Hunt Library Collection Management Policy

Mission

The Hunt Library supports the Daytona Beach and Worldwide campuses of Embry-Riddle Aeronautical University. It provides access to materials, information resources, services, and facilities to students, faculty, and staff in support of the University's commitment to excellence in teaching, learning, and research. As an academic support unit, the Hunt Library maintains flexibility and is proactive in meeting the changing information needs of its community.

Purpose Statement

The Hunt Library acquires, organizes, and makes accessible diverse materials in a variety of formats that support the teaching, learning, and research needs of the Embry-Riddle Aeronautical University community. This policy is a statement of the operating guidelines that the Hunt Library staff use in the acquisition, preservation, and dissemination of information resources.

Audience

The primary audience for these guidelines is the Hunt Library staff and the university community of faculty, staff, students, and researchers.

Introduction

Since 1925, Embry-Riddle Aeronautical University (ERAU) has been deeply involved in aviation education. Initially established as a flight school, it received accreditation from the Commission on Colleges of the Southern Association of Colleges and Schools (SACS) in 1968 and attained university status in 1970. Meeting SACS criteria as a Level VI institution, ERAU also holds approvals from various specialized associations and entities, including the Accrediting Board for Engineering and Technology (ABET), the Association of Collegiate Business Schools and Programs (ACBSP), Aviation Accreditation Board International (AABI), International Fire Service Accreditation Congress (IFSAC), and the Federal Aviation Administration (FAA). ERAU’s mission is to teach the science, practice, and business of aviation and aerospace.

ERAU is comprised of three campuses: Daytona Beach, Florida; Prescott, Arizona; and Worldwide, which offers courses both online and in classrooms at Centers throughout the world. The Hazy Library primarily serves the Prescott campus, while the Hunt Library provides resources and services to students, faculty, and staff at the Daytona Beach and Worldwide campuses.

In alignment with its mission, the Hunt Library concentrates its collection development activities to offer resources that facilitate exploration, research, and learning, and is responsive to the specialized academic degree programs as well as the broader general educational needs of the Embry-Riddle community. Additionally, the library recognizes the importance of preserving and providing access to its unique and historical aviation and aerospace resources.

Funding and Budget Allocation

Funds for the purchase of library resources are allocated yearly by the university budget office. The Electronic Resources Librarian, the Acquisitions Librarian, and the Associate Director for Collection Strategy and Technical Services administer the budget in collaboration with the Library Director, the Library Business Manager, and the Library Management Team. Utilizing a set of fund codes, the library allocates its materials budget by material type to monitor spending. This budget sustains the acquisition of materials across various formats.

Consortia agreements

In order to carry out its mission to meet the teaching and research needs of the ERAU community, the Hunt Library collaborates with external organizations to cooperatively share the cost of resources. Current consortia arrangements include Lyrasis and the Independent Colleges and Universities of Florida (ICUF). On occasion, the Hunt Library also works with statewide organizations, including the Florida Virtual Campus (FLVC) and the Florida Electronic Library (FEL), as well as with Florida’s multitype library cooperatives such as the Northeast Florida Library Information Network (NEFLIN).

Selection Guidelines

Intellectual freedom

The Hunt Library endorses the principles set forth by the American Library Association in the Library Bill of Rights (see Appendix A) and the Freedom to Read Statement (see Appendix B).

The Hunt Library prioritizes information resources that represent a diverse spectrum of perspectives consistent with the values of the library and university. Materials are selected based on their merit, irrespective of their popularity, language, treatment of controversial issues, or the authors’ gender, religion, identity, political beliefs, or nationality. Selections are influenced by updated curricula, designed to cater to a diverse student body, evolving research fields explored by a wide range of scholars, and insights derived from historically silenced, marginalized, and underserved communities.

The library is committed to fostering and advancing diverse, equitable, and inclusive resources and recognizes that this endeavor remains an ongoing process. We acknowledge the inherent value of diverse perspectives, voices, and experiences in enriching scholarly discourse and knowledge creation. Our collection policy embraces materials that reflect the breadth and depth of human diversity and experience. The library strives to provide access to a wide range of resources that support multiple viewpoints, challenge assumptions, and contribute to a comprehensive understanding of the world. Through intentional selection and curation, we aim to create an inclusive environment where all members of our academic community feel represented, respected, and empowered to engage critically with diverse ideas and information.

The library is dedicated to integrating the values and guidelines for diverse collections provided by the ALA Interpretation of the Bill of Rights and ACRL Standards for Diversity.

Copyright

The Hunt Library adheres to all provisions of U.S. copyright law and guidelines.

Objectives

The Hunt Library is committed to acquiring, preserving, and providing access to a variety of information resources essential to fulfill its mission within the library. The Collection Management Policy remains dynamic and adaptive to the changing teaching, learning, and research needs of the ERAU community.

Subject areas and collection arrangement

The primary subject areas collected are those that support the curriculum and the instructional and research activities of ERAU. The Hunt Library adheres to the Resource Description and Access (RDA) cataloging standard and organizes the majority of materials by the Library of Congress Classification System.

Language

English, the language of instruction at ERAU, is the primary language of the collection. In recognition of the ERAU student body's diversity, the Hunt Library acquires selected works in languages spoken by many students as the budget allows.

Selection responsibility

The Electronic Resources Librarian, the Acquisitions Librarian, the Associate Director for Collection Strategy and Technical Services, and the Collection Management Team (CMT) actively participate and collaborate in the selection of materials for the collection. The CMT meets regularly to formally review requests to purchase materials. Additionally, the CMT optimizes library holdings regarding the curriculum, patron needs, library and university goals, materials availability, and budgetary resources. Input is received formally and informally from the entire university community. The faculty's subject expertise is tapped through designated librarians who serve as liaisons to the academic departments.

General selection guidelines

Materials are evaluated under these general guidelines:

• Depth of current collection in the subject area,
• Lasting value of the content,
• Demand for and use by students, faculty, and staff,
• Suitability of format to content,
• Authoritativeness of the author/publisher,
• Price in relationship to the total budget,
• Ease of access (e.g., electronic resources available through the Internet), and
• Multiple materials. (As a general rule, the Hunt Library purchases single copies of most print items.)

All materials purchased with funds allocated to the library become the property of the library.

Selection and evaluation tools

When making selection decisions, librarians consult subject-specific and standard library reviewing sources such as Choice and Library Journal. In addition, they use faculty expertise as a resource for selection and evaluation of the collection and encourage faculty to recommend items. Librarians also consider Interlibrary Loan requests, usage data, and student feedback.

Selection levels

Graduate Program subject areas: Advanced Study Level

Undergraduate Program subject areas: Initial Study level

General Education subject areas: Basic

All other academic subject areas: Basic

General Interest/Leisure: Minimal Level

Collection codes

These codes were developed by the American Library Association.¹

[¹ Anderson, J.S. (1996). Guide to written collection policy statements (2nd ed.). Chicago: American Library Association.]

Advanced study level. A collection which is adequate to support the course work of advanced undergraduate and master’s degree programs, or sustained independent study; that is, which is adequate to maintain knowledge of a subject required for limited or generalized purposes, of less than research intensity. It includes a wide range of basic monographs both current and retrospective, complete collections of the works of more important writers, selections from the works of secondary writers, a selection of representative journals, and the reference books and fundamental apparatus pertaining to the subject.

Initial study level. A collection which is adequate to support undergraduate courses. It includes a judicious selection from currently published basic monographs (as are represented by Choice selections) supported by seminal retrospective monographs (as are represented by Books for College Libraries); a broad selection of works of secondary writers; a selection of the major review journals; and current editions of the most significant reference tools and bibliographies pertaining to the subject.

Basic level. A highly selective collection which serves to introduce and define the subject and to indicate the varieties of information available elsewhere. It includes major dictionaries and encyclopedias, selected editions of important works, historical surveys, important bibliographies, and a few major periodicals in the field.

Minimal level. A subject area in which a few selections are made beyond basic works.

Textbooks

For the purposes of this policy, a textbook is defined as a book specifically designed to be used as the basis of a course of study. As a general policy, the Hunt Library does not purchase textbooks, as they are typically expensive, become quickly outdated, and acquisition of textbooks directly conflicts with the library’s intention to develop a collection of lasting value.

Exceptions

Exceptions can be made for textbooks that are considered classics in their fields, have attained a "definitive" status, or when such items are the sole or superior sources of information for a particular topic.

To further the Hunt Libraries’ commitment to supporting student success, the library also provides a small selection of textbooks online in e-format and on reserve in the library in print format. Textbook acquisitions are made on a case-by-case and data-driven basis. The library considers purchasing e-textbooks when reasonably priced digital versions are accessible through acceptable access models.

The library is aware of the high costs of textbooks and proactively supports and encourages faculty adoption of low-cost or no-cost textbook alternatives and Open Educational Resources (OER).

Gifts

The Hunt Library generally does not accept unsolicited gifts of information resources (see the Hunt Library and University Archives Material Donations Form). However, the library may consider items for inclusion in the collection if they:

• Are in excellent physical condition (i.e., book covers intact, quality paper stock, and absence of mold, mildew and dirt)
• Have been published within the last five years, or have historical value
• Support scholarship in at least one area relating to ERAU academic programs
• Have potential for receiving high use.

All gifts will be evaluated for inclusion in the library collections in accordance with all applicable sections of this Collection Management Policy, using the same standards applied to purchased materials. Gifts become the library's property and may be displayed, housed, or disposed of appropriately.

The Hunt Library does not provide appraisals of the value of gift materials. Donors will receive a letter of thanks from the library if a gift is accepted. When appropriate, special notes will be added to the item(s) record, indicating donor attached to the gift items. Desk or instructor's copies that are marked as such cannot be accepted as gifts.

The University Archives is open to donations of photos, artifacts, or memorabilia from alumni, current students, faculty or staff that document their time at Embry Riddle. Contact the Archives Librarian or the Hunt Library Director for additional information.

Monetary donations may be made via the following University Philanthropy website: Giving to Embry-Riddle.

Formats of Materials

Electronic resources

In order to maximize access to information for members of the ERAU community, the Hunt Library prioritizes obtaining new resources in electronic formats whenever feasible and appropriate. This reflects the ongoing trend among libraries to transition from physical collections to digital ones, and also meets the needs of ERAU’s distance learners. The following guidelines serve as a basis for acquiring electronic materials, though exceptions may be considered when necessary:

• Provisions for Interlibrary Loan and reproduction of materials for educational use are included in the license;
• Access is available 24 hours, 7 days a week;
• Access is available off-campus.

Electronic databases

Electronic database purchase and cancellation decisions are made in cooperation with the Collection Management Team and the Library Management Team.

Database Selection Criteria:

• Funding availability & future costs
• Licensing; including definitions of authorized sites & provisions for fair use
• Technical considerations, such as authentication, hosting, and compatibility with the discovery layer
• Relevance to the collection & university curriculum
• Limited overlap with existing resources
• Content; with a preference for full-text and DRM free
• Intended audience
• Cost-benefit analysis
• Ease of use (search functionality)
• Accessibility; preference for ADA compliance / accessible design

Database Selection Process:

Requests for new databases may originate through various channels, with the most common sources being direct requests from faculty or from librarians.

Step 1 - Vetting:

• Requests for new databases will be submitted to the Hunt Library Electronic Resources Librarian, who will notify the Collection Management Team.
• Each request must be vetted by the Collection Management Team before a trial is initiated. Vetting includes:
  i. Analyzing existing databases to determine content uniqueness and/or overlap.
  ii. Reviewing usage statistics for existing similar databases.
• This information will be shared with the requestor to determine if the request should proceed forward. 

• The Electronic Resources Librarian will gather preliminary information about the requested database: cost, technical specifications, and legal constraints.

Step 3 - Trial:

• The Electronic Resources Librarian will set up a database trial for databases meeting pre-trial requirements.
• All librarians will then evaluate this trial database.
• The Electronic Resources Librarian will collate all feedback for discussion with the Collection Management Team.
• The Associate Director for Collection Strategy & Technical Services will schedule a meeting to discuss the database trial with the Collection Management Team.

Step 4 - Decisions:

• A final decision will be shared with the requestor along with a timeline for implementation, if approved.
• New database purchases are decided upon once a year in April/May time frame unless there is an urgent/curriculum-driven need.
• New database subscriptions will typically begin in July, at the start of the fiscal year.

Database Budget:

• If funding is not available for the purchase of a new database and it is deemed important to our collection, a careful review of existing databases will occur to determine if an existing database can be cancelled to create funding for the new database.
• Members of the Collection Management Team will review usage statistics, costs, program support and the results of a comparison study, if available.
• Hunt Library and Hazy Library personnel will discuss all of the above, as needed, with the appropriate personnel on each campus: Deans, Faculty, Program Chairs, budget office.

Books

The Hunt Library purchases both electronic and print monographs. Electronic books are typically purchased in an unlimited or multiple-user format or with an extended access option for upgrading single-user licenses. Additionally, the Hunt Library purchases both current and archival collections of electronic books. Hardbound (cloth) books are preferred for print collections due to their durability. Although the majority of books are acquired in order to meet the curricular needs of the university community, the library also leases a small collection of popular fiction and non-fiction to support leisure reading.

Serials/periodicals/newspapers

The Hunt Library subscribes to a diverse range of serial publications, including scholarly journals, magazines, newspapers, newsletters, proceedings, abstracts, indexes, annuals, and monographic series. Most of the library’s journal subscriptions are accessible electronically, although a small collection of scholarly and trade/popular journals remains available in print. Additionally, the library acquires electronic archival collections featuring essential journal titles.

The library remains committed to consistently acquiring subscriptions for serials already in its collection. However, the library conducts periodic assessments of their relevance to the ERAU mission, subscription costs, and usage patterns. When considering new titles, the selection process will prioritize factors such as cost-effectiveness, relevance to the subject area, reviews from available sources, and the availability of indexing within the library’s access.

Microforms

The Hunt Library acquires information resources on microfilm format only when it proves to be the most cost-effective option or the sole method available for acquisition.

Government documents/technical reports

The Hunt Library is not designated as a federal or state government document depository but maintains a small collection of government documents and technical reports that support the ERAU mission.

Manuscripts/rare books/archival materials

Acquisitions of manuscripts, rare books, and other historical materials for the Hunt Library’s Special Collections are evaluated on a case-by-case basis by the Library Director, the Associate Director for Collection Strategy and Technical Services, and the Archives Librarian. The Special Collection of historical aviation materials consists primarily of donations and gifts.

Maps/atlases

The Hunt Library does not maintain a separate collection of maps, nor does it actively collect in this area, although a small number of maps are retained for reference purposes. A representative collection of general and specialized atlases is maintained.

Pamphlets/brochures/etc.

The Hunt Library will purchase pamphlets, brochures, annual reports, reprints of articles, clippings, and other items that directly support the curriculum as needed. The library collects only those materials that comply with copyright laws.

Works of art/photographs/models/realia

The Hunt Library does not actively acquire works of art, photographs, models, or realia. However, donated items may be evaluated for potential inclusion in the collection, according to the criteria outlined in the collection guidelines.

Films

The Hunt Library acquires media to support the curriculum. The preferred format is DVD NTSC Region 1. The Hunt Library also provides the ERAU community with access to several streaming video collections. Due to copyright restrictions, the library cannot provide access to streaming content that is only made available to the individual consumer market.

Computer software/CD-ROMs

The Hunt Library does not actively collect software.

Theses & dissertations

The university requires all graduate students to submit an electronic version of their master’s thesis or doctoral dissertation to the library. These submissions are intended for inclusion in Scholarly Commons, the university’s institutional repository, and in ProQuest’s Dissertations and Theses Global database.

Open Access (OA) & Open Educational Resources (OERs)

The Hunt Library supports emerging publishing initiatives, such as Open Access and Open Educational Resources, that intend to make access to research more affordable and available. The library provides direct access to high quality, mission-specific open access resources such as databases, electronic journals, and electronic books. The library also supports the university’s institutional repository, Scholarly Commons.

Evaluation of the Collection

Deselection & withdrawal

Withdrawal, also referred to as weeding, is the permanent removal of outdated, damaged, or redundant material from the collection. Deselection is the decision-making process for withdrawal. The primary responsibility for organizing weeding initiatives and deselecting materials lies with the Collection Management Team, though other library staff may provide advice or guidance.

The following types of materials are routinely removed from the collection:

• Damaged materials,
• Obsolete/superseded items, and
• Older editions that do not have historical value in our collection.

Replacement

The Associate Director for Collection Strategy and Technical Services and Acquisitions Librarian review reported missing or lost items for possible replacement. Decisions on replacement consider factors such as cost, availability, anticipated use, existing holdings, and newer publications related to the subject. The Collection Management Team is consulted as necessary throughout this evaluation and process.

Preservation & conservation

The Hunt Library strives to maintain and to preserve the physical condition of items through temperature regulation, humidity control, and pest control. Additional preservation measures, such as archival boxes or binding of materials, are implemented when required.

Appendix

Appendix A: Library Bill of Rights

Appendix B: Freedom to Read Statement

Revised July 2024.