Funds

Subject funds

Subject funds are allocated annually based on historical models and are adjusted periodically by the Collections Monitoring Group (CMG). Funds are tracked in the Millennium Acquisitions module and fund managers must obtain a login and password to the Innovative system to gain access to the fund information, which is located here.

Millennium login and passwords may be obtained from the Acquisitions Module Coordinator and Acquisitions Department staff can provide training to Millennium.

Fund activity reports are available on the Acquisitions Department site. Collection managers should review these regulary for accuracy.

Other Funds

Replacement – For volumes that are heavily-used, worn, or defaced and in need of replacement, make a printout of the Roger record or otherwise order a copy on Gobi2. Use the fund code “repl”

Split-Funding – For expensive or interdisciplinary sets, often to be shelved in Reference, Collection Managers may split the cost of the title between funds. These may be funds managed by one person (such as a subject fund and an endowment fund) or between two Collection Managers (such as U.S. History and Reference, or GIS and Maps).

General – The general “gen” fund is managed by the SSHL Collection Coordinator. This is used for general and interdisciplinary titles that span the social sciences, humanities, and extend into the areas of the arts. Forward requests to the Collection Coordinator, or move Gobi2 slips into the appropriate shared folder with a note.

Special Purchase Proposals – A call for Special Purchase Proposals is issued twice a year to the Bibliographers’ Council and the Science Librarians. Our possible sources of funding include endowments (including NEH), one-time supplemental funding, and from the Friends of the Libraries. The Collection Monitoring Group (CMG) will evaluate the proposals and make the final determination regarding funding. Each successful special purchase proposal receives a separate fund code for tracking purposes.

Call for Sample Special Purchase Proposals (.doc)

Inter-Campus Cooperative Purchases – In rare instances, UC subject consortial groups may identify a gap in Systemwide microfilm holdings and propose to fill it. The group should contact the vendor and attempt to negotiate a discounted price which is then divided by campus according to the standard CDL cost share model.

Because UCSD’s Acquisitions Department currently serves this function on behalf of CDL Systemwide, procedures are in place for UCSD to order the product and subsequently issue recharge invoices to the individual campuses. The UCSD consortial group representative should discuss any potential orders of this sort with Acquisitions Department staff before any firm commitments are made either with other campuses or a particular vendor.

Center for Research Libraries - UCSD’s annual dues to CRL are around $40,000 and we should think of ways to maximize our membership benefits. CRL stresses that they are Center for Research Libraries and that they exist to serve their member’s needs.

CRL Collections Programs

Interpreting the Fund Accounting Reports

Allocation - the amount distributed by CMG to a particular fund at the beginning of each fiscal year. This is normally done in August once the university ledgers have been updated with the new funds for the FY.

This amount does not show separately in the fund accounts rather will appear as part of the appropriation, once it has been input into the system. When we close out the fiscal year (June 30), the amount that is left becomes the "carry forward." That is what is appearing in your balance until the new allocations are added.

Appropriation - the allocation PLUS the carry-forward balances from the previous FY

Expenditures - monies actually spent (i.e. invoices paid)

Encumbrance - money committed to purchase an item, may not end up being the actual expenditure for it

Cash balance - Appropriation MINUS Expenditures - what is left after payments have been recorded (does NOT included encumbrances)

Free balance - Appropriation MINUS Expenditures AND Encumbrances. Keep in mind that all encumbrances may not result in expenditures or could be more or less than was encumbered.

Why so many codes?

We are required to track what is purchased with both state funds and endowment funds. Therefore we have to designate an endowment fund to cover even routine purchases that are made with endowment funds (e.g. if CMG decides that all approval plan books for History are to be paid with endowment funds - we have to have a separate fund to track it). The other thing we do is break out disciplines into categories of purchases to assist in reporting and budget planning: These fall into two categories:

NON-CONTINUATIONS (i.e. one-time purchases)

Example: Anthropology funds

Anth1	Firm orders
Anth2	Approval Plans
Anth5	Back periodicals

You will notice when the allocations are distributed, all the funds go into ANTH1. This is simply done for convenience (a place holder), however you can purchase either from direct orders or approval plans or back periodicals to spend this allocation.

CONTINUATIONS (ongoing purchases)

These reflect an ongoing commitment on the part of the Libraries to purchase them. We break them out so that we can predict the funding needs more accurately. You are required to submit an Order for a New Continuation (the former "Blue Form"). All new continuations require approval of the Cluster Collection Coordinator. The following are considered new continuations:

Anth4	Monographic standing orders (these are paid upon receipt)
Anth6	Serial standing orders (these are paid upon receipt)
Anth7	Serial subscriptions (these are paid in advance)
Anth8	Electronic resources through CDL packages

DIGITAL FUNDS (those ending in 9)

There are library-wide funds that are used for Digital (E-resources). These funds divided into three large areas: sshu9, biom9, and scie9. Use of these funds is approved by CMG and is intended for library-wide digital resources costing more than $250 (one time) or $500 for a continuing digital resource. These funds can be used for UCSD-licensed resources, or for Tier 2 resources in which UCSD participates. You must fill out the Order Form for New Electronic Resource, get endorsements from your collection coordinator (who will confer with the appropriate AUL), then it is brought to CMG for approval by the AUL for your collection cluster. The CDL Tier 1 and Tier 2 packages are normally approved by CMG after consultation with CCG and individual bibliographers as appropriate.