Explanation of Library Fund Codes

Faculty allocation

Code: 3-Letter Department Code only (generally�but not always�the first three letters of the department's name, e.g., SPA for Spanish, REL for Religion, etc.)

Instructions: Write 3-Letter Department Code on order, indicate faculty member's name, write selecting librarian's initials, and date. For example:

PHI�Portmess
CS, 07/15/05

Submit order to Acquisitions Department for processing.

• For faculty requests for titles appropriate to their discipline.
• Can be used for faculty requests through any means�Choice cards with titles recommended by faculty, requests from catalogs, requests received through �recommend a purchase� webpage, requests from YBP �yellow slips� or GOBI reports.
• Designed to build our collections in areas that faculty are teaching or encouraging their students to conduct research.
• Materials in many types of formats can be selected.
• Should be used for one-time purchases only.

Librarian allocation

Code: 3-Letter Department Code + the number 4 (e.g., GER4, BIO4, etc.)

Instructions: Write code on order, along with librarian�s initials and date. For example:

PHI4
CS
07/15/05

Submit order to Acquisitions Department for processing.

• For librarian use only.
• Generally should not be used as overflow for faculty requests.
• Useful for purchasing items that the librarian believes would be good for the collections in her/his subject area, as well as for the collections overall.
• Useful for purchasing items suggested or needed by students.
• Can be used for requests made through any means�Choice cards, requests from catalogs, requests from review journals, or requests from YBP �yellow slips� or GOBI reports.
• Materials in many types of formats can be selected.
• Should be used for one-time purchases only.

General materials allocation

Code: GMS

Instructions: Write code on order, along with librarian�s initials and date. For example:

GMS
CS
07/15/05

Submit order to Acquisitions Department for processing.

For librarian use only.

• Generally should not be used as overflow for faculty requests, unless it's a general suggestion from the faculty.
• Useful for purchasing items that the librarian believes would be good for the collections overall or items that are inter- or multidisciplinary in nature.
• May include items from review journals, catalogs, Choice cards, etc.
• Useful for purchasing items suggested or needed by students or library staff.
• Materials in many types of formats can be selected.
• Should be used for one-time purchases only.

Approvals/YBP allocation

Code: None

Instructions: Write librarian�s initials and date (e.g., CS, 07/15/05) on yellow slip or GOBI report, then submit to Acquisitions Department for processing.

• For librarian use only.
• Used for approval orders or �yellow slips� from Yankee Book Peddler (YBP). Orders are paid from the library's deposit account with YBP and are not charged to a librarian fund or the general materials fund.
• You may also use librarian or faculty funds for YBP selections, however�see instructions above.

New Initiatives

Code: New Initiatives

Instructions: Write New Initiatives on order, librarian's initials, and date. For example:

New Initiatives
CS
07/15/05

Then submit to order to Collection Development Department for consideration and processing. Collection Development will forward orders to Acquisitions.

• Ideal for materials needed for new courses, new faculty or student needs, new directions in a program, or new directions in a course.
• Should be used for one-time purchases only.
• Materials in many types of formats can be selected.
• Usually will consist of multiple items in a subject, but there are exceptions.
• Consult with Director of Collection Development before submitting orders for New Initiatives.

Major Purchases

Code: Major Purchases

Instructions: Write Major Purchases on order, librarian's initials, and date. For example:

Major Purchases
CS
07/15/05

Then submit the order to Collection Development Department for consideration and processing. Collection Development will forward orders to Acquisitions.

• A library decision with input coming forth from library staff and faculty.
• A purchase of something that would greatly benefit our library's collections, either in one significant area or in many.
• Usually a high-ticket item that can�t easily be purchased by one subject area.
• Spends a lot of money all at once; thus, these decisions are usually made at the end of the fiscal year�or when there is a good sale on.
• Should be used for one-time purchases only.
• Materials in many types of formats can be selected.
• Consult with Director of Collection Development before submitting orders for Major Purchases.

Continuations�Standing Orders, Periodicals, Electronic Resources

Code: 3-Letter Code + number 1 for Standing Orders, number 2 for Periodicals, and number 3 for Electronic Resources

For example: SOC1 = Sociology standing order; MGT2 = Management periodical (print or print + online); HIS3 = History electronic resource (including electronic only journals).

Instructions: Reserved for Director of Collection Development/Director of Technical Services use only.

• Books in series, journal subscriptions, databases�all are examples of continuations.
• Ongoing purchases, paid for every year for which we decide to maintain the subscription.
• May increase in price from year-to-year.
• As a result, must be paid for with funds from ongoing/continuing sources, funds that are stable or will increase from year-to-year.
• Subscription decisions made from faculty, staff, and student requests.
• However, decision to subscribe must be based on available funds. Therefore, final decision to subscribe may be made in conjunction with librarian(s), Director of Collection Development, Director of Technical Services, and/or Library Director.