Budget Allocation Formula: The University provides state- and lottery-based funds to the Library for the acquisition of Library materials. This materials budget is allocated by formula to each discipline (department, program, and/or college) for the purchase of books and media, including Reserve materials. Each subject specialist Library Faculty member then decides how to use the allocated amount to support acquisitions. The formula is based upon:
The previous calendar year's circulation by LC class based on HEGIS. (The term “Hegis” originally came from the U.S. Department of Education, and stands for Higher Education General Information Survey.) X drive > Library Faculty Committees > CDMC > CDMC Documents > LC Hegis Files > Column Hegis;
The FTES course enrollment by discipline and by level (undergraduate/graduate); and
The average academic book cost by LC class based on an annual report from the GOBI or comparable data.
Hegis 0016d is a fund established to support annual subscriptions and/or access fees for multidisciplinary subscription databases.
The fund is the responsibility of the Collection Development Officer (CDO).
Hegis 0008 tracks how much the library spends on payments to the Copyright Clearance Center for journal articles and book chapters that we borrow from other libraries. NOTE: This does not show up in weekly accounting reports.
Copyright expenditures are tracked and used to help determine when the library should subscribe to journals (and sometimes purchase books) where the copyright costs meet or exceed the subscription cost. See Tab, Calendar.
Copyright invoices are paid annually, so the accounting reports do not reflect current ILL usage.
BeachReach (ILL) usage reports will be requested from Access Services when needed. Previous reports are found X-Drive > BeachReach
The lost book replacement fund comprises monies paid by patrons for lost books and other allocated funds. It is collected by the Cashier’s Office on behalf of the Library.
The funds are reflected in Hegis 0012d on the accounting reports, and are appropriated at various times of the year. For details on how these funds are spent, see Appendix B: Replacement of Missing Items.
These funds come from a variety of non-state sources, such as the Forty-Niner Shops, grants, named endowments, the Alumni Association, the CSULB Foundation, etc.
The money in these funds resides in accounts managed by the CSULB Foundation and is disbursed at the direction of the Dean, in accordance with the wishes of the donors.
These funds have their own Hegis fund numbers for accounting purposes.
Library Faculty members are the primary selectors of materials to be acquired. Others, at the Dean’s direction, also may have selection responsibilities for particular collections in the Library. A list of Library Faculty member and staff selectors is found at X drive > Library Faculty Committees > CDMC > CDMC Documents > Librarian Assignment Sheets (Appendix K: Collection Development Assignments).
Electronic form suggestions are forwarded from Library Administration to the Collection Development Officer (CDO), who consults with appropriate Library Faculty or other selectors. The CDO may occasionally discard those that are clearly sales pitches and reply without consulting selector.
Recommendations from departmental faculty and students often go directly to the relevant Library Faculty member who evaluates them along with other collection development criteria.
The Dean’s policy is that suggestions from students and faculty should be purchased unless there is a compelling reason not to (e.g. exceptionally tight budgets). If the selector has insufficient funds in their Hegis funds, the selector Library Faculty member should consult CDO, who might charge purchase to 0020.
The Wish List is a list of materials for purchase that are beyond a disciplines budget. The criteria is:
A item for this list can be placed on the Wish List at anytime. Fill out the “Faculty Request Form for Wish List” in the X: > Library Faculty Committees > CDCM > Wish Lists Folder.
The Wish Lists folder, contains three spreadsheets:
The CDMC will annually (See Tab: Calendar) place call for items to be added to the “Faculty Request Form for Wish List”. Then the Committee will evaluate requests from faculty:
Once the items status has been determined. CDMC will move items to the “CDMC Wish list HISTORY” file, one tab for purchased, one tab for not purchased (i.e. no plans to purchase in the future). Items that are still under consideration for next year (should funds be available), should be left on the “Wish List Under CDMC Review” spreadsheet.
Selectors should review the collections for which they are responsible on a systematic and regular basis to ensure that currently available materials in the collections are appropriate to the current and anticipated curricular needs of CSULB and the larger academic community. Review criteria may include (but are not limited to): use, relevance to curriculum, currency, type of material, physical condition, location, and external availability.
See New Program Proposals Appendix G for the wording in the Program Proposal template that asks for the Library report, and for a template to use in preparing the Library resource assessment.
It is the responsibility of Library Faculty to promote subscriptions to their students and departmental faculty and to create links to them in Research Guides, as appropriate.
Faculty, staff, students, and others frequently approach the Library with proposed donations of materials. These proposed donations may come to the Dean, Library Administration, to Library Faculty, to Special Collections, to the Collection Development Officer (CDO), to Access Services, or to Receiving. The Gift Policy lays out the policies and procedures for gifts of materials. In brief, here are the procedures:
The person talking with the potential donor asks the donor to provide a list of titles and years of publication for books, volumes/issues for serials, or information that allows the appropriate Library Faculty member to evaluate the proposed donation.
Library Faculty/selectors review the list of materials to decide what they want to add to the collection. We do not accept most print periodicals, unless they fill gaps in the existing print collection, or are at least a complete two-year run.
Because most donation proposals come through the CDO, it is usually the CDO who communicates with potential donors, but it is not necessary. The CDO, the appropriate Library Faculty/selector(s) and/or the Library’s development director will confer in the case of large or unique gifts.
Generally, the CDO/Library Faculty/Selector emails the potential donor with the titles we would like to add to our collection, asking the donor to print out a copy of the email and to include it, along with the donor’s name and address, when they bring in the donation.
Occasionally, after consultation with the CDO, the library will pick up donations from faculty offices or make other arrangements to acquire the donated materials.
Staff in Receiving log the donation, and Library Administration prepares acknowledgement letters for the CDO’s signature. The letter gives a count and brief description of what has been accepted, but no monetary value. Gifts receiving acknowledgement letters must be kept in the collection for at least two years to meet IRS regulations.
Donated materials are noted as gifts in the acquisition record.
There are several options for those wishing to contribute funds to help the Library. They are outlined in the Gift Policy on the Library web site.
There are two basic ways to get usage statistics on electronic resources. Below are the current ways as of September, 2016. Some of this will change in 2017 as we migrate to Alma. If neither of these methods work, ask Sharlene. Some vendors are not COUNTER compliant and you might not be able to compare those vendors’ stats with those from COUNTER-compliant vendors.
ProQuest InTota for Usage Statistics
How to Retrieve Statistics from Vendor
See Counter Statistics folder,
X: > COUNTER statistics, look for the spreadsheet labeled Username and Passwords for Statistics. Internal URL: X:\COUNTER statistics\Username and passwords for statistics.xlsx (Copy and paste URL into address box and spreadsheet will download, if you are on campus.)
How to Get BeachReach/Link+ Statistics