Page 45 - DLIS104_MANAGEMENT OF LIBRARIES AND INFORMATION CENTRES

Management of Libraries and Information Centres

Notes

Notes The collection development policy can be a public relations tool for your library,
as well as your protection against questions about library’s collection practices
and a guide for staff members involved in making collection decisions.
4. Get the policy approved: Once you have general approval of all of the components of the
policy and it has been thoroughly revised and edited (get someone other than the main
writer to do the editing), it is time to get it officially adopted as the policy of the library.
This should be done at a Board meeting or other meeting of the officials responsible for
setting policy. Ideally you would like the entire policy to be adopted through a single vote
at this point. The official copy of the policy should be signed and dated by the appropriate
person, its adoption and the record of the vote should appear in the recorded minutes of the
meeting. This final and formal approval as well as your work with the board during the
process of writing the policy helps to ensure that they understand the importance of the
policy and that you can be more certain of their backing in times of controversy.
5. Use your policy: The purpose of the policy is to use it. Therefore, be certain that it is posted
on the library’s website, that every staff member is given a copy, and that a nice copy is
always available at the circulation desk for an interested citizen to read and for staff to
consult if need be. In order to be prepared to revise the policy when the time comes, it is a
good idea to keep a copy of the policy easily available at all times and to use it to make
notes. The notes might reflect situations that arise for which there appears to be little
guidance or for instances when lack of clarity becomes apparent in deciding about the
inclusion or exclusion, the specific location, or the level of access for a particular title, type
of material, or format. If you find the policy does not help you make consistent decisions
then you might wish to make a note in the margins regarding the type of revision or the
question that needs to be addressed next time the policy is revised.
6. Revise your policy: It is critical to review your policy according to the schedule you will
have included in the final sec tion of the policy. This should be at least every three years.
The good news is that revising a policy, if done in a timely fashion, requires only minor
changes. Once you have worked through the details regarding the components of the
complete policy that you will find in the next sections of this site, you will want to return
to this information to review the advice about actually putting the policy together.

6.3 Procedure of Ordering

Authorized staff should obtain quotations and place orders online for computer hardware and
services where the supplier provides an online purchasing portal. Staff must purchase approved
makes and models from a Designated PC Supplier assigned by hardware category. Staff should
normally only purchase a “Standard System Bundle” which ensures the University receives
maximum product discount and promotes standardization of hardware across the University.
Staff requiring access to a Designated PC Supplier’s purchasing portal should contact the IT Help
Desk stating the type of access required:
Quotation; or
Purchaser
Purchase Procedures

Online Procedures

Staff purchasing equipment online should ensure they have the relevant approval from the Cost
Centre Manager for the expenditure. No FS2 or purchase orders are necessary.

Manual Procedures
Where a written quotation has been provided by a Designated PC Supplier you should submit the
quotation and completed FS2 Requisition to your Cost Centre Manager for approval. Raise a
Purchase Order and send it to the appropriate supplier.
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