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  1. Introduction
  2. Use of Library Book Budget
  3. Selection Principles
  4. Acquisition
  5. Open Access
  6. Gifts and Donation
  7. Collection Management

  1. Introduction

    The Library is committed to developing fit-for-purpose and high-quality collections to support the advancement of scholarly pursuits of the University community. Currently, the collections comprise of millions of e-books and e-journals, several hundred databases, the print collections of over 0.5 million of books, journals, and over 0.2 million of multimedia resources, plus numerous in-house developed digital collections including the electronic theses and dissertations, archives and special collections, all searchable in either our integrated library system, 1-Search or the Digital Commons platform. This Collection Development Policy serves to guide the Library staff and the University community to build up the collections relevant to their academic goals. It will also guide and inform the selection, evaluation, acquisition, maintenance, retention, and deselection of information resources. It also assists Library staff in planning and administering the Library book budget.

  2. Use of Library Book Budget
    1. The Library book budget is allocated to the Library by the University as part of the Library’s one-line operational budget. Its proper use and management rest entirely with the University Librarian.
    2. The acquisition of all library materials is carried out by the Library.
    3. A certain proportion of the Library Book Budget is allocated to academic departments based on the following considerations for use by the departments to make recommendations to the Library; any unused funds at the end of the academic year will be pulled together by the Library for other purchases.
      • Number of enrollment
      • Number of academic staff
      • Cost of subscribed resources
    4. To prevent duplication resources provided by the Library, the book budget allocated to academic departments should not be used to create separate collections of resources in any format in their departments.
  3. Selection Principles

    With limited resources, the Library selects and acquires all library materials with extreme care. At the same time, all materials supportive of the learning and research needs will be acquired if resources permit. The following principles will be observed in the selection of a resource.

    1. Selection Responsibility
      1. Academic departments are consulted regularly on the selection of resources. They are expected to recommend materials relevant to the teaching, learning, and research needs of the University. The Library may invite corresponding Departments to participate in the evaluation. The recommendations are not limited to the funding allocated to their departments.
      2. Academic Department’s recommended purchase to support their teaching and research will be given a top priority in selection and acquisition.
      3. All postgraduates and undergraduates are also welcome to make recommendations.
      4. A Library Liaison is assigned to each academic department as the formal contact person between the Library and the specific academic department. Part of the services is to assist academic departments in collection development and management. They will help circulate the newly published book lists to the department and assist in journal review exercise. Academic departments can channel their recommendations to the Library Liaison or directly to the Collection Development Team of the Library or via online forms.
      5. All Library Liaisons and the Collection Development & Management Librarian will participate in collection development especially in the selection of materials for multi-disciplinary subjects, new academic programmes and other subject gaps. They will also deselect materials for review by academic departments.
    2. Collection Scope
      1. The Library will mainly collect as its core resources that fall within University academic programmes in the disciplines of Arts & Humanities, Business, Computer Sciences, Social Sciences, Sciences, and other subjects as deemed relevant.
      2. The Library will also actively collect materials for good reads, whole-person development and general education for the all-rounded education of students.
    3. Selection Criteria
      • Relevancy – Whether the resources fall within the collection scope above and are suitable for scholarly use
      • Quality – Whether the resources can provide high-quality content at the level appropriate to the current staff and students
      • Currency – Whether the resources are updated regularly or whether they are the revised and updated versions
      • Cost – Whether the resources are value for money and affordable by the Library Book Budget; and whether there is an ongoing cost
      • Usage – Whether the resources are popular and had or are expected to have high usage
      • Space and Storage Requirements – Whether the resources are voluminous and require huge shelving space
    4. Format

      The Library adopts an e-preferred policy for all kinds of library materials if available. Electronic format will be selected when a title is available in both print and electronic formats. The print format will only be selected when an electronic format is not available or received a special request from the recommender. For audio-visual materials, DVD is the preferred format. Other formats will also be considered with special requests.

      The followings are the selection criteria for e-resources:

      • Uniqueness – Whether the resources are available in electronic format only
      • Ease of access – Whether the access is provided by standard protocol and does not require substantial technical support in maintenance
      • Licensing – Whether the licensing requirements can be observed by the Library and will facilitate wide use of the resources such as allowing course reserves and interlibrary loans
    5. Language

      Chinese and English are the primary languages for the Library collection. The Library will also select materials in other languages to support foreign language learning.

    6. Course Readings

      The Library will acquire course reading materials to support the educational needs of the University.

    7. Good Reads

      The Library will select awarded titles in both academic and non-academic disciplines to cultivate reading habit in the University.

    8. Respect for Intellectual Freedom
      1. The Library fully respects intellectual freedom in its collection development activities. The Library aims to provide access to resources representing a wide variety of perspectives and will not exclude or censor materials that may be considered controversial, unorthodox or unacceptable as long as they will support the advancement of scholarly pursuits of the University community.
      2. The Library will also acquire sexually-related materials based on the recommendations of the academic departments and if they are needed for an academic programmes. These materials will be on closed stacks and will only be available upon request.
  4. Acquisition
    1. Format - The Library adopts the e-preferred policy and will acquire materials if they have the electronic format available.
    2. Binding – Paperback edition is preferred unless only hardcopy edition is available.
    3. Number of copy – To better utilize the Library spaces and budget, the Library supports single copy policy either in print or electronic format.
    4. Multiple copies - Only apply to course readings with the following formula:
      • Maximum 2 copies for a course with 31 – 60 students
      • Maximum 3 copies for a course with over 60 students.
      • Additional copies will only be ordered if heavy demand is evident.
    5. Subscription of journals and databases - The Library will conduct annual review exercises on journals and databases with Faculties. The evaluation will be based on budget status, usage statistics, and professional judgement from Faculties and Librarian.
    6. Acquisition of e-books – The Library supports the subscription and purchase of e-books that are available in different purchasing options such as Patron Driven Acquisition (PDA), Demand Driven Acquisitions (DDA), and Evidence-Based Acquisitions (EBA). The Library will advise the appropriate acquisition options based on their expertise and budget availability.
    7. Consortium Purchasing – The Library is a member of the JULAC Consortiall and will participate actively in consortium purchasing to gain savings from collective purchasing power.
  5. Open Access

    The Library supports and promotes open access initiatives. 1-Search has made available many open access collections. Depending on the rights stipulated by contents owners or publishers, digital collections including staff publications would be made freely accessible online through the open-access platform, Digital Commons @ Lingnan, which is also the green OA publishing arm of the Library. The same evaluation criteria as specified above are applied to the evaluation of open access materials. The Library will offer consultation advice to Faculty to assist them to publish their scholarly or creative works as OA-compliant.

  6. Gifts and Donation
    1. The Library welcomes gifts and donation of materials that may be valuable additions to the current library collections.
    2. The Library will assess the potential gifts and donations according to any of but not limited to the following criteria before they are accepted.
      • Relevancy to the teaching and research activities
      • Scholarly or historical values to the University
      • Physical conditions of materials
      • Currency
      • Format of the materials such as publications, manuscripts, photos and artifacts
      • Potential duplication with existing materials
      • The capacity of the Library to process and store the materials
    3. The second copy of a donated item will be added to the library collection only if the first copy has been checked out 10 times or more in the last 2 years.
    4. For those items not accepted to the Library collections, the Library reserves the right to dispose them, sell them at the Library mini-book fair for fundraising or handle them in other appropriate ways determined by the Library or agreed with the donors.
    5. Once accepted, the gifts and the donated materials will become the property of the Library. The donor(s) has(ve) to sign the University Deed of Gift to be governed by its terms and conditions.
    6. The Library will store, preserve, protect, and/or display the material(s) with the standard library or archival practices as deemed appropriate.
    7. All or a portion of the materials may be digitized for preservation and online access in accordance with the wish of the donor. They will be open access if possible.
  7. Collection Management
    1. Weeding- To keep the Library collection up-to-dated and to release spaces for newly acquired materials, the Library will conduct weeding exercise annually. Details please refer to the Weeding Policy.
    2. Stocktaking - The Library will conduct stocktaking exercise annually to ensure all the library materials are safely kept at the Library. Users are requested to report loss of their loaned materials for proper recording by the Library.
    3. Shelf-reading - Library staff will shelve all returned library materials and perform shelf-reading to ensure that all library materials are shelved accurately and in good order so that users can easily retrieve them from the bookshelves. Users are welcome to request library staff in searching for missing items on the bookshelves.
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