Moriah Miller
LS 530
Phase 7
Developing a college library collection can take time, especially if the college is private or small because of the physical space of the library. A small college library collection is unusual in that larger libraries can supply a lot of material whereas the smaller library must be more selective (Budd 1998, 233). It is classified as a small collection because of the number of volumes that are within the library such as Lebanon Valley College which are about 200, 000 volumes (2003, website) as compared to larger institutions such as Penn State University which are about 3, 000, 000 volumes (2000, website). The small college library collection has to meet the standards and budget established by the college. Librarians therefore have a difficult time in organizing such a collection. They have to be careful to order books and provide services that meet the needs of the college’s curriculum. In addition, most small colleges have a limited amount of space and a small staff. These are all issues that a small college library faces in terms of developing the collection.
Methodology
This paper will be based on a systematic review of pertinent published and unpublished print and electronic bibliographies, peer-reviewed articles, monographs, analytics, and reports. It will build on Budd (1998, 217-245) by reviewing material in English published from 1997 to present. Searches were conducted within these limits using Library Literature & Information Science (for published material), the Educational Resources Information Center (ERIC) Resources in Education (RIE) file (primarily for unpublished material), and WorldCat (for monographs and electronic resources). A search of Library Literature & Information Science using the controlled vocabulary “Collection Development—College and university libraries” retrieved 151 items, 23 of which were relevant. Two additional searches were used under “Small libraries--Collection development” which retrieved 17 items, 6 of which were relevant, and “Collection development—Evaluation” which retrieved 187, 27 of which were relevant. A Boolean search of ERIC/RIE using the ERIC descriptors “Academic Libraries” and “Library Collection Development” retrieved 47, 9 which of which were relevant. A search of WorldCat using the Library of Congress Subject Headings “Academic libraries—Collection development” retrieved 39 items, 10 of which were relevant. From a total of 62 relevant items, 28 where chosen for the use in this paper. There are also 2 websites included that help show statistical information.
Academic Community
A small college library collection is based on the volume count of books within that specific library as specified before Lebanon Valley College volume count is about 200,000 volumes (2003, website). As long as there have been printed materials, there have been libraries that collect these materials (Budd 1998, 218). Collections are also known as a form of communication where information is delivered through reading, listening, or other ways of communication (217). In a small college library setting, book selection has to be considered, as there are fewer majors on campuses. For collection development, there should be some kind of selection process that is based on a budget; because a library collection can be small therefore the library should share materials with other colleges through interlibrary loan (220). The collection should always be evaluated to make sure it is good for that type of institution (238). Most importantly the academic library should be accessible because faculty and students need to use it (239).
The types of small college library are the community college library, small college library, and small private college library. At the community college, the role of the library is to provide current collections to apply to the curriculum and research. Most community colleges buy books in the area of psychology, philosophy, religion, sciences, history, business, music, arts, education, and literature. The community college library has small collections so they share online catalogs as collections can be limited (Perrault and others 2002, 241). Collection development can be hard, as budgets tend to be tight; some do not even receive funding or know how to properly allow for a book budget (244). The collection must be weeded because old items tend to sit in the shelves of an old library instead of getting items to help the collection grow. Inventory also does have to be done, smaller libraries do not think this has to be done since the collection is small but it is important to do to help the collection in knowing what to weed and what needs to be bought (247). A small library might experience dealing more with interlibrary loan as it has fewer books, so the library must have the knowledge on how to do those services (248).
To the small or private college the collection is based on the selection to which the institution follows as per their selection process. All collections should have a balance of books, journals, and conservation of items along with being able to acquire the materials online. Staff should be involved in this process of managing the collection with the librarians to help build the collection to fit students’ needs. This means that librarians need to have a budget so they are able to know how much can be spent. It is most important for academic libraries to have a selection policy that helps the librarians select books and weed out ones that are not needed anymore (Jenkins and Morley 1999, 7-8). Collaboration and resource sharing is done as not all academic libraries can have all the materials students need; therefore setting up a service in which other libraries collaborate in an interlibrary loan system. Most importantly a collection must be evaluated and assessed to help build better collections (11). Overall the academic library should be organized in some way through methods of some type of structure (Stueart and Moran 2002, 123) and trained staff to allow change to happen within the academic library as to help with the collection of the library (195).
Building the Collection
It can be difficult to build a collection, as space might not be available within the library, therefore the core collection size needs to be determined. The collection when built should be based on that specific institution’s curriculum so that it provides adequate resources. The library needs to determine other things when building the collection so that students are able to acquire the resources they need from the library (Jenkins and Morley 1999, 162). Most small libraries order books from the Yankee Book Peddler (Kairis 2003, 173). Collection development policy standards on how to build the collection must be in place as a way to help the academic library show who they serve and what material the library should get (Taylor 1999, 149). In collection development, standards should be used to determine what to collect as to maintain the collection. This can be done by finding out which vendors permit standing orders for materials and provide document delivery service for electronic material (151). The most important thing in building a collection is to keep it current (152). Building a collection does cost money, so the academic library needs to know how to budget for collection needs. In smaller colleges, the hope is that others will give donations to help the library grow, but sometimes these donations are small (Speer and Pracht 2003, 10). A collection development committee is wise to have as they can review how to use the money the library has for collection development (11). The budget can affect faculty relations, as the librarians might not be able to afford to get all the books faculty want. When academic libraries receive donations or extra money, they should put a big part of it to collection development to meet the needs of the academic community (12).
Budget is a big factor in building the collection, but must be used carefully. Most budget money should go towards building the collection and the staff that runs the collection. A good way to determine the money that will be needed is to determine how much has to go to particular subjects within the collection (Alabaster 2002, 77). Budget includes budget requests (which means to plan the budget), budget allocation (which means how much funding will go towards what within the library), and budget monitoring (which is the review of the costs of the materials) - (Munroe and others 2001, 10-11). Most academic libraries money needs to go into serials and electronic access of the material (Budd 1998, 220-221). Serials may have to be cancelled because costs are too high, so the academic libraries need to keep the campus informed of these cancellations (226). From this it can be seen that small academic libraries must realize that it will not be able to have everything, therefore it will have to provide items online through electronic databases, usually at a cost. The academic library needs to be aware of which databases have the information that will fit their students’ needs; the way the library can do this is to ask each specific vendor questions on their particular product (Brooks 2001, 318). The academic library also needs to determine how many databases it will use, as it can be costly to subscribe to them (317). With this the academic library needs to supply a way for students to get the books through a collaboration system, a system that shares its books with other libraries through interlibrary loan (319). A good way to find out whether the collection is working for the students is to survey students and faculty (Weaver 1999, 202).
Selection
Selection
for books did not even happen until the 19th century,
as collections were very small; but as more and more people wanted to get an
education collections had to grow (Lerner 2002, 154). With selection there are
many steps such as identifying collection needs, determining how much money is
available, developing a plan for these materials, and searching for these
materials. These materials then need to be assessed before ordering items to
make sure there is not a copy or the item does not pertain to what is needed
(Evans and Zarnosky 2000, 91). The most important thing in selecting an
academic collection is that the faculty should be involved as they can help the
librarians get materials that students will be looking for (Jenkins and Morley
1999, 18). The library should support teaching and research while offering
quality assessment of the different subjects offered to get the best selection
of materials according to the student population and diversity (139). The
academic library can learn how to better support the faculty and students by
having faculty and student feedback from surveys of the library (140).
Libraries should base their selection process from material written about collection development. Also it should collaborate with other academic libraries on collection development. Selection does not only include materials but it determines what should be in that databases compared to the shelves, as most small colleges do not have the funds to getting all the new material people want (Nisonger 1999, 69). Selection is based on goals and objectives with a budget in mind (Alabaster 2002, 44). Committees should be set up to help the selection process that would include librarians, faculty, and students in the academic setting (45). A patron should be able to find books available on the subject they are looking for; this means that the collection must be evaluated as collections can get old and new material is needed (49). The purpose of selecting is to meet the needs of that library. This can be done by selection aids such as subject lists and reviews that assist with making choices with the material (53). Book reviews or lists show what the book is about and how it is rated (55). The library can also make a checklist to see if the material is what the library wants (64). The librarians can get the books they want from vendors through advertisements or publishers’ catalogs (62). For small libraries Yankee Book Publisher is popular to order from (Kairis 2003, 173). Librarians can also select material through the Internet, as some libraries provide collection development websites (Rabine and Brown 2000, 44).
Policies
When building collection, a collection development policy must be properly prepared that shows how the library will develop the collection (Evans and Zarnosky 2000, 69). It is important to have a decision process of selection so it can be available to the users of the academic library (Budd 1998, 220). “A well-managed library has a clear, written policy that informs the development of the collection (Munroe and others 2001, 3).” This policy should have a selection process with guides that will help develop the collection (Alabaster 2002, 25). There should be two types of policy statements for the library, one written for the public and one written for the staff. From the policy statement the mission statement of the library can be written. The statement should indicate how librarians are to select and buy books while involving others, such as faculty and students (28). The collection should have a balance of materials so that material is not lacking in one place or another. This can be done with the collaboration of the users of the academic library. It should not only include selection policies but deselecting policies along with collaboration with other libraries (Jenkins and Morley 1999, 7). It should have a strategic plan and budget plan to map out what a library will do through collaboration. The budget can be a problem to smaller college libraries, so allocating funds is important and should be based upon faculty needs, material costs, subject areas, and the number of students majoring in that subject area (German and Schmidt 2001, 422). It should not be allotted to one person, because personal judgment can be bad therefore others should be involved in the policy of the library. The most successful method of collection development in an academic library is collaboration with the faculty (429). With this collaboration a collection management committee can be formed to evaluate data so to have more effective collection management (426).
When
making choices for the policy price, patterns of use, and effects of use, the
collection must be assessed so the collection can be maintained. These choices
also will affect deselecting of materials as well (Chrzastowski 1998, 455-456).
Policies change by doing a shelf list count, a statistical list, of the
collection within the academic library. This shelf list count shows the subjects
need more materials (Grover 1999, 59). The academic library can also do ranking
systems to compare to other colleges to see how much material they have (63).
Policies, however, depend on the audience the library is servicing to. In a
small college library it is mainly faculty and students that the academic
library must supply the proper subjects to which the faculty and students need
(Perrault and others 1999, 323). In a small library reference and electronic
services are more stressed so the policy has to fit those needs (318).
Developing a Small College Library Collection
Organizational Systems
Within the academic library, including the small college library, there has to be some organization structure in collection development in which each librarian has some kind of responsibility. There are different models to follow, but there is no right one as it depends on the type of institution. In the functional model the staff is broken into teams that are specified by their different units, meaning the subject area such as preservation, circulation, and so on (Munroe and others 2001, 15). In the geographic model staff have different responsibilities meaning they could each have a couple different types of subject areas, but work on a fraction of each of them (16). The Hybrid Models combines both the functional and geographic model (17). Organization charts can be used to help to show were responsibility lies. Libraries tend to use the hierarchical structure because libraries tend to be bureaucracies and like to have levels (Stueart and Moran 1998, 136). These structures include committees, task forces, the matrix organizational structure, quality circles, and self-managing teams (184). When organizing the collection, cataloging and processing need to be paid attention to as there will be acquisition notes and holdings (Alabaster 2002, 97-98). Attention must be paid to the diversity and equality of titles because they will help make the subject grow or not grow (102-106).
Staffing
In an academic setting it is the professional librarian or subject specialist that should be doing collection development; in other words, a person who has a Masters of Library Science (M.L.S.) degree. Non-professional staff might help out with the process. Staffing has become an issue with technology. The staff has to learn the new systems in order to continue working in the academic library setting. This can be difficult as older academic librarians might not be able to learn the new system. It can also be difficult to hire enough staff due budget considerations, so student workers may be used to help with the collection development. The staff structure should have different approaches such as the team, functional, or subject specialization approach that would regularly be assessed (Jenkins and Morley 1999. 27). Within this there are many staff structures such as the team approach meaning splitting up work according to teams (32). The functional approach meaning putting the work in stages and placing the staff into the skills they specialize in. The subject specialization means that each staff member gets put into the subject they know about (33).
Another
method in getting collection development librarians is to train the librarian
in collection management where they would learn collection development,
collections budget, acquisitions and cataloging, approval plans, serials,
preservation, collaboration with others, public services of collection
development, and developing a subject expertise Also the person would receive a
manual on how to do collection management. The people who would do the training
and develop the manual would be collection coordinators or a task force made up
of all different types of collection managers (Forte and others 2002, 300-301).
Relations with Faculty
It is important to have good relationships with faculty for collection development; being that the faculty are the ones to suggest the certain subjects so the library can be effective to the students (Weaver 1999, 202). Faculty and students play a major role in the academic library, as they ask for the specific items; hence librarians should listen and collaborate because of this role (Budd 1998, 235). Faculty and librarians need to collaborate together to do book ordering as to get the materials the faculty want in order to have effective service. This means that faculty and librarians should meet as a collection development committee and review books every two weeks before it is ordered as to make sure it is the subject area needed. With technology, librarians need to know which database services faculty need as well (Neville and others 1998, 525). The library should devote their materials budget to meeting faculty needs, since this will in turn help meet student needs (531).
Issues and Solutions
The small college library can have problems due to the small size of its collection. A collection should be at the standard of satisfaction to the institution, meaning what materials the library should supply according to what is offered at that institution (Perrault and others 1999, 328). The main issue with collection development is money, so the academic library can only do so much with what it is given (Budd 1998, 233). The collection must also be preserved, but the new challenge to collection development will be electronic resources (Evans and Zarnosky 2000, 488). Collection managers’ can make a checklist of the advantages and disadvantages of certain material and look at how the material compares to another collection developers checklist as to improve the collection (Dennison 2000, 24). It is impossible for the collection manager to know the whole collection and be in contact with all academic departments (Budd 1998, 230). For collection development it is therefore important for the library to set goals and have an approval plan. This approval plan will insure that there will be materials in some of the subject areas (238).
The Future of Developing a Small College Library Collection
Technology
“Technology is coloring the future of libraries and information center (Evans and Zarnosky 2000, 573).” It has changed the role of librarians and how librarians maintain the collection. It will change the role of print, copyrighted material will decline, digitize preservation, make resource sharing grow, and affect the future of collection development (573). Technology has changed collection development through the fact that all material now is switched over to electronic resources. The switch over has now made documents more available through the Internet and electronic databases instead of through print (Webb 2001, 461). With the invention of the Internet as it is today there has been an explosion of good and bad content. Sources can be firm or flaky, usability can be difficult, reliability can be fast but is not always there, and credibility can be bad at times (463). The Internet has created dramatic changes in the way information is developed, especially in the way of collection development as it has affected everyone involved socially. Data shows that collection development influences people involved through four areas. These four areas are operating structures, campus politics, personnel deployment, and aspirations of prestige (Lee 2003, 30). What needs to be done is for the information to be more pertinent across formats, media, and types of institutions (31). The Internet has sped the way to find documents faster and easier while reducing the pressure to buy books (Gorman and Miller 1997, 30-31). On the other hand, not all the information on the Internet is scholarly, so students have to be taught how to use Internet sources and electronic databases sources that are more scholarly (32).
The issues with documents being on the Internet and database are they are not effective research tools. A way to get the right scholarly resources is to ask vendors questions to determine if their product is scholarly, up to date, and appropriate in terms of costs and intended audience (Brooks 2001, 318). The major concern with technology is the preservation of these electronic materials (Gorman and Miller 1997, 173). In the future it is likely that more and more materials will go online (Jenkins and Morley 1999, 282).
Other changes
Libraries are going to be in constant change, especially with the technology always growing (Jenkins and Morley 1999, 257). Many academic libraries have set up Web pages to help them communicate with other libraries on what materials are being selected and to provide an overall idea of what they are doing (Rabine and Brown 2000, 48). User demands for full text documents will increase costs for academic libraries (Persons 1998, 59). Electronic journals will take over on databases such as OCLC (Cooley and Nilges 1998, 98). Management strategies will have to be put in effect for the selection of journals and other materials on the electronic databases and Internet (Johns 2001, 1). Academic libraries will have to become more integrated with other library systems in order to facilitate resource sharing (Gorman and Miller 1997, 4). Collection policies now have to include technology such as electronic resources (103). Document supply to patrons in the future might come at a cost and the library will have to be able to budget for needed technology (161-162). Collection managers’ might need additional coursework or a subject masters degree in addition to the M.L.S. (199). The most important thing with all these changes is to communicate with faculty and students along with keeping up with the changes (260-261). The library collection should be usable by everyone who accesses the library, even the small library (Budd 1998, 239).
Conclusion
Developing a small library collection is difficult as the collection is small. As noted above, a small college library collection is based on the volume count of books within that specific library. Most of the time, small college libraries will cover the same subjects as major university libraries, but with fewer books. The difference between a small college library and a larger one is that the budget might be tighter and space more limited, making acquisition of new items slow going. Either way, the small college library must provide a balance of items just as would a larger college and supply materials that are needed within each subject area that is offered at the academic institution. As said before, building the collection can be difficult with space being small and budgets being low. The hope is that funds will come in, especially in the way of donations, grants, or endowments. Policies need to be set regarding what materials the library should get with budget costs in mind. Budget is a big factor and needs to be determined. Most money should go to meeting faculty and student needs, because they are who the academic library serves. The specific materials that is needed is called selection, a process that should involve, faculty and students. This can be done by allowing them on a selection committee and administering surveys. For materials the library cannot supply, interlibrary loan with other academic libraries should be available. Policies need to be established to provide guidelines for developing the collections and should state how to select, deselect, and provide the subjects that are needed.
Today, even the small library has some type of organizational structure that shows where collection developers’ stand, often with the aid of organization charts. Libraries use a hierarchical structure mainly within its organization structure. These structures show how collection development and other functions are put within the organization system. Selectors are usually professional librarians with a M.L.S. and experience in collection development that may include subject expertise. Staff under the selector does not necessarily need a M.L.S. and, due to budget restraints, may be limited to volunteers or student workers. Staff can also become selectors’ by taking classes in development. Good relations with faculty are important, as they are the ones selecting the books for the academic library collection. Issues with collection development in small libraries include an insufficient number of items a small budget. The most effective way to solve these problems is to maintain good relations with faculty and to focus the budget on the collection. It is also a good idea to insure that the selectors are doing their job to keep the collection consistent with library policy and students needs.
Technology will definitely affect the way a small college library collection will develop as more and more material is now on the Internet and in electronic databases. The major problem is teaching students to know what is scholarly and to direct them to good databases, because Internet resources are usually not scholarly. To select quality databases for the academic library one must evaluate the services offered by different vendors. The plus side to technology is that faculty can now communicate and share their research faster. Other changes are that academic libraries have created Web page to facilitate offsite access to electronic resources. Academic libraries will have to collaborate more with other institutions, and budget for the costs of resource sharing. Even with all these changes, the most important thing that a small college library will have to do is keep up with them all and communicate with other institutions on how they are adapting to the change so the collection will remain usable to the students and faculty.
Overall these things should all factor into developing a small college library collection such as what the academic community is, building the collection, selecting the materials, and creating the policies. When observing the small college library collections today it can be seen that it needs some kind of system of organization, staffing, and relations with faculty and others. As any collection is will have issues, but there must be a solution to the issue in order to keep the collection in use. When looking at the future we see technology and other changes taking place that will affect collection development in small college libraries. Thus, while developing small college library collections is challenging, it must be done to meet the needs of the institution’s community of users.
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