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Procedure: Purchase of Working Copies of Published Materials from Non-Library Funds
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Purpose
This procedure outlines:
- the circumstances in which staff and higher degree research (HDR) students may purchase working copies of published materials for individual use
- how these are to be paid for from non-Library funds
- the process to be followed in these circumstances
Procedure (detailing responsible officer or section)
Staff, Higher Degree Research Students:
Published Materials available by Subscription
This includes journals, datasets and CD-ROM tools where ongoing payments are required. These materials are to be purchased from Library funds (see Procedure for Purchase of Published Material from Library Funds).
Where the Library collection does not provide the required subscription material in the appropriate format, price or timeframe then a written application (letter, memo or email) may be made to the University Librarian to purchase this material from non-Library funds. The application must be made in advance of any purchase and is to be countersigned by the Executive Dean / Head of Office (or nominee).
The application must include:
- the subscription title
- an estimated cost (in $AUS)
- the account code from which the purchase is to be funded
- a rationale for the exception being sought
University Librarian (or nominee):
Consider requests for the purchase of published materials from non-Library funds.
Send a reply within two business days.
Staff, Higher Degree Research Students:
Working Copies
This includes books and DVDs. Material required as a working copy must meet at least one of the following circumstances:
- It will be marked up, disbound and/or is in constant use by a staff member or HDR student. To ensure the Library collection reflects the full interests of the University, a copy must also be ordered for the Library (refer Procedure for the Purchase of Published Materials from Library Funds).
- It is needed to support the delivery of a University Consultancy (as defined in the Enterprise Agreement) or is provided by the University to a partner institution to meet the University’s obligations under a partnership agreement
- It cannot be licensed for whole of University use. For example:
- Psychological testing instruments and accompanying manuals or reference materials
- Single copies of industry or market research reports
- Single use aggregated statistical, market research or other data
- It is to be used by students or tutors to complete their work. For example, copies of:
- field manuals for use by students on practical exercises
- case studies
- texts required by tutors
- It is to be used in conjunction with equipment or for computational purposes, for example, technical or programming manuals or handbooks
- It is of an ephemeral nature, such as a reprint of an article or a pamphlet which is not appropriate to include in the Library collection.
Material meeting one of these circumstances can be purchased through standard Faculty/Department/Office purchasing processes.
Executive Dean, Head of Office:
Consider, and where appropriate, approve the purchase of a working copy from non-Library funds.
Staff, Higher Degree Research Student:
Once notified of approval purchase the material following the University’s Purchasing Policy.
Manager, Information Resources, Library:
Provide advice on the types of materials meeting the required definition of working copy.
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, Departments 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, Credit Card, Research Grants, Working Copy, Higher Degree Research Students |