ADA University Library

Document No. LPPCD725
Created: 30.06.25
Last modified:

Paragraph 1. Introduction

This policy outlines the principles and procedures guiding the ADA University Library in the selection, acquisition, management, and evaluation of all collection materials, both physical and electronic. The overarching aim is to provide equitable access to high-quality, relevant resources that support the curriculum, research, and informational needs of the ADA University community, including students, faculty, staff, alumni, and outside visitors. This policy ensures cost-effective and informed decision-making while considering user needs, technical feasibility, and licensing requirements.

The Library's collection development efforts are driven by the University's mission, academic programs, and the evolving information landscape. We strive to build a comprehensive, diverse, and accessible collection that fosters intellectual curiosity, supports academic excellence, and promotes lifelong learning.

Paragraph 2. General Principles of Collection Development

The following general principles guide all collection development activities for both physical and electronic resources:

Relevance: Materials should directly support the current and anticipated academic programs, research interests, and learning objectives of the University.
Quality: Resources must be authoritative, accurate, scholarly, and from reputable publishers or sources.
User Needs: Collection decisions are informed by demonstrated demand, faculty requests, student research needs, and usage statistics.
Accessibility: Materials should adhere to accessibility standards (e.g., WCAG) to ensure usability for individuals with disabilities, and physical resources should be physically accessible.
Cost-Effectiveness: The pricing of materials must be reasonable and justifiable in relation to their content, features, usage potential, and available budget.
Currency: Resources should provide up-to-date and current information within their subject area, reflecting recent scholarship and developments.
Diversity: The collection should represent a variety of viewpoints, methodologies, and formats to foster critical thinking and intellectual breadth.
Collaboration: Collection development is a collaborative process involving library staff, faculty, and other stakeholders.
Preservation: The Library is committed to preserving its collections for future generations, considering both physical and digital preservation strategies.
Language: The primary language of the material is English, aligning with the University's primary language of instruction and research.

Paragraph 3. Collection Development for Electronic Resources

This section specifically details the principles and procedures for electronic resource collection development, integrating the provided text. When considering electronic resources, all general principles outlined in Section 2 apply.

3.1 Detailed Factors for Electronic Resource Evaluation and Selection

In addition to the general principles, the following factors are critically evaluated during the selection process for electronic resources:

3.1.1 Subject and Content Alignment

Supports Curriculum and Research: The resource directly supports the academic and research aims of the ADA University community.
Integration with Existing Collections: The resource complements and enhances the existing library collections and subject profiles.
Scholarly Rigor: The content is peer-reviewed, evidence-based, or of demonstrably high quality and authority.
Target Audience Relevance: The resource meets the specific information needs of the intended user groups (students, faculty, researchers).
Usage Potential: The resource is anticipated to generate an acceptable level of use within the ADA University community, considering both its immediate relevance to current academic needs and its potential for sustained, long-term utilization in supporting evolving research, teaching, and learning objectives.

3.1.2 Technical Feasibility and Access

The Library ensures the technical viability of providing ongoing and cost-effective access to electronic resources:

Remote Access (IP Authentication): Availability of seamless access to the resource both on and off-campus via IP address recognition.
Ease of Access: The resource facilitates straightforward access without requiring complex technical configurations for the majority of users.
Hardware/Software Requirements: If the resource requires specific hardware or software, the cost of acquisition, installation, and support is carefully evaluated in collaboration with the System Administrator. All necessary requirements (e.g., browser compatibility, plugins) are clearly communicated to users through the Library website and other appropriate channels.
New Resource Announcements: The Library Research and Instructional Services (RIS) promptly informs the ADA community about newly acquired, subscribed, and trial electronic resources via University email, Library social media, and the Library website.

3.1.3 Functionality and System Reliability

The user experience and reliability of the electronic resource are important:

Search and Retrieval: The resource offers intuitive and effective search functionalities, enabling users to easily locate relevant materials.
Content Manipulation: Features such as exporting, downloading, printing, sorting, and ranking of search results enhance user productivity.
Direct Linking: Availability of persistent links and integration with other library systems and services.
User Interface: The interface is user-friendly, employing cutting-edge technology with features like online tutorials, navigation aids, context-sensitive help, and personalization options (e.g., saved searches, email alerts, personal folders).
Search Engine Capabilities: Robust search engine with features such as keyword and Boolean searching, full-text searching, Browse, relevancy ranking, and search history.
System Availability and Reliability: The resource and platform should demonstrate high availability (24/7) with appropriate infrastructure to support multiple users. Timely maintenance and technical support are essential. While vendor response times for technical issues may vary due to time zone differences, the Library expects prompt and effective resolution.

3.1.4 Vendor Support

The quality and responsiveness of vendor support are critical considerations:

Customer Service and Technical Support: The vendor provides responsive and effective customer service and technical support, including initial and ongoing training opportunities for library staff.
Trial Access and Product Demonstrations: The vendor offers trial access to potential resources and provides product demonstrations to allow thorough evaluation by the Library and the ADA community.
Customization and Reporting: The vendor offers customization options to align with the Library's branding and provides comprehensive usage statistics and analytical reports to inform collection management decisions.

3.1.5 Licensing and Copyright

The Library prioritizes license agreements that respect user rights and facilitate academic activities:

Clear and Concise Agreements: Contracts are standard agreements with easily understandable language.
Authorized Users: Agreements clearly define authorized users, including students, faculty, staff, and limited visitors.
Fair Use Provisions: The contract explicitly allows for fair use of materials for non-commercial, educational, and instructional purposes, including interlibrary loan, virtual reference, and course reserves.
License Duration and Termination: The contract clearly outlines the duration of the license and the terms for termination.
User Privacy: The vendor respects the privacy of all library users.
Negotiation for Enhanced Use: RIS and Acquisition actively negotiate with vendors to minimize restrictions on concurrent users, and particularly for hands-on training purposes.

3.2 Access Termination and De-selection of Electronic Resources

Electronic resources are reviewed periodically (typically every two to three years, or on a case-by-case basis) for deselection based on the following criteria:

Resource Discontinuation: The electronic resource is no longer available, maintained, or current.
Low Usage: Usage statistics consistently indicate low utilization over a significant period.
Budgetary Constraints: Budget reductions necessitate the cancellation of resources.
Format Suitability: The information is deemed more suitable or readily available in another format.
Curriculum Changes: The relevant program or curriculum no longer requires the resource.
Vendor Performance Issues: The vendor fails to uphold their contractual obligations or provides unsatisfactory service.
Content Duplication: The resource's content significantly duplicates content already available in another library database.

3.3 Specific Electronic Resource Types

3.3.1 Reference Materials (Electronic)

Electronic reference materials, such as online dictionaries, encyclopedias, and directories, are selected based on the general principles and detailed criteria outlined in Sections 2 and 3.1. While the physical Reference Collection at ADA University Library is generally intended for in-library use, electronic reference resources often provide greater accessibility and searchability for remote users.

3.3.2 Databases

The Library subscribes to a variety of online databases, including full-text databases containing peer-reviewed articles, e-journals, and other scholarly content. Preference is given to cross-disciplinary databases that offer broad coverage and support diverse research needs. Subscription periods are typically annual, requiring yearly renewals based on evaluation and budget. The terms of use for database content, including printing and downloading, are governed by copyright and licensing agreements.

Database requests for the next calendar year must be submitted via the Academic Databases Request Form before February 15th and July 15th for Spring and Fall semesters respectively by Deans or full-time Faculty members. The requests submitted by February 15 will be considered for trial in April, and those submitted by July 15 will be considered for trial in October. Timely submission does not guarantee subscription. The Library will use the remaining time of the year to explore, trial, and evaluate the relevancy of requested databases, aligning with all criteria outlined in this policy. Students interested in specific databases should consult their instructors or supervisors, who can then recommend and submit requests on their behalf or via the Faculty Dean.

3.3.3 E-books

E-books are primarily acquired based on faculty requests for core course readings. Decisions regarding the purchase of additional copies consider demonstrated and anticipated usage. The Library prioritizes e-book platforms that offer user-friendly interfaces, robust search functionality, and flexible access options. E-book requests should be submitted by faculty by filling out the eBook Request Form in accordance with the deadlines mentioned in the Textbook Acquisition Policy in clauses 2.1.2 – 2.1.5. These requests should also align with the other relevant criteria of this electronic collection development policy.

3.3.4 Interlibrary Loan Access

The ADA University Library actively collaborates with partner university libraries to facilitate the exchange of electronic resources through interlibrary loan agreements, in compliance with licensing terms. The Library may choose not to purchase certain specialized materials if they are readily and legally accessible through cooperative resource-sharing initiatives.

Paragraph 4. Collection Development for Physical Resources

This section outlines the principles and procedures for the selection, acquisition, and management of physical collection materials. All general principles outlined in Section 2 apply.

4.1 Specific Criteria for Selection of Physical Resources

In addition to the general principles, the following specific criteria are considered for physical resources:

Availability in Other Formats: Preference may be given to electronic formats if they offer significant advantages in terms of access, searchability, or cost-effectiveness. However, physical copies may be acquired for high-demand titles, unique content, or when a physical format is preferred for pedagogical reasons (e.g., art books, specific research methodologies).
Durability and Preservation: Physical materials are evaluated for their durability and suitability for long-term preservation within the library environment.
Space Considerations: The physical space available for collections is a factor in selection decisions, especially for large or multi-volume sets.
Unique Content: Physical materials that are not readily available electronically or offer unique content (e.g., archival materials, special collections) are prioritized.
Circulation Potential: Consideration is given to the anticipated demand for physical circulation.

4.2 Acquisition of Resources

The Library acquires resources through a variety of channels and methods to build a comprehensive and relevant collection:

4.2.1 Acquisition Channels

Purchases: The primary method of acquisition is through direct purchase from reputable vendors.
Subscriptions: The Library acquires different formats of resources (serials, journals, and other continuing resources) through subscriptions.
Gifts and Donations: The Library accepts gifts and donations of physical materials that meet the collection development criteria and are in good condition. According to Library Gifts and Donations Acceptance Policy and Procedures, all donations are accepted with the understanding that the Library retains the right to dispose of materials not deemed suitable for the collection.

4.2.2 Acquisition Methods and Content Focus

Faculty Recommendations: Faculty are encouraged to recommend materials that support their courses and research.
Librarian Selection: Librarians actively select materials based on their subject expertise, knowledge of the curriculum, and awareness of publishing trends.
Faculty Research Outputs and Publications: The Library actively collects and integrates faculty research outputs and publications to highlight scholarly contributions from the ADA University community.
Resources Published by ADA University: Publications and resources produced by ADA University are systematically acquired to ensure comprehensive coverage of institutional intellectual output.
Masters' Theses: Masters' theses from ADA University are collected to provide a comprehensive archive of student research and to support future academic endeavors.
Vendor Suggestion: The Library works with reputable vendors to acquire materials efficiently and cost-effectively. These vendors, according to an approval plan received in advance, notify and provide the Acquisition specialist with the list of newly published, current, mostly used, and relevant resources.

4.3 Management and Weeding of Physical Resources

Inventory and Cataloging: All acquired physical materials are promptly processed, cataloged, and made accessible to users.
Maintenance: The Library is responsible for the physical maintenance and repair of its collections.
Weeding (De-selection): Physical materials are periodically reviewed for weeding based on the following criteria:
- Condition: Damaged, worn, or beyond repair materials.
- Currency: Outdated or superseded information, unless it holds historical or archival significance.
- Usage: Low or no circulation over a significant period.
- Duplication: Excessive duplication of titles, especially if electronic access is available.
- Relevance: Materials no longer relevant to the curriculum or research interests of the University.
- Space Limitations: To optimize use of physical space.

Paragraph 5. Collection Management Procedures

5.1 Budget Allocation

Collection development funds are allocated annually based on factors such as:

Current and new academic programs.
Faculty and student research needs.
Cost of materials in various disciplines.
Historical usage patterns.
Strategic priorities of the University.

5.2 Trials and Evaluation

For new electronic resources, trials are conducted to allow the ADA community to evaluate the resource's functionality, content, and relevance. Feedback from trials is crucial for informed decision-making. Physical materials may also be evaluated on a trial basis if feasible.

5.3 Usage Statistics and Assessment

The Library regularly monitors usage statistics for both physical and electronic resources to assess their value and inform future collection development decisions. This includes:

Electronic resource usage reports (e.g., COUNTER reports).
Physical circulation statistics.
Interlibrary loan requests.
User feedback and surveys.

5.4 Collaboration and Communication

Effective collection development relies on ongoing collaboration and communication:

Library Staff: Regular meetings and discussions among library staff involved in collection development.
Faculty: Active engagement with faculty to understand their teaching and research needs.
Students: Soliciting feedback from students regarding their information needs.
Vendors: Maintaining strong relationships with vendors to stay informed about new products and services.

Physical and Electronic Collection Development