Policy Central
Procedure: Purchase of Published Material from Library Funds
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Purpose
This procedure outlines the actions to be taken by staff and higher degree research students to recommend the purchase of published materials for inclusion in the Library collection or to purchase specialist materials on behalf of the Library.
For materials required as working copies refer to the Procedure for the Purchase of Working Copies of Published Materials from non-Library Funds.
Procedure (detailing responsible officer or section)
Staff and Higher Degree Research Students:
1. Requests
Staff and higher degree research (HDR) students may submit requests for the purchase of individual items (books, DVDs, etc) at any time. These items will be funded from Library funds. The mechanisms for placing orders are available via the Library’s website.
2. Subscriptions to Journals / Datasets
Staff and HDR students can make recommendations to their Liaison Librarian for subscriptions to journals and datasets not currently held by the Library. These are considered as part of the annual Library Collection Priorities and Ordering Process, available on the Library’s website.
Staff:
3. Specialist Materials
Staff may purchase specialist library materials, including foreign language materials and limited release conference papers, provided that these materials are not readily available from a commercial publisher.
Purchases of specialist materials are to be made using a University-issued credit card.
To transfer this expenditure to the Library the member of staff who made the purchase (or their nominee) must:
- Provide the item(s) purchased to the Manager, Information Resources immediately for assessment for inclusion in the Library collection
- Present a copy of the tax invoice or overseas receipt
- Provide details of the Faculty / Department / Office account code used for the original purchase
Manager, Information Resources, Library:
Determine if the item(s) are appropriate for inclusion in the Library collection.
If accepted initiate a journal transfer to reimburse the appropriate Faculty/Department/Office account.
Arrange for the item(s) to be added to the Library collection.
Executive Deans, Heads of Office:
Specialist Purchases
Determine if funds are to be transferred to the Library for the purchase of specialist materials or authorise the Library to order against Faculty/Department/Office Funds.
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 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
Procedure Information
| Contact officer | Manager, Information Resources, Library |
|---|---|
| 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 | Credit Card Policy |
| keywords | Purchase, Books; Journals; Conference Proceedings |