curricular needs is the first criterion against which any potential item is evaluated. Specific considerations in choosing individual items include the following:

• relevance to the curriculum and research programs
• accreditation requirements
• appropriateness of level
• reviews
• faculty or librarian recommendation
• appearance in standard bibliographies or recommended lists
• timeliness and lasting value of material
• strength of present holdings in same or similar subject areas
• cost relative to the budget and other available materials
• suitability of format to content
• availability in alternative physical or online formats
• reputation of the author, issuing party, or publisher
• ease of access or user-friendliness
• presentation: style, clarity, reading level
• special features: detailed, logical, accurate index; bibliography; footnotes; illustrations
• frequency of use
• Interlibrary loan requests for material on the same or similar subjects
• format that can be accessed with current technology

C.   Resource Sharing, Interlibrary Loan, and Document Delivery Services

To satisfy the needs of every patron, libraries rely upon each other to willingly share resources and information. Materials are shared among libraries in both informal and structured arrangements. Participation in resource sharing is part of the Library's social responsibility and does not necessitate compensation because there are benefits to both the lending and borrowing libraries. Evans Library participates in national and state resource-sharing networks and services. They include the Online Computer Library Center (OCLC), Federal Depository Library Program (FDLP), Independent Colleges and Universities of Florida (ICUF), and the Florida Interlibrary Loan Network (FLIN).

Purchased document delivery is the preferred method of obtaining items that are not available through established resource-sharing networks, in particular theses and dissertations. Each year, the Library appropriates money to cover interlibrary loan and document delivery expenses.

A.   Electronic Information Resources

Electronic resources are defined as those in digital format, accessible through electronic devices and the internet. The Library subscribes to many electronic resources, primarily databases, indexes, books, and journals. The general selection criteria are applied to electronic resources along with considerations for compatibility with existing Library technology and off-campus access. Unless otherwise requested, electronic format is selected if available.

Evans Library licenses a significant number of proprietary electronic databases and provides access to electronic resources through the Federal Depository Library Program. Other pertinent Open Access websites are selected and linked from the Library website for ease of access.

B.   Print Books

Hardbound is preferred to paperback, but both types will be considered for selection.

C.   Duplicates

Duplicates of print materials are generally not purchased. Exceptions are made for textbooks in high demand. When electronic format is purchased or licensed, existing print counterparts may be assessed for continued value.

D.   Fiction

Evans Library selects works of fiction primarily to support the School of Arts and Communications, which keeps the Library informed of its needs via the Library Liaison.

E.   Foreign-Language Materials

The Library primarily collects only English-language materials. Rare exceptions can be made for items that have significant historical or scientific value, have been accepted by the Library as part of a special collection, or are specifically requested.

F.    Gifts

The Evans Library accepts donations for the main collection, consisting of relevant materials that improve the quality of the research collection in service to the university’s mission. While donated books are free of charge to acquire, other costs to the Library, such as cataloging, labeling, and space commitments, also apply. Therefore, the following acceptance criteria must be met to assure the value of the donation:  

• Generally, only donations from Florida Tech affiliates (faculty, emeriti faculty, staff, students, and alumni) will be accepted.
• Special and rare collections offered by members of the community and university supporters may be considered.
• The books must support the university’s goals of academic excellence, preeminent research, and original scholarship.
• The books must enrich the collection and be suitable for teaching, research, and original scholarship by faculty and students.
• Books with mold, mildew, foxing, or other significant damage will not be accepted.
• The Library does not issue tax letters for charitable donations. Contact the Office of Advancement if needed.
• The university becomes the owner of all donated books upon receipt and reserves the right to determine the retention, location, cataloging treatment, and other considerations related to use, maintenance, or removal.
• Donations of more than 20 books should include a list of titles, authors, and ISBN information for each.
• Journal donations are not accepted.

The Library Dean reserves the right to grant exceptions to this policy. To donate rare, antiquarian, or collectible books, inscribed first editions, or similar materials not appropriate for open stacks, contact the Library Dean. 

G.   Government Documents

As a member of the Federal Depository Library Program (FDLP), the Evans Library is dedicated to making information from and about the federal government available and understandable to all citizens of Brevard County. The Evans Library is a "Selective Depository" providing access to a core set of documents required by all depository libraries, in addition to selecting additional content broadly aligned with the priorities of the university. The Library houses a small collection of older documents in print format and provides an online Government Information Research Guide that is accessible to the public.

H.    Newspapers

The Library subscribes to the local newspaper in electronic format. Access to other international, national, and regional newspapers is available through a licensed electronic newspaper database.

I.     Out-of-Print and Used Materials

In view of the difficulty and expense of obtaining rare, out-of-print, and reprinted material, the Library makes every effort to obtain current publications of long-term worth, thus preventing a future need for retrospective buying. Used materials are accepted as donations if they meet selection criteria in addition to being in good condition. A used item in good condition may be purchased when a new copy is unavailable or when the price of a new copy is prohibitive.

J.    Periodicals

Evans Library uses the following criteria for evaluating periodicals:

• electronic format if available
• collection balance
• current or projected future use
• cost and availability of funds
• price-per-use (PPU)
• use/value regardless of PPU
• number of recent interlibrary loan requests for a periodical title not owned
• scholarly significance/value of a title
• scholarly fit with university disciplines
• university’s research and academic interests and direction (current and future)
• prestige value, reputation, or potential recruitment impact
• faculty publication
• embargo considerations
• consortia considerations
• contract requirements
• added value access
• historical data and trends

K.   Reserves Collection

The purpose of the Evans Library reserves collection is to provide enrolled students with access to current textbooks and instructor-requested course materials. Reserve materials may be Library- or instructor-owned items. Library items needing controlled check-out due to heavy use may also be placed on reserve. The fair use provisions of the Copyright Law (Title 17 of the U.S. Code) must be adhered to when placing items on reserve.

L.    Circulating Special Book Collections

Special book collections reflect the Florida Tech mission and cultural history. In most cases, librarians with specialized subject knowledge will set the standard for acquiring materials in these collections. Selection criteria should reflect the unique collection development needs of these “special areas” and include the consideration of donations.

Retention Criteria will be stated to potential donors:

• Duplicates and books in very poor condition will not be retained.
• Books inappropriate for an academic audience may or may not be retained.
• Books that become outdated or inaccurate will not be retained.

Some special book collections are named for individuals or organizations who have collected materials on a particular topic or genre and then generously donated their collections to the Evans Library over the years including:

• Anthony J. Catanese Collection
• David C. Webb Collection
• Edwin A. and Marion Link Collection
• Jerome P. Keuper Collection
• John E. Miller Collection
• Jordan Zarren Collection
• Nicholas C. Kraus Collection
• Phi Eta Sigma Collection
• Ruth Funk Collection
• Sasha McInnes Collection
• Trish Wimmer Collection

Other topical collections reflect collection priorities specific to the Evans Library, such as:

• Florida Tech Authors Collection
• Black Lives Matter Collection
• Botanical Collection
• Construction Management Collection
• Florida Tech History Project
• Software Testing Collection

Librarians are granted the discretion to add books to these collections when appropriate. For example, books authored by individuals with named collections may be added to their collections. Likewise, books that provide enhancement may be added to topical collections.

M.  Textbooks

Textbooks are normally not purchased. Exceptions include the following:

• Those with the reputation of “classics” in a field.
• The only or best sources of information on a particular topic.
• Requests by faculty members for supplemental reading.
• Those that support special student success projects.

N.   Theses and Dissertations

The Library collects the theses and dissertations of Florida Tech students in electronic format and archives them in the Institutional Repository. Physical copies of older theses and dissertations (prior to 2018) are retained indefinitely in the circulating book collection. Second copies of older theses and dissertations are kept in storage. Other theses and dissertations needed by patrons are obtained via one of the Library’s resource-sharing or purchase options.

Faculty and student suggestions, course syllabi, and faculty websites are considered first and foremost as selection aids because their contribution provides immediate input concerning the curricular requirements and research activities of the university.

Professional Tools that may be used for collection development include, but are not restricted to, the following:

• Amazon.com
• EBSCOhost Collections Manager
• GOBI Library Solutions
• Kirkus Reviews
• OCLC/WorldCat
• Professional journals and magazines
• Publisher/Vendor catalogs and websites
• U.S. Catalog of Government Publications

The Research Libraries Group (RLG), founded in 1975 by the New York Public Library and several major universities, developed the RLG Conspectus—a system of collecting levels designed to evaluate and describe research library collections. Although RLG ceased updates to the Conspectus in 1997 and merged with OCLC in 2006, its collecting levels remained influential. In 2015, the Library of Congress’s Collection Development Office reviewed the continued relevance of the RLG Conspectus through consultations and comparisons with other libraries. Concluding the system's value, the Library decided to retain these collecting levels in its updated Collection Policy Statements:

1. Out-of-Scope: The Library does not collect in this area.
2. Minimal Level: A subject area in which few selections are made beyond very basic works. For foreign law collections, this includes statutes and codes.
3. Basic Information Level: A collection of up-to-date general materials that serve to introduce and define a subject and to indicate the varieties of information available elsewhere. It may include dictionaries, encyclopedias, selected editions of important works, historical surveys, bibliographies, handbooks, a few major periodicals, in the minimum number that will serve the purpose. A basic information collection is not sufficiently intensive to support any courses of independent study in the subject area involved. For law collections, this includes selected monographs and loose-leaf titles in American law and case reports and digests in foreign law.
4. Instructional Support Level: A collection that in a university is adequate to support undergraduate and most graduate instruction, or sustained independent study; that is, adequate to maintain knowledge of a subject required for limited or generalized purposes, of less than research intensity. It includes a wide range of basic monographs, complete collections of works of more important writers, selections from the works of secondary writers, a selection of representative journals, and reference tools and fundamental bibliographical apparatus pertaining to the subject. In American law collections, this includes comprehensive trade publications and loose-leaf materials, and for foreign law, periodicals and monographs.
5. Research Level: A collection that includes the major published source materials required for dissertations and independent research, including materials containing research reporting, new findings, scientific experimental results, and other information useful to researchers. It is intended to include all important reference works and a wide selection of specialized monographs, as well as a very extensive collection of journals and major indexing and abstracting services in the field. Older material is retained for historical research. Government documents are included in American and foreign law collections.
6. Comprehensive Level: A collection which, so far as is reasonably possible, includes all significant works of recorded knowledge (publications, manuscripts, and other forms), in all applicable languages, for a necessarily defined and limited field. This level of collecting intensity is one that maintains a " special collection." The aim, if not achievement, is exhaustiveness. Older material is retained for historical research. In law collections, this includes manuscripts, dissertations, and material on non-legal aspects.

A.   Location of Materials

Information resources purchased with Library funds or gifts to the Library become part of the Library collection. The Collection Development and Analysis Librarian coordinates the location of these materials with input from other librarians and integrates them into the collection. Items that must be housed outside of the Library will not be considered. The distribution of electronic information must be in compliance with licensing agreements.

B.   Evaluation

Continual review of Library materials is necessary to maintain the high-quality Library collection required to meet the Library’s mission. Ongoing evaluation will be done to determine whether the collection is meeting its objectives, how well it is serving its users, in which ways it is deficient, and what remains to be done to develop the collection. This process requires the same attention to quality and authority as the original selection of materials. Areas of the collection that do not contain sufficient resources to support student and faculty curricular and research activities are identified. The Library then purchases the materials necessary to bring the collection up to the required intensity.

C.   Deselection

Deselection is an important factor in maintaining the collection’s integrity.  Faculty librarians involved in collection development are always alert to materials that should be withdrawn from the collections. Primary criteria for deselection are:

• superseded editions with no historical or bibliographic utility.
• duplicate copies when usage is low.
• outdated items when newer items cover the same content.
• items in such poor condition that repair is not an option.
• materials with no value to current instruction and research.

The Library will permanently retain items considered outdated but historic in nature. These can be identified by faculty and should be marked with a note in the catalog records or a stamp on the items themselves. A title may also be retained if it is included in a standard list or bibliography such as Resources for College Libraries.

D.   Preservation and Restoration

The Library recognizes its responsibility to maintain the collection in good condition and to ensure its availability. Items needing small repairs are restored quickly to prevent the continuation of damage. Rare or expensive material is housed in access-controlled special collection rooms. Digitization projects are ongoing. A Disaster Preparedness Plan has been implemented.

E.   Replacement

The Library will seek to replace items that are missing or damaged if they meet all of these criteria:

• Are not duplicated either in print or electronic format.
• Meet the general Library collection policy criteria.
• Are used frequently.