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Guidelines for Research & Instructional Services Collection

Table of Contents

1. Objectives of the Research & Instructional Services Collection
2. Scope of the Collection
     A. Basis for selection decisions
     B. Language
     C. Chronological Limits
     D. Format
     E. Second Copies/Replacements/New Editions
     F. Duplication
     G. General Guidelines for Selection
3. Specific Types of Reference Materials - Criteria for Selection
     A. Almanacs, Annuals and Yearbooks
     B. Bibliographies
     C. Biographical Sources
     D. Career Resources
     E. Dictionaries
     F. Directories
     G. Encyclopedias
     H. Examination Guides
     I. Geographical Sources
     J. Government Publications
     K. Guides to Electronic Databases
     L. Handbooks
     M. Indexes and Abstracts
     N. Legal Materials
     O. Looseleaf Services
     P. Plot Summaries
     Q. Quotation Books
     R. Religious Texts
     S. Statistical Sources
     T. Style Manuals
     U. Vertical File
4. Evaluation and Weeding
     A. Regular Evaluation
     B. Criteria for Evaluation and Weeding

 


1. Objectives of the Research & Instructional Services Collection.

A. To establish guidelines for the subject scope, breadth, depth and type of materials included in the reference collection.

B. To establish guidelines and criteria for systematic collection assessment and for coordination of the acquisition and withdrawal of material.

C. To aid in collection development planning and fund allocation.

D. To provide a vehicle for the department to communicate its collection policy and rationales to other VCU Libraries units and to the University community.

E. To provide coordination between the reference collection and other collections of VCU Libraries.

F. To act as an effective orientation device for new reference staff, administrators, and other interested individuals.

2. Scope of the Collection.

A. Basis for selection decisions

  • Curricular needs - reference sources should be adequate to guide students to the resources they need for the completion of class assignments and research papers, and to assist faculty in planning lectures and course assignments.
  • Research needs - reference sources should guide faculty and graduate students to research materials available within and outside VCU Libraries.
  • General needs - general informational sources for the university that do not pertain to the curriculum should be purchased if funds are available.
B. Language
Materials are collected primarily in English. Foreign language encyclopedias and other major reference works are selectively acquired.

C. Chronological Limits
No limitation, but in many areas only the most up-to-date materials are retained in the reference collection. Older standard reference works of historical and scholarly interest are selectively retained. Superseded editions are generally not retained, although material of potential historical value may be transferred to the stacks.

D. Format
The reference collection includes a variety of formats, including print, CD-ROM, microform, access to remote electronic databases (both subscription and free), and Internet resources. The choice of format should be based on careful planning, including a review of the anticipated and actual demand for a product, cost, equipment needs, system support, space, ease of use, reliability of access, timeliness, preservation, and durability.

E. Second Copies/Replacements/New Editions
Multiple copies of reference books are purchased occasionally if the title is frequently requested or if faculty have placed it on class research resource lists (example: thesauri, style manuals, dictionaries). The same material may be purchased and/or accessed in different formats based on the search capabilities offered by the additional format, the need for an archival copy, the demand for the material, and the availability of access from outside the library (i.e., computer accounts, dial-in access or Internet access).

Replacements are purchased if a book has been lost, stolen, or defaced beyond repair and it is of lasting value to the collection.

New editions will be considered for purchase if the title continues to fall within reference collection development guidelines and funds are available. Purchasing decisions will take into account the need for more current information, the extent to which an edition varies from the older edition already in the collection, and cost. For example, an annual publication may be purchased every other year, rather than every year.

F. Duplication
Duplication of materials between the reference and other VCU Libraries collections should be limited. Exceptions are titles for which there is evidence of heavy use (e.g., Statistical Abstract of the United States, Physicians' Desk Reference).

G. General Guidelines for Selection
The following factors should be considered in the selection of new materials:

  1. Perceived usefulness of the publication.
  2. Strengths and weaknesses of the existing collection related to current needs of the University.
  3. Favorable reviews or inclusion in basic reference collection guides.
  4. Reputation of the author and publisher.
  5. Currency of the topic.
  6. Format of the publication.
  7. Date of publication.
  8. Price of the publication.
  9. Language of the publication.
  10. Relationship of the title to current standing order obligations.

3. Specific Types of Reference Materials - Criteria for Selection.

A. Almanacs, Annuals and Yearbooks
Both general and subject almanacs, annuals, and yearbooks are acquired. For the most part, only current editions are retained in reference; however, encyclopedia yearbooks and key annual reviews are kept in reference.

B. Bibliographies
Major international, national and trade bibliographies of general interest or relevance to academic programs are collected (Example: National Union Catalog, British National Bibliography, Books in Print). Major archival and guides to the literature of a particular discipline or field are also collected.

Because of space limitations and the general commitment to an open stack circulating collection, subject bibliographies are acquired selectively. General subject bibliographies and those covering "hot topics" will be considered for reference. Criteria for selection include comprehensive and/or annotated coverage, timeliness, relevance for academic programs, importance of the individual work or subject within the field, and the extent of material available on the topic. Subject bibliographies will be reevaluated on a regular basis to ensure that their location in reference is warranted. Specialized bibliographies are generally not collected in reference. Few biographical bibliographies are found in reference; choice of individuals is based on current teaching and research needs.

C. Biographical Sources
Reference collects comprehensive works dealing with professional, national, and international biography, including both retrospective and current biography. Reference also keeps selected regional works for the United States, emphasizing Virginia and Richmond. Specialized sources are acquired when they relate to the curriculum and/or research interests of the University community.

D. Career Resources
Reference selectively collects career resources in disciplines that reflect the curriculum. Materials include profiles of careers, resume and interviewing handbooks, and directories. Career aptitude measurements are not collected.

E. Dictionaries

    1. English Language
    A variety of English dictionaries are collected, including abridged, unabridged and college editions of general dictionaries and specialized dictionaries on etymology, slang, pronunciation, and dialects. Thesauri and guides to usage are also collected.

    2. English-Foreign Language
    Reference collects current editions of bilingual dictionaries where English is one of the languages for as many foreign languages as possible.

    3. Foreign Language
    Major standard foreign language dictionaries are collected. The number and types of dictionaries vary from language to language depending on the linguistic or cultural importance of the language and their relevance to the curriculum.

    4. Subject Dictionaries
    Authoritative dictionaries covering terminology in subject areas included in the reference collection are collected.

F. Directories
Current editions of major directories for subject areas in reference, as well as those of general interest, are included in the reference collection. The latest editions of city directories for Richmond and surrounding areas are also acquired, as are local telephone directories. CD-ROM and/or Internet resources are used to access telephone directory information for other localities.

G. Encyclopedias

    1. General English Language
    Major college and adult level encyclopedias are acquired. In most cases, the latest print edition is held in reference and superseded editions are housed in the stacks. The 14th edition of the Encyclopaedia Britannica is retained in Reference for its historical value. If funds allow, one encyclopedia set is replaced every year on a rotating schedule. CD-ROM and Internet access to encyclopedias are also provided.

    2. General Foreign Language
    Reference maintains general encyclopedias in French, German, Russian, Italian and Spanish. New editions should be considered for purchase as they are published. Additional encyclopedias in languages or area studies taught at the University should also be considered for purchase as funds allow.

    3. Subject
    Reference collects current authoritative encyclopedias in subject areas of interest to the University community. Older editions of subject encyclopedias which retain substantial reference value are also kept in reference.

H. Examination Guides
Examination guides are collected for academic examinations such as graduate admissions and English for foreign students. Occupational guides (armed forces, civil service, etc.) are not collected.

I. Geographical Sources

    1. Atlases
    Authoritative international, national, regional, and state atlases (current and historical) are collected. Urban atlases are selectively purchased for major cities. Subject atlases (commercial, political, ethnic, etc.) which meet selection guidelines are collected if they support the curriculum.

    2. Gazetteers
    Major gazetteers of both national and international scope are collected, with coverage of both contemporary and historical place names. Works for Virginia are also added to the collection.

    3. Maps
    Maps of major nearby cities and state highway maps are collected.

    4. Travel Guides
    Because travel is an important part of the educational and research process, reference collects guides and directories for the most heavily traveled areas of the world and/or those areas in which the University offers study abroad and area studies programs. The latest print editions are in Reference.

J. Government Publications
VCU Libraries is a selective Federal Depository Library and a State Depository Library. A separate document governs collection management policy for Government Documents.

Only a limited number of federal government reference publications that are in high demand are purchased for reference (example: Occupational Outlook Handbook, Statistical Abstract of the United States). However, electronic access to major federal resources is provided.

K. Guides to Electronic Databases
Guides, thesauri, and manuals useful in searching electronic databases to which users have direct access are collected. Guides, thesauri, and manuals routinely used by Research & Instructional Services staff members to search electronic databases accessible only through the Department's mediated database service are also collected. Other directories and guides to electronic resources are selected when they fall within the scope of the collection.

L. Handbooks
Handbooks and manuals within the subject scope of the collection are added to reference if they are sufficiently current to be considered authoritative and present their information in an easily accessible manner.

M. Indexes and Abstracts
Reference subscribes to, maintains and/or provides access to an extensive collection of general, specialized and interdisciplinary indexes and abstracts to support the curricular and research needs of students and faculty. These materials are made available in a variety of formats. Electronic formats are generally preferred for heavily used indexes and abstracts, due to increased searching flexibility and power [ability to accommodate more simultaneous users] availability, access, and user preference for this format. For heavily used indexes and those for which an archival record is desired, cumulated print indexes will be purchased to supplement the electronic format, if funds allow.

Factors considered in determining whether to acquire a new index and/or abstract, and the appropriate format, include:

  1. Estimated frequency of use.
  2. Subject coverage.
  3. Level of sophistication.
  4. Support requirements, including equipment, space, peripherals and maintenance.
  5. Cost differential among various formats.
  6. Function.
  7. Indexes tied to text. The contents of a full-text database will need to be evaluated along with the index.
  8. Users' desire and/or need for remote access outside the library building.
  9. Index support.
  10. Vendor characteristics.

N. Legal Materials
Reference collects primary and secondary materials needed to research statutory and common law at the federal, state (Virginia) and regional (Southeastern) levels. Legal materials relevant to other jurisdictions are collected as funds allow.

O. Looseleaf Services
Reference subscribes to looseleaf services in appropriate subject areas, including current events, investments and law. Because of the staff time required for upkeep, print format should be reserved for titles that have anticipated heavy use and/or in which the print format has advantages such as ease of use. For other titles, electronic format will be preferred.

P. Plot Summaries
Critical digests of novels, nonfiction works, plays, films, and other types of performing art are acquired. Reference also collects plot summaries (e.g. Masterplots, various Magill series). It does not collect study aids or alternatives to research, such as Cliff Notes or Monarch Notes.

Q. Quotation Books
Major English-language books of quotations are collected. Quotation books on narrow subjects are selected for the general collection.

R. Religious Texts
The reference collection includes important versions of the Bible, as well as sacred works significant to major world religions. A limited number of commentaries and concordances are selected for the reference collection.

S. Statistical Sources
An extensive collection of statistical reference materials is maintained in a variety of formats. Close coordination with Government Documents is required to avoid unnecessary duplication.

T. Style Manuals
Current style manuals suited to the needs of the University community are collected. Multiple copies of heavily-used manuals may be acquired.

U. Vertical File
Ephemeral material and pamphlets are not purchased, but free or donated materials may be included in the vertical file collection when useful. Criteria for inclusion include timeliness, high and/or regularly recurring demand, uniqueness of information, and the difficulty of finding the information in another format. Examples include local newspaper and magazine clippings, local agency publications not included in the Virginia Documents collection, VCU class schedules and bulletins, campus directories, and city and state maps.

4. Evaluation and Weeding.

A. Regular Evaluation
Titles in the collection are evaluated periodically to ensure that the collection continues to be a working collection of important, frequently consulted publications. Careful, regular, and systematic weeding removes older, less desirable works from the collection. Older volumes of many publications, particularly standing orders such as directories and yearbooks, are automatically removed from the reference collection when newer editions are received.

B. Criteria for Evaluation and Weeding
Since each discipline covered by the reference collection requires different types of materials, it is impossible to establish absolute standards for evaluation. For some disciplines, the reference collection should provide current material only, while for others retrospective and historical works are required. However, general criteria which should be considered are:

  1. Significance of the publication.
  2. Age and currency of the publication.
  3. Availability of later editions.
  4. Physical condition of the publication.
  5. Duplication of the contents in more recent works.
  6. Language of the publication.
  7. Use.
  8. Appropriateness to the demonstrated needs of the University community (e.g., mission, curriculum, reference questions).