Waikato Institute of Technology Library Collection Development Policy
Created November 2016. Updated June 2017.
This Collection Development Policy describes the Waikato Institute of Technology (Wintec) Library’s collecting priorities and responsibilities, outlining what the Library collects, for whom, and for what purpose. It lets Library users know the Library’s collection goals and policies and is a planning document for Library staff, assisting in budget allocation and justification. It covers all collections of the Wintec Library.
All library staff and customers are able to recommend the purchase of relevant scholarly resources.
Faculty are expected to recommend the resources or topic areas that are needed to support their programmes.
Liaison Librarians are responsible for selecting and deselecting resources for their subject areas, in accordance with specified guidelines. They maintain a balanced collection to ensure it meets the needs of all clients.
The overall responsibility for the collection lies with the Wintec Library Manager
To have a circulation policy that makes the best use of library materials and takes account of the needs of all students and staff.
To provide access to materials outside Wintec by use of national and international interlibrary loan and online materials, including appropriate subscription databases, using a LinkResolver product, observing license and contract restrictions.
Material is collected in various formats, depending on appropriateness to its intended use and availability.
Liaison Librarians will be responsible for consulting with faculty on what items to add to collection. Material will be selected from vendor databases, reviews, publisher representatives, New Zealand National Bibliography, bookshops, interloan patterns, and recommendations from staff.
The Library minimises duplication of titles held within the Library collection. Some duplication is necessary because of demand and therefore multiple copies of some texts are purchased for the collection.
1-25 students – 1 copy
26-50 students – 2 copies
More than 50 students – 3 copies.
In addition, the Library monitors usage, recalls and requests, and if required, additional copies of high-demand items may be provided, or the item will be discussed with appropriate faculty to manage lending, whether that be making it a course reserve, reducing the loan period etc.
If material is used in multiple papers, a maximum of 5 copies will be purchased.
Material will not usually be held in more than one format (e.g. both print and electronic). Items will be circulated between the two campuses where possible, rather than holding duplicate copies across Rotokauri and City Campus, unless required for multiple courses.
The Library will order only one copy
unless approved by the Library Manager. If a school wants further copies, the Liaison Librarian will remind them of the short term loan periods and course reserve options.
When a title is in high demand, the Library will keep the two penultimate edition, e.g. when the 3rd ed. is the most current, the Library would also keep the 2nd ed and 1st, providing that these previous editions meet other retention criteria. If an edition is made redundant by a new one, particularly around drugs or legislation, it will not be retained.
If there are considerable differences between editions, exceptions may be made to retain these. If a superseded edition is no longer correct or relevant, it will be removed
If a particular edition is considered a seminal text, or particularly different, it may be kept.
Where a missing or lost book meets the selection criteria, it will be replaced. Out of print books will only be purchased if they are deemed to be critical to the subject area. New editions will be purchased if there has been substantial usage of the previous edition, a substantial revision, or a long period between editions.
The Library collection is considered to be one collection spread across the main city campus, Rotokauri hub and any off-shoot collections that are managed by the Library at regional hubs, or the Hamilton City Gardens campus.
3 day and 7 day loan collection
Where an item is in high demand, the decision may be made by the Liaison Librarian DLto reduce the loan period, to ensure more people can access the resource. The assigning of this loan period will be assessed by the Liaison Librarians on an annual basis.
Chinese language collection
Otago Polytech collection
This collection is hosted but not managed by the Wintec Library. Selection and deselection do not occur, unless advised by Otago Polytech.
The course reserve collection is made up of high demand books that have been requested by tutors to stay within the Library. Items are issued for two hours only, or overnight when issued just prior to closing. This collection is assessed each semester by the Liaison Librarian confirming that the title should remain on course reserve, with the relevant tutor.
The purpose of this collection is to assist non-fluent students in learning to read and speak English. They are a collection of novels and non-fiction materials that have been re-written in an abridged or simplified form. The collection also contains some children’s picture books, and children’s non-fiction, with New Zealand content.
Graphic novels and illustrated children’s books
These are purchased for the purpose of media arts studies in graphic design and illustration. Occasionally these can be purchased for the ESOL collection or Foundation study needs.
Material is purchased in English and Maori primarily.
The library accepts gifts of books, other materials or money for the purchase of specific items, with the understanding that they will be added to the collection only if appropriate, needed and contribute to a balanced collection.
The same criteria of selection, and withdrawing, that are applied to purchased materials are also applied to gifts and donations.
Materials not added to the collection are discarded or given away.
Although electronic subscriptions are preferred for journals, print journals will be considered where electronic is unavailable or undesirable. Main selection criteria are contribution to the collection; whether it is available in a database subscribed to by Wintec.
Print subscriptions for journals available full-text on databases will only be considered if:
The retention and disposal policy for print serials will be available on the catalogue record for the journals, and will range from twelve months to ten years, subject to use and availability electronically.
, unless otherwise approved by the Library Manager.
Online serials will meet the same selection and deselection criteria as physical resources. Consortia arrangements will be investigated where possible to negotiate lower rates. The retention of databases will be evaluated annually. Where possible, the choice of journals within a database will also be reviewed.
Continuous collection management ensures that the collection is relevant to users’ needs and that best use is made of the available space. Criteria to consider in deselection
i.Superseded editions. 1 copy of the last two editions will be maintained if the item is in high demand, and other retention criteria is met. Current multiple editions purchased prior to 2017 will not be removed, unless not in use.
ii.The information contained is obsolete with no historic value, or is no longer relevant to courses currently being taught
iii.Poor repair where the cost of mending outweighs the replacement cost or value
iv.Duplicate copies that are no longer required
v.Outdated material that has been published more than ten years ago and is not considered a seminal text, or relevant to Wintec teaching and learning
vi.Material that has not been circulated in the last 3 years, or has continually low usage rates (i.e. five times or less times in five years)
vii.Academic staff may be consulted where appropriate, however decisions will lie with library staff
viii.Materials removed from the collection are discarded or given away
ix.Any exceptions to these standards must be approved by the Library Manager
x.Final responsibility for decisions about deselection of particular items rests with the Library Manager
Each year the Library Manager submits an estimate of the Library’s financial requirements to Finance. From the Library’s total budget, the Library Manager allocates funds for Library materials. The funds are allocated into two main divisions: physical resources and electronic subscriptions.
The Library Manager, with assistance from the Collection Development Librarian ensures that the Library budget is equitably distributed and spent at a constant or determined, cyclical rate throughout the year. There will be a move in the future on spending more of the budget on electronic resources over physical books.
The Collection Management Librarian distributes the budget and coordinates the selection of materials through a collaborative process with academic staff, with the liaison librarians being responsible for the bulk of selection of resources, in all formats, and across books, journals and electronic databases.
The Library recognises the subject expertise and contribution of academic staff and encourages and expects them to make recommendations for the purchase and deselection of library materials. While most staff recommendations will be purchased, the Liaison Librarian may decide not to purchase items because, for example, of budget considerations, the presence in the library of sufficient material on that subject, inappropriateness to the level required, to the collection, or to Wintec teaching areas. The Liaison Librarian may confirm with the faculty whether the most recent or relevant material is being selected, or if there are other options. Interlibrary loan will be utilised when an item is required for a specific one off situation. Other staff and students may also make recommendations for purchase of library materials.
Recognition will be made of the fact that some courses will make greater use of library resources, e.g. degree courses, graduate courses; that new courses have particular needs; and of matters such as curriculum change, changes in delivery mode, affirmative action, teaching style, and assignment requirements.
Wintec Library is a member of the New Zealand Interlibrary Loan Scheme. The library may choose to interloan a book or article where it is not practical to purchase a copy or access. Limits and costs around Interlibrary loans are available in the Library Circulation Policy
A stocktake is carried out every 2 years or as appropriate using Library Management system software to identify missing stock. A financial report is produced to advise Finance Department of stock value loss.
Revision is part of a continuous process, designed to ensure currency and relevancy of the policy in regard to changing demands and conditions. A major revision will be undertaken every 3 years, and a review will take place every twelve months.
The Library has a responsibility to provide its users with the widest range of information resources relevant to their requirements. Principles of intellectual freedom are adhered to in the selection of library materials. Personal belief and opinions should be neither promoted nor suppressed when the content of the particular resource is being considered. The prime criterion of the retention of material is its usefulness in supporting coursework, and Librarians will resist all attempts at censorship unless required by law. Objections to materials should be made to the Library Manager in writing.
1. Society creates libraries as institutions to store and make available knowledge, information, and opinions and to facilitate the enjoyment of learning and creativity in every field. Every library has a responsibility to provide its users with the widest range of information materials possible, which are within the constraints of its budget, relevant to its users' requirements, and which represent the spectrum of points of view on the topic held in the community.
2. Librarians have a responsibility to ensure that the selection and availability of information materials is governed solely by professional considerations. In so doing, they should neither promote nor suppress opinions and beliefs expressed in the materials with which they deal. These professional considerations include the use of knowledge, skills, collection management experience, and collection development policies to make decisions on what is selected for the library collection.
3. No information resources should be excluded from libraries because of the opinions they express; nor because of who the author is; nor on the grounds of the political, social, moral or other views of their author.
4. No library materials should be censored, restricted, removed from libraries, or have access denied to them because of partisan or doctrinal disapproval or pressure. This includes access to web-based information resources.
5. Librarians should resist all attempts at censorship, except where that censorship is required by law. Librarians are free to request, and to lobby for, the repeal of laws, which compromise the principles set out in this statement.