Collection Managers' Orientation Program: Overview
October 15, 2004


Questions:
I. Collection Manager Responsibilities
  1. How are collection responsibilities determined?
  2. How are collection managers, especially new librarians, trained and/or mentored?
II Collection Development Policies
  1. What is the role of collection development policy?
  2. What are the essential components of a collection development policy?
  3. What is our gift acceptance policy and who is the contact person?
  4. What is the procedure for placing books in the ANNEX, SRLF?
  5. What is the policy regarding items withdrawn from the collection?
III Collection Groups: Organization and Structures
  1. What are the historical origins of the collection groups?
  2. How do these structures compare with the organization of academic departments at UCSB?
  3. What are the responsibilities of collection groups?
  4. How are members and coordinators chosen?


Answers:
I. Collection Manager Responsibilities

1. How are collection responsibilities determined?

Collection responsibilities are determined by formal recruitment,and assignment/reassignment by the Head of Collections in consultation with the AUL for Information and Research Services. Volunteers may be solicited. When making an assignment or re-assignment. The Head of Collections and the AUL look for the following:

2. How are collection managers, especially new librarians, trained and/or mentored?

The collection manager's department head, collection coordinator and the Head of Collections are responsible for training new collection managers. The Collection Managers' Manual has two documents that facilitate the training process. One is the FIRST DAY KIT FOR NEW COLLECTION MANAGERS. The kit lists what documents collection managers should familiarize themselves with when they start or take on a new collection.

The other important training document is the COLLECTION MANAGER ORIENTATION CHECKLIST. The checklist indicates what training a new collection manager should receive in their first six months on the job and who is responsible for the training.

In addition, collection manager orientation workshops are periodically held to update collection managers' knowledge of a variety of collections issues. the notes from the workshops are available from the Collection Managers' Orientation Program segment (the green box) of the Collection Managers' Manual at http://www.library.ucsb.edu/collman/index.html.

II. Collection Development Policies

1. What is the the purpose of a collection development policy?

See Collection Development Policies Guidelines

2. What are the essential components of a collection development policy?

See Collection Development Policies Guidelines

3. What is our gift acceptance policy and who is the contact person?

See UCSB Library Gift Book Acceptance Policy. The contact person is the Head of Collections, X5383.

4. What is the procedure for placing books in the ANNEX/ SRLF?

See Storage Review Procedures

The Library annex houses select: Contact Head of Access Services at x3386

5. What is the policy regarding items withdrawn from the collection?

See Final Disposition of De-Accessioned Materials From the UCSB Libraries Circulating Collections

III. Collection Groups: Organization and Structures

1. What are the historical origins of the collection groups?

The collection groups were formed in 1993 when the library flattened its public services reporting structure to create functional teams.  The AUL for Collections at the time, Stella Bentley, divided the collection managers into four disciplinary based groups. The groups included the Humanities Collection Group; the Social Sciences Collection Group; the Science and Engineering Collection Group; and the Area, Ethnic and Gender Studies Group. To see what subjects are in each group go to http://www.library.ucsb.edu/collman/cmgroups.html.

2. How do these structures compare with the organization of academic disciplines at UCSB?

The majority of academic departments and programs on campus are organized into three divisions of the college of letters and Science - the Social Sciences Division; the Humanities and Fine Arts Division; and the Mathmatical, Life and Physcial Sciences Division. To see what departments are in each division go to http://www.ltsc.ucsb.edu/div_dept/. Other colleges include the College of Creative Studies and the College of Engineering.

The library's Area, Ethnic and Gender Studies Group is unique to the library and does not mirror the structure of an academic division. The group comprises interdisciplinary subject areas for academic departments and programs in both the humanities and social sciences. Two exceptions are the gay lesbian, bisexual and transgender collection and the Native American studies collection. Both are interdisciplinary subject areas not represented by an academic department or program.

3. What are the responsibilities of collection groups?

A collection group serves as a discussion forum for collection development issues.  Its responsibilities include, but are not limited to:

4. How are members and coordinators chosen?

Members are assigned to a collection group based on their subject area responsibilities.  Depending on an individual's collection subjects, he/she may belong to more than one collection group.  When the collection groups were first established, the AUL for Collections selected coordinators among collection managers who had expressed interest in taking on the responsibilities.  Coordinator positions are not considered permanent assignments, and some collection coordinators have rotated out of the position for various reasons.  Currently, the Head of Collections selects new coordinators by either contacting the individual collection manager or putting out a call for volunteers.  There are no term limits for collection coordinators.


Back to Collection Managers' Manual.
Authors: Task Force for Orientation of New Collection Managers; comments on content and arrangement to Sherri L.Barnes.

Updated: 03/22/04 08:53:45