'Acquisitions' is the section of the Library responsible for the acquisition of, and subscription to books, serials and databases for the Library. Acquisition can be by purchase, legal deposit, and through donation. The section is responsible for the administration of Library materials funds, and the ordering of books and serials in all formats.
The current budget formula allocates funding to each academic College / School / Department based on staff, postgraduate and undergraduate FTEs (70% of allocation) and average book and serial prices (30% of allocation) in each discipline. The department divides this allocation between serial and monograph funds. When the Library receives its annual allocation, the estimated cost of serials is subtracted from the new departmental allocation to give the amount available for purchasing books and eBooks.
Library materials budgets are managed by 'Library Representatives' within academic Colleges, Schools and Departments. All proposals for new material must be channelled to the Library via the Library Representative. There are two e-Proposal forms: the first is for Academic Staff - these proposals go first to the relevant Library Representative for ratification. The second form is for Library Reps to send proposals directly to Acquisitions.
eBooks can be purchased for the Library in much the same way as print books. Academic staff may use the e-Proposal forms in the usual way, indicating that the proposal is for an eBook (eBooks are subject to 23% VAT). Under 'Format', choose 'e-Resource'. The staff in Acquisitions will then check:
Once an eBook has been purchased, it is added to the Library catalogue. Examples:
In the majority of cases, the timeframe is:
|UK & Irish material||2 to 4 weeks|
|European material||3 to 4 weeks|
|US, Australia etc.||4 to 8 weeks|
|eBooks||1 to 5 days|
The staff in Acquisitions contact vendors on a regular basis to claim any material not received within these timeframes.
There are a number of stages between the time a book is proposed through to its availability on the Library shelves. These are indicated on the catalogue.
1. When a book is placed on order this is indicated on the catalogue as follows:
1 copy ordered for Boole Library on 21-12-2016
2. When the book has been received and invoiced in Acquisitions it is passed to the Cataloguing Section and indicated as follows:
1 copy being processed for Boole Library
3. When the book has been catalogued and is in final stage of processing this is indicated as:
4. When the book has been sent from Cataloging to be shelved this is indicated as:
The University's fiscal year runs from the 1st October through to the 30th September. The University requires that all funds are spent by the 30th September.
The deadline for the receipt of proposals for book purchases is the end of June. This is to ensure that new books are available on the shelves in September.
Note that it is advisable to send in book proposals as early in the year as possible (once book funds have been made available).
Materials proposed for ordering should reflect the overall needs of the discipline. For guidance, consult the Library's Collections Development Policy . Each proposal should contain as much bibliographic detail as possible:
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