Decisions about adding and subtracting titles are made by the Collections Council.
SERIALS NON-RENEWALS
January - February
Collections Council (CC) and the Head of Financial Services study the costs of the renewals which have just been paid and the University’s apparent budget outlook. Rather than examine the entire collection every year, the CC and Annual Continuations Analysis Group (ACAG) identify classes of materials to be examined that year (e.g., journals with a high cost per download and end-of-contract packages). All major publishers receive at least a quick review to determine status of the contract and inflation rates. After reviewing available data, provisional lists for potential non-renewal are developed.
Throughout the process CC considers extenuating circumstances. For example, size of departments may mean the potential audience is small, the subscription may be unique or support university strategic areas, or the title is needed for accreditation.
Serials may include journals, databases, monograph series, and standing orders.
April
CC informs the campus community. The review list and a letter of explanation are posted on the library’s website. Comments are invited. The comment period runs from April 1 until the end of spring semester.
June – July
CC evaluates the comments from patrons and subject liaisons. A provisional list of titles for non-renewal is posted for all subject librarians to review and respond to CC with recommendations by mid-July.
August 1
The final list is made and submitted to Serials Acquisitions in order to begin the renewal process for the next year.
Exceptions to the timeline
If a department requests non-renewal of journal titles (for non-use, no research or curricular interest, etc.), CC will review usage statistics to confirm that a title is not receiving use from other departments or that the title is not strategic to university programs. If little value or usage is determined, the title will be considered for non-renewal.
SERIALS NEW TITLES REQUESTS
Requests for journals can be submitted throughout the year. Titles which come up through consortia or other group purchase opportunities and some expensive one-time decisions are dealt with as they occur since they often have external deadlines. Other requests will be reviewed and prioritized in early summer to be considered in the budget for the next fiscal year. Every effort will be made to start journal subscriptions requested by faculty and evaluate their use and value after a three year probationary period. CC will also review journals requested through Interlibrary Loan on an annual basis to see whether a subscription is warranted. A webpage listing new journals will be posted annually with a link from the homepage.
HOW TO TRACK SERIALS DECISIONS
The lists of non-renewed and added materials are posted on the library public website. All subject librarians can see the journal desiderata list and serials review preliminary data, with detailed price and use histories, on the staff intranet.
TITLE APPEALS FOR SERIALS NON-RENEWALS
Once titles have been identified for possible non-renewal using established thresholds for number of uses, cost per use, or other considerations, the list will be available for the campus as outlined in the policy and timeline. The comment period for journals being considered for non-renewal runs from April until the end of spring semester. During that time faculty and/or subject librarians can submit comments about specific titles via a form on the webpage. Requests for retaining specific titles need to include how these subscriptions support active research or curricular programs and university priorities; how the title is used in specific classes/departments; accreditation requirements, etc.
Collection Council will consider available data and justification before making a decision to retain the requested title.
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