Purpose

The Collection Development Policy is a planning and management tool. It gives focus and direction to the selection and maintenance practices of The University of Queensland Library (henceforth called the Library). The Fryer Library and UQ eSpace have separate collection development policies and are not covered here.

Principles

  1. Selected resources will support the teaching, learning and research needs of the University.
  2. An appropriate balance between teaching and learning requirements and research needs will be maintained.
  3. The Library has an e-preferred collection development policy. It acquires resources in electronic format, where possible.
  4. The Library's expenditure on its collections will be no less than 45% of the Library's recurrent budget.
  5. Where possible, the Library will supplement expenditure on its collections with funds provided from research infrastructure, bequests and endowments, as well as other income.
  6. A balance will be maintained between subscriptions and monographs.
  7. Consultation with the University's research and teaching community will determine the levels of collecting for each disciplinary area, primarily in relation to need.
  8. In general, resources purchased or otherwise obtained by the Library will be housed in the Library's collections. Exceptions include electronic resources only available via suppliers' servers, datasets, standards, inter library loans and document delivery.
  9. Wherever possible, the Library will avoid unnecessary duplication of resources.
  10. The Library's collections will be supplemented by providing University students and staff with access to inter-library loan and document delivery services for academic purposes.
  11. Given the finite space for physical collections in its on-site libraries, the Library will move lesser-used material to its warehouse. This material will be available on demand.
  12. The level of collecting and the effectiveness of the collections will be regularly assessed using a variety of mechanisms.
  13. Materials deemed to fall outside criteria outlined in the Retention/ Disposal/ Warehousing Guidelines will be withdrawn from the collection, and will be offered to Alumni Friends of The University of Queensland Inc. for their biennial book fair.

Library Collections Budget

Management

The Library Collections Budget is developed early each year by the Library, and operates from January to December. It is managed by the Information Systems and Resources Service.

Core allocations are made for:

  • Electronic and print subscriptions
  • One-off electronic and print purchases (e.g. books, multimedia)
  • Document requesting (for material not held by the Library).

Approximately 80% of the Library’s acquisitions are published overseas, resulting in significant exposure to fluctuations in the currency market, particularly the US Dollar, the Euro and the British Pound. The Library engages a number of strategies to minimise financial risk exposure. 

Housing

University policy limits the building of collections housed in Schools and Centres: Allocations from Library funds are to be used solely for the purchase of material through the Library and to be housed in the University Library. (From the UQ Policy and Procedure Library, Section 7.7 of Contract Delegations in PPL Policy 1.10.03a).

Acquiring Material

Placing Requests

Academics may contact their Liaison Librarian or place their requests via the Library's request a purchase form.

E-Preferred Policy

The Library has an e-preferred collection development policy. It acquires resources in electronic format, where possible.

The policy recognises advantages gained through digital formats, which may include:

  • 24/7 access
  • remote access
  • simultaneous multi-user access
  • download to portable devices
  • citation export management
  • enhanced searchability
  • multimedia
  • online note keeping
  • accessibility enhancements for screen impaired clients
  • fast acquisition and availability response times
  • no wear and tear
  • minimised incidence of content loss (pages, whole book).

The ebook marketplace is rapidly evolving. It is around 10 years behind electronic journals. The Library acknowledges that some subject areas publish predominantly in print and that not all subject areas are suited to electronic formats. Also, not all clients find digital versions appropriate at all times.

As such, clients may still request the purchase of materials in print.  Librarians will consult with clients about print requests.

Selection

Selection is a cooperative activity between clients and library staff. It is undertaken in conjunction with the Principles (above, on this page) for collection development.

Reading Lists

The Library takes an active role in assisting course coordinators to compile reading lists.

Textbooks

In support of teaching and learning, priority goes to the purchase of textbooks and other resources on course reading lists. While students are expected to purchase textbooks, the reality is that many do not. The Library therefore acts as a "safety valve" by purchasing limited numbers of all textbooks.

Required Resources

UQ's Policies and Procedures Library (PPL) procedure 3.10.03 - The Course Profile - states:

4.3.1 Required Resources

A list of required texts, readings, online and electronic resources using the appropriate referencing style for the discipline. Details of resources that will be available in the UQ Bookshop and Library must be made available no later than 8 weeks prior to the commencement of the course.

Multiple copies of Required textbooks are acquired by the Library in relation to expected demand. The following algorithm is used:

1 copy per 100 students (rounded up), with a minimum of 2 copies and a maximum of 15 copies across all campuses

Where eBooks are held, the Library will purchase fewer or no print copies dependent on the model available, access conditions and suitability for the subject area.

For titles with considerable demonstrated demand for copies in more than one branch library, the Library may consider acquiring copies above the algorithm.

Copies of most Required textbooks are located in the High Use collection of the appropriate branch library, dependent on eBook/book availability and anticipated demand.

Recommended Resources

UQ's Policies and Procedures Library (PPL) procedure 3.10.03 - The Course Profile - states:

4.3.2 Recommended Resources

A list of recommended texts, readings, online and electronic resources using the appropriate referencing style for the discipline. Details of resources that will be available in the UQ Bookshop and Library must be made available no later than 8 weeks prior to the commencement of the course.

The Library will acquire 1 copy of Recommended titles across all campuses. 

Where eBooks are held, the Library will purchase fewer or no print copies dependent on the model available, access conditions and suitability for the subject area.

For titles with considerable demonstrated demand for copies in more than one branch library, the Library may consider acquiring copies above the algorithm.

PPL procedure 1.50.08 states the lecturer must ensure that a textbook, written by a staff member, be approved by the Head of School or Director of Centre as required reading in a course.

Journal articles, book chapters, coursepacks and learning guides

The Library makes available copies of journal articles and chapters of textbooks cited on reading lists. The following guidelines apply:

  • preference will be given to linking to existing licensed information resources rather than making a new electronic copy and storing locally
  • all copying must comply with the educational copying provisions of the Australian Copyright Act and University policy PPL policy: 6.40.09

If a coursepack (i.e. book of readings) or learning guide is sold by the University or an agency of the University, such as The Co-op Bookshop, PPL procedure 30.40.02 requires that multiple copies must be deposited and made freely available from either the Library or the school/ centre/ faculty office. The latest edition only of such resources is retained by the Library.

Past examination papers

The Library makes end of semester examination papers electronically available upon selective release by the University’s Examinations Section.

Online Resources

Licences

The Library negotiates licensing agreements with data owners or providers. All agreements must be approved by the Associate Director, Information Resources, and be signed by the University Librarian on behalf of the University. Site licences are preferred.

Access

The Library will maximise access to electronic resources by:

  • preferencing IP address validation whenever possible. Password access is accepted when this can be masked by authentication processes and IP validation is not available.
  • negotiating licence and access conditions that permit all registered staff and students access to the data in a timely manner and in a location of their choice (e.g. in school offices, at home, while in other than their regular campus or place of study)
  • ensuring the discoverability of its electronic resources via its web-scale discovery tool (Primo) and by updating the links as required.

Archival access

The Library will purchase (rather than subscribe to) archival access to electronic resources, so that continuing access can be guaranteed.

Books

In general, if a title is available in both print and electronic format, the Library will purchase the online version. The Library preferences the following types of ebooks:

  • web-based
  • those covered by a site licence
  • purchased rather than leased.

There are exceptions to this policy. Print will be purchased for locations where access to the Internet is problematic, or where print is preferred by the requesting academic.

The Library supports Demand Driven Acquisitions (DDA) for ebooks.

Journals

The Library's policy gives preference to online access to journals over print format.

Where possible, electronic journals are obtained under a site licence to allow access regardless of the user's location. In general, print titles are not duplicated across campuses unless justified by demand.

Approval of new journals largely follows the application of the Principles (above, on this page), and is constrained by the availability of funds.

Cancellation of print subscriptions is actively pursued. Print back runs of titles will be replaced by electronic format when ownership of the electronic version or perpetual access can be guaranteed, and when the latter does not omit desired text or images found in the printed format.

Open access e-journals

The Library is committed to the principles of open access as outlined in the IFLA Statement on Open Access to Scholarly Literature and Research Documentation.

The Library supports the gold open access model, where publishers provide unrestricted access to an online journal and the content is published under a Creative Commons (CC-BY or CC-BY-NC) license. Open access e-journals that fall within the scope of this Collection Development Policy are accessible through UQ Library Search. Additional access points for open access e-journals are provided via UQ eSpace (the University’s institutional repository) and UQ Library (subject) Guides.

The Library provides support for University of Queensland authors wishing to publish as open access in Royal Society for Chemistry Journals through membership of the Gold for Gold Program.

The Library also supports the green open access model, where authors deposit open access versions of their research articles in open access repositories. This makes University publications freely available (where possible) via UQ eSpace.

Open access eBooks

The Library is a supporter member of the HathiTrust, Knowledge Unlatched, and Open Book Publishers.

Aggregated databases

The Library licenses access to selected databases of aggregated electronic resources such as abstracting and indexing services (A&Is), full text journals, books and other resources. If there is evidence that clients are instead retrieving this data via web-scale discovery tools such as UQ Library Search and Google Scholar, A&Is are cancelled.

Datasets

Datasets supporting University requirements such as numerical, statistical and geospatial resources, as well as standards and patents are collected.

Multimedia

The Library collects and provides access to a wide-range of multimedia, for teaching and research purposes. The general principles of selection also apply to multimedia. The availability of suitable equipment, both within branch libraries and by the Library's clients, is an important consideration. Commercially produced items cannot be streamed without a streaming licence. Where specific licensing conditions apply (e.g. for training DVDs), items are considered on an individual basis due to costs and licensing conditions.

Television Programs

Television programs are regularly recorded off-air by the Library and requests can be made for programs supporting researching and teaching to be added to the Library collection.

Access is restricted to UQ students and staff.

Purchase of Library Material Directly by Academic Staff

While not common, there are times when academic staff purchase items for the Library collection that may otherwise be difficult to acquire through normal ordering processes. This occurs at conferences, or with visits to countries where there are difficulties in purchasing materials.

The guidelines:

  • wherever possible, prior consultation should take place with the relevant subject Librarian
  • one-off purchases of books, and conference reports, may be accepted
  • subscriptions are excluded
  • due to the complexity of format compatibility, the purchase of multimedia material must first be discussed with Library staff
  • where specific licensing conditions apply (e.g. for training DVDs), items are considered on an individual basis due to costs and licensing conditions
  • the material must fit within the guidelines specified in the Library's Collection Development Policy
  • the material must be in excellent physical condition
  • proof of payment must be retained (e.g. credit card slip, cash register docket etc.)
  • the item must be forwarded to the Library along with a request for purchase submission and proof of payment
  • reimbursement is in Australian Dollars. If the original purchase has been in overseas currency, it will be converted to Australian Dollars at the rate active on the day of reimbursement.

Material Received on Deposit

UQ eSpace

The Library manages The University of Queensland's digital institutional repository, UQ eSpace. It is the single authoritative source for the research outputs of the staff and students of the University.

University of Queensland Theses

Electronic copies of University of Queensland higher degree theses for research Masters and Ph.D. degrees are lodged with UQ eSpace. See section 4.18 of the General Award Rules for details.

Gifts and Exchanges

Gifts are selected for inclusion in the collection in accordance with the guidelines established in the Principles (above, on this page) for collection development.

In general, a gift is not accepted if the donor wishes to place any limitations on its use or disposal. Gifts are accepted on the understanding that items which are not selected for inclusion in the collections, are offered to other libraries, Alumni Friends of The University of Queensland Inc., or discarded, as appropriate.

Document Delivery

The inter-library loan and document delivery service is designed to supplement the Library's own collections, particularly to support the research activity of the University.

For more details, see the request document delivery page.

Out of Print Books

It is permissible under the educational copying provisions of the Copyright Act to make one or more copies of whole books that are out of print, provided that the book is commercially unavailable. Access is restricted to UQ staff and students.

Intellectual Freedom and Censorship Policy

The Library purchases materials representing a wide variety of viewpoints. On occasion, some materials may be considered controversial. The acquisition of, or access to, such material does not imply approval or endorsement of the content by the Library.

The Library does not add or withdraw, at the request of any individual or group, material chosen or excluded on the basis of its stated selection criteria. No information resources will be censored or removed because of disapproval of the author's political, social, moral or other opinions.

Library collection development policies are guided by the ALIA Statement on Free Access to Information, and recommendations by the International Federation of Library Associations and Institutions (IFLA).

Deselection

Retention, Disposal and Warehousing

A challenge for the Library is to contain or even reduce the need for additional shelving and storage space. This is whilst retaining collecting levels that are appropriate for the support of high-quality teaching and research.

The Library has been managing this transition by purchasing electronic rather than physical formats wherever possible, a move which also reflects the preferred form of delivery for many patrons.

UQ Library policy is to retain materials, unless there are established guidelines for disposal. Lesser used materials may be better housed in the Library's warehouse. Decision-making guidelines are provided by three documents, covering:

The Library works with Alumni Friends of The University of Queensland Inc. to offer excess materials to a wider audience.

Replacement

An item is considered for replacement if:

  • it has been declared unavailable, and is in demand. The unavailability may be for a number of reasons, including missing, or failure to be returned by a borrower
  • it is damaged beyond repair, and is in demand
  • it is missing, and cannot be located quickly.

If the title is no longer in print, a substitute title may be considered.