SUPPLEMENTAL GUIDELINES AND ADDITIONAL COLLECTION POLICIES

Supplemental Guidelines for Video Acquisition (2005, revised 2010)

Definition of video

In this context, "video" refers to both VHS and DVD recordings of moving visual images, usually with a sound track. When available, DVD is the preferred format due to ease of use; however, VHS is collected and maintained as needed. Film formats are not purchased by the libraries.

Videos for art and design

The main collecting focus is video pertaining to art, architecture, and design; usually documentary in nature but also including theatrical films that portray these subjects in a substantive manner. The libraries selectively purchase examples of performance art documentation and examples of the video art genre.

Videos for film and film history

The library maintains a select but representative collection to support teaching in this area.

Videos for other subject areas

The libraries purchase videos outside of the above subject areas when they are needed to support the curriculum or as selected by bibliographers to complement other materials in their collecting areas. For curricular support, priority is given to videos that are required viewing, that will have on-going use over the course of several semesters, or that will be used by multiple sections of a course.

Cost guidelines

Videos that cost more than $200 are not placed in general circulation and therefore are not purchased for the general collections. Videos that cost more than $200 are purchased for special collections (e.g. Rare) at the discretion of the bibliographers. Requests for videos that cost more than $100 may require supporting documentation; see Request for Videos pdf form.

Budget allocation and schedule for requests

One third of the library AV budget is initially allocated to art and design videos, forty percent to film and film history, and a quarter to other subject areas. Requests from instructors will be fulfilled on a first-come, first-served basis as the budget allows and as specified in the following schedule:

Starting in May of each year, instructors may request up to $200 in videos for the upcoming year. Requests will be fulfilled until the initial budget allocations have been expended. Instructors should submit requests in priority order if the total may exceed $200; purchases above $200 will be considered on a case-by-case basis in relation to the curricular need.

In February of each year, instructors may request additional videos that fall within the collecting scope of the libraries, including videos for upcoming semesters, expensive items, and general recommendations; these requests will be prioritized for collection balance and fulfilled as remaining funds permit.

In March and April of each year, library bibliographers will use remaining funds to acquire videos not yet purchased for their subject areas. Throughout the year, bibliographers will fulfill student requests as appropriate to the collections.

In December of the preceding academic year, instructors or their program managers should apprise the library of video needs in excess of the $200 allocation so that the request can be incorporated into the library's budget for the next academic year.

Public performance rights

As a general rule, the libraries do not purchase public performance rights; therefore most videos are for individual viewing only. However, all videos may be shown to CCA classes following the provisions of the TEACH Act. For any other type of group screening, it is the responsibility of the presenter to obtain necessary permissions.

Technical specifications

The library collects VHS and DVD in NTSC region 1 or or region-free formats except when a video is only available in an alternate format. Playback capability for alternate formats is not supported by the library.

Supplemental Guidelines for Textbook Acquisition (formalized Jan 2004)

Textbooks are not one of the formats collected by the CCA Libraries; however, the library may purchase textbooks for its collections if:

• The text is adopted by an entire department or program, to be used by three or more instructors, for a period of not less than three years; or
• The textbook has become a classic or is widely referenced in research-level publications; or
• The intended audience includes scholars and advanced researchers; or
• Information on the subject is not available in any other library resource.

Instructors have the option of purchasing or obtaining an examination copy of a textbook, then donating it to the library or having it put on course reserve as a personal copy. The library may deaccession and withdraw these materials from its collections at any time.

Textbooks are those materials designated as such by the author, publisher, or distributor. Defining characteristics may include textbook features, organization and arrangement, and the intended audience and use.

Supplemental Guidelines for Electronic Resource Acquisition (2005; revised 2008)

Electronic resources are those that are delivered over the internet. The libraries currently have these types:

• Periodical indexes, citations only
• Periodical databases containing full text
• Reference works like dictionaries and encyclopedias
• Hybrid reference databases with periodical articles
• Individual periodicals
• Individual books

Most electronic resources are commercially licensed, which means the library pays a vendor for access; this access is restricted to the terms of the license. Some electronic resources are open access and may be freely linked to and utilized.

Selection Criteria

There are two main criteria:

1. The subject content and coverage is consistent with stated collecting intensities
2. The cost of the resource correlates with anticipated and/or evidenced need and use

Additional selection factors:

• Functionality of the resource and its user interface
• Familiarity of the interface to users
• Authentication for remote access
• Billing cycles and customer service
• Use statistics reporting
• Availability of the electronic resource at another institution, such as a public library

Individual open access books and periodicals are added to the library's catalog when the following apply:

• Is a title likely to be used or requested by students or faculty
• Is from a reputable publisher or source
• Does not include ads or other commercial messages
• Has been vetted by the bibliographer or a review source as being a legitimate and accurate version of the text when applicable

Archives Collection Policy (Dec 2003)

The CCAC/CCA Archives is the repository for:

1. materials emanating from college, including academic and administrative departments, satellite units, and student groups. These may be published or unpublished; and include posters, postcards, catalogs, handbooks, newsletters, announcements, recorded lectures, audiovisual material, web screen shots, documentary photographs, press releases, memorabilia, promotional items, minutes, reports, correspondence, etc. (but not internal memoranda and information relating to procedural matters, except where deemed historically important),
2. materials about the college and its activities from other sources,
3. materials about faculty and alumni, which may be in the form of clippings, bios, catalogs, photographs, etc. But the working papers of faculty and alumni are collected only selectively.

Acceptable formats are paper, audio or video tape, optical disk, transparencies, and the actual item where appropriate. Artwork is not generally acquired by the college, but inquiries may be directed to the Advancement office.

Visual Resources Collection Policy (rev. 2010)

The purpose of the library's visual resources collection is to support study and teaching at the college, which is accomplished in three ways:

• The library is a charter member of ARTstor, providing online access to over one-million digital images.
• The library has digitized slides and other materials that are hosted within ARTstor as institutional collections.
• The library creates temporary personal collections of digital images pending hosting by ARTstor.

The library creates or acquires digital images using these criteria:

• The images will be used in the ongoing CCA curriculum, preferrably by more than one faculty member and for courses taught on a regular basis.
• The images are examples of a style, medium, or genre not represented or only minimally represented in ARTstor.
• The image rights are owned by the college, or the images have special significance to the college.

Unless the college owns the image rights, all images digitized by the library must be used within the ARTstor environment, which controls appropriate access for users and uses.

STATUS OF THE SLIDE COLLECTIONS

Due to the obsolescence of slide projectors, the slide collections are no longer being actively maintained. Faculty may use the Oakland slide collection as a self-service facility.

The library will continue to digitize slides meeting its digitization criteria. during the 2010/11 academic year. Contact the byarish [at] cca [dot] edu (Visual Resources Curator) to discuss image needs.

DEVELOPMENT OF CCA IMAGE ASSETS

The library continues to build its collection of images that are copyright-free or where the college is the rights holder. These include:

• Student slides and digital images, mainly from the student award competitions
• Work photographed by faculty or others that has been donated to the library
• College archives photographs and other graphic documents

Images that document the creative output of the college will become part of CCA's institutional repository, called Cstor.

APPENDIX A. Collection Intensity Levels

from Guidelines for a Collection Development Policy Using the Conspectus Model, International Federation of Library Associations and Institutions, Section on Acquisition and Collection Development, 2001

0 Out of Scope.

Library does not intentionally collect materials in any format for this subject.

1 Minimal Information Level

Collections that support minimal inquiries about this subject and include:

• A very limited collection of general materials, including monographs and reference works.
• Periodicals directly dealing with this topic and in-depth electronic information resources are not collected.

The collection should be frequently and systematically reviewed for currency of Information. Superseded editions and titles containing outdated information should be withdrawn. Classic or standard retrospective materials may be retained.

2 Basic Information Level

Collections that serve to introduce and define a subject, to indicate the varieties of information available elsewhere, and to support the needs of general library users through the first two years of college instruction include:

• A limited collection of monographs and reference works.
• A limited collection of representative general periodicals.
• Defined access to a limited collection of owned or remotely-accessed electronic bibliographic tools, texts, data sets, journals, etc.

The collection should be frequently and systematically reviewed for currency of information. Superseded editions and titles containing outdated information should be withdrawn. Classic or standard retrospective materials may be retained.

3 Study or Instructional Support Level

Collections that provide information about a subject in a systematic way, but at a level of less than research intensity, and support the needs of general library users through college and beginning graduate instruction include:

• An extensive collection of general monographs and reference works and selected specialized monographs and reference works.
• An extensive collection of general periodicals and a representative collection of specializedperiodicals.
• Limited collections of appropriate foreign language materials , e.g. foreign language learning materials for non-native speakers or foreign language materials about a topic such as German history in German.
• Extensive collections of the works of well-known authors and selections from the works of lesser-known authors.

Defined access to an extensive collection of owned or remotely-accessed electronic resources, including bibliographic tools, texts, data sets, journals, etc. The collection should be systematically reviewed for currency of information and for assurance that essential and important information is retained, including significant numbers of classic retrospective materials.

4 Research Level

A collection that contains the major published source materials required for doctoral study and independent research includes:

• A very extensive collection of general and specialized monographs and reference works.
• A very extensive collection of general and specialized periodicals.
• Extensive collections of appropriate foreign language materials.
• Extensive collections of the works of well-known authors as well as lesser-known authors.
• Defined access to a very extensive collection of owned or remotely accessed electronic resources, including bibliographic tools, texts, data sets, journals, etc.

Older material is usually retained and systematically preserved to serve the needs of historical research.

5 Comprehensive Level

A collection in a specifically defined field of knowledge that strives to be exhaustive, as far as is reasonably possible (i.e., a "special collection"), in all applicable languages includes:

• Exhaustive collections of published materials.
• Very extensive manuscript collections.
• Very extensive collections in all other pertinent formats.
• A comprehensive level collection may serve as a national or international resource.