Collection Management Policy

Introduction
The College library is the center of knowledge in the Aurora
State Colleges educational milieu. It believes in its role as a provider of information
both in print and non-print materials in digital/ electronics formats to meet the
needs of the clientele and the first thrust of the institution towards instruction,
research and extension services. It has geared its activities to educational
innovation and the diverse curriculum it offers.
In toward awareness of the institutional philosophy, mission,
and objectives, the college library stands to bridge the three generations through
collection of records of the past, updated of/for the present developments and
advancements of/for the future. It has the primary function to provide students and
faculty members of the college with those materials needed for current teaching
and research programs. The college community has also the right to expect the
library to provide materials for recreational purposes and for the pursuit of nonacademic interest. Furthermore, it serves as an integrating factors in the college
instructional program as well as a resource for the total information of the individual
to answer its commitment to the quality education and the holistic formation of
person.
THE LIBRARY ENVIRONMENT
Scope and Coverage of the Collection
Scope refers to the range of the subject fields collected by the
College library while coverage refers to the depth or intensity of collection efforts
within a subject field.
The following numerical presentations indicate the depth of collection intensity
level observed by the College Library.

1- Out of scope level

3- Instructional

Level
2- Minimal Level
Level

4- Research

3- Basic Level

5-

Comprehensive Level

1- OUT OF SCOPE LEVEL. The library does not collect on this subject.
2- MINIMAL LEVEL. A subject area in which few sections are made beyond very
basic works. A collection at this level should be frequently and systematically
reviewed for currency of information. Suspended editions and titles
containing outdated information are withdrawn.
1.a MINIMAL LEVEL UNEVEN COVERAGE. Few section are made, there is
unsystematic representation of the subject.
1.b MINIMAL LEVEL, EVEN COVERAGE: Few sections are made, basic authors
some core works, and a spectrum of ideological views are represented; can
support fundamental inquiries.

3- BASIC INFORMATION LEVEL: A selective collection of materials that serves to

introduce and define a subject and indicate the varieties of information
available elsewhere. It may include the dictionaries, encyclopedias, and
access to appropriate bibliographic database, selected edition of important
works, historical surveys, bibliographies, handbook and a few major
periodicals. The collection is frequently and systematically reviewed for
currency of information.

2.a BASIC INFORMATION LEVEL, INTRODUCTORY: The emphasis at this level

is on providing resources that introduce and define a subject. A collection at
this level includes basic reference tools and explanatory works such as
textbooks, historical description of selective major periodicals. The
introductory level of a basic information collection is only sufficient to support
patron attempting to locate general information about a subject of students
enrolled in introductory level courses.
2.b BASIC INFORMATION LEVEL, ADVANCED: At the advanced level basic
information about a subject is provided on a wider range of topics and with
more depth. There is a broader selection of basic explanatory works,
historical descriptions, reference tools and periodical indexes that serves to
introduce and define a subject. This level provides access to appropriate
bibliographic database (online or CD-ROM), a selection of editions of
important works and a greater quantity and variety of materials. This level is
sufficient to support the basic informational and recreational needs of a
highly educated general public of college students.

4- STUDY OF INSTRUCTIONAL LEVEL: A collection that is adequate to impart and

maintain knowledge about a subject in systematic way but a level less than
research intensity. The collection includes a wide range of basic work in
appropriate format in a significant number of classic retrospective materials,
complete collection of the works in appropriate formats, a significant number
of classic retrospective materials, complete collection of the works of some
important writers, a selection of representative journal access to appropriate
machine readable files and reference tools and fundamental adequate to

support independent study and the most learning needs of the clientele in
the undergraduate and some graduate instructions. The collection is
systematically reviewed for currency of information and some essential and
significant information is restrained.

3.a BASIC STUDY OR INSTRUCTIONAL SUPPORT LEVEL: The basic subdivision

of the level 3 collection provides resources adequate for imparting and
maintaining knowledge about the basic or primary topics of a subject area.
The collection includes the most important primary and secondary literature,
a selection of basic representative journals/periodicals, and subject based
indexes, the fundamental reference and bibliographical tools pertaining to the
subject. This level 3 subdivision support the lower division undergraduate
courses, as well as some of the basic independent study needs of a lifelong
learner.

SELECTION POLICY
To achieve the objectives of the Aurora State College of
Technology Library, out of the demands which may be difficult to achieve, a wellorganized plan and careful selection of print and non-print resources are demand
necessarily.

The selection of the library resources are made possible by the college librarian
together with the library staff through the library and instructional material
committee whose advice and support especially in the selection of the acquisition of

library selection both printing and non-printing/digital/electronic are greatly

considered.
The composition and function of the library and
instructional materials committee are as follows.

A. Composition
1. The library and instructional materials committee is composed
of the Vice President for administration as chairperson, the
Vice President of Academic Affairs as co-chair of the
Department concerned, college librarian as member.
B. Function

To evaluate books/instructional materials for acquisition;

To act as link between the library and academic and nonacademic community.

To recommend to the library/librarian book/non-book

collection to be acquired by the university librarian to
support academic programs;

To advice the library staff on matters of practicability of

library policies and program and;

To assist the library in the evaluation and in the marketing

of its information resources, services and programs.

Faculty members in the different programs of the college are urged to

actively participate in the development of library collections. This may be performed
by selecting titles to be acquired and channel request to acquisition of the collection
to their respective department director. The department head checks the titles they
need and submit them to the college librarian. (acquisition)

While faculty recommendations are welcomed and their help solicited,

the librarian must carry responsibility for the areas neglected by the faculty/librarian
and instructional materials committee in order to achieve a balanced collection and
to maintain the resources of the library as a whole. The ultimate responsibility for
the acquisition and policy decisions, including adequacy and quality of the selection,
rests with the library administration in general.

SELECTION OF PRINT AND NON-PRINT COLLECTIONS:

1. The library collections must be extensively collected to meet the present and
future requirements as a user. The type form materials that the ASCOT
Library will select for eventual acquisition will include print and non-print
resources that will answer the demands of the different curricular programs
offered by the Aurora State College of Technology.
The following criteria in general serve as the basis for the approval of
printed materials.
a. Authority
materials
b. Scope
c. Reliability
d. Potential use or value
e. Subject interest

f. Treatment of
g. Readability
h. Arrangement
i. Special features
j. Format

2. Critique and recommendation will be made by the library and instructional

materials committee/ subject specialist but the final decision on what
materials will be selected lies on the College Librarian, in particular.
3. The College librarian is responsible for checking and collection of
examinations, trade catalogues, book in print, or trade/annotated
bibliographies and likewise endorse these materials to the library and
Instructional Materials Committee.
4. Clientele opinion in general is also important; hence, request slip must be
distributed and satisfied.
5. With enough resources available, the College Librarian, and/or her staff, and
member of the library instructional materials committee should go for
antiquarian book dealers, visit/attend auction and make extended trips for a
wider selection experience and enrichment for selection standards.
6. No library materials should be prescribed or removed from the library
because of partisan or doctrinal disapproval. In no case should the library
materials should be excluded because of nationality, social, political or
religious views of authors if the promote critical thinking.
7. To maintain a balanced collection, materials to be selected must vary in the
field, subject, or content dealt.

8. Books must suffice information, education, scientific recreational, and cultural

and research needs of the institution of the bachelor and postgraduate
studies.
9. As a general rule, the quality and performance of the book should not be
sacrificed just for typographies, format and special features.
10.Purchase of complete works in series or of one author thoroughly is evaluated
whether it is justifiable to acquire all.
11.Computer, the science and technology books must hold particular
consideration for their recency. At least the collection must include only
copyright date within ten year of acquisition.
12.Between local and foreign books that display similar content and subject
area, the criteria for selection of relevance of content and its significance to
the curriculum.
13.In addition to the criteria in selection of printed materials, fiction books for
tertiary levels should be of quality, interest should be secondary as it is the
initiative of librarians to make these book sealable. Classical and award
winning collections will get top priority. Fiction subject/themes would include,
romance, suspense/thriller, humor/comedy. Science fiction, historical
philosophical and psychological novels, adventure and a wide variety that
would deal with the varied interest of readers and the demands of the
curricular requirement.
14.The College library should select ad provide 3 to 5 titles of professional books
for the major fields copyrighted within the last 5 years. The library should
provide collections at the reserve section observing the ratio of 1:20
students.
15.The library should provide materials presenting all points of view concerning
recent developments, problems, and issues of the time. This should basically
call for ephemera and/or periodically /journal/serial collections.
16.There should be 3 titles of periodical/journal/serial that the College Library
must subscribed for each subject concentration to support each
program/curriculum as based on AACUP standards.
17.Classroom/Research demands as well as representing for specific subject
specialization of audiovisual materials, software and/or instructional materials
based on recent technological advances added to availability of hardware for
the use of such audiovisual materials/software should be the basis for
selecting these arterials.
18.Systematic analysis of weak spots in the book and non-book collection should
be applied through.
a. Checking of standard bibliographies against library holdings.
b. Submission of list of materials not owned; and
c. Preparation of desiderata list.
19.Selection aids should be used in making choices for materials to be selected.
20.In choosing between purchase to direct publisher or to jobbers for both book
and non-book materials should be opted for assurance of delivery and easy
retrieval. In further offers opportunities to examine book and non-book
materials to be ordered or purchased.

CENSORSHIP
Censorship is the restriction of any publication in a matter believed to be
harmful or not inconsonance with the curricular and the philosophy and objective if
the Aurora State College of Technology.
It is the librarian and the board of selectors discretion to acquire what is
deemed necessary defining the difference between censored and thoughtprovoking, identifying obscenity and propaganda. The rights of the leaders, their
intellectual capacity, limitations, ideologies as well as their morality and creative
thinking must be weighted to give what is the best for them.

ACQUISITION POLICY
The College Library is an integral part of the institution. Its major
task is to support the total education program.
Respecting intellectual freedom and working within the limitations of
available fund, the ASCOT library has formulated policies of acquisition of materials:
1. Selected materials should be counter checked with the librarys shelf
list to avoid misuse of library funds.
2. Request slips/acquisition slips should be counterchecked with order
file to avoid unnecessary duplication.
3. The core collection that support course offering to be updated and
maintained are the following:

a. Printed Materials

1.) Books
2.) General References (encyclopedia)
3.) Subject Reference ( Subject encyclopedia)
4.) Local and foreign general and subject journals/serials
5.) Handbook and directories
6.) Dissertations and theses
7.) Local and government publications
8.) Information file materials (ex. Flyers, clippings)
9.) Pamphlets collections
10.) Filipiniana publications (Philippine materials)

b. Non print materials

1.) Cassette tapes

2.) Video tapes
3.) Slides
4.) Transparencies
5.) CD-ROM
6.) Medals
7.) OPAC (optional)
8.) Motion pictures (optional if video are available
9.) Cartographic materials (Map, globes)
10.)
Graphic materials (charts, pictures)
11.)
Kits

c. Hardware:

1.) Cassette recorder & player

2.) Video recorder & player
3.) Slide projector
4.) Overhead projector
5.) Video projector
6.) Opaque projector
7.) Television
8.) 35 mm projector (optional if vide players are available)

PURCHASE
For domestic publications, the library may buy directly from local
from, jobbers or from local book sellers or subscription agents.
Book and periodical acquisitions may be prioritized and redirected
among book jobbers for easy access in purchase and queries may be made of
arrival of/periodical/non-book orders werent received. Domestic/Government
publications may acquire from government agencies or their bookstore/jobber
outlet.
Subscriptions to local magazines and newspapers must be placed
directly to publisher/local providers whoever of these are accessible.

The selection committee must decide on this matter.

Foreign subscriptions must be purchased directly from a foreign publisher or

a local jobbers for timely and secured delivery.
For out of print materials, second hand book trade mat be the option.
It is desirable to place standing orders with reputable agents or publisher to
provide for continuous receipt of periodicals, yearbooks, and scholar series in
process of publication.

COLLEGE LIBRARY OBLIGATION

The College Library should plan to obtain within its financial

capabilities library materials, both print, required to meet these two obligations.
1. To produce and make available materials needed for all construction,
research, extension and production program of the university and;
2. To produce and make available materials of general information in
subject areas not covered by instructional and research programs.

ACQUISITION LIMITATION

It is seldom be possible, for financial reason, to meet the College Librarys

obligation adequately. Therefore, the University Library will observe the following
general guidelines:

1. When lack of funds limit acquisition, current publications of lasting

scholarly value will be given priority over older and out-of-print materials.
2. Publication in English and Philippine languages will be given higher
priority
3. Materials will be acquired in another suitable format if originals are not
available or are too expensive.
4. Duplicate copies of books will be purchased only by justification of heavy
and continued use.
5. Specialized research materials will not be duplicated by special
circumstances

6. Variant editions of little will be acquired if they are standard edition or

contain sub-changed and are need for research purposes. These are not
apply to scientific publication.
7. The library will not purchase extensive in depth materials for specific
these topics or short-term research projects.
8. No special effort will be made by the library on materials containing nonwestern even in subject areas of comprehensive coverage, if there is no
sizable number of researches with facility that language.
9. Non-book/technological collections will be acquired only when there is
heavy demands and for classroom/instructional purposes.

DUPLICATE

As far as librarys funds do not permit the purchase of all materials needed
for the teaching and research, duplicate copies of books and subscription of journals
will be acquired only in accordance with the following guidelines:

1. Multiple demand and heavy continuous use of individual titles will be the
primary consideration for duplication of these titles.
2. Additional copies will be purchased for reserve collection if the instructor
intends to make extensive assignments.
3. Past policies and historical circumstances will not be considered as a
justification for new and continued duplication.
4. Duplicate publication received as gifts or on exchange will be subject to the
same considerations for additional as materials suggested for purchase.
5. The library will not purchase duplicate copies, or publications not held by the
library for the sole use of individual, academic departments, and
administrative offices.
6. The cost of any given publication, together with the financial situations of the
library may be the overriding factor in applying these guidelines and in making
ultimate duplication decisions.

GIFT/DONATIONS

1. The library solicits and encourages gifts and donations of useful library
collections, of money to purchase them, provided there are no restrictions
attached.

2. The library will accept library collection as gift/donation if the physical

condition and content of the material in the Curriculum.
3. To increase acquisition, government agencies, private foundations, national
and foreign organizations, as well as private individuals should be tapped for
collections assistance/donations knowledge of these sources is vital for the
acquisitions librarian.
4. A letter of acknowledgement/appreciation should be sent to the donor of the
gift or donation to be signed by the librarian and/or the president of the
institution.

EXCHANGES

1. Exchange of collection with other libraries is significant for increasing

acquired materials and whenever such exchange is advantageous to the
library/clients.
2. Consideration of the materials to be exchange should be patterned upon its
importance to the curriculum.
3. If the excess gifts/donated materials can be arrange with other libraries for
exchange school publications and organs should be collected/exchanged.
4. Publication received on exchanged will be added to collection in accordance
with the librarys acquisition policy. The sustainability of collection for
inclusion will be determined by the College Librarian (Acquisitions)

WEEDING/WITHDRAWAL OF BOOKS/COLLECTIONS

1. Deselection/weeding/withdrawal of books should be done regularly in the

library to keep the collection updated and the circulation functional and
current materials no longer useful should be deselected/weeded/withdrawn
from shelves. Evaluation of the collections will be the joint responsibility will
be the joint responsibility of the librarian and faculty members.
2. Number of materials weeded/ deselected must be replace with the same or
number as weeded/deselected/withdrawn.
3. Materials to be weeded/withdrawn/deselected should include:
a. Worn out books;
b. Books with yellow or brittle pages.
c. Out-dated materials
d. Irrelevant materials to the objective of the institution and the
curriculum being offered;
e. Books with missing pages

f.

g.

h.
i.
j.
k.

l.
m.

n.

For science and technology: books that are beyond 10 years from
current year (year of weeding); however, classic books on this
subject that deal about the foundation of scientific theories;
principles or laws must not be withdrawn except of they are
3a,3b,3e.
General references that are 20 years back; however, the librarian
option stands upon coffering with the library and instructional
materials committee.
Classic and biographies are not usually weeded out except of they
are 3a, 3b and 3e.
Not used in ten years or not has been circulated more than twice
in the past five years; and
Older editions no longer used.
Reliability- viewpoints change and must be reflected in the
circulation. Yesterdays reliable explanation may not be acceptable
today, particularly if there are scores of titled support the outdated
view.
Ephemera- Fad literature should be weeded, particularly if the title
no longer circulates and the information appears unreliable.
Duplicates- when there are many duplicates and none seems to be
circulating or used, all about a single copy is discarded. Two or
three years after, the single copy should be considered for
weeding.
Factors which may be considered with SUBJECT AREAS:

100 199 Philosophy and Related Disciplines

Philosophical system should be retained
Historical and explanatory works can be discarded
when superseded
Popular psychology, guides to living and ethics may
be treated according to local demands.

200 299 Religion

Collect and retain basic information on different

religions.
300 399 Social Science

Discard non- current yearbooks and almanacs

(Keep volume 5-10 years back)
Retain standard work/classic work

Discard superseded editions

400 499 Languages

Keep unabridged dictionaries
Discard desk dictionaries, supplementary
dictionaries when superseded
Discard old grammar books

500 599 Pure Science

Currency is very important

Discard after 5 years, except for Biology, Botany,
Zoology and Natural History

600 699 Applied Science/Technology

Minimum shelf life is 5 years, but basic/classic

works in Astronomy, Inventions, Horticulture and
Business can be kept up to 10 years.
Craft and cookbooks are discarded and replaced
according to physical condition ad use.
700 799 Fine Arts

Retain basic works

Recreational materials can be discarded and
replace as needed.
800 899 Literature

Keep literary masters

Keep literacy criticism and history until
superseded
Retain collected works or replace with better
editions
Discard poets, dramatists, prose writers no
longer read
Discard ephemeral fiction after ten years
900 999 History, geography, and

biography

Accuracy and viewpoint should be the main

criteria for judging
Never discard expensive atlases and gazetteers
Geography should be kept only 5 years and
copyright date
Keep travel books for ten years unless they are of
historical value
Keep popular guidebooks for 5 years
Keep collected biography
Individual biography is kept based on demand,
for individuals whose importance is not
significant; their biographies are discarded after
10 years
Many war narratives are now superseded; keep
only outstanding materials.
Encyclopedia

New edition is required after 10 years but

preferably after 5 years.
Get every edition since this is a university
Almanacs, Yearbooks, Directories

Get the latest edition but keep volumes spanning

5 to years.

501
If condemnable books having the aforementioned
conditions are still necessary to library users and no
such books are available for sale, photocopying the
entire texts is deemed necessary for the library to
sustain information from such material to be
availed of by the users.
502
Shelf list cards of weeded/deselected/withdrawn
collections, being permanent record of the library
should be retained but placed in another shelf with
the notation withdrawn and the date of the
withdrawal placed after the accession number. A
similar notation will be placed in the accession
record under remarks and in the line of accession

number of the collection that is

weeded/withdrawn/deselected.
503
When books are removed from the collection, all
cards for books should be taken out from the
catalogs so that the readers will not continue to ask
for them.
504

Collection that may not be currently useful to the

curricular offerings but may have historical/
analytical value may be withdrawn from the shelves
and placed in the archives. They may be re-shelved
upon faculty/library and instructional materials
committee request

BOOKS/MONOGRAPHS EVALUATION CRITERIA

The following criteria will apply the selection of books/monographs:
1. Full biographic date:
Title, Publisher/s, Volume, Edition, Date, Price
2. Authority:
Is the author and M.A, a Ph.D. or a recognized specialist in the field?
Has the author writer any other books, in the field that has gained
due to recognition from readers/institutes?
Does the library own them?
Is the book relatively current?
Is the publisher reputable?
Has the publisher issued other commendable and/or sound titles?
3. Format:
Are the prints readable for normal reading?
Is the book easy to handle?
Is the binding durable?
Is the paper of good quality?
Are these illustrations produced well? Helpful and clear?
4. Bibliographic Aids:
Is there an index?
Is there a table of contents?
Is there a table of contents for charts, graphs, illustrations?

Are these identified and helpful?

5. Scope:
Is the scope of the book helpful?
To what level of user does the book address?
Is the book technical, scholarly or popular?
Is the coverage appropriate for the librarys target clientele/
institutions curricular offering/s?
6. Aids and Evaluation:
Has the book been requested for purchase by the library and
instructional materials committee/librarians/faculty?
Has the book been reviewed in journals or in widely circulated
scholarly magazines/serials?

SERIAL EVALUATION CRITERIA

The following criteria will apply to the selection of the serials:
1. Bibliographic verification:
Title, publisher, beginning volume, issue, date, frequency,
editor, sponsorship
2. Are the contents with the scope of the library current subscriptions?
3. Is the journal recommended by faculty member/library and instructional
Committee/other library user?
4. Are the articles current?
5. Are the entries scholarly that can be useful for potential research of library
users?

ACQUISITION FLOW CHART