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Document Title | Reed Library Weeding and Deselection Policies | ||||||||||||
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General Deselection CriteriaItems that meet any of these conditions will automatically be kept:
The following criteria should be used in assessing an item's value for retention, and should be applied for all subject matter:
To summarize the criteria for weeding the acronym MUSTY serves: M Misleading and/or factually inaccurate Last Updated: 7/17/2009 Discipline Specific Criteria for DeselectionFor LC Call Number range G-JZ Note: The Discipline Specific Criteria for Deselection establishes guidelines for the copyright date of an item and criteria that acknowledges the uniqueness of various disciplines. This document should be used in conjunction with the document entitled General Criteria for Deselection. Geography: (G-GT) (a) Note: Keep in mind MUSTY. Athletics: (GV) (a) Books that have a copyright date before 1998 should be considered for deselection, excluding classics, Social Science: (H) Statistics: (HA) Economics: (HB-HJ) (a) Consideration of economics interdisciplinary contribution to geography,history, management, social science and international affairs. Sociology: (HM-HX) (a) Deselection criteria excludes: classics, primary works and/or standard editions. Political Science: (J-JZ) (a) Political science interrelates with other fields such as social science, international affairs, geography, history, and psychology. Keep in mind the interdisciplinary nature of this field. *The discipline specific criteria established in this document are based on the American Library Association approved “CREW Guidelines for Weeding Your Collection” Deselection ProceduresLast Updated: 7/17/09 This document provides a detailed outline of the process and procedures followed by Reed Library in removing items from the library's collection, in keeping with the Proposed Weeding Process approved by University Senate, Spring 2007. Stage One: Librarians Determine Subject Areas to be Reviewed and Check Standard Bibliographies 1. Inventory of missing items completed.
5. Weeding reports are divided up and assigned to librarians for review. Stage Two: Librarians Review the Collection in the Stacks Procedures and Criteria: 1. Before going to the stacks, you will need to generate an Excel Spreadsheet reflecting the call number range you are responsible for reviewing. This spreadsheet should be generated from the unfiltered reports on the library share (Go to the library share- Weeding folder-First floor analysis-- unfiltered excel spreadsheets-choose appropriate files to generate a report for your range.) 2. It is recommended that you save your report to a jump drive as a 97-2003 workbook file. 3. You will need to bring the following items with you to the stacks: a. The Excel Spreadsheet call numbers for your assigned range (it is recommended that you save this to a jump drive) b. The General Deselection Criteria (see below) c. The Discipline Specific Criteria for Deselection d. Laptop and Scanner (available in circulation area) e. A book cart 4. Create a new Notepad file and save it with a name (e.g., WEEDING G1- 2009mmdd - Vince.txt) - WHEN YOU ARE DONE RENAME THE FILE AND PUT IN THE LAST CALL NUMBER REVIEWED (it is recommended that you save this file to your jump drive, since you may not be using the same laptop for your next weeding session) 5. Go through the items found on the list in call number order. 6. Check the circ data in the back of the item to verify that it has not circulated in the past 8 years. Also look for a DO NOT WEED stamp!... just in case the lists were generated before that book made it to that select group!) a. ILL is considered a valid circulation 7. The following criteria should be used in assessing an item's value for retention, and should be applied for all subject matter: General Deselection Criteria
To summarize the criteria for weeding the acronym MUSTY serves: M Misleading and/or factually inaccurate 8. On the WordPad file, scan the barcode on the book (or books) you have decided can be made candidates for deselection. 9. Check the file to make sure that the scanned barcode got included correctly... sometimes (very rarely) a digit will be dropped. 10. On the Excel spreadsheet for your call number range, annotate why you decided to weed this volume in the column labeled: Deselection Criteria (note: if you generated your own Excel spreadsheet from the filtered reports, you will need to create this column within your spreadsheet). You will also need to create a column on your spreadsheet labeled Not On Shelf-to keep track of circulating/missing items. 11. Annotations should be based on the General Deselection Criteria. For example: Superseded Editions, Duplicate Titles etc... (Providing annotations will help faculty reviewers understand our decision-making process and will simplify the communication process between library liaisons and the faculty committees.) 12. If you come across damaged items that fall under the General Weeding Criteria of items that should automatically be kept (i.e. items that appear in Resources for College Libraries, Items that have circulated in the past 8 years, items appears in a recommended bibliography), place on a cart and take to circulation for repair. These items should not be considered for deselection. 13. Every so often, save the NotePad and Excel files you are working with. 14. At the end of your session, be sure to save the files (and rename them as instructed in Step 4. The example file might become WEEDING - G1-G251 - 20090112 - Vince). 15. Return the laptop to the Circ area Stage Three: Faculty Review of the Items Being Considered for Removal Procedure: 1. The library director will contact the chair(s) of the department(s) with expertise in the subject areas being reviewed. The department chairs will be asked to appoint a committee to conduct the review process. When appropriate, a faculty member who teaches the subject area as part of an interdisciplinary course should also be appointed to the committee by the departmental chair. 2. Once the librarians complete their review of the collection, a report will be generated for the faculty review committee indicating the items under consideration for withdrawal. This list will be made available electronically. The report will contain the following information: Title 3. The designated library liaison will be responsible for initial contact with the committee members. The liaison librarian will provide the faculty with the following items: a. A short PowerPoint presentation highlighting the purpose and philosophy behind the deselection of materials 4. If a standard bibliography has been provided, the items under consideration will be checked against the standard bibliography. 5. The committee will have the opportunity to review the list of items for 45 calendar days, and the library liaison will act as a line of communication with the library, offering assistance, answering questions, and troubleshooting problems. 6. Once the faculty members complete their review, a finalized list of items to be removed from the collection will be provided to their library liaison. Stage Four: End Processing 1. The item will be checked against the SUNY Union Catalog. Items which are not held by at least one University Center or two Comprehensive Colleges will be retained. 2. It will be verified that the item is not a faculty publication. Items which are identified as faculty publications will be retained. 3. All other items identified will be removed from the collection. Weeding Process and Policy"Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval." -from the American Library Associations' Bill of Rights. In order to enhance the value and usefulness of Reed Library to the entire college community, care must be taken to insure that its holdings are as comprehensive as possible and are properly maintained. The vitality of a library collection depends on vigorous collection development as well as careful collection management. One aspect of this management is the judicious weeding of materials that no longer support the instructional mission of the college. Like all collection development, the weeding of materials must be a consultative endeavor involving librarians, faculty members, and other parties as appropriate. The weeding process should rely on a well-defined plan through which the faculty and the librarians, in collaboration, identify materials that may be weeded. This process will help identify both strengths and weaknesses in Reed's holdings. Recognition of weak areas will subsequently be addressed, and whenever possible, appropriate new titles will be acquired after continued consultation with faculty and recommended bibliographies. STAGE ONE: Librarians Determine Subject Areas to be Reviewed and Check Standard Bibliographies Weeding is an ongoing process which starts by librarians identifying areas of the collection (according to Library of Congress classifications) that are in need of review. Once an area of the collection is identified for review, titles in areas identified for the weeding process will be compared against the most recent edition of Resources for College Libraries (RCL)[1] (either in print or electronically). If Reed Library owns a book listed in RCL, librarians will make a note of it in the library's catalog record. If recommended by the academic department or program, the collection will also be compared to available standard bibliographies published by appropriate (i.e., discipline-specific) professional faculty associations for the subject matter being reviewed. A note will also be added to item's catalog record, indicating the bibliography which cited the item as a "classic" title in the field. STAGE TWO: Librarians Review the Collection in the Stacks During the second stage of each weeding cycle, librarians will examine the titles within a designated area and generate a list of items that will be considered for removal. The criteria below list factors which, when used in combination, will help librarians make informed decisions about materials to be kept and materials which may be removed from the collection. Items that meet any of these conditions will automatically be kept:
Criteria for identifying those items that will be considered for removal by a process of faculty review (Stage 3):
If librarians are undecided as to whether an item should be added to the list of materials being considered for removal, it will not be marked for withdrawal. STAGE THREE: Faculty Review of Items Being Considered for Removal When appropriate, a faculty member who teaches the subject area as part of an interdisciplinary course should also be appointed to the committee by the departmental chair. The faculty committee will be provided with a list containing the call number, author, title, and the imprint information (date, publisher) for the items being considered for removal. This list will be made available electronically via an OnCourse community group. The faculty committee members will have an opportunity to review the list of items for 45 calendar days, and the library liaison will be available to act as a line of communication with the library, offer assistance, answer questions, and troubleshoot any problems that arise. Once the committee has reviewed the items to ensure that the appropriate determination has been made for each title, they will provide their library liaison with a finalized list of items that have been selected for withdrawal from the collection. STAGE FOUR: Library End Processing After all stages above are completed, the library staff will finish the weeding process. Materials will be retained by Reed Library, processed out of the library, or sent to the University at Buffalo for retention. Resources for College Libraries (2006 edition) is used as a standard tool for collection development of academic libraries. RCL is published by the Association for College and Research Libraries division of the American Library Association and Bowker. It lists an established core collection of 65,000 titles in 58 curriculum-specific subjects, selected by 300 subject experts. The relentless growth in books published and the simultaneous decline in acquisition budgets make careful title selection essential for academic libraries. Using RCL as a collection development tool insures that standard titles will remain part of the collection regardless of local use, while other titles of generally accepted significance can be considered for possible purchase. | |||
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