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Collection Development General Guidelines

Introduction

The Library of the Oregon Institute of Technology supports the instructional programs of the college. To provide this support, the library collects or maintains defined access* to materials and information in multiple formats. The collection development policy articulates the principles and guidelines, which govern the development of the library's on-site collections, as well as its access to information resources that are not site-specific. This document indicates a course of action that enables the Library to respond to the changing information needs and priorities of the college community, as well as the changing environment of information delivery. It is understood that as the programs and the information needs and priorities of the College change, this policy will change to meet those needs.

*Defined access refers to cataloged online resources with menu options on the Library's web interface which link the user to owned or remotely accessed electronic resources selected by the Library with the needs of its community in mind.

Purpose

The purpose of the collection development policy is:

  • To clarify the process by which materials are selected, acquired or accessed, maintained, and withdrawn and thus to facilitate the consistency of that process.
  • To describe the current collection and provide a base from which to plan future development.
  • To communicate the library's goals to the administration, faculty, students, staff, and other interested persons.
  • To inform budget decision-making.
  • To facilitate cooperative collection development with other libraries.

The Collection Development Policy supports the mission and goals of the Oregon Institute of Technology.

Library Community

As an institution of higher learning, the University's primary purpose is to educate those persons who attend the College. The Library's first priority is to serve the students, faculty, and staff of Oregon Institute of Technology. With the development of the Oregon Tech Wilsonville campuses and distance learning opportunities, the Library's community has grown to include students off-site, as well.

All students enrolled in the Oregon University System are allowed direct access to the Oregon Tech Library. Borrowing privileges are also extended to residents of the community who purchase library cards. Area high school students may receive borrowing privileges at no charge. Materials are not purchased specifically for this clientele.

The Libraries

The libraries collect monographs, serials, government publications and maps in print, electronic and microform format, as well as audio and video resources. Electronic journals and licensed subscription databases (indices and full-text) comprise a large part of the library collection. These resources have become central to the collection as we make every effort to support learning wherever it occurs.

The collections are housed in a variety of locations including the Shaw Historical Library, the Portland East and West campus libraries and the main campus library.

Located on the second floor of the Learning Resources Center (LRC), the Shaw Historical Library is a special collection specializing in Western Americana as well as the cultural and natural history of the West, the Pacific Northwest and the Land of the Lakes, southern Oregon, northeastern California and Northwestern Nevada. The majority of the Library's collections are monographs, manuscript collections and image collections. The Library has its own collection development policy. The readings rooms and archive space which house the collections occupy approximately 1100 square feet. The work activities of the half-time librarian, other workers and volunteers occur in the reading rooms and archives spaces. The Shaw Historical Library is funded through an endowment and additional funds.

The East Portland campus library has 45 square feet dedicated to print collections with a focus on Manufacturing, Mechanical and Electronics Engineering, as well as Management, Renewable Energy Systems and Reference. 80% of the collection space at the East Campus library is being utilized.

The library facility at the Portland West campus houses a small print collection of mostly reference material. Electronics Engineering and Computer Software Technology print titles are emphasized in main collection. 21 square feet are dedicated to collections, of which approximately 50% are utilized.

The main library is housed on the ground floor of the LRC with 8,000 sq. feet dedicated to collections. Due to space limitations, lesser used materials are housed in an off-site storage annex of approximately 1200 sq. feet.

In 2004, Oregon Tech employed a library consultant to conduct a comprehensive assessment of the main library's space and services. The assessment highlighted the concern that collection shelving is at 100%+ capacity, even though the library has moved thousands of volumes to storage. The study recommendations call for a library that doubles the size of the existing space available to the Oregon Tech library to transform the critically overcrowded and dated facility into a revitalized center of academic life, and bring the library up to national and regional standards for collection and user space (from Drews study)

As the University continues to revise and create new degree programs the libraries have been adept at responding appropriately within the arena of collection development; however space limitations often restrict this process. Space considerations will need to be addressed as the University continues to build and add programs. In the mean time we remain focused on the demands of these curricular developments, and the broader intellectual and cultural development of the Oregon Tech community, with the careful selection of new materials and a continuing review of the collection's effectiveness.

Partnerships and Agreements with other libraries

The Library is an active partner in consortia, which allow it to extend access to information and materials, and enable it to participate in beneficial group purchases. In the current environment of increasing costs, technological development and new opportunities, consortial arrangements are critical. The Library is committed to the continued development of its role in library consortia and strongly endorses cooperative collection development and resource sharing.

Library consortia or partnerships include:

Orbis Cascade Alliance
The Orbis Cascade Alliance is a library consortium composed of baccalaureate and graduate degree-granting public and private institutions of higher education in the Northwest. Members include:

The Orbis Cascade Alliance provides a range of services to member libraries. Among these are the Summit union catalog, Summit Borrowing, consortial evaluation and purchase of electronic resources, and cooperative collection assessment and development.

1. The Summit Union Catalog and Summit Borrowing

Summit Borrowing is a patron-initiated borrowing service that provides 48-hour delivery of materials from the Summit union catalog: a collection of over 8 million* books, CD's, DVD's, etc. The union catalog is a fully integrated database that is easy to use and features continually updated circulation information. With a single search, a patron can determine what member libraries own and which items are currently available. Through Summit Borrowing, faculty, students, and staff at member institutions have on-site and automated borrowing privileges at any Orbis Cascade library. This service is made possible by Alliance's Innovative Interfaces INN-Reach union catalog computer system coupled with a ground and air transportation network.

*8.1 million titles representing 26 million items.
65% of these titles are unique; owned by only one member library.

2. Electronic Resources Committee

The Orbis Cascade Alliance licenses digital resources such as electronic journals, commercial databases, and reference tools. Licensing through a consortium allows the Orbis Cascade Alliance to pool technical and licensing expertise and uses the advantage of a large group for negotiating low prices and favorable terms. The ERC evaluates products and licensing agreements.

3. Collection Development and Management Committee

The charge of this committee is to "discuss and determine activities to be undertaken by the Orbis Cascade Alliance and other possible collaborators that coordinate the development, improve the bibliographic access to, strengthen, and enrich the collective holdings of the Orbis member libraries." Established in fall, 1998, this committee meets quarterly. The Portland Operation Librarian represents the Oregon Tech Library on this committee.

Oregon University System
The combined collections of the seven institutions in the Oregon University System (OUS) are available (with certain exceptions) to the students, faculty, and staff of Oregon Tech through Summit. While many collection development issues are unique to the Orbis Cascade Alliance, others are specific to OUS.

Funding/Budget

Funding for the collection is included in the Library's general budget, allocated annually by the College administration. Funding should be at a level to allow the library to support teaching and research, to provide for new programs and to meet inflation.

At the beginning of each fiscal year, the projected cost of serials, based on previous year's expenditures is encumbered. The remaining funds are then allocated for monographic purchases. The allocations for books are based on program size and each program's degree granting status (i.e. MS, BS, AA or minor), new program needs, need to catch-up in specific areas, and the average price of materials in a particular discipline. Historic data from recent previous fiscal years is also used to set allocations. A book budget allocation formula (formulas currently under review - see appendices) is also used to inform the process, but is not strictly followed. Liaison librarians receive and review departmental allocations. The Learning Resources Commission may also review and recommend budgetary and collection development policies.

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