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Collection Development Policy on Policies

Collection Development Policy on Policies

Policy Statement

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

The 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.

Definitions

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).

Policy Statement: describes what the policy is, its purpose, core provisions, and requirement.

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.

Responsible Executive: administrator in charge of adapting, drafting, or withdrawing the policy.

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.

Policy Procedures

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 appropriate way.

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.

Developing, 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 and Procedures.

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.

Updating a 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.

Revising a CDP

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 compliance.

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 officer.”

Compliance

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