Collection Development, Management and Withdrawal Policy

Teaching and Research Collections

1. Purpose of the policy

This policy provides a framework for the development and management of the library's teaching and research collections within the context of the library’s Content Strategy. The policy details the library's approach to the selection, retention and disposal of material.

2. Scope

This policy relates to the main University library. The ÄûÃÊÊÓƵ also has a number of specialised libraries, which are not covered by this policy.

3. Collection Development

Principles of collection development

The library develops its collections in accordance with the following principles:

  • The purpose of collections is to support education and research within the University
  • Access to digital resources will be prioritised, where appropriate and practicable
  • The library will acquire and give access to resources in the most appropriate and cost effective way, taking into account format, accessibility and preservation
  • The library will support and promote the shift to an Open Access environment through the means by which it seeks to acquire and provide access to content
  • The library is committed to exploring new models of acquisition to meet the teaching and research needs of the University

3.1 Budget

The library is centrally allocated a budget for the purchase of all its materials.

The library manages the purchase of all journals (print and online) and online resources across all subject areas.

The balance is nominally allocated to University departments for one-off purchases, such as books, based on need, the amount being identified in collaboration with individual departmental representatives and adjusted annually to reflect changes in teaching and research focus. The library will seek to provide access to materials to support new areas of teaching and research, and where significant new investment is required we will work with academic Schools.

3.2 Selection

3.2.1 Books and one-off purchases

Taught course provision

To ensure that taught courses are adequately resourced, the University has an online reading list system. These reading lists are created and maintained by academics. The library works closely with academics to acquire the material that has been requested via the online lists. Additionally, we will digitise material (as permitted by the CLA licence) for taught courses. These are made available via the online reading lists.

Textbooks

The library will consider alternative methods of delivering e-textbooks directly to students through Canvas, in close consultation with Academic Schools.

Research

Selection of material to support research is usually carried out via individual academic suggestion or based on liaison with individual academics, departments and schools.

Purchase suggestions from academic staff are welcome and are considered within the terms of the collection development policy and budget.

Access models of acquisition

A significant proportion of our ebook and film access is offered through access models of acquisition (EBA/PDA or DDA). A large selection of bibliographic records is made available through Library Search offering our users access to a wider range of material. The library then has the opportunity purchases the most popular titles in some cases.

Film

Film materials are purchased from departmental budget allocations and are acquired according to the same criteria as those applied to the selection of print and online material. Consideration is also given to technical quality and the availability of appropriate equipment.

3.2.2 Journals and other subscribed resources

New titles and resources

The library regularly considers requests from members of the University for new journal titles and other subscribed resources. Decisions are made on whether to take out new journal titles are based on a number of factors including potential use for teaching and research, inclusion in SRO and reading list system, evidence of demand through inter library requests or that users have tried to access the resource, cited locally, and cost.

Online resources are selected not only based on content, but also on the grounds of accessibility, technical features and the terms and conditions under which they may be used. Networked resources that can be used by more than one user at a time, both on and off campus, are preferred.

Any recommendations for subscription are dependent on sufficient funding being available within the library budget.

3.3 Gifts and donations

The library does not normally accept gifts of books, journals and other materials unless they fill significant gaps in the existing collection and/or support the research and teaching of the University. Once accepted as a donation the library reserves the right to either add material to the collection or dispose of it. We are unable to promise that donations will be kept in perpetuity.

Gifts and donations to the library's Special Collections are considered separately.

3.4 Access to items not held by the library

Books or journal articles which the library does not hold (or provide access to online) and which are considered to be needed for occasional use, or are otherwise unavailable, may be borrowed from another library or obtained through document supply. Details of this service are available on the library website.

The library is a member of a number of reciprocal schemes, which provide access to the physical collections of most university libraries within the UK, details of which are available on the library website.

4. Collection Management

Principles of collection management

In the management of its collections, both online and physical, the library will:

  • Ensure that all material acquired is discoverable through its current online search system.
  • Review the collections on an on-going basis to ensure that they are relevant to teaching and research
  • Care for the collections through appropriate housing and repair
  • Participate in collaborative collection management with other institutions to enhance its own collections

4.1 Collections

Main Collection

Most of the library's stock is allocated to the Main Collection; this includes reference books and monographs.

Short Loan

Textbooks and monographs on reading lists are allocated to the Short Loan Collection.

Core Collection

The Core Collection contains single copies of material that have been suggested as essential reading by academic tutors.

Print journals

The library holds a collection of print journals. The library does not normally retain print runs of journals for which it provides online access.

Documents

The Documents Collection contains official publications and other publications relevant to public policy from British, European and international bodies.

Theses

All theses written for ÄûÃÊÊÓƵ research degrees awarded before October 2009 are held and can be used in the library. From October 2009 new doctoral theses are only available online and accessed via Sussex Research Online (SRO) or EThOS. Many of the theses written before October 2009 have now been digitised and made openly available through the British Library EThOS service. Where this is the case, a link to the digitised thesis has been added to the catalogue record.

Print newspapers

The library receives many UK broadsheet newspapers and a selection of international titles. This material is not kept in perpetuity.

Film

The library’s film collection includes recordings of documentaries and feature films. All material will be migrated to current formats where possible.

Microforms

The library holds a collection of microform, which is housed separately from the main collection, and consists of material not available in either print or online formats.

Online collections

Online material will be regularly monitored for its cost per download to ensure that it continues to offer value for money and used to support teaching and research

4.2. Preservation

All physical items of stock are security tagged and paperback books may be reinforced. Books that are damaged are repaired in house if possible; those that are beyond repair are withdrawn and replaced if appropriate. Access to many of our online journals is maintained through Portico and CLOCKSS, digital preservation and electronic archiving services.

4.3 Stock reviews

The library makes the best use of its space by regularly reviewing its collections. Through the review process the library ensures the currency and relevance of its materials to the University’s teaching, learning and research strategy.

  • The Core collection is reviewed annually. Items that have not appeared on a reading list in the last three years are removed and a single copy added to the Main collection.
  • The documents, microfilm and video collections are reviewed periodically; stock may be withdrawn or transferred.
  • The Main and Short loan collection is systematically reviewed.
  • Usage of journal subscriptions and other online resources are reviewed on an on-going basis to ensure that they meet the teaching and research needs of the University. Any decision to cancel a title is made after liaison with academic departments, and takes into account a number of factors, including usage statistics, inclusion in the journal of articles by Sussex researchers, and evidence of use for teaching.
  • Additionally, Journals which are available online may be withdrawn from stock as part of core journal reviews in close consultation with the library representative.

5. Stock withdrawal and retention

Principles of stock withdrawal retention

A systematic programme of revision represents good housekeeping practice and is undertaken at intervals by all non-copyright libraries. This evaluation of the library print stock takes place in a national context in which all HE libraries are reviewing and revising their support to teaching and research. A number of national initiatives also accompanies it.

Stock retention and the periodic withdrawal of selected material allows the library to:

  • provide and sustain collections that best support the current research and teaching and learning priorities of Sussex
  • achieve a good balance between study space for readers (individually and in groups), space for our collections and space for IT
  • accommodate new teaching, learning or research needs and any potential requirement to re-purpose the use of existing space that this may entail.

5.1 Criteria for retention and withdrawal: books

Criteria for the retention and withdrawal of books fall into two categories: intellectual and practical.

The intellectual criteria include:

  • currency: most relevant in some sciences, including medical science and in some social sciences, e.g. Law
  • content: the subject is no longer taught or researched at degree level at Sussex and is unlikely to be in the foreseeable future
  • academic quality: it is acknowledged that classic primary texts may often need to be retained regardless of actual usage as they show the intellectual development of the subject and map the changing nature of the research area
  • material of scholarly local interest

The practical criteria are:

  • physical condition (and the cost of restoring a book in poor physical condition for continued use)
  • borrowing statistics (we acknowledge that use without borrowing occurs but borrowing statistics, on the whole, are indicative of use)
  • space considerations

The library has the discretion to carry out routine stock reviews as part of the day-to-day collection management process without consulting with faculty. However, when larger scale withdrawal projects are proposed consultation must take place. In such cases, the library will liaise with Schools to establish agreed principles, taking into account the different teaching and research profiles of each Department.

Taking into account the above criteria, the following are indicative (but not exhaustive) examples of criteria used for withdrawal:

  • out-of-date items, superseded editions and damaged stock
  • secondary material which has not been borrowed for 10 years
  • secondary material which may be seen as being of low academic quality

It is acknowledged that these indicative criteria are not appropriate for all subject collections and so different criteria may need to be applied and there may be variations between Schools and Departments. Differing needs in terms of breadth, depth and currency in various parts of the library’s collections will be reflected in consultation with faculty.

Items that are judged to be of sufficient historical value will be considered for addition to our Legacy or Special collections. We will also check whether holdings are unique and distinctive. If they are, items will either be retained or offered to the British Library or other appropriate collections as part of any future National Research Reserve initiative.

5.2 Arrangements for book removal

The library’s policy for book removal is that, wherever practical and appropriate, we will endeavour to pass on any quality material no longer required at Sussex that may nonetheless have a value elsewhere.

Following their withdrawal, items will be removed by a nominated book removal service, which raises funds for both the library itself and educational charities by selling the items on our behalf.

5.3 Criteria for withdrawal and retention: journals

Journals will be examined in consultation with relevant departmental representatives. Whilst accepting differences between books and journals may exist with regard to their respective modes of publication, acquisition and access, the criteria for retention and withdrawal of journals will largely relate to currency, content, academic quality and borrowing statistics, as outlined under 5.1.  

5.4 Arrangements for the disposal of print journals

The following options will be explored depending on the type of material concerned:

  • assess whether any items are of sufficient historical value to be added to our Legacy collection
  • we participate in the UK Research Reserve Project (UKRR) to help preserve the nation’s printed journal collections. Suitable material will be submitted to the UKRR process to ensure that two copies are always retained at the British Library and one other institution.
  • following their withdrawal, items may be made available (for a limited time) to not-for-profit organisations provided that the process of donation is made at no additional cost to the library
  • departments, Schools and individual academic staff may request sets of discarded material
  • removal via recycling

Reviews / Contacts / References

Document title

Collection Development, Management and Withdrawal Policy

Date of issue

09/2008

Approving body

LLT

Last review date

04/2023

Revision history

05/2020, 04/2021, 04/2022

Policy owner

Collections Senior Manager

Next review date

04/2024