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VI. Additional Guidelines for Various Collections

A. Area Research Center & Special Collections

(rev. 10/15)

A1. Area Research Center

Materials housed in the Area Research Center are the property of the State Historical Society of Wisconsin. As such, decisions concerning additions to or deletions from the collection are made by the Society.

A2. Special Collections

Special Collections provides an in-house environment to protect, preserve, and maintain materials that have been determined to have extraordinary value to the library.

Books which meet one or more of the following criteria shall be considered for inclusion in the Special Collections:

  1. Books with an early imprint date:
    1. books printed before 1800
    2. American books printed before 1820
    3. books with a Midwestern imprint dated before 1860
    4. books with a Western imprint dated before 1890
  2. Limited editions with appropriate subject matter relating to our collection
  3. Books autographed or annotated by the author
  4. First editions by noted authors
  5. Books by historically famous printers
  6. Items which have an exceptionally high dollar value ($500)
  7. Manuscripts
  8. Items of local interest (except for manuscript or archival material housed in the Area Research Center or University Archives)
    1. Histories
    2. Works pertinent to UW-Whitewater
    3. Books authored by faculty members or staff
    4. All theses and seminar papers done at UW-Whitewater

B. Arts Media Center

The Arts Media Center is located at the Greenhill Center of the Arts and administered by the College of the Arts and Communication. Art slides, LP-records, compact discs and archival tapes of recitals given by music majors, faculty and invited guests are available. LP-records and compact discs are cataloged by Andersen Library and accessible on the online catalog, though circulation may be restricted. Arts Media Center and Andersen Library work closely to minimize duplications. Some duplications are deliberate because of needs and different circulation policies.

C. Curriculum Guide Collection

(rev. 2/03)

The Curriculum Guide Collection is intended to support the needs of the curriculum development courses in the College of Education amp; Professional Studies.

When possible, print materials are acquired from local, state and federal education agencies and professional associations to reflect curriculum practices ranging from pre-K through grade 12. Materials are located in the Curriculum Guide section of the Reference Collection.

To supplement the print collection, the Library subscribes to Kraus Curriculum Development Library, a collection of curriculum guides and standards. The KCDL is available in microfiche and electronically through the KCDL Online database.

D. Electronic Information Resources

(rev. 2/02)

D1. Additional Guidelines for Computer Software

  • Availability of compatible hardware in the library, or in the academic department that initiates the request.
  • Content of the software contributes to the mission and curricula of the University. Recreational software is not considered for purchases.
  • Sound documentation.
  • User friendliness.

In general, the library will not actively build up the software collection, nor automatically order revised versions of purchased software. Academic department requests will be scrutinized following the same guidelines as other materials and the additional guidelines as stated above.

Courseware and instructional programs are not collected. Developmental software such as those meant to be used to develop and produce multimedia, and/or software for office use should be purchased from funds other than library material budget. So are site licenses to software for the purpose of distribution to users within the University.

Ordering operational procedures

Place orders directly with producers whenever possible. On purchase order, include a note to vendor stating: "Purchase is ordered for library circulation and patron use". This may help us avoid unreasonable license restrictions. ("If the order is filled, the library is in a position to argue that its terms, rather than the standard license restrictions, apply."from Copyright Primer for Librarians and Educators. ALA, 1987, p.48)

Weeding operational procedures

In addition to following the Weeding Policy as outlined in the "Maintenance of the Collection", Circulation is responsible for collecting the original and backup copies of the software, and manual(s) if any, of the title as a packet and forward to Technical Processing Service for final deletion /suppression of item and bib records in the Online Catalog and OCLC. This is to ensure that no copy get accidentally left in the collection.

D2. Networked Resources

Networked resources may be bibliographic databases, numeric data (such as census material), textual databases (such as encyclopedias, full-text journals, ebook) or graphic, multimedia files. They enhance research capability of students, faculty and staff. It provides barrier-free, 24/7 (24 hours by 7 days), ready access to information for students enrolled in distance learning as well as those on campus. While general criteria used for selection of library material apply to the selection of most networked resources, the management of this format is more complex. Issues to consider not associated with traditional formats:

  • Differences in mode of access (networked access/remote, networked access/campus, networked access/library, stand-alone, etc.).
  • Pricing options (subscription, network costs, by the search).
  • Authorization of remote users (by IP address, password, etc.).
  • Hardware and software requirements. Maintenance and upgrades can be expensive.
  • Public services support more intense in the areas of staff and user training, documentation, and troubleshooting, especially with services accessed outside of the library.

Additional Criteria for Collection Development of Networked Resources

  • Appropriate retrospective and/or current coverage.
  • Spread disciplinary coverage among selected titles.
  • Duplication of content with other products.
  • Basic and advanced search capabilities.
  • Economies of scale reflected in price.
  • Local and remote accessibility.
  • Minimal support required of library staff.
  • Compatibility with current telecommunications and campus technological infrastructure.
  • Adequate documentation, training and bibliographic services provided by vendor.
  • Stability of the product.
  • Flexibility and responsiveness of the vendor.
  • High benefit but low cost threshold.
  • Availability of usage statistics.
  • Accessibility by the disabled.

Cost of networked resources usually is higher than their print counterpart. Normally, before a selection is made, a trial is arranged and feedback is sought from disciplines likely to use the product. The Electronic Resources Committee (consisting of two reference librarians, the Chief Collection Manager and the Serials Librarian) meets as needed to decide on the product(s). Lack of funds makes prioritization and "wish list" a necessity.

For those titles that the library decides to subscribe, negotiations for the level of access depend on anticipated or proven use (user population, extent of use, type of use, etc) and associated costs. Possible levels of access:

  • unlimited access (on- and off-campus)
  • limited simultaneous users (on- and off-campus)
  • limited simultaneous users to on-campus
  • limited access to within building
  • limited access to specific workstation(s)
  • limited to by the search access (FirstSearch)

Subscriptions to networked resources usually require license agreements. The Director or his/her designee reviews and signs the license agreements. Copies of the signed license agreements are kept at Acquisitions and Reference offices. A copy will also be given to ILL if the license agreement has a clause on interlibrary loan.

When advantageous, the library will participate in consortial subscriptions.

Same as computer software, courseware and instructional programs are not collected.

For additional guidelines on electronic journals, see Section K: Serials

Renewal/Deselection of Networked Resources:

Evaluation for renewal/deselection is based on the same criteria as selection as well as demonstrated usage and ability of the product to best meet the information need for which it was originally selected.

D3. Shared Electronic Resources

Since biennium 1999-2001, the legislature has provided central funding for UW System libraries to develop a shared electronic collection. The Electronic Resources Committee participates in recommending and evaluating possible shared titles. The purpose of this collection is to support the basic research needs and common curricula of UW campuses and to serve the needs of distributive learning. It is a collection that is used actively for undergraduate and graduate instruction across UW System and is a primary resource within a particular field of instruction or research. For more information, see the UW System Guidelines for collection development of the shared electronic collection.

D4. Optical Disks

In general, if a product is available also in an online form, the optical disk format is not considered unless the pricing and use are such that it becomes a major advantage to purchase or subscribe in this format.

E. Government Documents

E1. Federal Documents

The Library is a selective depository for U.S. government publications. The documents librarian, in consultation with appropriate faculty members, is responsible for the selection of depository series from those available. Selection is made on the basis of the University's instructional and research needs, and also it takes into consideration the general information needs of the citizens of the Second Congressional District of Wisconsin. Requests for more specialized publications are referred to the regional depositories at the Milwaukee Public Library and the University of Wisconsin-Madison.

Federal depository documents are the property of the United States government and are maintained and weeded in accordance with the Federal depository regulations.

E2. State Documents

The Library is a selective (partial) repository for Wisconsin State documents. Wisconsin depository documents are retained for use in southeastern Wisconsin in accordance with guidelines in the state depository program manual.

E3. Foreign and International Documents

The Library is not a depository for publications of foreign governments or intergovernmental organizations. Standing orders are set up to receive certain series of United Nations, UNESCO and certain English-language OECD publications. Others are purchased as monographs. General selection criteria apply.

The documents librarian also is responsible for the selection of commercially published materials, such as indexes and abstracts which facilitate the use of documents.

F. Curriculum Collection

(rev. 2/03, 2/07, 12/08, 3/14, 3/15)

The Curriculum Collection is intended to support coursework and research dealing with children's and young adult literature. Several university departments make use of this collection and it contains a variety of representative materials to support their curricula.

Books appropriate for the preschool child through secondary school are located in the collection. The Easy Books collection is geared to children through grade 4 while the Juvenile Fiction collection covers grades 5-high school. Some materials may also be appropriate for undergraduate college students. The collection is selective including representative materials that might be found in good elementary, junior and senior high school libraries.

Juvenile titles are selected from reviews in such periodicals as Booklist, Horn Book, School Library Journal, and New York Times Book Review. For retrospective buying, they are selected from standard book selection works such as Children's Catalog, Middle and Junior High School Library Catalog, Senior High School Core Collection (Senior High School Library Catalog) and other basic lists.

The Juvenile Fiction collection receives books from the following awards:

  1. Boston Globe - Hornbook Awards
  2. Notable Children's Books
  3. School Library Journal, Best Books
  4. Newbery Medal and Honor Books
  5. Caldecott Medal and Honor Honors
  6. Mildred Batchelder Award
  7. Coretta Scott King Award
  8. Pura Belpre Award
  9. Tomas Rivera Mexican American Children's Book Award
  10. International Reading Association Book Awards
  11. Children's Africana Book Awards
  12. Asian/Pacific American Award for Literature
  13. (Theodor Seuss) Geisel Award
  14. Jane Addams Children's Book Awards

English is the primary language of the collection although books in other languages may be acquired as needed to support the curriculum.


The Juvenile Collection shall be periodically examined to determine continued relevance to faculty and student needs. Education faculty involvement will be sought when weeding for discard.

G. Map Collection

(rev. 10/11)

The Library no longer maintains a separate map collection, but continues to collect atlases and other map resources as needed.

H. Media Collection

(rev. 10/03, 2/07, 10/11)

The Media Collection is intended to augment instruction in subject areas where non-print resources convey information in a more effective manner. The Library purchases audio-visual materials needed to support the curriculum in all formats for which it has the required playback equipment or facilities. These formats include, but are not limited to, audiobooks, DVDs, compact discs, video games, games, kits, models and prints. When purchasing DVDs, the closed-captioned and subtitled version will be purchased whenever available. The preferred format is DVD widescreen with closed-captioning.

The Library may help departments with limited allocations by partially subsidizing the purchase of expensive media items.

Games, kits and other media with individual manipulative pieces should meet the safety guidelines of the U.S. Consumer Product Safety Commission. Such materials should be previewed, if possible, before purchase.

I. Microform

(rev. 2/03)

Microform edition is recommended in the following circumstances:

  1. For backfiles of periodicals, newspapers and documents because of expected low usage and/or minimum space consumption.
  2. For materials subject to mutilation, theft or rapid deteriorations.
  3. For materials whose high cost would be unaffordable in hard copy.
  4. For highly specialized documentary sets or series.

For titles containing information that does not reproduce well on microform such as colored illustrations or certain types of graphs, charts, or statistics, hard copy purchase is recommended. When both microfilm and microfiche editions of a title are available, the Library prefers microfiche. When both positive and negative microforms are available, the Library prefers positive. Nonsilver-based microform is preferred over silver-based microform because of cost consideration.

When backfiles are available online, microform backfiles are no longer purchased.

J. Pamphlet Collection

(rev. 7/04, 10/11)

The purpose of the pamphlet collection is to augment other library collections by providing quick and easy access to pamphlets, fliers, and other ephemeral material. The emphasis of this collection is on materials dealing with topics of historical significance, or topics for which historical pamphlets are already held in the collection. The collection is housed in the Reference area.

Additional criteria for selection:

  1. Cost - free.
  2. Short - most often under 50 pages.
  3. Historical significance of topic area or pamphlet.

Pamphlets are no longer actively sought for this collection, although reference librarians will consider pamphlets donated to the Library as gifts, or those that arrive unsolicited from other sources.


K. Reference Collection

(rev. 2/03)

The Reference Collection is a non-circulating collection of materials designed to provide quick access to factual information. The works chosen for the collection should supply as many reliable facts as possible with a minimum of duplication and overlap. The collection includes material of state and local significance where appropriate. Verification and location tools are provided at a level which will make the Library "resource capable", meaning appropriate resources are provided to facilitate interlibrary loan activities. Materials in the reference collection are reviewed regularly, and outdated publications are removed or updated. The types of materials in this collection include:

  1. Encyclopedias: general and specialized. The Library attempts to acquire revised editions of Encyclopedia Britannica, Encyclopedia Americana, and World Book on a rotating basis, as funds permit.
  2. Almanacs and yearbooks.
  3. Handbooks and dictionaries: handbooks in all fields of knowledge; a selection of major foreign language dictionaries, the best of English language dictionaries at the adult or university level; thesauri and synonym finders.
  4. Directories of people, institutions, and firms.
  5. Atlases and gazetteers.
  6. Statistical compendia.
  7. Indexes and abstracts.
  8. Bibliographies: national, trade, and subject. Those with narrow subject scope, such as single-author bibliographies, are normally kept in the circulating collection.
  9. Biographical directories: general, national, regional, professional, and occupational, with both retrospective and current coverage.
  10. Legal materials: In addition to basic legal reference sources, the Library collects Wisconsin and federal law sources which support the curriculum specifically for educational law, business law, tax accounting and pre-law programs.

Additional criteria for consideration:

  1. Accuracy and authenticity
  2. Scope and depth of coverage
  3. Historical perspective as well as currency of data
  4. Ease of use, such as special locating features

The format is not limited to print media. Infrequently used materials may be dependent upon librarian-mediated access via services such as FirstSearch or STN. The Library avoids duplication of materials in various formats to provide the broadest coverage possible.

L. Serials (rev.2/02)

L1. Periodicals

The Library maintains a collection of periodicals both of general interest and discipline-specific. Periodical subscriptions represent a potential long-standing budgetary commitment in terms of ever increasing subscription costs, binding, shelving space, etc., therefore acquisition of a new periodical title requires substantially more careful consideration than acquiring a monograph. Faculty and patrons requesting the addition of new periodical titles (in any format) are asked to complete a Periodicals Subscription Request Form (Appendix C) describing the perceived value of each title for the library's collection.

Basic criteria for evaluating titles for either addition or deletion:

  1. Present use of periodicals in the subject area under consideration.
  2. Projected future use.
  3. Critical review of the journal under consideration by experts in the field.
  4. Inclusion in a prominent abstracting or indexing source available at University of Wisconsin-Whitewater.
  5. Holdings in other Wisconsin libraries or through subscription aggregates. Can interlibrary loan or Full text articles available on subscription databases serve the need?

When a new title is added, the Library will attempt to procure back files of 3 to 5 years when retrospective materials are essential for instructional/research program support.

Subscription format (fiche, film, CD-ROM, online access, paper, etc.) depends on availability, cost, equipment compatibility, ease of use and completeness of information in that format. Duplication in two formats should be avoided, unless justified with strong reasons.

Electronic Journals (or E-journals) are defined as a journal, periodical, magazine, newsletter or other serial that is available through the Internet. Electronic Journals enable rapid sharing of ideas, provide easy access and thorough indexing. The Library facilitates access to free and subscription paid electronic journals available on the Internet through the Library Webpage and the Library OPAC.. Selection of free and subscription paid electronic journals follow the same basic selection criteria as established above as well as the guidelines for Electronic Information Resources (See Section D), with the following additional criteria:

  1. Extent of coverage available compared to print version. What is necessary to make the journal useful ---major articles, articles and reviews, the entire journal cover-to-cover, charts, graphs, tables, etc.
  2. Availability of back issues
  3. On-site search engine and/or indexed in a standard index.
  4. Availability and easy use of printing, downloading or emailing of abstracts and/or full text articles.
  5. Duplication of a periodical in electronic and print format is encouraged when the electronic version is available at no cost with paid print subscription.

L2. Standing Orders

(rev. 2/03)

These are materials such as monographic series, yearbooks, proceedings of conferences that are published in serial form and each subsequent edition/volume is needed by the library for up-dated or additional information. They are placed on order with publisher/vendor for automatic shipment (or systematic renewal in case of online access) since in many cases exact publication date is not known. As courses, faculty and department programs change; standing orders need to be reviewed from time to time. Annually, the department library representative receives a list of current standing order titles charged to the department account for review.

L3. Newspapers

The Library maintains subscriptions to representative newspapers of leading U.S. cities, key international newspapers and selective local papers of southeastern Wisconsin.

Additional Criteria (not all are applicable to each title):

  1. Relevance of the newspaper to specific courses.
  2. Current coverage of major geographic areas.
  3. Representation of diverse political and social viewpoints.
  4. Indexes owned by the library.
  5. Availability of electronic full text newspaper articles through subscription databases.

M. Test Collection

(rev. 3/03, 10/11)

The Test Collection is intended to support coursework in educational psychology and psychology. This collection is selective and is for examination rather than administration of the tests. The collection is circulated to UWW ID holders, but is not available for borrowing by other users. A small number of tests are restricted to in-house use due to publishers' restrictions.

N. Textbook Collection (PreK-12)

(rev. 2/03)

The PreK-12 Textbook Collection is intended to provide examination and study copies of textbooks for experienced teachers and teachers in training. Textbooks are purchased for a variety of subjects taught in the PreK-12 classroom.

Textbooks are selected using the following criteria:

  1. The Library selects textbook series that are published by major vendors.
  2. The Library utilizes publishers' catalogs, Curriculum Review, and suggestions from the College of Education College of Educationamp; Professional Studies faculty to select textbook series.
  3. The Library purchases only annotated teacher editions, which include the student copy as part of the text. In some cases, it may be necessary to purchase supplementary material without which the annotated teacher's edition would be useless (e.g., records that accompany a music series).
  4. The Library purchases the student edition along with the teacher edition only when the teacher edition does not include the student copy as part of the text.
  5. The Library purchases only the latest published textbook series.

The Library excludes for purchase teacher resource materials, student workbooks and other supplementary materials, which may be a non-essential part of a series.

The Library sends the College of Education College of Educationamp; Professional Studies departmental chairs a list of the textbooks suggested for purchase. Departments may choose to use part of their library allocations for the purchase of additional or supplemental materials associated with a textbook series.


(rev. 6/04)

The PreK-12 Textbook Collection shall be periodically examined to determine continued relevance to faculty and student needs. Education faculty involvement will be sought when weeding for discard.


Andersen Library
University of Wisconsin-Whitewater
800 West Main Street
Whitewater, WI 53190-1790

Contact the Library

Circulation Desk: 262-472-5511
Reference Desk: 262-472-1032