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Collection Development Policy


Collection Development Policy

Paper E/2005
This collection development policy is a guideline for Universiti Brunei Darussalam Library in the selection, acquisition, evaluation, and maintenance of library materials. It will be used in providing consistency in the acquisitions of library materials among those responsible for developing the library collections.
The acquisition and maintenance of the library's materials 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, in both print and non-print formats.
The collection development process includes the formulation of policy and procedures, budget allocation, needs assessment, selection, collection maintenance and evaluation, and resource sharing.

To produce quality graduates suitably equipped in terms of knowledge, skills, attitudes, moral and spiritual values; to support the development needs of the nation, consistent with the national philosophy (Melayu Islam Beraja).
To promote and undertake research, particularly applied research, in areas where it has a comparative advantage, and in accordance with national needs.
To make the services of its highly skilled staff available to the community.
The UBD Library's mission is to provide relevant library and information services to support the educational, teaching, learning and research activities of the University. This is achieved by providing:
Easy access to information and an atmosphere conducive to study and research a collection development program that includes print, electronic, and other non-print materials that directly support the needs of the undergraduates, post-graduate students, and faculties of UBD access services for the timely retrieval of bibliographic data and materials from other information sources to support the research needs of the undergraduate and post-graduate students and faculty expert professional information services that facilitate thorough and accurate use of the library's resources informational and other services for the university as a whole, including the operation of a University Archives membership to the general public so that they can have access to library materials and services
The primary goal of the UBD Library's collection academic development policy is to build a collection that supports the needs of the academic university programmes at UBD. This collection development policy reinforces the UBD Library mission. The library also recognizes its responsibility to respond to the research needs of the faculty. It will do this, in part, through its commitment to provide access services, including online database searching, electronic resources and document delivery.

The budget allocations covers the acquisition of eight areas: the acquisition of books, serials, reference works, non-print materials, special collections, document delivery and access to online databases.
This includes the preservation and maintenance of these collections. Serials budget is normally projected by the pricing information from publishers and vendors. The budget allocations will be based on the approval of the Library Committee.
The Annual budget request are normally calculated based on the following criteria:
Bookstock (including audiovisual materials): calculated on the basis of 10 (ten) titles per lecturer at an average cost of B$100 per title
Reference work: calculated on the basis of the needs to substantially improve thequality and currency of the reference work in the library and by taking into account the price increase at the rate of 15%
Annuals, Yearbooks, Standing Order Monographs: calculated on the basis of maintaining current standing order for 300 titles with an average cost of B$300
Periodicals (Current Title): calculated on the annual average price increase of 10% due to inflation and increase in publishing costs.
Electronic Databases: calculated based on the maintenance of the existing subscriptions and also on the suggestions of new databases by academic staff.
Additional fund requirements or virement may be requested to the Bursar from special funds to pay for any outstanding invoices or commitments.
The budget allocation for each faculty are based on the following agreed formula:
Total of Students/Staff (Faculty) X 80 *
_______________________ ______ = Percentage Allocated to Faculty
Total no. of All UBD Staff/Student

*20% of the budget is allocated for the library to support any shortcoming in the faculty budget allocation.

7.1.3. Acquisition Guidelines
All requests for materials by members of the academic staff are reviewed and must be approved by the respective faculty dean. Student and administrative staff requests for acquisition of materials are also welcomed and encouraged and will be reviewed and approved by the Head of Acquisitions or any member of the Collection Development Committee. The criteria for acquiring library materials are as follows:
  • Three copies of invoices, dated, signed and stamped must be provided.
  • Hardback edition whenever available should be purchased.
  • Materials must be relevant to the teaching and research of the university.
  • Relevant publications on Brunei Darussalam should be purchased.
  • Please avoid duplication by checking with the library first. Only 1 copy of each title will be purchased.
  • This ordering form must be endorsed by Dean of Faculties.

7.2 Policies for Selection of Specific Types of Materials
7.2.1 Copies To Be Purchased
The Library will only purchase one copy of material per request.
Additional copies will be considered based on the following criteria:
  • Cost of the material
  • Budget availability
  • Possibility of use for one or more courses
  • Under unusual circumstances determined by the circulation, reference and reserve statistics

7.2.2 Fiction
The Library will only buy fictional works from established literary authors or award winning best sellers and new works of promise in the literary field or those works, which would support literature course offerings.

7.2.3 Foreign-Language Materials
The Library primarily collects materials in Malay, English and Arabic languages. However the acquisition of other foreign language materials will be based on the curriculum requirement of the university.
7.2.4 Gifts
Gifts are accepted, with the understanding that the library may dispose of or add them to the collection at its discretion, and in the same manner as purchased materials. Generally, the library accepts only books, journals and other non-print materials such as videos, slides, and audiocassettes. The ultimate decision to accept or reject gifts rests with university library. Except, as authority has been specifically delegated.
The Library will not be committed to any set of conditions for the materials donated.
The Library will acknowledge the gift with an official letter of appreciation signed by or on behalf of the Chief Librarian. The university library personnel will not give evaluations or appraisal to any donor for any gift.

7.2.5 Exchange
The Library is willing to consider exchange agreements with other institutions.
7.3 Format Guidelines
Format will be considered based on the following :
7.3.1 Books, Monographs
Monographs are acquired with first priority given in support of the curricula: The most readily available format for monographs is acquired
Sets are acquired by the Libraries in support of the curriculum and based on availability of funds and in comparison to the individual title holdings already in the library where the majority of titles in the set is unique
Technical manuals are acquired on a highly selective basis with the consideration to usage, timeliness, and maintenance
Hardback is preferred to paperback. Paperbacks for the regular collection will be acquired only when hardback editions are not available or when there is a significant price difference between the hardback and paperback edition
The Library is committed to acquiring complete holdings for serial titles to which the library subscribes when affordable.

7.3.3 Newspapers
Current print newspapers are acquired on a highly selective basis. Emphasis is placed on local newspapers, then major foreign newspapers representing regions of the country. Foreign newspapers are acquired on a highly selective basis with English-language given priority. Priority is also given to newspapers, which are indexed. Many foreign and national newspapers are accessible through electronic subscriptions.
7.3.4 Textbooks and Lab Manuals
Textbooks are not normally purchased. Exceptions are those which have earned a reputation as "classics" in their fields, or which are the only or best sources of information on a particular topic. Textbooks and laboratory manuals will be evaluated and added to the collection based on the guidelines stated above.
7.3.5 Reprints
Reprints are acquired only on a highly selective basis with considerations to individual, faculty and curriculum needs, the quality of production, availability of equipment, facilities and technical support.
7.3.6 Dissertations, Theses
The Library acquires copies of dissertations and theses completed at the university. Dissertations and theses completed outside of the university are acquired on demand and may be purchased in non-print formats. Foreign theses/dissertations are available through the Libraries’ membership in the Centre for Research Libraries.
7.3.7 Loose-leaf materials
The Library subscribes to loose-leaf materials in all areas that support the curricula. In the selection and continuation of loose-leaf materials, maintenance is a primary consideration.
7.3.8 Microforms
Monographs in microform are acquired selectively. Specialised microform collections are purchased in support of the curricula and to enhance the existing collection. Serial microforms are regularly acquired with regards to space, price, and usage.
7.3.9 Maps
The Library acquires maps of selected topographic, demographic, navigation and geo-political aspects concerning Brunei, Borneo and the rest of the world. The Library also keeps a small collection of rare maps on Borneo and Southeast Asia dating back to the 16 century.
7.3.10 Pamphlets, leaflets, brochures, etc.
Pamphlets, leaflets, brochures, etc. are acquired on a selective basis in support of the curricula and upon specific request of an instructor.

7.3.11 Musical Scores
The Library will acquire local musical scores and recordings of national interests and those that are needed to support the curricula. Scores are catalogued and integrated with monographs and placed in the Bruneiana Collections
7.3.12 Audio-Visual Materials
Sound recordings, non-print and multimedia are acquired with priority given to curriculum support. Factors such as non-suitability of format, quality of production, availability of equipment and facilities are considerations in the selection process.
7.3.13 Computer Softwares
Computer softwares are acquired selectively by the Library for the collection. Availability on the university campus network, individual needs of faculty, curriculum, and quality of production, availability of equipment, facilities and technical support are considerations in the selection process.
7.3.14 Electronic Formats
Electronic products include but are not limited to the following: Internet resources, machine readable data files, magnetic tape, floppy and hard disks, compact disks, laser disks, DVDs. While the Library acquires materials in electronic format in support of the curriculum, first consideration is given to databases available through the digital library of the University System.
7.3.15 Toys
The Library does not collect toys.
7.3.16 Educational Games
The Library does collect educational games including computer games.
7.3.17 Realia, Memorabilia, Ephemera
The Library only collects relevant realia, memorabilia (e.g. rocks, fossils, coins, stamps, shells, pennants, pins, etc.) or ephemera (e.g., bookmarks, calendars) based on individual needs of faculty, curriculum, quality of production, availability of equipment, facilities and technical support are considerations in the selection process.
7.3.18 Children’s Books
The Library acquires children’s books on a selective basis in support of the curricula. First priority is given to acquiring award-winning children’s books.
In addition, significant secondary sources such as criticisms, selection aids, bibliographies, and biographies are also collected.

7.3.19 Annual Reports, College Catalogues, Telephone Books
The Library acquires annual reports, college catalogues, and telephone books selectively on a collective basis in microform edition or electronic format.
7.3.20 Rare Books and Manuscripts
The Library does not actively acquire rare books and manuscripts. Those acquired would be in support of the instructional program of the university. Those received as gifts are evaluated for retention in the collection with consideration given to special housing, care, access, staffing, security, and environment.
7.3.21 Spiral Bound Publications
The Library acquires spiral bound publications based on subject material and at the request of an instructor with considerations given to expected use, lasting value and contents. Commercial rebinding of acquired spiral bound materials will be considered on an individual basis.
7.3.22 Out-of-Print Materials
The Library will collect materials that are considered rare and out-of-print. Standard bibliographies and other evaluation tools are use to locate and fill gaps in the collection.

7.4 Obsolete Formats
The Library will not purchase materials in obsolete formats. The primary criteria for adding these materials will be the availability of equipment for use of the materials and the availability of storage space.

Decisions to withdraw non-print items will be based upon the obsolescence of the format and the physical condition of the necessary equipment. If funds are available and the contents warrant preservation, materials may be transferred to another format instead of being deselected.
7.5 Selection and Evaluation Tools
Selections will be done by consulting subject-specific and standard library reviewing sources. Faculty expertise may be sought as a resource for selection and evaluation of the collection.

7.6 Levels of Collection Development by Subject Classification
7.6.1 Special Collections
The Special Collections comprise of valuable materials such as local publications, manuscripts, rare and restricted items.

The collection consists of seven (7) types of collections namely:
  • Bruneiana Collection
  • Borneo Collection
  • Rare Collection
  • Restricted Collection
  • Personal Contribution Collection
  • Manuscripts Collection
  • Oil and Gas Industry Collection a. Collection Evaluation

All selections in the current item list will be reviewed biennially. Gaps in significant series will be filled by acquiring materials through the Acquisitions Division. A small budget is available for the purchase of non-depository items.
b. Collection Maintenance
The Library will undertake collection development audit every five years with the objective of evaluating the use of the collections and identifying items that need to be removed due to non-usage, irrelevance, etc. The decision to withdraw items from the collection will be made by the Collection Development Committee with the approval of the Library Committee.

Those titles that are to be withdrawn may be offered to other libraries and/or discarded with the permission of the Auditor General Office. Worn and lost/missing documents will be evaluated for replacement, repair, or withdrawal.
Serials are publications issued in successive parts bearing numeric or chronological designations and intended to be continued indefinitely. Serials are issued in print, non-print, and electronic formats. All formats will be considered in the library's purchase and/or access decisions.
The selection of serials requires a continuing commitment to the base cost of the title, including maintenance, equipment, storage space, and binding. The rapidly expanding serials market demands that care be exercised in reviewing serial titles before they are purchased for the collection and that an ongoing evaluation of current subscriptions be conducted. It may be appropriate in some cases to purchase electronic access or document delivery services for serials instead of acquisition through subscription. Items in the serials collection normally do not circulate except to faculty. The serials collection is reviewed by the Serials Librarians with faculty input.

7.10.1 Selection
The Library has a limited serials budget; therefore, selection and deselecting decisions for serials are made with great care. Curriculum support for students, undergraduate and graduate research, and faculty research are the factors considered in the selection and deselecting processes.

Serials are selected and deselecting based on how well they support the continuing information needs of the university community. Factors to be considered are:
  • Support of academic programmes
  • Cost, including such data as rate of price increases, cost of storage, document delivery services, and delivery time
  • Uniqueness of subject coverage
  • Accessibility within resource sharing agencies and/or through document delivery services.
  • Full-text availability through electronic means
  • Professional reputation
  • Usage or projected usage
  • Indexing and abstracting in sources accessible to library users
  • Demand for title in document delivery requests
  • Intended audience

7.10.2 Evaluation
The Library has established, with the approval of the Library Committee, a serials review procedure for cancellations and additions of serials subscriptions and review of appropriate media formats.
7.11 The United Nations Collections
As a depository library for the United Nations publications in Brunei Darussalam, UBD Library receives on a regular basis mastheads (minutes of meetings, press release, etc.), books, CD-ROMs, online documents and special publications by international organisations and agencies of the United Nations. Only sale publications are purchased through the library budget.

8. Collection Maintenance and Evaluation
8.1 Location of Materials
Information resources purchased with library funds or gifts to the library become part of the library collection. Location of these resources is determined by the librarians. Distribution of electronic information will be in compliance with licensing agreements.
8.2 Deselection (Weeding)
Deselecting of library materials (the process of removing items from the collection) is essential for the maintenance of an active, academically useful library collection. Deselecting provides quality control for the collection by elimination of outdated, inaccurate, and worn-out materials. Librarians are responsible for conducting an ongoing deselecting process in their areas of collection responsibility and for maintaining the quality of the collection.
8.2.1. General Guidelines
Superseded editions including reference materials are routinely deselected from the collection.
Duplicates are deselected within five years of publication date except in cases of continued high demand or where the library holds rare copies.
Materials which cannot be repaired or rebound or for which the cost of preservation exceeds the usefulness of the information contained are deselected.
As 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 used based on circulation and browsing statistics may be deselected after five years of inactivity. However, some library materials, such as items considered classic works in their field, have long-term value and should be kept in the collection despite lack of use.

Considerations for Serials
Annuals, biennials, and regularly updated editions of guidebooks, handbooks, almanacs, and directories have a deselecting pattern established depending on the value of the information contained in earlier editions. Often one or two latest editions are retained in the reference and/or circulating collections and the rest are kept in the Serials Back Issue shelves.
Duplicate issues of periodicals and journals are discarded when a volume has been bound.
8.2.3 Other Considerations
The title may be retained if the author has a reputation for being an authority on the topic.
8.3 Conservation, Preservation, and Restoration
Library materials are expensive to purchase, process, and house. The Library acknowledges the necessity of preserving all holdings, traditional and non-traditional.
8.3.1 General Principles
Library staff and library users will be informed of the proper care and handling of library materials. Strict instructions and guidelines on the use of rare materials must be followed.
  • Temperature and humidity controls are essential for maintenance of library materials.
  • Book repair is provided for damaged materials.
  • Binding is used to preserve periodicals and other materials as needed.
  • Binding
  • Periodicals and Journals
  • In general, all periodicals and journals are bound on a regular basis. Incomplete volumes or years are bound with notes inserted stating the missing issues.
  • Annuals, Biennials, Etc.
  • Paperbound publications, which are heavily used, are bound. Generally these are reference books such as college guidebooks or sources such as Statistical Abstracts.
  • New Books
  • Newly acquired paperbound books are not rebound. Exceptions may be made when heavy use is anticipated such as award-winning novels, etc.

8.4 Replacement of Library Materials
8.4.1 Monographs The Head of Lending Services and the Acquisitions Librarians are responsible for making decisions regarding the replacement of lost, damaged, missing, or worn-out monographs. The librarian will determine whether to replace a specific book or purchase a comparable book, guided by the following considerations:
  • The material being replaced meets the general library collection policy
  • The frequency of use justifies replacement
  • The item used for class reserve reading or is it on a faculty recommended reading list

8.4.2 Serials
Reference and Serials staff will identify lost, damaged, missing, or worn-out serials and will take steps to replace these materials. Decisions to replace annual, biennial, and irregular serials will be handled according to the policy for monographs described above, with the Reference and Serials librarian having responsibility to order replacements.
The following serial items will not be replaced:
  • newspapers
  • titles that are not held permanently
  • titles that are not indexed such as university handbooks and prospectuses
  • volumes that are mouldy but can be restored

Since back issues may be expensive, the decision to replace will be guided by the following considerations:
  • The material being replaced meets the general library collection policy
  • The frequency of use justifies replacement
  • Microfilm be purchased rather than replacing paper issues
  • The periodical readily available elsewhere, including full-text sources available to the library users
  • The information in the particular title has lasting value

8.5 Evaluation of the Collection
The continual review of library materials is necessary as a means of maintaining an active library collection of current interest to users. Evaluation 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. This process requires the same attention to quality and authority as the original selection of materials.

UBD librarians will evaluate portions of the collection on a regular basis, using a combination of standard qualitative and quantitative methods.
11. Collection Development Policy Evaluation
The Collection Development Policy will be reviewed periodically by the Library Collection Development Committee. Any propose change in policy will be submitted to the Chief Librarian and further changes to the policy will be brought forward to the Library Committee Meeting for approval.