Collection Development Policy on Policies
Collection Development Policy on Policies
University of Maryland (UMD) Libraries formally approve, issue, and
maintain official collection development policies. “Policy on Policies” is a
written plan mandating the process that ultimately approves, issues, and
maintains, in a consistent format, official UMD Libraries’ Collection
Development policies for formulating, evaluating, revising, approving, issuing
and maintaining UMD Libraries’ collection development policies. The “Policy on
Policies” constitutes a living document and is subject to change at any time by
the executive officers of UMD Libraries. There is an expectation of compliance
with UMD Libraries Administration “Policy on Policies,” federal and state laws,
and other applicable regulations.
Purpose of Policies
Collection Development “Policy on Policies” is intended to govern the actions of
individuals engaged in developing and maintaining collection development
policies who must follow the requirements, outlined hereafter, for drafting,
revising, approving, withdrawing, and promulgating Collection Development
policies. The “Policy on Policies” defines the format for policies, appropriate
level, scope and frequency of oversight or to administrative policies, clarify,
transparency and shared understanding of policy protocols to ensure that
university wide collection development policies and procedures extend the
mission of the Libraries and are promulgated in accordance with a standard
process and are widely available to the university community.
Policy Contact: a person who is the subject
matter expert designated by the responsible officer to be the first point of
contact to answer policy questions and assist in policy interpretation. (This
may be the same as the policy owner).
describes what the policy is, its purpose, core provisions, and
Purpose of Policy: a statement on the policy that
describes why the policy exists. The statement supports the institutional
mission and values.
Policy Procedures: established methods and
requirements for implementation of the policy.
Executive: administrator in charge of adapting, drafting, or withdrawing
Responsible Office: The Collection Development
Council (CDC) is the unit responsible for initiating, drafting and implementing
the policy under purview of the appropriate responsible officer.
Responsible Officer/Policy owner: individual working under
directions of the responsible executive for developing, coordinating, and
maintaining a policy. For example, the responsible officer could be the
Associate Dean for Collection Strategies and Services of the UMD Libraries.
The Collection Development “Policy on
Policies” establishes procedures for developing a framework that best serves the
mission of the Libraries and the University, as a whole. By implementing a
uniform process to enhance operational efficiencies, best practices, effective
decision making and compliance with federal and state laws, the “Policy on
Policies” ensures that collection development policies are easily accessible and
understandable, widely disseminated, consistent, reviewed, and approved in an
Proposing a Collection Development Policy (CDP)
Collection Development Policy (CDP) is employed by the Responsible
Executive to support the mission of the UMD Libraries. Any individual or unit
may identify the need for a new policy, but the “responsible officer" will
sponsor its development and be accountable for the content of its principles and
procedures. The “responsible officer” will appoint (a) responsible office(s) to
consult with the Collection Development Council (CDC) in developing that policy.
The responsible officers will develop an impact statement, assisted by the CDC.
Key stakeholders, who will be consulted during the policy drafting process, will
be listed in this impact statement. The proposal for the establishment of a new
policy or major revision to an existing one will be presented by the responsible
officers to the CDC for review and approval. To provide the CDC with information
on which to base this approval, the proposal will include the justification for
this new or revised policy, a list of stakeholders who will be consulted during
drafting, and the anticipated impact on the university.
Reviewing and Approving a CDP
Once the CDC has approved this proposal,
the responsible officers will write a draft of the new CDP and submit it to the
CDC. The latter, after reviewing and approving this draft, will share the
document with stakeholders for their comments. This feedback must be considered
by the CDC to determine whether and how these responses will be incorporated.
After considering opinions from the constituencies, the CDC routes the final
CDP, with supporting policy analysis, to the responsible executive.
Determination of the appropriate authority for final approval of a CDP is
dependent upon the judgment of the responsible executive. The Dean of the
Libraries will be informed of the policy upon its approval by CDC.
Implementation and Promulgation of a CDP
After the proposed CDP
is approved by the responsible authorities, the new policy is made publicly
available to the university community.
Revising a CDP:
CDC will follow the process delineated above when revising existing CDP
Withdrawing a CDP: In special
circumstances, it may be appropriate to withdraw an existing CDP. In this
situation, the responsible officers will propose to the CDC to withdraw the
policy. The CDC may issue an announcement of a withdrawn CDP.
The Responsible Executive will request annually that the responsible
officers make routine changes (such as new contact names, position titles and
e-mail or Web addresses) to an existing policy document. The CDC will note the
date of such changes next to “Updated” on the policy document.
Changes to the policy’s substance, or principles, must be approved
by the Responsible Executive, based on the submission of a new impact statement,
and may be announced, or “promulgated,” to the university community. Review of
the entire policy will be conducted at least every five years by the CDC.
Communicating, Promulgating, and Training
The CDC will issue an
announcement of a new or substantially revised policy. In the case of a new
policy, this announcement will constitute its promulgation. The CDC will deliver
any additional communication or training, and will assist the responsible
executive to establish any support systems necessary to achieve ongoing
Establishing an Interim Policy
When a policy is
needed within a time period that does not allow for complete drafting and review
of the policy document as outlined in this document, the responsible officers
may request the CDC to allow promulgation of that policy on an interim basis.
The “responsible officer” must give explicit permission to issue a policy as
interim. Interim policies are effective for six months, up to a maximum of 12
months. Extensions beyond this period must be approved by the “responsible
The CDC assists in compliance through the
establishment of normal business practices, some of which will be outlined in
the policy’s procedures, which support implementation of the policy.
Policy created 2015; Reviewed and approved by CDC 6/23/15