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Collection Development Policy


JUNE 2012
The purpose of this policy is to define the guidelines and procedures followed in building and maintaining the collections of The D’Azzo Research Library, Air Force Institute of Technology. The primary mission of the library is to provide comprehensive standard library services in support of core instructional and research requirements of the Institute’s faculty, students and staff.
The scope of the library collection shall encompass all of the fields of knowledge which are of interest in a scholarly and academic environment but with comprehensive, in-depth coverage for those disciplines and subject fields which reflect the curricular and research activities of the Air Force Institute of Technology.
The primary subject areas of concentration include the following:
  • General Science
  • Aeronautics &Astronautics
  • Electrical &Computer Engineering
  • Civil Engineering
  • Engineering Physics
  • Operational Sciences
  • Mathematics &Statistics
  • Systems &Engineering Management
  • Systems &Logistics
To procure and make available materials needed for all instructional programs of the Institute;
To procure and make available materials required by students and faculty in their research;
To procure and make available library materials of general information in subject areas not covered by instructional and research programs;
To procure and preserve all important materials relating to the history and development of the Institute.
Ultimate responsibility for the selection, acquisition, and disposition of library materials rests with the Library Director. All segments of the Institute community, however, are participants in the process.
Institute faculty and staff are primarily responsible for recommending the acquisition of materials in their subject fields. Departments are expected to recommend library purchases, which will develop the entire field of their discipline as well as provide
materials essential for specific courses. Any member of the faculty or staff may request an item be added by completing the online Purchase Request form located on the library’s home page.
The Chief of Reader Services reviews and approves all purchase requests. S/he clarifies justification of requests as needed with the requester, department heads, directors, deans and the Library Director.
Reference librarians are responsible for recommending materials for the reference collection and professional development materials. They also recommend materials for other areas of the library as needed to balance and strengthen the collection. Reference librarians focus on collection development in subject areas of interest to their liaison departments.
Faculty and staff select materials based on a wide variety of sources, including reviews in subject area journals, colleague recommendations and references in subject area books, papers, bibliographies and database searches.
Librarians select materials based on reviews in online pre-pub alerts, Choice, other professional journals, catalogs, and ads from scientific and academic publishers. Subject searches of print and online bibliographic sources may be performed to enhance coverage of specific subject areas. In addition, interlibrary loan requests from faculty and students often indicate specific titles that should be purchased for the library or subject areas in need of development.
When lack of funds limit acquisitions, current publications and scholarly value will be given priority over older out-of-print materials and mission essential materials directly supporting Institute courses will be given priority over research and general information materials. Out of print materials will not be procured without a mission essentiality statement.
Publications in English language will be given higher priority. Foreign language materials will be procured, however, when adequate justification is provided.
When available, electronic books and hardcover editions of books will be procured in preference to paperback editions, unless cost or format difference considerations justify acquisition of the paperback edition.
If the library holds material in microform, hard copy will not be purchased unless sufficient cause is shown.
Those types of publications, which are available from other sources as listed in the Air Force Library and Information Sytem (AFLIS) Instructions, AFI 34-270, will not be procured.
The American Library Association Library Bill of Rights applies without exception to all purchases of library materials. The sole test of a controversial item will be its contribution to the academic program of the Institute and to the needs of the students and faculty.
Electronic Formats -
Selection of electronic information products for the collection, as with other formats, must support the teaching and research needs of the AFIT community.  AFIT students and faculty have unique information requirements due to their frequent travel and consulting activities, which are best met by full-text, remotely available information products.  Thus, care and planning must play a significant role in the selection and deployment of appropriate electronic information resources tools. 
Electronic formats include, but are not limited to:
1.         Commercial full-text aggregating vendors, which authenticate either by IP address recognition or username and password, or
2.         Electronic Journal subscriptions, which authenticate either by IP address recognition or username and password, or
3.         CD-ROM, either as a stand alone product or as part of another work.
Electronic resources will be acquired in the format determined most suitable for each particular product. Criteria for selection include an evaluation of costs, accessibility, usability and data stability. There should be demonstrated demand for the resource, preferably in the form of the support of an AFIT department head. All electronic resources acquired by the Library shall be accessible in the Library, on campus and remotely when available. IP recognition methods of access are preferred over username/password.
The D’Azzo Research Library will provide access to journals in both electronic and print format. A package combination of print and electronic formats may be procured in some cases, when funding allows, to provide the additional access and usability features offered by electronic format along with the stability of print. Electronic subscriptions may be procured in preference to print when evaluation of costs, usage level, accessibility, usability and data stability indicate superiority of the electronic format. Final decisions on electronic purchases are made by the library director after consultations with faculty, the Chief of Reader Services, Chief of Technical Services and the Electronic Resources Librarian.
Applications software is not procured by The D’Azzo Research Library. 
Departmental Collections – The purchase of materials for office collections is not supported. Materials will not be purchased for individuals.
Non-print Formats – CD-ROMs, DVDs and videos may be procured when needed to support the curriculum or research of faculty and students. When additional funds are available videos, DVDs may also be purchased to enhance the general collection.
Serial Subscriptions – New serial subscription requests require a justification/mission essentiality statement on the AFIT Form 4 and approval of the Department Head and/or the approriate Dean. Requesters may be asked by the Chief of Reader Services to specify a current subscription which can be cancelled to provide the funds and physical space to accommodate the new subscription.
Reserve Material – Books from the AFIT collection may be placed on reserve when requested by faculty to support course material or by a department when required reading is necessary for its members. An instructor may also place his/her personal copy on reserve. Additional copies of a title may be procured for faculty reserves but only in minimal numbers not to exceed five copies of a particular text.
Technical Reports – The library has a collection of technical reports in print and on microfiche from several government agencies. Reports from other government agencies are procured when required for a specific course or student and faculty research. Technical Reports from DTIC (The Defense Technical Information Center) are accessible online in digital format only.
Textbooks – Textbooks being used for graduate courses are not procured by the library. Faculty and students may request such textbooks through our ILLIAD (interlibrary loan) sytem.
Theses &Dissertations - [under review] 
Unsolicited donations of materials to the library are accepted but without commitments as to the final disposition and with the understanding that they are not necessarily to be added to the collection. In accordance with the federal tax laws, the library provides no valuation of donated materials. Donations are subject to the same selection criteria applied to purchased materials.
In 2000, the Air Force Research Laboratories Technical Library at Wright Patterson relocated and combined its resources at one location with the AFIT Academic Library. In 2009, the facility was renamed as The D’Azzo Research Library in honor of Dr. John D’Azzo. Each library has separate staff, services, funding and access to electronic resources. The physical collection of books, periodicals, reports, non-print materials and microforms is shared among both libraries.
Items for each library are purchased separately. However, the two libraries confer on the purchase of items when savings can be realized. Both libraries work together to avoid duplication of purchases unless the item is heavily used by patrons from both borrowing libraries.
The D’Azzo Research Library is a member of the Southwestern Ohio Consortium for Higher Education (SOCHE) and the Federal Library and Information Network (FEDLINK). Reciprocal agreements exist between the AFIT Library and many other local libraries. The library also has cooperative interlibrary loan arrangements with LVIS libraries (Libraries Very Interested in Sharing) as well as several other research libraries. Availability of materials at nearby libraries will be a consideration in the acquisition of expensive or little-used items. In addition, the library will make solely owned materials available to other libraries as much as possible through interlibrary loan channels.
Obsolete and unused materials are reviewed for elimination from the library collection on a continuous basis under the direction of the Chief of the Readers Services Division. Faculty input is appreciated and should be sought in any area where librarian’s expertise is limited. Materials are salvaged in accordance with AFI 34-270, Air Force Library and Information Sytem (AFLIS) Instructions, by Technical Service Personnel.
Obsolescence. If a newer edition of an item is acquired, the previous edition may be salvaged unless unique information, historical perspective, or patron demand justify retention of the previous edition.
Outdated Information. If an item contains information, which is outdated, it may be salvaged, unless it has unique information or historical perspective, which makes it worth of retention.
Insufficient Use. If an item has not been circulated in the past ten years, it may be salvaged. However, the intrinsic value of the item must also be considered and might indicate retention.
Worn or damaged materials. If such materials are still valuable parts of the collection, replacements should be obtained, and the worn copies salvaged. If funds are inadequate to replace the worn item, and the material is still valuable, the worn copy should be kept and repaired for continued use. Materials in poor condition, which meet the other criteria for deselection, should be retained.
Duplicate Copies. For materials, which are found to be obsolete or little used, it may be desirable to retain one copy for the collection and salvage any duplicates.


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