Collection Policy

Indiana University East Campus Library Collection Development Policy

I. INTRODUCTION

This collection development policy is a statement of the principles and guidelines used by the Indiana University East Library staff in its selection, acquisition, and evaluation of library materials. It will be used both in providing consistency among those responsible for developing the collection and in communicating the library’s policies to faculty, students, and other interested people. It is understood that as the programs and other information needs of the University change, so too, the collection development policy will change to meet these needs.

II. INDIANA UNIVERSITY EAST LIBRARY MISSION STATEMENT

The mission of the IU East Campus Library is to provide resources and services that support academic excellence, student success, personal development, creative endeavors, and community engagement for all participants in our teaching and learning community.

III. INDIANA UNIVERSITY EAST CAMPUS LIBRARY ACCESS STATEMENT

The Indiana University East Campus Library recognizes the value of all individuals and strives to engage and include the full diversity of the IU East community without regard for any personal characteristic, belief, experience, or learning style. The library will champion equitable access to information and tear down barriers to learning while fostering an environment of inclusivity, mutual support, and understanding that highlights the richness and contributions made by every individual.

IV. INDIANA UNIVERSITY EAST LIBRARY PHILOSOPHY

The library will provide varied, authoritative, and up-to-date resources that support its mission and meet the needs of its users. These resources may be maintained in the library, in a remote storage facility, or made available through electronic means. Resources may be in various formats, including print or hard copy, online electronic text or images, and other media. The library will provide these quality resources in the most efficient manner possible to the largest number of library users. With the library’s diminishing economic ability to acquire even a small percentage of the world’s information, access has become a crucial issue.

Access to library resources will be provided via a central catalog that follows national bibliographic standards or a library web page. Emphasis will be given to high quality online resources that can be accessed 24/7. Provisions will be made for document delivery, interlibrary loan, or request delivery to provide access to materials not owned by the library. The library is committed to building a collection that supports the basic educational needs of its undergraduate and graduate students and providing access services needed to obtain scholarly materials available in an electronic format.

V. PURPOSE AND GOALS OF COLLECTION DEVELOPMENT

The acquisition and maintenance of the collection is a primary function of the library’s mission. Collection development refers to the process of building and maintaining the library’s entire materials collection. The collection development process includes the formulation of policy and procedures, budget allocation, needs assessment, selection, collection maintenance, and evaluation.

The primary goal of the Indiana University East Campus Library’s collection development efforts is to build a collection that supports the needs of the Indiana University East campus. The library staff also recognizes its responsibility to provide access to bibliographic information, and when feasible electronic resources, to support scholarly activity when the materials themselves are not part of the library collection. The library is committed to meeting user needs through its collections, document delivery, interlibrary loan, or electronic resources access services.

VI.RESPONSIBILITY FOR LIBRARY COLLECTION DEVELOPMENT

Ultimate responsibility for the development, purchase and maintenance of the library’s collection rests with the Director of the Library. The responsibility of the daily activities for collection development rests with the Assistant Librarian of Access and Technical Services. All library staff may participate in collection development using standard selection and reviewing sources and seek assistance with faculty expertise. Quality is pursued and maintained by applying professional discretion and standards established by the library profession and through the use of appropriate selection aids, including book reviews, best seller lists, professionally recognized periodicals, standard bibliographies and booklists.

Any Indiana University East faculty member, administrator, staff member, or student may initiate a materials request. All requests will be reviewed by the Library Director and the Assistant Librarian of Access and Technical Services for their adherence to the collection development policy selection guidelines. All approved items will be purchased if funding is available.

VIII.FUND ALLOCATION

The Assistant Librarian of Access and Technical Services, in consultation with the Director of the Library, allocates funds by format. As account manager, the Director of the Library has final approval of fund allocations. Allocations will reflect the anticipated needs for collection development in specific subject areas, regardless of format, during each fiscal year.

IX. SELECTION POLICIES

The library in today’s world is not just a depository for printed materials. The current trend for instantaneous information retrieval plays a role in how the information is provided, but the general policy for selection favors electronic or digital format for library acquisition. Formats such as books, print periodical/newspaper, and DVD will also be considered for purchase if a faculty member specifically needs a physical format for their face-to-face instruction. However, priority will be given to electronic versions of resources. The library will not consider slides, microforms, or computer software.

A. STANDARDS

The Indiana University East Campus Library supports the statements on resources and access contained within the Standards for Libraries in Higher Education adopted by the American Library Association’s Association of College and Research Libraries in 2011 and revised in 2018.

B.INTELLECTUAL FREEDOM AND CENSORSHIP

The Indiana University East Campus Library subscribes to and complies with the American Library Association Library Bill of Rights and its accompanying statements of interpretation including, but not limited to, statements on intellectual freedom, freedom to read, diversity, freedom to view, access to electronic information, services and networks, challenged materials, and labeling or rating systems. In accordance with the Library Bill of Rights, the library will attempt to purchase materials which represent a wide variety of viewpoints on religious, political, sexual, social, economic, scientific, and moral issues that meet the other selection criteria.

The freedom to read, along with the freedom to hear and to view, is protected by the First Amendment to the U. S. Constitution. The library staff does not add or withdraw, at the request of any individual or group, material which has been chosen or excluded based on stated selection criteria. An individual or group questioning the appropriateness of material within the collection, or material not purchased, will be referred to the Director of the Library.

X. SELECTION CRITERIA OF ALL MATERIALS

Relevancy to the curriculum and research needs of users
Timeliness of material; lasting value of material
Reputation of the author, issuing body, and/or publisher
Presentation (style of writing and readability)
Aesthetic considerations. Materials should have literary, artistic, and social value and appeal to the imagination, senses, and intellect of students.
Special features (e.g., detailed, logical, accurate index; bibliography or footnotes; pictorial representations-diagrams, maps, drawings, portraits, etc.)
Physical considerations (e.g. paper, typography, design, size, binding quality, durability)
Appropriateness of the medium; suitability of form to content; ability to use medium in library or from off-campus via the centralized proxy server; stability of vendor’s electronic platform; ability to obtain usage statistics for electronic formats
Strength of present holdings in same or similar subject
Demand; frequency of borrowed materials (ILL or request delivery) on the same or similar subject
Price/relative cost of material in relation to the budget and other available materials

XI.POLICIES FOR SELECTION OF SPECIFIC TYPES OF MATERIALS

A. Duplicates

Duplicates are not normally purchased.

B. Foreign Language Materials

Materials in a foreign language except reference tools are not normally purchased. Materials needed to support the foreign language curriculum are collected as needed.

C.Paperbacks

Hardbound monographs will normally be selected over paperbacks. Paperback monographs for the regular collection will only be acquired when hardback editions are not available or hardback cost is prohibitive.

D.Textbooks

Textbooks are not normally purchased. Exceptions are those which have earned a reputation as “classics” in their fields, or when a textbook is the only or best source of information on a particular topic.

E. Streaming Videos vs. DVDs vs. Videocassettes

Streaming videos are purchased as packages, not single titles. If the title is available as part of the streaming video package it will not be purchased in DVD format. When streaming video is not available the DVD format is the format of choice. Videocassettes are no longer purchased and equipment for videocassette playback is not available in the library. For more information about the selection and acquisition for streaming videos, see below for Streaming Media Requests.

F. Bound vs. Electronic Periodicals

The library no longer purchases bound periodicals. Periodicals will be purchased in electronic format. Microfilm is no longer purchased and the equipment for microfilm reading is not available in the library.

G. E-books

Recognizing that the library user expectation of content delivery 24/7 has become a standard, it is the IU East Campus Library’s philosophy to provide access to e-books that meet the guidelines of the e-book collection development policy. Also, understanding that not all materials are available in e-book format and not all library users wish to use digital editions, the library will continue to also collect print titles with the understanding that it will be an exception to duplicate a title in both print and digital. Subject content of e-book or print titles is still the primary reason for purchase.

Using this philosophy, a decision was made to actively collect e-books that do not duplicate print materials using the following principles beyond the normal selection criteria for all materials:

Ability to use medium in the library or from off-campus via the centralized proxy server
Stability of vendor’s e-book platform
Vendor mandates no or reasonable restrictions
Ability to obtain usage statistics for electronic formats
Acceptable licensing agreements (of particular interest is ILL lending capabilities)
Perpetual access rights
Availability of appropriate discovery records for catalog
Intuitive interface
Availability and ease of downloads and printing; value added features such as keyword searching, highlighting
Ease of linking into learning management systems
Easily accessible from multiple devices, multiple browsers or apps
Use both single title purchase method and package subscription models (both one-time purchase and annual renewals)
One-user only model
Annual hosting fees acceptable; prefer no hosting fees
Known vendor responsiveness to access problems

XII. SELECTION AND EVALUATION TOOLS

YBP is the primary ebook vendor for Indiana University East Campus Library and Amazon is used for physical books and DVDs.

Library staff will also consult subject-specific and standard library reviewing sources when making selection decisions. In addition, library faculty will solicit other departmental faculty expertise as a resource for selection and evaluation of the collection.

Review of electronic databases/full-text online journal collections will include a trial whenever available.

XIII. COLLECTION DEVELOPMENT OF NAMED COLLECTIONS

A. Archives

The Campus Archives collect, organize and preserve the historic documents of Indiana University East. This collection is known as the Campus Archives. Documents will be collected in multiple formats. Materials in the Campus Archives shall include, but are not limited to the following:

Appropriate papers of the Chancellor, Vice-Chancellors, faculty and celebrated alumni
News releases
Minutes of the Faculty Senate, committees, councils, schools, divisions, departments, organizations, student and other groups affiliated with IU East
Bulletins, newsletters, schedules of classes
Faculty, staff, administrative, student and alumni publications
Accreditation reports
Degree proposals
State and local reports regarding the East campus
Student government and student organizations documents
Official publications, photographs, pamphlets, and brochures
Audio and Visual recordings pertaining to the East campus
Selected documents from Indiana University that relate to the East campus
Architectural drawings, blueprints, and studies of physical facilities
Programs of events sponsored by the university
Memorabilia which have historic value to the East campus

The Campus Archives will not include personnel or student records.

Rules of confidentiality will be observed for sensitive documents. Further information about the Indiana University East Archives may be directed to the Archivist.

B. Children’s Literature Collection

All books, fiction, and nonfiction, owned by the Indiana University East Campus Library which have an intended audience of preschool through young adult are housed in the back of the library. The collection provides a sample of books written for children for use by students in elementary education and other careers working with children. Special emphasis is placed on acquiring award winning and special merit books, children’s nonfiction, and books related to diversity, equity, and inclusion.

Caldecott, Newbery, and Coretta Scott King award winners are collected. Other special merit books are selected from the following:

Alex Award (young adult literature)
ALSCA/Robert Sibert Informational Book Award
Amelia Bloomer Book List
American Indian Youth Literature Awards (picture book, middle school, & young adult)
Americas Award (Latin America)
Aurianne Award
BCALA (Black Caucus) Literary Awards
Best Fiction for Young Adults
Booklist Editor’s Choice: Books for Youth
Boston-Globe/Horn Book Award & Honors
Caldecott Medal & Honor Books
Carnegie Medal
Coretta Scott King Author Award, Illustrator Award, and Honor Books
Eliot Rosewater High School Book Award
Excellence in Nonfiction for Young Adults
Indiana Center for the Book (best books list)
Kate Greenaway Medal
Margaret Edwards Award (young adult novels)
Michael L. Printz Award
Mildred L. Batchelder Award
National Book Award (for young people’s literature)
New York Times Best Illustrated
Newbery Medal & Honor Books
Notable Children’s Books
Outstanding Science Trade Books for Students K-12, National Science Teacher Association & Children’s Book Council in Science & Children (March issue)
Pura Belpre Award
Scott O’Dell Award (historical fiction)
Schneider Family Book Award (disability)
Stonewall Book Awards (gay, lesbian, bisexual, transgendered)
Theodor Seuss Geisel Award
Wilder (Laura Ingalls) Medal
William Morris YA Debut Award
YALSA Award for Excellence in Nonfiction for Young Adults
Young Hoosier Book Award (3 awards, K-3, 4-6, 6-8)

C. Virtual Collections (Databases, E-journal packages, Streaming Video)

The library faculty selects electronic resources. Faculty from other departments on campus can recommend additional titles for consideration. The following guidelines will apply to all new electronic products being considered:

Products must contain information for which there is a high demand in the library, whether this information be in the form of frequently used indexes, reference sources, full-text articles, or educational movies
Reference sources selected will support library use across a variety of disciplines
Ability to participate in consortia agreements for greater cost savings
Ability of the product to substitute for printed copy
Ease of use, including interface consistency
Currency of updates to the product
Increased access to library collections
Consideration of the product’s effect on document delivery requests (i.e. will we be able to provide interlibrary loan access to resources to other libraries)
Time needed by individual users to effectively utilize the product
Product’s effect on the available number of workstations
The library’s ability to comply with the licensing agreement
Stability of the vendor platform
Resource is COUNTER (Counting Online Usage of Networked Electronic Resources) compliant so usage statistics may be used for renewal decisions
Ability to obtain a short-term trial prior to purchase
Product must be IP authenticated
Product must provide off-campus access via a proxy server

D. Streaming Media Requests

The IU East Campus Library has established a limited budget per fiscal year to purchase licensing for streaming films available through approved library vendors. Licensing one film for one-year typically costs the library between $150 and $300. Due to current budget constraints, restrictive vendor licensing terms, and high costs we recommend that you consider all our currently available streaming video options before placing a request for new material.

Selecting video from our current collection

Before requesting new videos, please search our available streaming video holdings in IUCAT. Library staff can assist you in sharing a permalink to the film with your students or embedding the film in Canvas.
You may also be able to locate a video on your area of interest directly from our streaming film database: Academic Video Online, which includes Alexander Street Press and PBS content.
Kanopy: We currently subscribe to Kanopy, but video acquisitions are mediated, in which faculty may search the Kanopy catalog, but will have to request purchase of videos needed for course assignments.
We currently subscribe to SWANK Digital Campus, but video acquisitions are mediated, in which faculty may search SWANK’s catalog, but will have to request purchase of videos needed for course assignments.

Digitization of Films

The Campus Library has a large collection of international films for in-person classes, but we do not digitize films. For digitization of DVDs, contact the Center for Faculty Development.

Requesting new streaming media

If you cannot find the video you want to use or a suitable alternative in our streaming video collections, please contact the Access and Technical Services Librarian at liblearn@iu.edu; and library staff will work to find a version you can use. Please place requests as early as possible and allow for several weeks between submitting the requests and gaining access.

Depending on the vendor and licensing, as well as cost, we may not always be able to get access to the film you want.

Requests are for course materials only and must be required viewing for the entire class.
Requests are typically limited to three film requests per course.
Films for faculty training and research purposes should be licensed by the respective department or college.
Each semester, for each film you plan to use in a course, you may need to make a new request. Because access to films is typically based on an annual license that expires each year, this allows us to ensure continued availability.
The Campus Library will notify you by email when the requested video link is available. To check on the status of a particular request or if you have questions or need assistance, please contact the Access and Technical Services Librarian.
When requests are unusually expensive (e.g. more than $200) or numerous we may also ask the faculty members’ department for funds to help cover acquisition costs. We may also offer alternatives in place of the original requested item.

Can IU East Campus Library get me a Netflix (or Amazon Prime, etc.) video to show to my student group or to my class?

Popular streaming services like Netflix, HBO, Hulu, and Amazon Prime do not provide institutional subscriptions. All titles licensed by Netflix, for example, are intended for personal consumption only, and institutional accounts violate the service's Terms of Use. Therefore, we cannot procure streaming videos through these services.

What if I want to use my own Netflix account to show a video to a group or class?

When signing up for streaming services like Netflix or Amazon Prime, you agree to a membership contract that may supersede copyright exceptions under Fair Use or the TEACH Act.
If you want students in your class to experience a streaming video, it might be best to ask students to set up their own Netflix or Amazon Prime accounts to view a film outside of class. In this instance, faculty should notify students in the syllabus that they will need to find alternative means of viewing the required movie.
Netflix does allow certain documentaries to be shown in the classroom. See: Educational Screenings of Documentaries

Copyright Laws We Adhere To:

Fair Use

Fair Use is a Four Factor test which is a limitation on the exclusive rights of authors that educators have relied on in order to provide access to course materials to their students among other applications. Fair Use considers the following four factors:

The purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
The nature of the copyrighted work;
The amount and substantiality of the portion used in relation to the copyrighted work as a whole; and
The effect of the use upon the potential market for or value of the copyrighted work.

The four factors are weighing together and then with the purpose of copyright. Fair Use is a fact specific inquiry and there are no hard and fast rules about Fair use. Learn more about Fair use at the American Library Association website.

TEACH Act

The "Technology, Education and Copyright Harmonization Act" (the TEACH Act) redefines the terms and conditions on which accredited, nonprofit educational institutions throughout the U.S. may use copyright protected materials in distance education - including on websites and by other digital means - without permission from the copyright owner and without payment of royalties. Any use of streaming must be analogous to in-class use. There is a limited period of time for storage and dissemination. Warning and notice of copyrighted materials must be posted. Works permitted will be limited displays of images and other works in amounts comparable to live classroom setting. In accordance with these codes, the following guidelines apply:

A given video may only be posted for a limited time. Only students enrolled in the class may have access to the video. A “limited and reasonable portion” of a video can be streamed. Failure to abide by these restrictions violates copyright law and may result in legal penalties, revocation of library privileges and other University-imposed sanctions.

Learn more about the TEACH Act at the American Library Association website.

E. Reference

The reference collection primarily supports the research needs of Indiana University East students and faculty. It contains encyclopedias, dictionaries, atlases, directories, indexes, bibliographies, statistical compilations, literary criticism, and handbooks. Items for the reference collection are selected by the library faculty. These items may be either print or digital. Though items selected for this collection in large part support the academic programs offered by Indiana University East, core academic reference works published in other subject areas are also selected when they provide basic, fundamental bibliographic access to, or an introductory overview of, an academic discipline.

F. Serials

The serials collection supports the academic needs of Indiana University East undergraduates. Serials are publications issued in successive parts bearing numeric or chronological designations and intended to be continued indefinitely. E-journal format is the primary format choice.

Other formats will be considered if the title is not available as an e-journal or if cost of the e-journal format is prohibitive.

The selection of serials requires a continuing commitment to the base cost of the title, including maintenance, equipment, storage space and service/hosting fees. An additional consideration is the activation process required for individual titles. Stable journal collections with multiple titles are preferred over single e-journal title subscriptions.

Serials will be selected based on how well the subject matter supports the information needs of the university community. The Coordinator of User & Technical Services will look for serial titles with the potential for the widest impact. Factors to be considered are:

Support of academic programs
Cost, including such data as rate of price increases, cost of storage, delivery time
Uniqueness of subject coverage for the Indiana University East Library
Accessibility within resource sharing agencies and/or through commercial document delivery services
Full-text availability through electronic means; stability of full-text
Professional reputation of serial
Usage or projected usage
Indexing and abstracting in sources accessible to library users
Demand for title in document delivery requests
Intended audience

XIV. EVALUATION OF THE COLLECTION

Continuous review of library materials is necessary to maintain an active library collection of current interest to users. Evaluations will be made 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. Indiana University East library staff will evaluate the library collection regularly using a combination of standard qualitative and quantitative methods (the same methods described above for the selection of new materials).

XV. DESELECTION

Deselection of library materials is essential for maintaining an active, academically useful library collection. Deselection is quality control of the collection in which outdated, inaccurate and worn-out materials are eliminated. The library staff is responsible for conducting an ongoing deselection effort in order to maintain the quality of the entire collection. If appropriate, library faculty will consult with faculty from other departments when deselection questions arise. The selection criteria for new purchases are the same criteria used to make the judgement deselect. Some general guidelines also used are:

Superseded editions are routinely deselected from the collection
Duplicates are deselected
Materials which cannot be repaired or rebound are deselected
Currency of information is extremely important in some fields such as health sciences, technology and business; older materials must be regularly deselected so that outdated or inaccurate information is eliminated
Material that has not been circulated/used based on circulation statistics; the long-term usefulness of the work will determine whether lack of use is a valid criteria for deselection
Incomplete or short runs of serials
Issues of serials which are replaced by microform or electronic collections
Outdated formats prevent usage

XVI. REPLACEMENT

The Assistant Librarian of Access & Technical Services, in consultation as necessary with other Library faculty, is responsible for making decisions regarding the replacement of lost, damaged, or missing materials. Consideration for replacement of titles includes the following considerations:

Does the material being replaced still meet general library collection policy
Does the frequency of use justify replacement
Is there a newer edition of the same title
Is there a comparable book that is more current

XVII. COLLECTION DEVELOPMENT POLICY EVALUATION

The Collection Development Policy will be continually reviewed and updated by the Library Director and the Assistant Librarian of Access & Technical Services.

XVIII. GIFTS

The written collection development policies in this document govern the acceptance and stewardship of gifts to assure that the interests of the IU East Campus Library and the donor are served.

XIX. NEW PROGRAM FUNDS

Any academic school/division/department proposing a new degree should request library funds in the new degree proposal. The proposal should include a one-time start up cost (which will vary depending on current library holdings) as well as an amount for continuing costs. The Assistant Librarian of Access & Technical Services or the Director of the Library should be involved in writing that portion of the proposal. New programs started without library funding will not be part of the library annual fund allocation.

XX. RECONSIDERATION OF LIBRARY MATERIALS

The Indiana University East Campus Library selects materials in accordance with the collection development policy outlined in this document. Furthermore, the library’s policies are guided by the American Library Association Bill of Rights.

The IU East Campus Library believes that censorship is a purely individual matter and declares that, while any person is free to reject for themselves materials of which one does not approve, one cannot exercise this right of censorship to restrict the freedom of others to read, view, listen, or inquire. The Campus Library has set these regulations in place to assist in fulfilling thelibrary’s goal to serve all the patrons of the IU East Campus Community:

Any patron who holds a Crimson Card that is a resident of the IU East Campus and in good standing with Indiana University is encouraged to speak with Library staff if they have questions on the library’s collection development policies. A copy of the policies shall be provided to patrons upon The customer may request that the Library Director respond directly to the customer regarding any library materials they may have questions or concerns about.
If a patron’s concern is not satisfied through discussion with Library staff, the resident may complete and submit a formal, written Request for Reconsideration of Materials. Copies of this request form may be obtained by emailing the library at liblearn@iu.edu.
For a Request for Reconsideration of Materials to be considered by the Library Administration, it must meet the following criteria:
- The most recent version of the request form must be completed in full.
- The patron must be assigned to the IU East Campus and hold a Crimson Card in good standing with Indiana University (e.g. not expired).
- Submission must be submitted in person to the Library Director or their designee.
Upon submission of a written request to the Library Director, the Director of the Library will appoint an Ad Hoc Committee to review the request. The committee will include at minimum the library faculty responsible for selecting the item, if present, and a faculty member from outside the library with expertise in the subject area, in addition to the Library
The committee shall consider the following criteria when drafting a report:
- Consistency with the Library’s Collection Development Policy
- Cultural and/or literacy significance and quality
- Audience for the material
- Circulation history and customer requests for the material
- Professional review and awards
The Ad Hoc Committee may recommend several actions including removal of the material, re-labeling/classification of the material, providing other restrictions on the material, or no action at all.
The objector will receive a decision, in writing, within 30 days of submitting the The material in question will remain available for circulation during the review process.