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The School of Pharmacy Library Collection Development and Management Policy 1. Introduction and Purpose of Policy 1.

1 The School of Pharmacys mission statement is: to lead in the provision of education and research in pharmacy and the pharmaceutical sciences that is relevant to patients and healthcare practice, medicines discovery and development, and society. 1.2 The Library aims to support that mission by providing access to relevant high quality information resources, services and facilities to School staff and students. 1.3 This policy, agreed with members of the Library and Information Services Committee, is to guide the acquisition, retention, relegation and disposal of library materials in all formats. 1.4 This document is intended as a guide to undertaking book, journal, etc. acquisition and cannot be exhaustive in coverage. Staff knowledge, experience and common sense are also key. 1.5 This document will regularly be reviewed by Library staff responsible for books, journals, interlibrary loans, databases, etc. and will be presented for annual review by the Library and Information Services Committee at its Spring term meeting. The Chief Librarian has ultimate responsibility for collection development and management. 2. Relationship with Other Collections 2.1 To complement the Librarys collection and ensure members of the College have access to the items they need in the most cost effective manner a number of arrangements are in place, including: Reciprocal borrowing or access agreements with other libraries, including the University of London Access Agreement and SCONUL Research Extra. The purchasing of a limited number of borrower tickets from University College, London for non-research students. (It must be noted that reciprocal agreements do not always allow access to electronic resources.) Interlibrary loans The listing of relevant free internet resources in the Librarys catalogue and/or the Librarys web pages

2.2 In addition to the above arrangements the accessibility of other major research collections, such as those held by the British Library, the Wellcome Library and the Royal Pharmaceutical Society Library will be taken into account when making collection development and management decisions, bearing in mind any limitations on the use of their collections with regards copyright, photocopying for distribution to classes of students, etc..

3. Funding 3.1 Cost should not be the main criteria for collection development and management, but the principles listed in this policy must be used in the context of budgetary restraints and cost effectiveness. The main resource accounts are: Books Electronic Data (Books) Journals Electronic Data (Databases) SciFinder Scholar Interlibrary Loans Binding

3.2 The financial resource for these accounts is allocated from central School funds annually, but the Chief Librarian has the flexibility to move funds between Library accounts to meet changing needs. 3.3 It should be noted that the inflation rate for books, journals, databases and interlibrary loans is way above the general rate of inflation and that VAT is payable on electronic resources, but not print. 3.4 The Library will make full use of consortia agreements (for example the London University Purchasing Consortium, Nesli2, JISC and Eduserv) and negotiate with suppliers where possible to obtain the most cost effective and timely purchases. The Library will always endeavour to use the most cost effective and timely suppliers, but must also take into account the Schools financial auditing procedures and Purchasing Guidelines. 3.5 To comply with School auditing procedures the Library cannot normally reimburse members of the School who purchase items on behalf of the Library. 3.6 Library collection funds can only be used to purchase items that will be catalogued and made available for loan or reference to all categories of users. 4. Stock Selection General Principles 4.1 The selection of stock on a day-to-day basis is the responsibility of the appropriate members of Library staff (Reader Services Librarian, Electronic Services Librarian, Chief Librarian), but the continuation of a highly relevant collection is only achievable with a high level of input by academic staff. 4.2 Tools used by Library staff to select items include: Recommendations from staff and students (An Order Recommendation Form can be found at m.pdf. Recommendations can also be made via email. For auditor purposes these written methods are preferred.) Reading lists (It is essential that academic staff provide the Library with reading lists and recommendations in a timely manner, bearing in mind the time it takes to order, receive, catalogue and make shelf ready materials.) Publishers catalogues Book reviews

Core lists such as the CILIP HLG Core Collection of Medical Books and The American Association of Colleges of Pharmacys Basic Resources for Pharmacy Education and Core Journal List Acquisition lists from other libraries Reading lists and catalogue records from other institutions Interlibrary loan requests Information from the Librarys computerised management system, Unicorn, which alerts staff to heavily used items (weekly reports) and to items which have not been borrowed Items reported missing Heavily used Items reported / found to be worn

Very expensive items (those over 250) and those involving recurring subscription costs (such as journals, series, databases) will be referred to the Chief Librarian and / or the Library and Information Services Committee. 4.3 The following is taken into account when selecting / replacing stock: Recommended by academic staff (These items are usually automatically purchased. If there is a reason why an item cannot be purchased the person recommending will be informed as to why. If an item is very highly specialised, or of marginal interest, or very expensive interlibrary loan may be the more appropriate method.) Relevance to, current and potential, research and teaching Currency (Only the latest editions will be purchased unless there is a pedagogic need for an older version.) Items by authors and/or publishers with a good reputation Items in respected series Language (Most acquisitions will be in English, unless an essential resource is only available in a non-English format and will be understood by a sizeable proportion of the Schools members.) Space in the Library For electronic resources: friendly user interface, ease of user authentication (password and IP recognition arrangements), off-site access, the availability of user statistics, acceptable licence and archiving conditions Cost effectiveness

5. Replacing Missing and Lost Items 5.1 Replacement copies of items reported as missing / lost, or considered by the Library to be missing / lost, will be purchased if the title is heavily used and/or relevant to the needs of the College, and if funds allow. 5.2 If an item is out-of-print Library staff will make reasonable efforts to purchase a second-hand copy. 5.3 If a reader loses an item the Library will purchase a replacement copy and the reader will be required to pay the purchase price as determined by the Librarys supplier.

6. Types of Material Books 6.1 When purchasing multiple copies Library staff will take into account: the number of students who will use the resource, the requirement of students to purchase key texts, space and funding. 6.2 If a book has been published in paperback and hardback, the paperback is usually purchased. 6.3 To improve availability heavily used items will be assigned to one or more of the following borrowing categories: 7-Day Loan, Short Loan Collection (day and overnight loan), Reference. 6.4 The number of books available electronically is increasing, although this is still an evolving area especially with regards pricing models (e.g. the bundling of titles and subscription payments rather than one-off purchases). The advantages of ebooks include multiple concurrent readers, off-site access and shelf space savings. Library staff will monitor developments in this area and purchase ebooks bearing in mind the general principles of this document. 6.5 New editions of books will be purchased if the previous edition has been heavily used. Reprints are not normally purchased if the original is held, unless the title is heavily used. Journals 6.6 As the primary literature source for science the majority of the Librarys resource budget is allocated to journals. 6.7 New subscriptions will be placed on the recommendation of academic staff if funding allows. The costs of new titles will be met by the cancellation of existing journals or by an increase in central funding. 6.8 Electronic access is the preferred delivery option for journals, however print copies may need to be purchased and existing print copies retained depending on restrictive licence conditions, archival issues and funding. It should be noted that VAT is payable on electronic resources, but not print. 6.9 Library staff will monitor usage of journals regularly to determine annual subscriptions. 6.10 A full-scale review of titles taken by the Library is undertaken on a regular basis. This involves a survey of academic staff and research students to identify titles in use, possible titles to cancel and new title recommendations. The survey will be combined with Library borrowing and interlibrary loan statistics to inform the following years subscriptions. PhD and DSc Theses 6.11 The Library will endeavour to hold one print copy of every School of Pharmacy PhD and DSc thesis published since the School has been housed at Brunswick Square. Earlier theses will also be stored, but the Library does not have a policy of purchasing these, as these will be held by Senate House Library and the British Library. Should this situation change, possibly as a result of the EThOS project, the School Library will review this policy.

6.12 At present theses are held within the Library, but the Library will investigate offsite storage of these items. 6.13 The digitisation of existing theses and the electronic submission of new theses is being investigated by a number of projects, including EThOS (JISC, the British Library and CURL) and the University of London Senate House Library. School Library staff will keep up-to-date with these developments. Undergraduate and Taught Postgraduate Projects 6.14 The holding of Undergraduate and Taught Postgraduate projects is under review. Examination Papers 6.15 It should be noted that copies of examination papers are increasingly being made available electronically via Blackboard. However, at present it is not all copies and even when available online print copies are still proving extremely popular. 6.16 Multiple print copies of examination papers, provided by the Teaching Office, will be made available on the Library Reference Shelves and for One Day / Overnight Loan. 6.17 Only print examination papers relating to the current curriculums will be made available in the Library on open access shelving. 6.18 Print examination papers from previous curriculums will be stored with the Librarys Historical Materials. Databases 6.19 Statistics from databases will be monitored by Library staff, where possible, to monitor usage. 6.20 The costs of new databases will be included in the annual budget and subscriptions will be placed if funds allow. 6.21 The Library and Information Services Committee will be consulted about any possible cancellations. Staff References 6.22 The Library will continue to hold print copies of course readings (Course Packs) provided by academic staff, bearing in mind the conditions of the latest Copyright Licensing Agency Licence. 6.23 Library staff will contact academic staff with Staff References annually, in September, to enquire if contents are up-to-date. Historical Materials 6.24 The Library stores historic material, or material likely to become historical, relating to the history of The School of Pharmacy, for example photographs, Annual Reports, Social Club event books, etc.. 6.25 This material is stored in closed access areas. These areas are kept locked and dark, however these areas are not specialised Archive Stores.

6.26 At present these items are not catalogued and the maintenance of these materials cannot be guaranteed as the School does not have an Archivist or specialised storage conditions. 6.27 Historical items cannot be borrowed and may only be viewed under the supervision of Library staff or a designated member of School staff, at a time prearranged with the Chief Librarian or in her absence the Reader Services Librarian or the Electronic Services Librarian. 7. Donations 7.1 The Library welcomes donations and is grateful to those who have done so. Indeed such material can make a real difference to the work of staff and students at the School. 7.2 Given limited shelf space, staff time needed to process acquisitions and possible delivery costs donors should note the following: 7.3 Once delivered to the Library donations become the property of the School of Pharmacy Library. 7.4 Acceptance and retention of donations is determined by the principles of this document. 7.5 The Library cannot guarantee to keep donated items together in a collection. 7.6 The Library will not normally accept donations in poor condition unless funding is made available for their preservation. 7.7 The Library will not accept back runs of printed journals if they duplicate the Librarys existing holdings or are very incomplete. 7.8 The Library is unable to accept donations of current journal issues if they are for personal use only or are delivered to the Library sporadically. 7.9 Potential donors are asked not to bring items to the Library unless acceptance has already been given. 7.10 To help Library staff determine whether or not to accept donations it is very useful if the donor can provide a list of the materials or allow a member of Library staff to visit the collection. Cataloguing 8.1 The Library catalogues all print and electronic books that have been purchased by, or donated to, the Library onto its electronic catalogue i-Link according to agreed standards. 8.2 Copies of print examination papers held in the Library are catalogued, as are Undergraduate and Taught Postgraduate Projects included in the collection. 8.3 The titles of print and electronic journals purchased by the Library, or donated, are catalogued. 8.4 Key free internet resources, such as the BNF and relevant journals via PubMed, are also catalogued. The inclusion of these items is at the discretion of Library staff.

9. Stock Editing (Relegation and Disposal) 9.1 Stock editing is a positive procedure. It is an opportunity to ensure the collection meets the needs of the School, to identify damaged materials, and a chance to remove dead wood from the shelves so that users can find relevant materials more easily. Space restraints also make it an essential procedure. 9.2 Items will be kept for as long as relevant to the research and teaching of the School. 9.3 Rare books, older books with particular significance to the School (e.g. authored by staff and students), or older editions of key reference works which have historical value to current research and teaching, for example Pharmacopoeias, Martindales and BNFs, are kept in the Librarys Store Room and Archive Cupboards. Normally only one copy of these items is retained. 9.4 Once a new edition of a textbook has been added to the collection all copies of the previous edition are made Normal Loan. 9.5 A major review of book stock takes place on a regular basis. Items that have not been borrowed for some time, usually five years, are marked as such and academic staff are invited to review these items. After this consultation items are removed from the Catalogue and withdrawn. 9.6 Lesser used print journals and journals from cancelled subscriptions will be relegated to storage space outside the Library or closed access areas within the Library. Journals that have not been borrowed for some time or are no longer relevant to the School will be removed from the Catalogue and withdrawn. 9.7 Withdrawn items will be stamped WITHDRAWN. 9.8 Withdrawn items are offered to booksellers or recycled (withdrawn journals are also offered to other libraries via the relevant email lists). We do not offer withdrawn texts to developing countries, as the donation of out of date medical and scientific texts is not considered best practice. 9.9 Publications on the Miscellaneous Shelves are withdrawn at the discretion of the Library staff. 9.10 Library staff will continue to investigate off-site storage outside of the Second Floor and outside of 29-39 Brunswick Square. National and local collaborative storage and digitisation projects will also be followed. 10. Institutional Repository 10.1 The Library manages Pharmacy Eprints (, the Schools electronic institutional repository for School staff research papers. 10.2 School staff are requested to deposit with the Library, via, any research papers published since 2001 or bibliographic information if copyright means that full deposit is not possible (Library staff will undertake copyright checks on behalf of School staff). 10.3 Details of Pharmacy Eprints, its advantages and how to deposit, are available at

Michelle Wake Chief Librarian and Head of Library & Information Services 17th February 2008 Approved by the Library and Information Services Committee on XXXXX 2008.