Appendix K: Role of the Department Library Representative
Role of the Department Library Representative
Overview
To develop strong collections that truly support the curriculum, faculty input is crucial. To help the Library achieve this goal, Library Representatives have the following selection responsibilities:
- Ensure that faculty in the department request materials to support the academic program in the subject fields of the department.
- Monitor professional literature for appropriate library acquisitions.
- Monitor department expenditures to ensure allocation is spent.
- Keep the collection manager informed of new programs and special library needs of the department.
- Assist in collection evaluation and weeding activities in the subject area(s) of the department.
Placing Orders
Books
Departments vary in how they handle orders from faculty, so check with your Department Chair to see if there is a precedent for your department. Before ordering a title, please check Research@UWW to see if we already own it. Faculty may order Library material in three ways:
- Request a Book form
- Email Library Acquisitions, making sure to include author, title, edition, ISBN, publication date and the URL where you found the title listed.
- Suggest a book to add to Great Minds Collection
Media (including streaming)
For audiovisual material and/or streaming video, please fill out the Request Media form. Please include the web site where you found the item as tracking down the vendor for a particular streaming film, CD, or DVD can be difficult, so the extra information will help speed up your order.
Journal or Database Suggestions
Because they represent an ongoing financial commitment, journal or database subscription suggestions are handled independently from departmental allocations. If you submit a request, Librarians will review the title and make a decision on whether to subscribe.
Duplicating Material Held in Other UW Libraries
Because of free UW System Request, if three or more UW Libraries already own a title, the order may be returned to the requester with instructions on how to proceed. If you know that you will want an item regardless of the number of UW copies, please mark the request "essential."
Departmental Allocations
Each academic department is allocated funds to purchase books and audio-visual material for Andersen Library. Your department's allocation is to be used primarily for material to support your department's teaching and your students' research.
Allocation Timeline
Timeline for spending allocation:
- Dec. 31 - spend 50%
- Apr. 30 - spend 100%
Unspent Funds
On May 1, unspent department funds go into a general fund to fill outstanding requests from other departments For the purposes of setting next year's allocation, your department will not receive "credit" for material purchased from these general funds. Therefore, if a department's allocation is under-spent one year, it may be reduced the following year.
Library Representatives' Responsibilities to the Library
Communicating With Your Colleagues
The Library counts on its Department representatives to get the word out to colleagues to get involved in building the Library's resources. When Librarians send e-mails to Department Library Representatives, please forward them along to your colleagues. Although Reference librarians offer to meet with all new faculty and instructors, Library reps may still want to touch base with their new colleagues to make sure they know how to select material for the Library's collections.
Keeping Track of What Your Department Has Ordered
The Acquisitions by Department page shows what has been ordered for the Library by each academic department and by fiscal year.
Making Library Staff Aware of New Courses & Programs
The Library keeps tabs on new courses and programs as they make their way through the University Curriculum Committee. However, if a new course or program will require building up areas of the Library's collections, please speak with your Librarian Liaison or the Library Collection Manager (see Key Contacts, below) about your needs before the course or program begins. We will work with your department to ensure the Library has adequate resources to support the new curriculum.
Library's Responsibilities to Department Library Representatives
Monthly Emails
Each month during the academic year, the liaison librarians will e-mail Library Representatives and Department Chairs. The e-mails include a statement detailing the Department's allocation expenditures, commitments, and balances, as well as other Library news. Please share these e-mails with colleagues to keep them in the loop.
Librarian Liaisons
The reference librarians at Andersen Library are assigned as liaisons to academic departments and share responsibility for purchasing library materials in your discipline. Reference librarians can also provide library instruction sessions for classes in your department. Reference librarians are available to give presentations at your Department or College meetings to demonstrate new products or to answer questions about the Library.
Getting New Faculty Up To Speed
Librarians offer to meet with every new faculty member and instructor. If they are not able to meet face to face, the librarian is also available via Webex. Additionally, the Faculty & Staff Resouces guide contains the information you need and includes instructions for ordering Library materials.
Key Contacts at the Andersen Library
Name | For Help With | Contact Info |
---|---|---|
Liaison Librarians |
Library instruction, library orientation, assistance with material selection, journal and database suggestions |
Librarian Liaisons list |
Emily Czaikowski, Acquisitions & Financial Assistant |
Ordering material, new order forms | libacq@uww.edu 262.472.5512 AN 2112A |
Paul Waelchli, Library Director & Collection Manager |
Accreditations, new courses & programs | waelchlp@uww.edu 262.472.5516 AN 2112 |
Index
I. Purpose of Collection Development Policy
II. Missions
III. Budget Allocations
IV. Selection Responsibilities
V. General Guidelines
VI. Additional guidelines for various collections
VII. Leased Collection
VIII. Maintenance of the Collection
IX. Collection Evaluation
X. Resource Sharing
XI. Gifts
XII. Copyright Law
XIII. Collecting Level
XIV. Collection Development Advisory Committee
Appendices:
A. Examples of reviewing sources
B. Electronic Library Acquisition Forms (for books, AV, & other)
C. Submit a Periodical Subscription Request
D. Preview/Examination Evaluation Form
E. Statement on Appraisal of Gifts
F. Library Bill of Rights
G. Freedom to Read Statement
H. Intellectual Freedom Statement
I. Request for Reconsideration Form
J. Electronic Product Evaluation Form (Microsoft Word document)
K. Role of the Department Library Representative