LAC 12/14 (A) 19/07/2012

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University of New England

LIBRARY ADVISORY COMMITTEE

The Fifth Library Advisory Committee Meeting will be held on

Thursday 19 July 2012 at 9.30am in The Letters Room, Ground Floor, Dixson Library

Agenda

1. Attendance and Apologies

2. Confirmation of agenda, ordering and starring of agenda items

3. Confirmation of minutes (LAC 12/13(M)) of meeting held on 26 April 2012

4. Business arising from the minutes not addressed elsewhere on the agenda

(LAC12/20) – Ms Barbara Paton 4.1 Participation in Library planning

5. Items for information 5.1 Report of the University Librarian (LAC 12/15) – Ms Barbara Paton 5.2 Collections and Digital Infrastructure Services (LAC 12/ 16) - Ms Donna Runner 5.3 Learning and Research Services (LAC 12/17) – Ms Celia Munro 5.4 Buildings and Physical Infrastructure (LAC 12/ 18 ) - Ms Belinda Moore

6. Items for Discussion 6.1 Collection Development Policy (LAC 12/19) – Ms Donna Runner

7. Other Business

8. Next meeting - Thursday 18 October 2012 at 9.30am

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LAC12/13 (M) 20.10.2011

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University of New England Library

Library Advisory Committee

Minutes of the meeting held on Thursday 26 April 2012, 10:00am in The Letters Room, Dixson Library

Unconfirmed Minutes

1. Welcome, Introductions and Apologies Dr Yvonne Masters (Chair) welcomed committee members to the meeting.

Present Dr Yvonne Masters (Chair) Ms Barbara Paton Dr Tom Bristow Dr Andrew Talk Mr Leo Bayerlein Dr Siu Chung Dr Martina Linnemann Mrs Dianne Kelton-Chambers

Dr Paul Kwan Ms Donna Runner Ms Celia Munro Mr Simon McMillan Mr Warren Gilson Ms Belinda Moore Dr Eliza Kent Tanya Simmons (Secretary)

Apologies Ms Lynette McLean

Mr Simon McMillan Dr Paul Kwan for early departure Dr Andrew Talk for early departure

2. Confirmation of agenda, ordering and starring of agenda items The agenda was confirmed and the following items were starred for discussion:

3. Confirmation of Minutes (LAC11/20M) 4. Business arising from the minutes not addressed elsewhere on the agenda 6.1 eReserve (LAC 12/7) 6.2 Library Planning Priorities (LAC 12/8) 6.3 Information Resources Budget (LAC 12/9) 6.4 Open Access (LAC 12/10) 6.5 Library Client Survey Report (LAC 12/11) 7.1 Journal Subscription procedures

3. Confirmation of minutes (LAC11/20M) Minutes of meeting held on 20 October 2011 accepted. Moved by Donna Runner,

seconded by Dr Tom Bristow 4. Business arising from the minutes not addressed elsewhere on the agenda

Item 6.3- Student Access to Library Resources in a Trimester Environment Barbara Paton advised that the paper went to the Teaching and Learning Committee of

the Academic Board on 26 October 2011 and was endorsed by that committee. Library staff have had discussions with Information Technology Directorate regarding implementation. The paper will now be taken to the Academic Board.

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Item 6.4 – Reporting Book Purchases to Schools and Disciplines Donna Runner advised that the last system upgrade included the implementation of a

new books list. Mr Warren Gilson indicated that the list sorts new titles by broad subject discipline within the capabilities of the existing system, which is a first step towards resolving the difficulties. Dr Tom Bristow indicated his intention to continue communicating with Warren and Donna in relation to the book purchases and system improvements.

Item 6.5 – Database Subscription by the Library (Sirca or Connect 4) Ms Donna Runner advised that the University Library has subscribed to Sirca from

special funding. Donna also advised that Science Direct journals can be obtained very quickly from publishers. Dr Paul Kwan enquired as to when the Science Direct articles would be available. Donna indicated that the articles are already available via the Interlibrary Loans service.

In relation to the collection of usage data, Donna indicated that usage data is not

available for print subscriptions but some data is available in respect of electronic subscriptions. Subscriptions to packages of materials do not allow for cancellation of individual lesser-used titles within the package.

5. Items for Information

5.1 Report of the University Librarian (LAC 12/2) – Ms Barbara Paton 5.2 Collections and Digital Infrastructure Services (LAC 12/ 3) - Ms Donna

Runner 5.3 Learning and Research Services (LAC 12/4) – Ms Celia Munro 5.4 Buildings and Physical Infrastructure (LAC 12/ 5 ) - Ms Belinda Moore 5.5 Opening hours 2012 (LAC12/6) - Ms Barbara Paton

6. Items for Discussion

6.1 eReserve (LAC 12/7) Ms Barbara Paton indicated that the change of approach outlined in the document is designed to take eReserve back to its original intended function, i.e. for students to access digitized resources where those resources are not already available online. Where the resources are already available online, they are best dealt with by a link within the Moodle unit. The proposal has been supported by both the Academic Board Teaching and Learning Committee and Academic Board. There have also been numerous emails via UNE Official on the topic. The first call for eReserve submissions for Trimester 2 has been changed to allow for a more staged approach so that items which will be required in the first few weeks of the trimester will be processed first. Mr Warren Gilson addressed some of the concerns surrounding eReserve changes by advising that any material already in eReserve will not be removed. Warren also reiterated that the best way of dealing with material already available online is to include a link within the Moodle unit. Warren advised that Library staff can assist anyone needing help with creating the links. Dr Martina Linnemann suggested that students need to be educated to understand that eReserve is not an exhaustive list of reading for a particular unit. Tom Bristow indicated that this was a very good initiative and the information provided was very useful.

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6.2 Library Planning Priorities (LAC 12/8) Ms Barbara Paton outlined the contents of the document and sought suggestions as to how best to include Academic Staff in the planning process. Eliza Kent suggested that this could be initiated by a call for submissions from Academic Staff. Barbara suggested that an alternative method would be to ask the Library Advisory Committee members to be involved either by holding a fourth LAC meeting or by using the third meeting predominantly for this purpose. This will be considered by committee members and a decision will be made at the next meeting of the Library Advisory Committee. Dr Tom Bristow requested that the Heritage Centre planning priorities, particularly relating to digitization of resources, be presented at the next meeting of the Library Advisory Committee. The University Archivist, Mr Bill Oates, will be invited to attend the meeting. 6.3 Information Resources Budget (LAC 12/9) Ms Donna Runner outlined the contents of the document and indicated that this is an attempt to develop a future model for purchasing both electronic and print resources. Donna pointed out that the funding support for new courses is a new category. Dr Andrew Talk asked whether the Open Access funding models are different and if there has been any discussion as to how these will be funded. Donna advised that this discussion could be had under item 6.4. Barbara Paton indicated that there may be an option when applying for research grants to include a component relating to anticipated publishing costs. Mr Warren Gilson advised that ,if UNE decides there will be no new courses in a given year, the Library Collection Development Committee will then look at the wish lists to see how the funds set aside could best be applied. Ms Barbara Paton advised the committee that the Library does see new course and unit information as they are developed which gives an opportunity to estimate the cost of building the collection to support the new course or unit. Dr Tom Bristow asked if the contents of the wish list could be made available. Donna Runner responded by saying that this information was substantially already available between the new books list and the annual serials review. Warren Gilson explained that if the Library had funds to be directed towards wish list items, academic staff would be consulted should there be competing priorities. Dr Paul Kwan enquired as to what the appropriate channel is for suggesting a wish list item. Donna Runner advised that the Faculty Librarians would be an appropriate starting point. Mr Leo Bayerlein asked whether the number of copies of textbooks held in the Library could be increased where there were a large number of enrolled students in a particular unit. Warren Gilson responded by saying that the current budget for textbooks and required reading is about double of previous years and that the Library attempts to have on hand at least one copy of every prescribed text. Warren also advised that students are expected to obtain their own copy of a prescribed text and that there were cases this year where the Library’s first copies have gone missing. Warren indicated that the Library was now looking at the possibility of putting the first copy of each text into print reserve. Dr Tom Bristow questioned the contents of the section of the document under the title of “UNE Future Model 2013”, in particular the bracketed section following the 42% explanation. Tom expressed concern about the potential linking of library

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budgetary considerations to UNE’s strategic directions for research. Dr Yvonne Masters also expressed concern about such a decision being geared towards the UNE strategic priorities. Ms Celia Munro explained that these criteria are only intended to be used in making decisions where the Library is close to spending 100% of the budget and there is a conflict as to which resources to purchase. 6.4 Open Access (LAC 12/10) Ms Donna Runner outlined the contents of the discussion paper and asked for comment on the recommendations:

That the Library participates in UNE’s development of an Open Access policy, procedures, and guidelines to support Open Access publication and research data at UNE.

That the Library further develops e-publications@UNE as the preferred method to provide Open Access to UNE-authored research output.

That the Library provides greater support to researchers in granting Open Access to their publications and research data.

Dr Andrew Talk commented that the green model restricts which journals academics could publish in. Ms Donna Runner suggested that there would be fewer restrictions in the future as publishers are being pushed to allow for publishing on more institutional or subject based repositories. Dr Eliza Kent advised that Research Services administers the University’s Knowledge, Assets and Intellectual Property Policy which should be reviewed in conjunction with any policy relating to open access. Eliza undertook to consult further with Ms Donna Runner, Ms Berenice Scott and Mr Simon McMillan in relation to these policies. Dr Paul Kwan asked how the documents provided for the 2010 ERA exercise were handled. Ms Donna Runner advised that published versions of these documents were stored but not openly available unless the copyright issues have been addressed. Ms Barbara Paton advised that, if an article was published in an open access journal, it would not be necessary to publish it again in epublications@UNE, it would be sufficient to just include the link. Dr Andrew Talk asked whether epublications@UNE is indexed by Google Scholar to which Barbara advised that although it isn’t at the present time, this is one of the planning priorities for 2012. Ms Barbara Paton suggested that a forum be held in relation to Open Access. This proposal was strongly supported by the committee. 6.5 Library Client Survey Report (LAC 12/11) Ms Celia Munro gave some background to the survey report and explained how to interpret the results. Celia also advised where the complete survey report can be found on the UNE Library webpage. Celia indicated that this was once again a very good result for the University Library.

7. Other Business 7.1 Journal Subscription procedures (LAC12/12)

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This issue was raised by Dr Paul Kwan via email and has since been replied to by Ms Donna Runner. Donna encouraged interested parties to raise this again as part of the annual subscriptions review process. In the meantime, Donna reminded the committee that the Library can obtain such articles via the current interlibrary loans process at no cost to academic staff. Mr Warren Gilson urged academic staff to consider how many articles from a given serial would be useful when considering a subscription request, given that one or two articles can easily be obtained through the document delivery system. 8. Next meeting Tuesday 19 July 2012 at 9.30am

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LAC 12/20 19.07.12

LAC 12/20 Business arising from the meeting 26 April 2012 Page 1 of 1

University of New England

LIBRARY ADVISORY COMMITTEE

Business arising from the meeting on 26 April 2012 Participation in library planning for 2013 (Item 6.2) At the Library Advisory Committee meeting on 26 April, there was discussion on the desirability of obtaining input from Library clients and partners in planning processes to ensure that our priorities take into account wider views and needs. Suggestions included

• a call for submissions from academic staff • participation by LAC members, either at a special meeting of the Committee or by

using the third meeting of the year in October predominantly for this purpose LAC members agreed to discuss this further at the July meeting. Presentation of Heritage Centre priorities (Item 6.2) Dr Tom Bristow requested that the Heritage Centre planning priorities, particularly relating to digitization of resources, be presented at the next meeting of the Library Advisory Committee. The University Archivist, Bill Oates, is on long service leave and not able to attend this meeting. He will be invited to attend the October meeting. Open access publishing information session (item 6.4) Following the discussion on open access publishing at the Library Advisory Committee meeting on 26 April, a series of information sessions for academic staff have been planned. The program comprises a brief introduction on open access, managing your publishing rights, and the role of ERA and HERDC by Library staff Leonie Sherwin, Faculty Librarian for The Professions; Berenice Scott, Copyright Officer; and Simon McMillan, Digital Infrastructure and Information Technologies Manager. This will be followed by UNE researchers talking about their experiences with publishing in open access journals: Dr Paul Kwan, School of Science and Technology, Dr Andrew Talk, School of Behavioural, Cognitive and Social Sciences, both members of Library Advisory Committee. The later Library sponsored sessions on Open Access would be held in the weeks beginning 3 September and 22 October - the latter coinciding with Open Access Week 2012. The Library has received 21 acceptances to date, excluding the presenters. The session will be video recorded and made available on the library website following the session. Barbara Paton University Librarian 11 July 2012

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LAC 12/15 19.07.12

LAC 12/15 Report of the University Librarian Page 1 of 2

University of New England

LIBRARY ADVISORY COMMITTEE

Report of the University Librarian Master Plan for the Dixson Library As reported at the last meeting, it is proposed to develop a concept plan to guide the refurbishment of the remaining areas of the Dixson Library building. Expressions of interest were sought from a number of architects and four submissions were received. These have been assessed by the Library and Facilities Management Services and we are now waiting for approval for a purchase order to be raised for the contract. There will be consultation with stakeholders across the University during the development of the Master Plan and I hope that some members of Library Advisory Committee may be interested in, and available to, participate in these sessions. The aim is for a Master Plan to be available by the end of the year. Informal learning space in the Dixson Library A/Prof Jennifer Clark, Academic Director for the Faculty of Arts and Sciences is leading a subcommittee of the Academic Board Teaching and Learning Committee to develop a First Year Experience Strategy for UNE. The subcommittee has membership drawn from across the University and includes academic staff from both faculties, First Year Advisers, staff from the Teaching and Learning Centre, the University Library, Student Administration Services, the Residences, and so on. The membership is large and fluid. The Strategy is still in draft form and it is hoped it will be submitted to the Academic Board Teaching and Learning Committee in August for their endorsement for a formal consultation process in the University to commence. In conjunction with the discussion of this group, A/Prof Clark and the University Librarian are developing a proposal for an informal learning space located in the Learning Commons in the Dixson Library. The proposal will be submitted to the Pro-Vice Chancellor (Students and Social Inclusion) for funding from the allocation to the University from the Higher Education Participation and Partnerships Program (HEPPP). It is intended to target first year students as primary users of the space but not restrict use of the space to this cohort only. The new development would be located in the space recently vacated by the Audiovisual Collection which has been relocated to the first floor. The aim is that the space will be redeveloped before the end of the year if funding is obtained.

LAC 12/15 19.07.12

LAC 12/15 Report of the University Librarian Page 2 of 2

Impact of Trimesters on Library activity The Library has implemented a process to monitor the impact of the implementation of trimesters on services and resources from 2012 for the first few years of trimester implementation. Significant time periods throughout the year have been selected as comparable and mapped from 2009 – 2012. Activity statistics that are readily available are being collated and compared for these time periods across the years. Some annual totals will also be examined. While increases in activity were observed early in trimester 1 compared with semester 1, 2011, similar increases have not been sustained over the following weeks up until the end of June. Monitoring will continue as a full cycle of activity over three trimesters is required to allow rational conclusions to be made. UNE Teaching and Learning Strategic Plan Work has commenced on the development of a three to five year teaching and learning strategic plan for UNE. A working party chaired by Prof Michael Crock, PVC (EII) has been established. Membership includes A/Prof Josie Fisher, A/Prof Wendy Beck, Prof Ieva Stupans, A/Prof Jennifer Clark, A/Prof Stephen Winn, A/Prof Peter Corrigan, as well as the University Librarian. The working party brief is to produce a plan by the end of September. Consultative sessions/workshops facilitated by consultants from BusinessBC were held to commence input to the development of the plan. Several members of Library staff attended one of the sessions in May: Berenice Scott, Donna Runner, Simon McMillan, Celia Munro, Leonie Sherwin, Kim Harris and Barbara Paton. The working party has held two meetings. Information from the consultative sessions/workshops has been provided to the working party. A sub-group of the working party has been established to review and prepare an updated strategic vision statement for learning and teaching. Membership of the sub-group includes Prof Michael Crock, A/Prof Wendy Beck, Prof Ieva Stupans and A/Prof Stephen Winn. Further consultations with reference groups will occur through the development of the draft plan. Regional Universities Network (RUN) Libraries Group The University Librarians of the Regional Universities Network held their second meeting by teleconference on 25 May. In considering possible areas for collaboration, it has been agreed to focus initially on Research Support/Services for Researchers. While some libraries are appointing staff to specific roles in supporting researchers (e.g. Research Librarian) others are not able to (or choose not to) do this, and instead spread the responsibility across a number of staff. It has been agreed to consider benchmarking against the RLUK (Research Libraries UK) report Re-skilling for research (2012) http://www.rluk.ac.uk/content/re-skilling-research so that we may assess our capacity and readiness for supporting researchers across a range of library services. Barbara Paton University Librarian 12 July 2012

LAC 12/16 19.07.2012

LAC 12/16 Collections and Digital Infrastructure Services Page 1 of 2

University of New England Library

Library Advisory Committee

Associate University Librarian (Collections and Digital Infrastructure Services) Report

Berenice Scott, Copyright Officer, is providing training to new University staff and staff who want a refresher on copyright basics. Berenice has developed a new webpage at

Copyright

http://www.une.edu.au/copyright/via-uneonline.php to provide information on Communicating Copyright Material via UNEonline. Please provide feedback on this new webpage. Comments on whether other webpages on Copyright would benefit from similar redevelopment would be welcomed.

Greg Kelleher, Collection Delivery Team Leader, is co-chairing 2 working groups (with the Associate University Librarian) to review and recommend improvements for the Interlibrary Loans and Document Delivery Service, and, Staffing at the Dixson Library Service Desk. Library Advisory Committee members are encouraged to submit feedback and suggestions for improvements to Donna Runner or Greg Kelleher for inclusion in the considerations of the working groups.

Collection Delivery

Warren Gilson, Manager Collections Services, reports that the area has continued with training and re-training staff in new and continuing responsibilities as a major activity.

Collections Services

Serials review 2012 for 2013 The review of subscription titles for renewal in 2013 has begun. Heads of Schools and Library Liaison Officers have been sent lists of titles for consideration against current teaching and research interests. Although the Library budget for 2013 is not yet known, there is no request to cancel a given percentage of subscriptions. However, it is expected that requests for new subscriptions will be matched by suggested cancellations in the same discipline. Prescribed textbooks Starting at the beginning of T2, 2012, it is library policy to buy at least two copies of all UNE prescribed textbooks, with the first copy always shelved in the Print Reserve

Collection where it will be available for short term use only, ensuring equitable access of content to all staff and internal students, and (via our Document Delivery staff) to all external students upon request. This move should also dramatically reduce the degree of lost, mis-shelved and stolen textbooks from the library collection, which has hampered students. The second copy will go to the open shelves for general loan.

eReserve Items submitted for eReserve processing by the deadline were processed and available by the start of Trimester 2. However, as of week 3, the staff were processing items submitted during weeks 1 and 2. An unexpectedly significant number of items were submitted in week 2 of the trimester. Library staff believe that this delay may have resulted from the short period between trimesters 1 and 2 impacting on academic staff.

LAC 12/16 19.07.2012

LAC 12/16 Collections and Digital Infrastructure Services Page 2 of 2

Behind the scenes Apart from the regular housekeeping tasks of ordering, licensing, accessioning, cataloguing, processing and shelving resources, Collections Services has also completed some collection maintenance projects which may be of interest, including

The Audiovisual collection was moved to the First Floor, adjacent to the Curriculum Collection, which shares the prevalence of assorted formats and sizes of material.

Weeding of print resources on Lower Ground Floor The Library is planning to move more of its print resource collection to compactus units on the Lower Ground Floor. To make space for the installation of compactus units, resources in the 000s, 100s and 200s have been assessed for relegation to closed storage or disposal based on their usage, value, and availability from other sources or formats. This work should be completed by the end of August, with the compactus installation slated for September-October.

• Reference titles on the Ground Floor are being assessed in the 000s (Bibliographies, Library science, Encyclopedias, Mass Media) with the view to remove outdated titles and to relocate useful items to the loanable collection.

Members of the DIIT Group have been heavily involved in the review of the Library Virtua catalogue and lending system that has been in use at UNE for over 20 years. While an interim report on the review has been submitted to the Library Executive Committee, investigations of options are continuing. The DIIT Group will be leading a project to upgrade the Virtua system, in collaboration with other sections of the Library and the Information Technology Directorate, by the end of the inter-trimester break in October 2012. The upgrade will enable the Library to take advantage of new functionality in the software and meet licence compliance obligations.

Digital Infrastructure and Information Technology (DIIT) Services

As part of a continuous improvement process, as well as responding to the Library client survey comments from 2011, DIIT staff are working to:

1) Improve the Library catalogue through changes endorsed by the Virtua review. A licence upgrade to enable more simultaneous user sessions has been put in place and has resulted in a significant improvement in performance of both the catalogue and the Summon discovery layer.

2) Further improve the Library website. 3) Plan and implement an upgrade of the Learning Commons workstations later in

2012. 4) Plan and implement improved wireless access throughout the Library before the end

of Trimester 2, 2012. Donna Runner Associate University Librarian (Collections and Digital Infrastructure Services) 12 July 2012

LAC 12/17 19.7.12

LAC 12/17 Learning and Research Services Report Page 1 of 1

University of New England

LIBRARY ADVISORY COMMITTEE

Learning and Research Services Staffing Since the last report, Pauline Jenkins has accepted a position with Learning and Research Services. Pauline will be working primarily with the UNE Business School and the School of Arts. We have recently advertised our other vacant librarian position and hope to fill it in due course. Support for researchers As part of this new support service for researchers, staff in L&RS are increasing their knowledge of issues relevant to researchers, including publication issues, and in particular Open Access publishing. Leonie Sherwin, Faculty Librarian for The Professions presented at the Open Access Publishing Information Session on July 17. We welcome requests and suggestions from academics as to areas of support they would welcome us developing as well as direct requests for assistance in supporting their research endeavours. Learning and Research Services Librarians in the Schools The Librarians are negotiating with Heads of Schools to establish regular times for them to visit. At this stage it is hoped that each Librarian will be able to spend a short but regular period of time in at least one discipline area each. We hope that this will make it easier for you access our services, ask questions and gain support for both teaching and research. This service will commence in Trimester 2. Reference Service We are still developing our appointment based reference service for staff and students. This service ensures to staff and students a specific period of time devoted to their particular questions. Previously, patrons seeking reference assistance at the Service Desk could only be offered limited time due to the needs of the Service Desk. Library Chat Service The Library Chat service is an online chat environment provided via SRM (AskUNE system) and available to both on and off campus students and staff. Designed to provide direct contact for reference questions, it has already proved popular with students. Each interaction is stored in the SRM system and further actions (follow up emails, phone contact etc) are available if needed. The service is still being offered from 11am to 2pm Monday to Friday and currently staffing shortages prevent us from implementing it further at this stage. We are still hoping to expand the current service by using Adobe Connect to assist more staff and students with hands-on real-time experiences. We plan to offer that service later in the year. New online learning opportunties The staff are working on creating online learning opportunities for staff and students based on our current face-to-face classes. The development of these will enhance our current offerings and expand the service to 24x7. We are currently working on an online version of our well-received ebooks class. Celia Munro

11 July 2012 Learning & Research Services Manager

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LAC 12/18 19.07.12

LAC 12/18 Buildings and Physical Infrastructure Page 1 of 1

University of New England

LIBRARY ADVISORY COMMITTEE

Buildings and Physical Infrastructure Following is a brief summary of the progress on building and infrastructure projects since the last Library Advisory Committee meeting in April 2012. Current Serials & New Books Display This area on the first floor was rearranged early in the year to provide a more open and spacious layout for quiet reading and individual study. The Library’s History Panels were hung in this area for viewing. Some timber bay end panels have arrived to freshen the shelving – not all shelves have been fitted with these bay end panels as yet. We may order more in the future if we find they are suitable and if funding permits. Some new signs have been installed ('current serials' and 'silent zone' signs). The furniture that was ordered has arrived but some of the items require adjustments before moving into the area. Additional informal seating – movement of Audio- Visual (AV) collection The AV collection on the ground floor was moved to the first floor, adjacent to the Curriculum Collection. Informal seating has been moved into the vacated area on the ground floor. This area is identified for further redevelopment as informal learning space. Floor plans Floor plans for the Dixson Library have been updated and placed around the building. As the library will be entering a stage of expected frequent change with collection moves and improvements to public areas, we will endeavour to keep these floor plans updated regularly. A mobile whiteboard seeking input and comments on the new floor plans is located adjacent to the floor plans so that we may improve this service to patrons where possible. Copies of the new floor plans will be tabled at the meeting. First Floor toilets A work request has been lodged with Facilities Management Services to commence the refurbishment of the first floor toilets. This project will commence soon and they will be refurbished in a similar style to the toilets on the ground floor which were completed in late 2011. Compactus installation As noted in the University Librarian’s report, the development of a Master Plan for the Dixson Library is proposed. Subject to master plan outcomes, an area on the lower ground floor has been identified for installation of new compactus units. It is anticipated that the collection in this area will be cleared by the end of August ready for ordering and installation of compactus towards the end of the year. Belinda Moore

Business Services Manager

11 July 2012

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LAC12/19 19/07/2012

University of New England Library

Library Advisory Committee

Library Collection Development Policy

One of the recommendations of the Library Review in 2010 was the development of a Collection Development Policy for the University of New England Library. The process of compiling the policy began early in 2011, but has required careful consideration and evaluation of the current Library environment in Australian universities and internationally. The Library Advisory Committee is invited to comment on the draft Library Collection Development Policy. Please forward any comments regarding the Policy to Donna Runner as chair of the Collection Development Committee. (drunner@une.edu.au) Following receipt of LAC comments and a final updating of the Policy, it will be added to the Library website as a publicly available document. Donna Runner Associate University Librarian (Collections and Digital Infrastructure Services)

Library Collection Development Policy DRAFT

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University of New England

Library Collection Development Policy

Draft 5

Dated 10 July 2012

Document type: Library Policy

Administering entity: University Library

TRIM Reference:

Date approved:

Approved by: Library Executive Committee

Indicative time for review: 5 years

Responsibility for review: Library Collection Development Committee

Related policies or other documents:

Asset Disposal Policy; Copyright Policy; e-Publications@UNE Collection and Access Policy; Knowledge Assets and Intellectual Property Policy; Learning Resources Policy; Library Policy; Rules for the Use of Information and Communication Facilities and Services

Library Collection Development Policy DRAFT

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Contents 1) The Collection Development Policy within the University’s and Library’s strategic planning ............................................................................................. 4

2) Purpose and scope of policy .......................................................................... 5

3) Definitions .................................................................................................... 6

4) Clients .......................................................................................................... 7

5) Description and Access ................................................................................. 7

6) Budget .......................................................................................................... 9

7) Collection valuation ..................................................................................... 11

8) Selection and acquisition of resources ......................................................... 11

9) Classification of resources ........................................................................... 14

10) Location of resources ................................................................................ 14

11) Special and Closed Collections ................................................................... 14

12) Cooperative relationships with other libraries ............................................ 16

13) Collection evaluation ................................................................................. 16

14) Preservation .............................................................................................. 16

15) Stocktaking ............................................................................................... 17

16) Review of material ..................................................................................... 17

17) Copyright considerations ........................................................................... 19

18) Complaints and controversial material ....................................................... 20

19) Indigenous ancestry images and voices ..................................................... 20

20) Review of collection development policy .................................................... 20

21) Contact staff ............................................................................................. 21

Library Collection Development Policy DRAFT

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1) The Collection Development Policy within the University’s and Library’s strategic planning University’s strategic plan: Learning without Limits http://www.une.edu.au/vc/vcoffice/strategic-plan/finalstratplan_2011_2015.pdf

Vision: Regionally based and globally connected, UNE will be known throughout the world for the quality of its on-campus student experience, the accessibility and flexibility of its distance education, and its focus on research that is of particular significance to rural and regional communities. In the years to 2015, UNE intends to deliver teaching and learning of the highest quality to a larger number of students wherever they may be living. UNE also aims to be the nation’s university of choice for research into regional issues of global significance. The University’s strategic plan 2011-2015 cites UNE’s research strengths as including

• Animal breeding and production • Environmental and agricultural change • Rural education • Rural health • Rural communities, landscapes and practices.

Through collection development, the Library assists UNE’s research efforts as identified in the University’s strategic plan by

a) Identifying and making available key research publications of high quality and research status

b) Providing an efficient library-funded document delivery service to provide access to information resources beyond our collection for academic staff and postgraduate students

c) Encouraging open access to scholarly information d) Developing, populating and maintaining the University’s research repository database e) Providing mechanisms for sharing and promoting our collections and research outputs with

the world. Through collection development, the Library assists UNE’s teaching and learning efforts by

a) Purchasing and making available textbooks, and recommended readings in a timely manner for supply in the relevant teaching periods

b) Ensuring where possible that material required for teaching and learning is purchased in electronic versions accessible through University authentication protocols

c) Supporting academics in linking directly to electronic versions of articles, book chapters and similar licensed information resources

d) Providing the eReserve service to digitise and to comply with copyright requirements for online access to high demand teaching material held in print

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2) Purpose and scope of policy This policy is to inform and guide UNE staff in understanding the development of the University Library’s collections of electronic and print resources – how and what material is selected, purchased, kept and discarded; and the financial and bibliographical considerations applied to information resources. The University Library consists of the Dixson Library (the central library, adjacent to the main courtyard) and the Law Library (located in the Economics, Business and Law Building); both branches are on the Armidale campus. Policies described in this document apply to both libraries, and the virtual Library service, unless specifically defined otherwise. Although sharing the same administration, the University’s Archive and Heritage Centre, the Museum of Education, and the University Art Collection, have very different missions and priorities in their collection acquisition, development, management, use, preservation, storage and disposal concerns, and are not included within the scope of this document. The Library collects and provides access to information resources that support the scholarship of the University of New England. The Library aims to provide sufficient copies of the information resources that undergraduate students require to complete their courses. The Library purchases at least one copy of each prescribed textbook and recommended reading, although it is expected that most students purchase their own prescribed textbooks (see Section 8 (iii)). The Library’s goal is to support teaching and research through both the collection and provision of access to relevant information resources, even if all such information resources are not held in the UNE Library collections. Collection development is a collaborative activity involving both academic staff and librarians. Each discipline is encouraged to nominate a Library Liaison Officer who can represent the library collection needs for their discipline. The Library has a Collection Development Committee which reports to the Library Executive Committee. The Collections Services Manager manages the expenditure of the Library information resources budget, in consultation with the Business Services Manager and appropriate library staff.

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3) Definitions

Adjunct and emeritus academic staff honorary staff appointments to the University See the honorary appointments policy for detail Authentication protocols a user provides UNE registered information (e.g. username and password) to gain access to a secured service or document Bibliographic record information about a library item which usually includes a description of the item; the title, author/editor, and publisher for the item; subject headings; and the classification or call number for shelved items Document delivery requesting copies of portions of publications from other libraries; and, supplying library items to UNE staff and students Interlibrary Loans UNE library borrows items or requests copies of portions of publications from other libraries; and reciprocates by supplying items or copies to other libraries Library Liaison Officer (LLO) a School’s representative in day-to-day relations with the University Library regarding resources and services. Members of the Library individuals who are registered on the Library system to borrow UNE items; individuals who have a UNE Library borrower number/barcode Monograph a publication complete in one volume (book) or a finite number of volumes Monographic series publications released in successive volumes, usually scholarly and scientific books New England Region from the Queensland/NSW border south to the Gloucester Shire, and from the coast to the Bourke Shire in the west Portico an archiving service which preserves e-journals, e-books, and digital collections, offering security and protection to publishers and libraries Prescribed textbook book(s) prescribed for the formal study of a UNE course unit. Students are expected to purchase the prescribed textbook(s) Recommended materials book(s) or other publication(s) that students are encouraged to use as part of the formal study of a UNE course unit Resource discovery platform Also known as, Discovery layer, Discovery service, or, Web scale discovery service. It is an application or service which sits on top of a library’s catalogue, electronic holdings and other records to provide a unified and modern experience. (Chris Keene, University of Sussex, 2010) Serial a publication that is issued in successive parts, usually on a known schedule such as daily, weekly, monthly, bimonthly, biannually, or annually. Examples are periodicals, magazines, journals, newspapers, and annual reports Summon resource discovery platform which searches the entire Library catalogue, as well as, selected electronic journal articles and book chapters, in information resources that are owned or subscribed to by the Library Supplier a company which supplies/sells library items or services to UNE, also called vendor Vendor a company which supplies/sells library items or services to UNE, also called supplier Walk- in user any person who is not a current member of the University of New England who has limited access to electronic information resources through the University network when he/she walks into the Dixson or Law Library

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4) Clients

The Library serves the teaching, learning and research needs of UNE staff and students. All UNE staff and students are members of the Library, as are adjunct and emeritus staff. The majority of UNE students study at a distance, both across Australia and overseas. Library services ensure delivery of both resources and services to students in all but a few locations1

Members of the public, including staff of the allied cooperative research centres (CRCs), alumni of UNE, TAFE staff and students, members of UNE Council, school students and others can become members of the Library through the Community Borrowing scheme. The Library is a member of the

. With a high percentage of students living and studying away from Armidale, the Library has a strong interest in collecting electronic items for quicker and wider dissemination.

University Library Australia national borrowing scheme that allows all staff and students of member universities to borrow in person from any other university in Australia and New Zealand. Members of the public who are not members of the Library are also welcome to use the print collection and online resources that are licensed for walk-in use. Whilst accommodating a wide range of patrons and uses, the focus of the Library’s collection development is on supporting the teaching, learning and research needs of current academic staff and students. 5) Description and Access

i) Electronic Resources The Library recognises the importance of quality online information resources to its staff and students, particularly to those studying or working at a distance from the campus. It has been subscribing to electronic resources since the 1990s. The Library prefers to acquire new monograph, serial and audiovisual materials in electronic format, with reliable delivery via the Internet and via known stable platforms. Certain resources may be more useful to patrons in physical formats (field guides, heavily illustrated or original material, some literature) or in both electronic and print (e.g. textbooks) The Library also acknowledges its responsibility to preserve information resources regardless of format within its financial, physical, technological and staffing limitations. Full access to all electronic resources licensed by the Library is provided only to members of the Library (see Clients section). Limited access may be offered to certain other authorised users, as permitted by contractual agreements with vendors. Access to electronic resources is controlled by authentication protocols.

ii) Physical Resources The Library has been collecting print resources since the establishment of the University as a College of the University of Sydney in 1938, with the assistance of a donation from Sir William Dixson. In 1989 the Library collection was increased with the inclusion of the Armidale College of Advanced Education collection, started in 1928. Resources are searchable by author, title and subject in the library’s catalogue and resource discovery platform. Physical resources, other than journals, reference titles and special collection material, may be borrowed by Library members.

iii) Searchable Access

The Library provides searchable access to information resources purchased since 1976, or currently leased, via its online catalogue Virtua as well as the resource discovery platform Summon. Both can be accessed from the Library’s home page at www.une.edu.au/library

1 In 2011-12, the Library does not post to Indonesia or African countries as Library items have been impounded – neither delivered to patrons nor returned to UNE.

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Summon searches the entire Library catalogue, as well as selected electronic journal articles and book chapters in information resources that are owned or subscribed to by the Library. Searchable access to print materials purchased prior to 1976 is gradually being added to these services, based on the demand and usage of individual titles. (Cataloguing and Classification are described in section 9.)

iv) Institutional Repository

Through its institutional repository e-publications@UNE, the Library provides selected access to the research and publication output of the University, including books and book chapters, conference publications, journal articles, working papers and research level theses. As from 28th September, 2011 all Higher Degree Research students are required to submit their thesis electronically in pdf format. Examined and accepted theses are added to e-publications@UNE, in accordance with the e-publications@UNE Deposit, Collection, and Access Policy.

v) Electronic Reserve (eReserve)

It is a University requirement that book chapters and journal articles copied from printed sources, and required online for teaching purposes, be placed in the Library’s electronic reserve service. This allows the Library to monitor usage and meet its copyright obligations. eReserve also includes selected UNE examination papers provided by the Examinations Centre.

vi) Print Reserve

The Library has a print Reserve collection which contains required course materials which are not yet available in electronic form. This collection will also house a single copy of all prescribed textbooks as well as multiple copies of medical textbooks.

vii) Document Delivery and Interlibrary Loans

No library can collect and store all information resources. The Library provides access to a wealth of material relevant to the teaching and research interests of staff and students, but there are occasions where a particular item of interest is not held within the Library collections. In such cases, the Library may be able to access the item from other libraries. This library-funded service is offered to academic staff and graduate students. Special borrowers have access on a fee-for-service basis. More information is available on the Interlibrary Loans webpage.

viii) Disability Access to Collections and Resources

The Library's policy is to offer equitable access for all students. Staff and students who have registered permanent or temporary disabilities and/or health conditions are offered additional services upon registering with the University’s Disability Support Office. These can include

• Greater number of loans • Longer borrowing periods • Extra renewals of loans • Retrieval of physical materials from collections • Retrieval of electronic materials.

Special copying and transcription services can also be arranged with the assistance of the Disability Support Office. Information on the Library’s special services for students with disabilities is also available.

ix) Community Access

The Library is aware of its opportunity and placement to support the communities of the New England region. Although not funded to extend services directly to such users, access and use of the collections is available to all, including access to a limited number of electronic resources by walk-in users. Extended assistance is available to local schools, teachers and students.

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6) Budget

i) Information Resources Budget Allocation

The Library is allocated an amount from the UNE annual budget to expend on Library materials each year. In recent years, the amount has been approximately 3 million Australian dollars. The model used to allocate this money recognises the Library’s responsibility to manage collection development based on UNE strategic directions and usage of the collection

42% Research resources, including electronic and print subscriptions, short term ebook loans, document delivery and interlibrary loans

30% Cross-faculty, multidisciplinary subscriptions 18% Books and audiovisual resources, whether physical or electronic 3% Textbooks and recommended materials for coursework 3% Support for new courses 4% Resource discovery and maintenance services

The Library Action Plan following the 2010 Review included the target of spending 75% of the budget for Library information resources on electronic materials by 2013. Purchase of electronic information resources supports the University in improving learning for distance students. Many of the electronic information resources are multi-disciplinary and the expenditure is not easily divided amongst Schools. Serials purchases (whether print or electronic) must be paid in advance (usually in October of the previous year). This means that over half of the funding received by the Library from the University is already committed by the time that the budget is announced. The annual serials review occurs from May to August so that subscriptions no longer required may be cancelled with the vendors by September, and new subscriptions may be ordered. The actual cost of subscriptions will vary with increases in subscription costs imposed by publishers and according to the exchange rate of the Australian dollar with other major currencies. Funds are no longer allocated separately to each discipline for book purchases, but expenditure is monitored to inform the Library of patterns in collection development and need. Funds used for monographic purchases must be committed by the end of October each year, and cannot be carried over to the next year if unspent, or reassigned for recurrent expenditure such as subscriptions.

ii) Research Strengths Support

The Library funds purchase of research resources, including electronic and print subscriptions, short term ebook loans, document delivery and interlibrary loans. The Library identifies and makes available key research publications of high quality and research status. The Library also provides access to information resources beyond the Library collection through an efficient library-funded document delivery service for academic staff and postgraduate students.

iii) Funding for new courses

The allocation model sets aside 3% as a contingency fund to purchase information resources for new courses and new strategic initiatives.

iv) Special endowment funds

The depth and richness of the Library's collections is due, in part, to the generosity of many donors over the years. Donations may be monetary or gifts of books or collections (see also Donations, Cultural gifts and Unsolicited material, section 8, iv)

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Smaller monetary gifts are assigned to the Library’s General Endowment account, which can then be used at the discretion of the University Librarian to support library activity. Larger gifts by families or individuals have been used to establish endowments to support the Library. These separate funds may be directed towards a particular purpose, or given to be used at the Library’s discretion to meet the current needs and interests of the University’s teaching and research. Once an endowment fund exceeds $10,000, half the annual interest is spent on titles which further the Library’s collections in selected areas, while the remainder continues to grow the fund. Current endowments and their stated purpose (if any) are:

• Atkinson Family Endowment: to support library acquisitions in Literature

• Case Family Library Development Fund: to provide library support for new scholarly needs and developments at UNE

• Chris C. Rologas Memorial Book Fund: to support book acquisitions in academic disciplines, including Classics, Ancient History, Politics and Philosophy, which have a focus on Greek Studies

• Dixson Library General Endowment Fund

• Edith Tattersall Memorial Fund: to provide for library staff education and development, and support collection building

• Ernest Ephraim Moore Bequest: to provide for teaching materials in Economics

• George and Annie Genge Bequest: to provide for teaching materials in Agriculture

• Gilbert and Penny Butland Book Fund: to provide and accommodate changes in academic direction, including new courses and initiatives

• Gordon A. Anderson Memorial Fund: to provide for the development of the Gordon Athol Anderson Music Collection

• Grace Proctor Fund for Special Collections

• Jacques de Geoffroy Memorial Fund: to provide for the purchase of Canadiana

• Library Fund in Religious Studies

• Lindsay Hyem Memorial Book Fund: to provide library support for the Sciences

• Paul and Shirley Barrett Book Fund: to provide library support for Psychology, particularly Neuropsychology

• Regional and Family History Library Fund

Substantial donations or enquiries regarding bequests and the establishment of endowments should be directed to the University Librarian in the first instance.

v) UNE Foundation monies

Donations are also made to the Library as part of the University Foundation fundraising appeals. These monies are deposited in the Foundation account for the Dixson Library and used according to the following guidelines:

i) Where the donor specifies a particular interest or subject area which they wish to support, 100% of their donation is used in this way as soon as possible, and suitable acknowledgement and feedback provided to the individual. Where a specific purpose is not mentioned (i.e. left to the discretion of the Library) then 80% of these untargeted funds are expended annually on resources (either information or infrastructure) which are of particular

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interest or need to the Library at that time, either singly or in combination with funds from endowment accounts or the Library budget.

ii) Recent resources added to the collection from Special endowment funds and UNE Foundation monies are promoted via a webpage maintained by the Library and/or other acknowledgement.

Monies received via the UNE Foundation account can be used to purchase information resources for the collections, or equipment beyond the expected needs of the Library budget. Purchases should be attractive and marketable to potential new donors but provide significant advantage to the Library and the University. Resources purchased need not be retained indefinitely in the Library, and may be discarded when they are no longer required or serve the Library’s purpose. The Library’s Collection Development Committee will make recommendations on the selection and purchase of information resources purchased from the Library’s Foundation monies. This Committee will report to the Library Executive Committee on its recommendations. The Library Management Team will make recommendations to the Library Executive Committee on the purchase of physical infrastructure from the Library Foundation monies. 7) Collection valuation The Library is required to keep an annual estimate of the value of the Library’s collections to inform the University for the purposes of insurance, asset disposal reporting and external auditing. Statistics on the numbers of titles acquired and discarded each year and their financial value inform these estimates, which are applied annually against the agreed value of A$24,600,000 as at 31 December 2005. The Rare Book Collection is valued and insured separately. 8) Selection and acquisition of resources

i) Alerting services for monographs The Library encourages the use of online alerting services from publishers and vendors as a means of informing the University community of new publications in a timely manner, and promoting efficiency of communication between the Library and academic departments. The Library Liaison Officers receive targeted emails every month from the most-used vendors, which may then be forwarded to colleagues, edited and returned to the Resources Coordinator (Monographs) for action.

ii) Who can request?

Any UNE staff member or student can recommend a book or audiovisual title for addition to the Library’s collections. The preferred method for doing this is via the Library’s online recommendation form but other methods such as emailing the Resources Coordinator (Monographs) at library.orders@une.edu.au are also welcome. Recommendations will be purchased at the discretion of the Library. Library Liaison Officers can also forward requests for book titles to the Library on behalf of their area. These receive priority consideration.

iii) Textbooks and recommended materials

Textbook lists are updated on a regular basis as teaching needs change and new editions are produced. The Library strives to have one copy of all prescribed textbooks in their current editions housed in the print Reserve collection, and another copy on the open shelves. More copies may be bought on demand, up to a maximum of 5, and shelved on the open shelves.

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The Library will also attempt to provide one to three copies of recommended materials for all courses. More copies may be purchased on demand, up to a maximum of 5.

iv) Donations. Cultural gifts. Unsolicited material (see also the Gifts webpage)

Gifts of books are accepted for inclusion in the collection on the basis of relevance to the University's teaching and research programs, and the Library accepts such donations on the understanding that the costs of transport, location, retention, cataloguing, and preservation of the materials or other considerations relating to their use or disposition are at the discretion of the Library. Significant gifts added to the collection are promoted via a webpage maintained by the Library and/or other acknowledgement. The donation of collections may provide tax incentives for donors. The Commonwealth Government has established two programs (the Cultural Gifts Program and the Cultural Bequests Program) under which valuable donations may be accepted. Details may be found at the Australian Taxation Office website. Unsolicited material sent to the Library will undergo evaluation against the teaching and research interests of the University and the academic rigour of the content. Unwanted material will not be returned to the sender, and the method of disposal will be at the discretion of the Library. Acknowledgement of receipt will not be made.

v) Academic purchase and resale to library In a limited number of exceptional cases, academics may purchase book titles for inclusion in the library collections, and be reimbursed by the Library. Enquiries should be made to the Resources Coordinator (Monographs), prior to purchase.

vi) Exchanges The Library participates in a small number of publication exchanges with international libraries and associations.

vii) Vendors The Library deals with publishers and library vendors to procure resources. Vendors operate as “middle-men” to provide efficiencies in communication and services which the Library could not manage if required to deal with the number of publishers directly. However, the Library does deal directly with publishers where familiarity with their products or the deals they offer give a better result for UNE.

viii) Standing orders The Library maintains a limited number of standing order arrangements for monograph-in-series titles, which are published over a span of years, either regularly or irregularly. The Library prefers to order those titles of relevance to UNE’s teaching and research as one-off monograph purchases, as they are published and recommendations for purchase are received.

ix) Formats The Library collects information resources in a range of formats, both electronic and physical, depending on the expected best needs of the users, the availability of the resource, and the Library’s ability to store and preserve materials. Preference is given to:

• electronic resources over print, to allow the widest possible use to all users

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• formats most useful in the Australian context e.g. online streaming, DVD region 0/4

x) Electronic resources: licence conditions The Library’s subscription and purchase of electronic resources comes with limitations and responsibilities. The publisher/vendor and the Library agree on these licence conditions when the contract is signed. Some of the Library’s preferences in negotiating licence conditions for electronic resources include:

• Authentication via IP address, rather than username/password • Re-use for Courseware, via stable direct linking or duplication • Remote access • Privacy of users protected • Generous period to correct any suspected breaches before access is suspended • Use for document delivery permitted • Walk-in access permitted • Single-year, rather than multi-year commitment • Opt-out clauses • Unlimited simultaneous users • Archival access • Printing and copying of content • Discovery layer compliance • Alumni access permitted

xi) Off air recordings The Library accepts recordings from television (including free- to-air, satellite, cable) and radio broadcasts. These can be made available for students by inclusion in the Library’s physical collections or streamed online. Please refer to Copyright considerations, Part VA copies, section 17, iii.

xii) Government publications The Library provides (where possible) online links to Commonwealth and NSW government publications, and hard copies for those publications not available online. UNE Library is also part of the Commonwealth Library Deposit and Free Issue Schemes (LDS). Under the LDS, Australian Government departments and agencies are required to provide one copy of each publication that they publish to the library. The Library looks closely at the content relevance and online availability before it chooses to place the item in the Library or provide a link to the online version.

xiii) Purchasing for departmental or personal collections The Library does not purchase books or periodical material for departmental or personal collections.

xiv) Special Collections Published material relating to the history of the New England region and population is collected by the Library. Material is identified and selected for the New England Collection and other special collections by Library staff. Academic publications by UNE staff are collected as advised to the Library and made identifiable in the catalogue. Materials not identified for teaching needs are shelved in the New England Collection Room.

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xv) Archival and heritage material Unpublished material relating to the history of the New England region and population is collected and curated by the UNE Archives and Heritage Centre. Archival material relating to the University’s operation is curated by the UNE Archives and Heritage Centre.

9) Classification of resources Titles added to the Library’s collections are catalogued using Library of Congress subject headings, name and series authorities. They are classified using the latest edition of the Dewey Decimal Classification System, because of the following:

• It is the most familiar library classification system to Australians, used in most academic, school and public libraries

• It covers the entire breadth of human knowledge • It is provided in most MARC catalogue records from external sources, including the National

Library of Australia.

There are some local modifications to UNE Library’s use of Dewey.

• Music: Dewey edition 19 continues to be used to maintain consistency within the collection. A locally designed classification system was developed for the Gordon Athol Anderson Medieval Music Collection.

• Literature and philosophy: A local variation of Dewey is used to ensure works by each author are housed together.

10) Location of resources Physical resources are grouped in the Library by format (print, AV), size (octavo, quarto, folio) and physical collection (periodicals, reference), rather than being in a single numerical sequence.

11) Special and Closed Collections

i) Special collections The Special Collections bring together materials which are rare, fragile, valuable, of special importance, or relate to the New England Region. Special collections at the University Library include:

• Armidale Environment Centre Archives: a collection of varying materials from the Centre documenting their involvement in non-violent environmental and anti-war activities.

• Australian League of Rights Collection: a collection of materials from the League gathered together by Dr. Keith Richmond.

• Browsing Collection: the Library has a small collection of recent Australian novels and autobiographical/biographical materials. This collection is shelved separately to the academic collection of Australian literature.

• Campbell Howard Collection of Australian Plays: a collection of performed, but unpublished Australian plays from the period 1922-1959.

• Family History Collection: a collection of resources available to assist local and family historians and researchers.

• Geoffrey Atkinson Collection of Manuscript Letters: some original letters by British and American writers to A T (later Sir Arthur) Quiller-Couch ("Q") (1863–1944) and William Archer, journalist and theatre critic (1856–1924).

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• Gordon Athol Anderson Music Collection: a collection of books, journals, editions of music, manuscripts and microfilm. The collection is especially rich in reproductions and microfilm of medieval manuscripts otherwise unavailable outside Europe.

• Hoddinott Collection: a collection of journal articles, sound recordings and field notes on Australian Aboriginal languages.

• New England Collection: the Library recognises its role as part of the New England community. The New England Collection exists to ensure the preservation of works related to the New England region, including works published by academics at UNE.

• Rare Books Collection: early printed works, first editions, valuable illustrated and limited edition books and items of Australiana.

• R S Neale Collection: primary and secondary material for research in English social and economic history.

• Royal Society of NSW Collection: a collection of international scientific publications, many in foreign languages, from the RSNSW Library.

• Saunders Collection in War and Peace: focuses on Australian involvement in overseas conflicts and the history of the Australian Peace Movement.

• Storage Collections: the Library has closed access collections for low use but relevant monograph and serials titles removed from the General Collection.

• Travel Collection: the Library maintains a small collection of travel guides and similar publications for general use.

ii) Theses provided to the Library as Print Copies • Higher Degree by Research: Prior to 2008, the Library received UNE Higher Degree by

Research (HDR) theses in print format. A separate policy document provides more detail regarding the Library’s retrospective digitisation of UNE HDR theses. Print theses accepted by UNE for masters by research or PhD graduation prior to 2008 have been housed as both a master copy and a loanable copy. The loanable copies of print theses are stored by the Library pending digitisation and addition to e-publications@UNE. Following digitisation, the loanable print copy is discarded.

• Bachelor of Science Honours: Some BSc Honours theses with regional content have been provided to the Library. Patrons are referred to these theses by members of the academic staff. Loanable copies are added to the Library catalogue as they are requested.

• Non-research theses: Certain UNE departments have provided copies of theses that are submitted to accompany degrees other than Higher Degrees by Research. The Library keeps such print copies for 5 years as a physical copy. The Collection Development and Management Librarian reviews such theses following the 5 year retention period and may decide to discard the thesis, or, add the thesis to the Library’s general collection of monographs or the New England special collection. This process is in line with ‘Retention of UNE Honours Theses’ approved by Academic Board on 29th September, 2008.

• Master of Educational Administration Honours: Although ineligible for inclusion in e-publications@UNE, the MEdAdmin Honours theses are kept as print copies by the Library. Theses are stored with other print copies. A Library catalogue record is created for the MEdAdmin Honours theses.

• Law Honours: Theses submitted for award of an Honours degree in the School of Law are kept in the Law Library. Law Honours theses are catalogued and subject analysed as part of the monographs collection.

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• Restricted Theses: The Library keeps a record of theses which may not be made available to readers. If the restriction is not indefinite, but expires on a date, the Library will review the thesis on that date. Higher Degree by Research theses for which a time-limited restriction has passed are digitised for addition to e-publications@UNE.

• Non-Print Theses and Non-Print Elements of Theses: Theses and elements of theses that cannot be digitised (e.g. performance media and artworks) are stored with the theses masters.

12) Cooperative relationships with other libraries

The University of New England Library seeks out and contributes to mutually beneficial cooperative relationships with other Libraries. Examples of these are the consortial purchasing of electronic information resources through : Council of Australian University Librarians (CAUL), the CEIRC program (administered by the CAUL Electronic Information Resources Advisory Committee), and Universities Australia (formerly the Australian Vice Chancellors Committee).

The Library is a participant in the national reciprocal borrowing agreement, known as University Library Australia.

The Library is a participant in national and international resource sharing, also known as interlibrary loans and document delivery. The Library complies with the Australian Interlibrary Resource Sharing (ILRS) Code. The Library is also cognisant of the International Federation of Library Association (IFLA) International Resource Sharing and Document Delivery: Principles and Guidelines for Procedure.

13) Collection evaluation

i) Collection usage and statistics Collection usage and statistics are documented for re-shelving of physical items, in-person and off-campus loans, document delivery, usage of electronic reserve and electronic exam papers, and a selection of electronic resource usage, as provided by vendors. Feedback is sought for collection development from Library Liaison Officers within each School and from subject librarians.

In addition, the Library is updating its collection evaluation strategies for electronic resources.

ii) Annual Serials Review The Library organises an annual serials review to allow academic staff to keep active subscriptions aligned with new and current research and teaching interests. This is also an opportunity to cancel titles no longer required or where the frequency of valuable articles is limited, and to replace them with more suitable or relevant resources. This process is managed by the Resources Coordinator (Serials).

14) Preservation

The Library recognises its responsibility to maintain its collections in a usable condition. Preservation decisions and actions are taken with consideration of the intellectual value of the individual item and its worth to the collection. Preservation issues include the repair, replacement or reformatting of items (including the digitisation of materials and storage in electronic archives) as well as building concerns such as environmental and pest control, disaster preparedness and recovery procedures.

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Decisions on preservation of individual titles are also made in concert with storage and disposal policies.

i) Physical preservation Physically damaged materials will be assessed on an individual basis leading to one of the following actions:

• replacement (preferably in electronic form) where available • rebinding or digitization of materials not otherwise available • disposal of low value materials.

Selected print journal titles may be bound after the receipt of all volume issues. Other titles may be boxed for protection. Audiovisual resources risk technological change in format and playback systems as well as physical deterioration. The Library endeavours to replace or acquire equivalent audiovisual content in new formats to ensure the University’s teaching needs are met. The Collection Development and Management group are responsible for physical preservation, although all library staff identify and report items requiring repair or replacement.

ii) Electronic preservation (Digitisation) The Library is responsible for the development and maintenance of the University’s electronic repository, which houses digitised copies of UNE research publications, datasets, journal articles and book chapters authored by UNE staff, and UNE higher degree theses. Library staff are also responsible for the management of the electronic reserve system, including electronic copies of UNE examination papers.

iii) Archiving of electronic resources The Library actively supports digital archives by incorporating archive or backset content considerations, where possible, into the subscription and purchase of electronic materials. In addition to this, the Library actively scopes and assesses commercially available digital archive collections that complement the collection and teaching and research needs of the University. When funding becomes available, the assessed resources are actively targeted. 15) Stocktaking

The Library does not perform a complete stocktake of its collections. However, shelf reading of the open collections happens continuously as a parallel activity with shelving by the shelving team. Missing or lost items are noted in the catalogue and replacement copies sought. Electronic versions of replacement titles are preferred. Library acquisitions are electronically tagged with security devices to reduce theft. High risk or expensive titles may be stored in special collections or print Reserve. 16) Review of material

The Library’s collections are undergoing constant review to keep them relevant and accessible. Limited physical space also requires the Library to pay particular attention to the extent and usage of print collections.

i) Serials

Print Print serials are reviewed to determine if satisfactory electronic access exists to replace print volumes. Questions asked in the evaluation include:

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Is the title a current subscription or a closed holding? Is stable, continuing, archival electronic access available, for example JSTOR? If electronic access is not reliable, are matching or better print holdings available in 5 or more Australian libraries? Is the title held as short broken runs (e.g. holdings of less than two contiguous years) or are there more than two contiguous years of the print volumes? Are illustrations or other images reproduced satisfactorily in the electronic version or not?

Current subscriptions, having been reviewed annually, are assumed to be still relevant to teaching or research needs. The most recent 10 years of currently subscribed print titles will be kept, unless reliable and appropriate electronic access is available.

Serial issues focusing on current topics and annual reference titles without long term research value may be kept for a limited period, such as current year holdings only.

Closed holdings will be considered for storage or discard. Also, considered for storage or discard are print volumes of current subscriptions over 10 years old.

Electronic Electronic serials subscriptions are reviewed annually to determine if they remain relevant to current teaching or research needs. There is no intent to remove archival access to electronic serials, unless an unsustainable cost is incurred for archival access.

ii) Monographs

Print The monograph collection is under constant targeted review to ensure an active, useful and relevant collection. Materials may be relegated to storage or removed from the collection. This process is coordinated by the Collection Development and Management Librarian, who maintains contact with academic staff. The Library does not discard the last Australian copy of an academic monograph.

Electronic The collection of electronic monographs will not be regularly reviewed until a significant portion of it is considered to be over 10 years old. However, superseded books in some discipline areas, notably health sciences, will be removed upon request from subject specialists.

iii) Audiovisual Resources

The audiovisual resources are reviewed for outdated formats, as well as, outdated, superseded or duplicated content. Audiovisual resources may become inaccessible due to changing technologies or due to physical degradation, as in the case of acetate microfilm.

iv) Reference Collection (Print)

The Reference Collection is reviewed for its value to UNE researchers and its support for teaching and learning needs. Where possible, electronic versions of reference items will be purchased. Electronic reference items will be reviewed as new electronic editions become available and as research and teaching and learning needs alter.

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v) Government publications

Many government publications formerly produced in print have become available electronically. Government publications may be removed from the library, when no longer relevant to current teaching, learning, or research.

vi) Storage

The Library has separate storage collections for monographs and serials, which allow for the removal of low use but relevant or significant materials from the open collections. Monograph materials considered for storage include items not recently used but still having research value, relevant materials that are too fragile to be retained on the open shelves, monograph series with research relevance, titles no longer held elsewhere in Australia, materials from significant donors, or significant materials published prior to 1900. This material can be retrieved for the use of patrons. Serial runs considered for storage are those still relevant to teaching or research, but not available on a reliable electronic platform. Serial runs in storage are ceased or cancelled titles, previous titles of existing current subscriptions, or ceased or cancelled titles from the Royal Society of New South Wales or the Linnean Society of New South Wales.

vii) Disposal Outdated, superseded or duplicated materials (including outdated formats or technologies) without historical or research value, or materials in very poor physical condition will be discarded from the collection. The Library does not discard the last Australian copy of an academic monograph. Superseded or outdated textbooks, curriculum resources or other non-academic material may be deleted without a check for other Australian holdings. Materials may be offered to other libraries if considered to be of interest or benefit. 17) Copyright considerations

The Library is bound by the provisions of the Copyright Act 1968 (Cth) and University of New England policies, including the Copyright Policy. Additional information about copyright can be found on the UNE Copyright Pages.

i) Copying by the Library for inclusion in the collection

Library provisions in the Copyright Act 1968 (Cth) allow the University Library to make copies for preservation, replacement and administrative purposes without the need to seek permission from copyright owners. Any copying undertaken in order to add to the Library’s collections will be done in consultation with the University Copyright Officer and observing the guidelines and recommendations of the Australian Copyright Council and the Council of Australian University Librarians (CAUL).

ii) Part VB copies

The Part VB Licence is administered by the Copyright Agency Limited, and covers the copying and communication of literary, dramatic and artistic works, in both print and digital formats. The Library’s electronic reserve service, eReserve, has been established to manage the University’s copyright compliance considerations in relation to works copied and communicated online for teaching purposes under the terms of the Part VB Licence. Works such as book chapters and journal articles copied from print sources under Part VB and required online, must only be uploaded in eReserve to ensure that access is restricted to staff and enrolled students of the University of New England as required by the licence.

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iii) Part VA copies

The Part VA or ScreenRights Licence is administered by ScreenRights Australia, and covers the copying and communication of content recorded from television - including free-to-air, satellite, and cable - and radio broadcasts. These copies may be included in library collections for staff and student use, and made available via secure University services such as Moodle, but may not be accessed by the general public. The Library will take reasonable steps to ensure that only UNE staff and students have access to the Part VA copies in its collection. Part VA copies may be made on campus, or by University staff at home from broadcast radio or television. Alternatively the Library may obtain copies of past broadcasts from the ScreenRights’ endorsed agencies such as enhanceTV, or from other libraries that hold copies made under their Part VA Licence. All copies of broadcasts made under the terms of the licence must be marked with an appropriately worded label. Online copies of broadcast content maintained by the Library should be uploaded to UNE online services via the Kaltura service only, as this manages online copyright compliance, including the warning notice requirements.

iv) Licenced content

Online access to scholarly information such as full text journal content or eBooks will be purchased only where the University is able to meet the licence terms or where acceptable licence terms can be negotiated. 18) Complaints and controversial material

The Library collects materials which represent a variety of opinions and perspectives, and supports the principles of intellectual freedom as described in the Australian Library and Information Association’s Statement on Free Access to Information.

Comments about the inclusion or exclusion of material in the library collection should be made in writing to the Collections Services Manager.

http://www.alia.org.au/policies/free.access.html.

The Library does not censor material purchased or accepted by donation into its collection provided such material legitimately supports the teaching, research and/or scholarship needs of the University community. Loans staff will ensure that resources marked as R-rated under the National Classification scheme will not be lent to borrowers under eighteen. 19) Indigenous ancestry images and voices

The Library contains resources which record names, images and voices of deceased Aboriginal and Torres Strait Islander people, and other words and descriptions which may be culturally sensitive and might not be used in certain public or community contexts. This includes in particular the W. G. Hoddinott Sound and Print Collection, and the Rare Book Collection. It is a condition of use of these collections that users ensure that any disclosure of information contained in these resources is consistent with the views and sensitivities of Indigenous communities. Some items may also be subject to access conditions imposed by Indigenous communities and/or donors. More detail on this policy can be obtained at http://www.une.edu.au/library/special/hoddinott.php 20) Review of collection development policy

Policy described in this document is subject to review as the needs of the Library and the academic community of the University change.

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A formal review of the entire policy will be undertaken by the Library every 5 years. 21) Contact staff

Library Liaison Officers are listed at http://www.une.edu.au/library/services-for/llo.php The following library officers can be contacted for more information: Donna Runner (Associate University Librarian, Collections and Digital Infrastructure Services)

Warren Gilson (Collections Services Manager)

drunner@une.edu.au

wgilson@une.edu.au - Budget allocation ; funding for new courses ; collection valuation ; selection of material and

formats ; comments

Robyn Warwick (Collection Development and Management Librarian) rwarwick@une.edu.au - Collection usage ; donations ; material retention, storage & disposal ; preservation and

digitisation; special collections

Mardi Cook (Resources Coordinator, Serials) mcook1@une.edu.au - Ordering, receipt and cataloguing of electronic and print serials; e-reserve and e-exam content;

problems accessing electronic serials and databases; exchanges; subscription review and cancellation

Tracy Cooper (Resources Coordinator, Monographs) tcooper@une.edu.au - Ordering, receipt and cataloguing of electronic and print books; e-repository content; problems

accessing electronic books; missing titles and replacements; print reserve

Berenice Scott (Copyright Officer) bscott3@une.edu.au - Copyright issues, including copying of works not available for purchase

Greg Kelleher (Collection Delivery Team Leader) gkellehe@une.edu.au - Loans issues, including inter-library loans and document delivery; fines; special borrowers

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