Liaison_Responsibilities

Liaison Responsibilities
 * Communication with Departments **

Names of faculty acting as Departmental Chairs will be provided by the Acquisitions Coordinator. At the start of each academic year, liaison should contact the Department Chair. Examples of questions to ask: (Collections Committee is working on a template that could be used for this contact, if you choose to use it.)
 * Library fund balances: contact Chair or Secretary?
 * Choice Cards, catalogs, ordering materials: send to Chair or Secretary?
 * Ask if they have any specific guidelines that need to be followed for approval of orders in the department (for example, purchases that are over a certain price.)
 * Ask if they would like to receive reports, such as titles ordered and requestors, and how often they would like to receive the reports. throughout the year, and when.
 * Remind them about online request form and other ways that orders can be submitted.

End-of-Year-Orders: An email should be sent to the Department around March 1 to remind them that orders must be submitted by April 15. (Hope to have template for this also)

1. Search the catalog to see if we already own the item
 * New Orders **

a. Do at least 2 different types of searches to verify whether we own it (e.g., keyword and author). i. You can also search WorldCat to verify the exact title.

b. If we do own the item, contact the person who ordered it and provide the call number of the item.

c. If we own a different edition of that title, contact the person who ordered it and ask whether we need the requested edition.

2. If we do not own the item, give order information to Acquisition Coordinator. Include i. title, author ii. ISBN and edition if available iii. Fund name iv. Name of faculty member who ordered the item v. Notify info (if requested) vi. Reserve course number (if applicable) 3. Special situations a. Do not submit orders for software without determining the technical and licensing issues. b. Any Reference type resources or databases should go through the Head of Reference. c. Do not order textbooks unless for Reserve or the professor feels it is the only book appropriate for their class.


 * Donations **

1. Check if we own that book or some edition of that book a. If yes, check the condition and publication of the book on the shelf, if the donation is in better condition or updates our book, give both copies to Head of Tech Services with instructions to replace our copy with the donation copy. b. If no, go to 2.

2. Search [|//Resources for College Libraries//]to see if it is a “classic” a. If yes, add to donation shelf b. If no, go to 3.

3. Determine if the book supports the curriculum a. Review the course catalog

b. Based on your department and guidance from the [|Collection Development Policy] determine whether this book should be kept for the collection. i. If no, put in book sale ii. If yes, add to donation shelf iii. If unsure, go to 4.

4. Check to see if we have other books on that topic. Would this update or improve our collection?

a. Search WorldCat to get the subject heading(s) for the book; and then search our catalog. i. If we have many books on the topic that do not need updating, put in book sale ii. If we need to update our collection on this topic, add to donation shelf.

For internal procedures regarding Donations and what to do with items we keep for the collection see Donation Policy


 * Damaged Books **


 * // You will receive dam ////aged books with a Damaged Book Routing slip attached from the Book Repair Dept.//**

1. Check if we own another copy or later edition of that book a. If yes, check **Discard** on routing slip and give to Head of Tech Services.

2. Search [|//Resources for College Libraries//] to see if it is a “classic” a. If yes, then check **Retain in Some Form** (meaning, you want this title retained, but another edition or copy can be purchased and the damaged copied discarded) OR b. Check**, Retain This Copy** (meaning due to special features of the book, the damaged copy needs to be retained) c. In either case give to Head of Tech Services.. d. If not in RCL and still deciding whether to retain, go to 3 and/or 4

3. Contact Head of Access Services to request Circulation statistics. a. Based on the book's content and using the [|Collection Development Policy] as a guide, determine whether this book should be discarded. i. This is a judgment call. Each liaison needs to evaluate whether to retain based on when the circulation occurred: recently or several years ago. For example, a book in the History section that circulated several times 5 years ago will more likely be retained than a book in the Science section with the same circulation history. 1. If research suggests not keeping, check **Discard** on routing slip and give to Head of Tech Services. 2. If still deciding whether to retain, go to 4.

4. Determine if the item supports the curriculum by reviewing the course catalog.

a. If the book does not support the curriculum, check **Discard** on the routing slip and give to Head of Tech Services.

b. If it does support the curriculum, search the catalog to see if we have other/enough books that cover that topic.

i. If we have adequate resources in this area, check **Discard** on routing slip and give to Head of Tech Services.

ii. If this item needs to be retained to support the curriculum, then check **Retain in Some Form** or **Retain This Copy** and give to Head of Tech Services.


 * Missing Books **

1. Check if we own another copy or edition of that book

a. If yes, check **Do Not Replace** on the routing slip and give to Head of Tech Services.

b. If we do not own another copy or edition, go to 2.

2. Search [|//Resources for College Libraries//] to see if it is a “classic”

a. If the item is in RCL, check **Replace** on the routing slip and give to Head of Tech Services

b. If not in RCL and still deciding whether to retain, go to 3 and or 4

3. If not already noted on routing slip, contact Head of Access Services to request Circulation statistics. a. Based on the book's content and using the Collection Development Policy as a guide. determine whether this book should be replaced i.This is a judgment call. Each liaison needs to evaluate whether to replace based on when the circulation occurred, recently or several years ago. For example, a book in the History section that circulated several times 5 years ago will more likely be replaced than a book in the Science section with the same circulation history.

1. If research suggests not keeping, check **Do Not Replace** on routing slip and give to Head of Tech Services.

2. If still deciding whether to replace, go to 4.

4. Determine if the item supports the curriculum by reviewing the course catalog.

a. If the book does not support the curriculum, check **Do Not Replace** on the routing slip and give to Head of Tech Services

b. If it does support the curriculum, search the catalog to see if we have other/enough books that cover that topic.

i. If we have adequate resources in this area, check **Do Not Replace** on routing slip and give to Head of Tech Services.

ii. If this item needs to be retained to support the curriculum, the check **Replace** on the routing slip and give to Head of Tech Services.

For background and processing information regarding our Missing Book Policy, please go to. Missing Books Procedures