Policy Central

Policy: Purchase of Published Materials

Purpose

To articulate the policy used to purchase published materials to support the University’s operations.

Overview

This policy is based on three core principles:

The University is committed to developing and maintaining a shared collection of published materials to support its research, teaching, learning, community engagement and support activities.
The University makes this published material available through one central physical and electronic Library collection, freely accessible to all members of the University and to members of the community where this is permissible by law.
The selection of published materials for the Library collection is a partnership between staff and the Library.

Scope

This policy applies to all staff and students of the University.

The Policy

The University funds purchases of published materials in two ways:

1. Library Funds

These are from a non-discretionary fund which is administered by the Library.

Materials purchased from Library funds:

will be part of the Library collection and available for general use
may be purchased by an a member of staff authorised as a Library agent by the University Librarian (or nominee)
may be facilitated by a transfer of funds to the Library by the Executive Dean (or nominee) or Head of Office
may be facilitated by authorisation of the Executive Dean (or nominee) or Head of Office for the Library to order against Faculty/Department/Office funds
cannot be used as a working copy

2. Non Library Funds

Published materials required specifically as a working copy (i.e. a copy in constant use or which is consumed or damaged in the process of its use) can be purchased from non-Library funds.

Materials purchased from non-Library funds:

are for use as working copies
are not part of the Library collection
must have an additional copy purchased for the Library collection where specified in the procedures
can not be used to create separate Faculty, Department or Office libraries

Glossary

Library Funds – a nondiscretionary fund used for the specific purchase of published materials which are stored in and made accessible by the Library

Non-Library Funds – these are all the types of funds provided to Faculties, Department s or Offices (including research grants) and excluding the Library Funds.

Published material - information which has been created and edited for the purpose of distribution or sale in any format. This includes but is not limited to: books, journals, CD-ROMS, datasets, electronic or audiovisual media, kits, games. This excludes computer systems or application software, and newspapers.

Working copy – a copy which is in constant use or is consumed or damaged in the process of its use e.g. heavily marked up; disbound, given to staff and students in the teaching process

Policy Information


Contact Officer	University Librarian
Date Approved	17 March, 2009
Approval Authority	University Executive
Date of Commencement	17 March, 2009
Amendment Dates	1 April 2009 – clarification to purchases using non-Library funds
Date for Next Review	March 2012
Related Policies, Procedures and Guidelines	Procedure for the Purchase of Published Material from Library Funds Procedure for the Purchase of Working Copies of Published Material from non-Library Funds Credit Card Policy Non Order Payment Request Purchasing Policy Serials Provision Policy
Policies Superceded by This Policy	Policy on the Purchase of Published Material from Division/Office Funds
Keywords	Purchase, Books, Credit card, Journals, Funds

Macquarie University