Formats

Monographs

As a matter of course, we purchase monographs for the collections. Titles costing more than $200 are sent to the Collection Coordinator for approval. This step ensures the basic functions of overseeing space concerns and confirming availability of subject funds.

Microform

We continue to acquire new microform sets to meet the research and instructional needs of our faculty and students. As new sets are published, we should assess the benefit for us locally versus the value to the UC System and whether it might better suit UCLA, UCB, or another campus. We also should investigate the availability of MARC records and contents guides, print or online. If we decide to pursue the acquisition of the set, Collection Managers should submit a special purchase proposal (see Other Funds section). We should also ensure that there is space to accommodate new microform sets and confer with appropriate staff to alert them to the impending acquisition.

Sets

We continue to purchase sets of varying sizes for our circulating and reference collections. These sets may fall into one discipline or may be interdisciplinary in nature. Two major considerations are cost and space. Collection Managers should consider splitting the funding for interdisciplinary titles, and should also consider submitting a special purchase proposal (see Other Funds section). Regarding space, Collection Managers should ensure that there is space available to accommodate sets in the circulating or reference collection. Some areas of these collections will require weeding or transfer of seldom-used materials in order to accommodate the new volumes. Sets costing more than $200 per volume are sent to the Collection Coordinator for approval in order to ensure available space and to confirm available subject funds.

New Serial Titles and other Continuations

Despite the migration of many titles to electronic format, new journals emerge as “print only” or bundled print and electronic. We continue to subscribe to new “print only” titles if they support our research and instructional programs. New titles should be ordered with the "Order for a New Continuation" form , formerly known as "the blue form," previously in print only. All new titles need approval by the appropriate Collection Coordinator who verifies price, monitors level of subject funds and space concerns in the particular library. For new titles, the first year’s cost is transferred permanently from the subject monographic fund and is tracked in the “continuations” line.

For new titles added to electronic packages we currently subscribe to, we gain access and can decide to move the new titles into the package when the package is up for renewal. The Collection Coordinators and Acquisitions Department staff coordinate these efforts with the Collection Managers at the appropriate time.

Electronic Resources and Databases

Electronic resources come to our attention in various ways. Most of the time we find out about new resources from publisher’s mailed “blurbs,” messages posted to our UC-wide or national subject specialists’ listservs, or from published reviews. Sometimes vendors call us and offer us “free trials.” We should not immediately accept their offer. There are many steps that must be taken before the Library’s Acquisitions Department initiates a trial. Trials are an essential first step in the content and interface evaluation and assessment process, and should be initiated for all resources. Collection Managers are responsible for collecting feedback from the trial.

There are three types of ways UCSD can acquire electronic resources and databases. Each process is complex and involves much prior consultation and communication between various individuals and groups.

• Tier 1 – CDL negotiates and licenses access on behalf of the entire UC System
• Tier 2 – CDL assists negotiation and licensing on behalf of four or more campuses.
• UCSD only

Electronic Resource Troubleshooting tool

Tier 1

CDL negotiates and licenses resources on behalf of the entire UC system. UC Bibliographer Groups may prioritize and recommend resources to CDL to consider. Vendors such as Alexander Street Press or Chadwyck-Healey may contact CDL directly, but CDL generally refers to the Bibliographer Groups for guidance. Electronic resources are paid according to a co-investment model, sometimes with CDL contributions, and campuses are assessed a percentage of the cost according to this ratio:
http://www.cdlib.org/inside/collect/toolkit/costshareweb.rtf

The CDL Licensing Toolkit provides additional information.

 

Tier 2

Tier 2 acquisitions are those initiated and negotiated by campus subject selectors in which four or more UC campuses participate. A UC Campus coordinates the license review and solicits participation with other campuses. Once confirmed, CDL orders the resource and recharges the participating campuses, pending verification of Collection Development Officer approval. Tier 2 acquisitions are generally funded by the campuses, though there may be CDL support. Before agreeing to sponsor a Tier 2, the subject specialist should consult with the Acquisition Department Electronic Resources Unit to advise them of this activity and have it added to their workplan. A Tier 2 acquisition should not be undertaken unless there is a significant consortial savings by licensing the resource as a group. The subject specialist sponsoring a Tier 2 becomes the Resource Liaison; if this person leaves the campus, another campus representative must serve as Resource Liaison.

CDL Procedures for Tier 2 Purchases

Campus Negotiated Licenses for Electronic Resources: Inside Tier 2

 

UCSD only

UCSD-Initiated Trial of a New Electronic Resource (.doc)

Trial procedure flowchart (.pdf)

Request for New Resource (Print and/or Digital)

Guiding Principles for Licensing E-Resources (.doc)

In preparation for a UCSD-only trial of a new electronic resource, the Collection Manager should attempt to identify the sales contact and provide a copy of the vendor license to the Acquisition Department. When an electronic resource is acquired, the Acquisition Department notifies both the Metadata Services Department (for cataloging in Roger) and the Collection Manager (for entering into Sage). The Collection Manager is also considered the UCSD database monitor for the particular resource.

Ebooks

Successful CDL-negotiated licenses allow us access to a variety of electronic book resources: UC Press eScholarship editions; UC dissertations, 1997-present, via ProQuest’s Digital Dissertations; public domain, computer science, cognitive science, and economics titles via NetLibrary (a subset is licensed by UCSD); the University of Michigan Making of America series (open access); Documenting the American South; and Literature Online, EEBO and ECCO, to name a few.

ABC-CLIO Bundled print and electronic

Print reference titles published by ABC-CLIO are available with an electronic edition at the time of purchase only. These bundled titles must be ordered direct from the publisher, not from YBP. All titles published by YBP have been converted to slip notification in Gobi2.

Guidelines for ordering ABC-CLIO bundled print and electronic titles (.doc)

Accompanying CD-ROMs

Occasionally a CD-ROM will accompany a print volume. In this case, the Metadata Services Department default is to catalog and shelve the book with the CD-ROM placed in a pocket at the rear of the volume. The Metadata Services Department handles the bibliographic record at the initial point of receipt and cataloging only. Should a particular library decide to shelve the CD-ROM separately, the library must add item records, label and store the CD-ROMs within their unit, according to their procedures.

Dissertations

UCSD purchases dissertations with discretion, based on the collection strengths in defined areas. The Center for Research Libraries (CRL) purchases foreign dissertations. If a researcher needs a foreign dissertation in English (from Great Britain, or Australia, for example), or any other language, we should refer the patron’s request to ILL to send to CRL with the note “Please purchase if the Center does not own.” This ensures that CRL will both check their uncataloged dissertation backlog or purchase it on our behalf for their collection.

Many dissertations are revised and published in monographic format by a variety of publishers, both major and minor. These should be purchased with discretion, based on the publisher, the topic, and its relevance to our user’s research needs. Many of these titles are expensive and we should use the YBP GobiTween feature to see if other campuses are profiled to receive the volume.

Other publishers tend to publish dissertations that may or may not be revised. Particular care should be taken with such publishers.

UCSD offers graduate students the option of submitting their dissertation in electronic format. The first electronic dissertation was submitted in May, 2005. Information on UCSD’s electronic dissertation program is available at:
http://orpheus.ucsd.edu/speccoll/dissertations.html

Music, Film and Video

In addition to the Arts Libraries purchase of these materials, Collection Managers may also acquire items in their subject areas for these collections. Titles purchased for these collections are made available to patrons according to the established guidelines in these Libraries. Typically, a Special Purchase Proposal is made after consultation with the appropriate Arts Library. Successful past Special Purchase Proposals in these media include: Filmed BBC productions of Shakespeare, East European cinema, Asian film, and videos to support the Critical Gender Studies Program.

Images

Currently there are two campus-wide arts and humanities image collections supported by the Art & Architecture Library, the digital image collection delivered to the campus via ARTstor and the slide collection. Digital images and slides are produced in-house from print resources and added to the Libraries collections at the request of UCSD faculty to support classroom teaching (see http://aal.ucsd.edu/reserves/PDFS/imageProdReq.pdf and http://orpheus.ucsd.edu/slide/prod_policy.html). Collection Managers can direct faculty to the Visual Resources Curator for assistance in adding new image content to these collections.

In addition, the CDL licenses digital image content which is delivered via the CDL Image Service (see http://imageservice.cdlib.org/index.html). Requests for additional UC-wide digital image content can be submitted to the CDL by the chair of any UC Bibliographer group.

Rare or Archival Materials

There may be occasions when we have the opportunity to purchase materials that should logically reside in the Mandeville Special Collections Library. In these cases, we must engage in prior consultation with the Director, MSCL, to ensure the appropriateness of the materials for MSCL in support of UCSD’s collection strengths. Past additions to MCSL include anthropologists’ field notes from their research in New Guinea, reel-to-reel recordings of interviews, and photograph collections. These acquisitions enhance UCSD’s internationally-renowned Melanesian Collection.

Maps

The SSHL maps collection is now relocated and fully-cataloged. There may be instances where Collection Managers identify potential areas for enhancement. In these rare cases, we must consult with the Maps Librarian to ensure the appropriateness of any addition to this collection and format.