About Us

This Collection Development Policy (hereafter known as CDP or the Policy) is a planning document, which identifies the long and short-term collection goals and policies of the Hong Kong Polytechnic (PolyU) Library (hereafter known as the Library). It provides a general framework for the development and maintenance of all parts of the collection. The major objectives of the Policy are:

As the learning hub of the University and a dynamic scholarly gateway, the Library strives to facilitate and inspire students and faculty to acquire, create and share knowledge and to excel through education and scholarship.

The Library offers integrated and timely access to a wealth of high-quality scholarly resources, creating an inspiring environment for intellectual growth and discovery. Our collection encompasses a wide range of subjects, and we strive to ensure that users have direct access to these resources in both electronic and print formats.

To facilitate organisation and retrieval, our books and serials are arranged according to the Library of Congress Classification Scheme, making it easy for users to locate the materials they need.

The Library plans to obtain, within its financial capabilities, library materials including, but not limited to books, periodicals, maps, pamphlets, newspapers, audio-visual materials, government documents, and electronic resources required to meet the following obligations:

1. General Criteria

   A. Currency: Current publications of lasting and scholarly value will be given priority over older and out of print materials. Older editions may be acquired if they are specifically required with justified reasons. Variant editions of a title will be acquired only if they are “standard” editions or contain substantial changes and are needed for research purposes.

   B. Language: Priority will be given to English and Chinese, and foreign languages on taught courses only.

   C. Format (e-preferred policy): Any format that can be used in a library or accessed through Internet. For monographic materials, electronic version is preferred when a title is available both in print and electronic formats, unless requesters indicate their preferences with specific reasons.

   For serials subscriptions or aggregate contents, priority will be given to electronic format because of their 24x7 accessibility.

   D. Cost: An item is considered expensive if it costs more than the amount set by the University Librarian from time to time. All expensive items recommended for purchase must have the endorsement of the University Librarian or his/her designate, and also as a general guideline, holdings in other University Grant Committee (UGC) libraries will be taken into consideration to decide whether an order should be placed.

   E. Endorsement of Recommendations: All acquisition recommendations are to be reviewed and endorsed by the Collection Development Working Team (CDWT) in Appendix 1.

   F. Readership Levels: General, advanced academic and professional.

   G. Levels of Collection Intensity: The level of acquisitions will vary from subject to subject. The degree of acquisition activities will be determined by the study and research programmes of the University and the needs of the faculties.

   1.	Minimum Level
   	A highly selected collection which would introduce and define a variety of subject areas not necessarily represented in the University curricula. It would include basic works of recognised writers, selection of basic texts in all subject fields, reference and biographical works as well as fundamental bibliographies in all subject areas and representative journals.
   2.	Instructional – Research Level
   	A collection of works to meet all instruction and research needs. It includes all basic works, complete sets of works by important writers, and critical works about them, selections of works by secondary writers, basic journals, reference works and bibliographies. In addition to current materials, the Library will attempt to obtain retrospective works on a selected basis including serials, reference sets, bibliographies, and out-of-print books.

In accordance with the e-preferred policy, print resources will be acquired selectively in particular subject disciplines. The Guidelines for Acquisition and Allocation of Multiple Copies will apply (Appendix 2).

Faculty/School Librarians work jointly with academic staff in the selection and evaluation of electronic resources of bibliographic databases, aggregate contents and platforms, whether new or renewals.

1. Electronic books (Textbooks/Course Reading Materials)

If an e-Book under consideration has different options for the number of user licenses, the Library will consider the optimal number of user licenses to be acquired subject to the availability of the Library budget and license models. For e-Book with unlimited licenses to be acquired, no printed copy will be purchased.

Selection of library resources is a joint responsibility of Library and academic staff. Purchasing priorities will be accorded first to academic members, then Faculty/School Librarians and Selection/Liaison Team. However, the ultimate responsibility for the acquisitions directions and policy decisions, including suitability, adequacy and quality of selections, rests with the Library.

As a general rule, gifts and exchange activities are kept at a minimum level as far as possible for cost-effectiveness. Useful materials that are required for the library collection could be acquired through gifts and exchange. However, the Library will not accept gifts or donations with restrictions or conditions as to their disposition, handling, and use of the items donated.

To send gifts of books, journals, audio-visual materials, and other resources to the University Library, please follow the procedure in the Donation of Books and Print Materials.

To manage and maintain its collection over time, the Library ensures long-term access to valuable resources.

1. Stocktaking

   As good housekeeping practices, the Library will perform stocktaking of its collection when resources are available.

Systematic removal of library materials no longer useful is essential to maintain the high quality and integrity of the collection. Usage of the Book Collection will be reviewed periodically and deselection conducted whenever the need arises. Items that are considered outdated, worn out, obsolete or no longer useful for the collection will be withdrawn. Superseded editions and multiple-copy items may also be withdrawn if the usage rate is low. Withdrawn items will be vetted by the Collection Development Working Team of the Library and then by academic staff members before disposal.