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Collections policy

Collections policy

The information service manager is responsible for the library’s stock policy. The policy is in force until further notice and revised periodically as necessary.

  1. Acquisition policy
  2. Funds allocated for acquisitions and how they are used
  3. Collection types
  4. Withdrawn material
  5. Storage
  6. Donations
  7. Collections review

1. Acquisition policy

In collections management, our core task is to support and enhance education, study, and research and development activities at the university of applied sciences. The library stocks both printed and electronic resources in order to meet its customers’ information needs as efficiently as possible. In stock development, the focus is on good accessibility and availability of resources, regardless of the publishing format.
New acquisitions are primarily Finnish, Swedish and English titles related to the subjects taught at Haaga-Helia, but other language titles are also acquired occasionally as required. The collection is developed with a user-centred approach in cooperation with the degree programmes, the RD&I department and the library’s customers. Unnecessary overlap is avoided in new acquisitions. The collection can also be supplemented with interlibrary loans. Older, rarely used material can be loaned from the National Repository Library free of charge. The library aims to maintain a current and relevant collection through efficient withdrawal policy and continuous collections review.

2. Funds allocated for acquisitions and how they are used

The library’s fund allocation for new acquisitions is determined annually and approved by the Board of HAAGA-HELIA Oy Ab. The information service manager allocates the book and journal funds between the library branches based on the number of students at each campus. Electronic resources are acquired centrally as joint resources.

Printed resources are sourced from suppliers after a formal tender process. Other supplier channels may also be used if necessary. New stock is acquired as cost-efficiently as possible.

In the acquisition of electronic resources, the preference is on using consortia, which offer economic advantages and can be national or joint consortia of universities of applied sciences. In addition, other resources of interest can be acquired by separate licence agreements.

The user statistics of electronic resources are actively monitored, and usage rates are taken into account when acquiring new material.

Stock acquired with the library’s allocated funds is always placed in the library's collection.

3. Collection types

Course textbooks
The lecturers of courses give the library details of new and withdrawn compulsory textbooks as well as other resources specified as additional reading in course requirements. In addition to loan copies of each textbook, copies for the reading room/reference library/express loan service may also be acquired. The availability of textbooks as e-books is also checked. In textbook acquisitions, the number of course participants and whether the book will be used on several courses at the same time is taken into account. The libraries actively monitor the demand for textbooks and acquire additional copies if necessary.

Other literature
The campus libraries acquire extensive and varied stocks of new literature related to their fields. The collections are supplemented with publications covering a range of different topics and serving a wide audience. Titles published more than five years ago will be acquired only on special grounds. Customers can also submit acquisition requests. Stock acquisition is carried out in cooperation with the education and research programmes.

Electronic resources
Electronic resources are acquired centrally for all library branches. They are available via the Haaga-Helia network. The user statistics of electronic resources are actively monitored, and usage rates are taken into account when acquiring new stock.

Magazines and journals
Each library selects the most relevant titles for its journal and magazine collection. If the journal or magazine is available in electronic format, paper copies will only be acquired in exceptional circumstances; for example, if a paper copy is needed for teaching purposes. Journal and magazine acquisitions are reviewed in the autumn each year. The availability of back issues varies by branch. Usually the current and previous annual volumes are available.

Other items
Other items such as DVDs are acquired as needed. Audiovisual resources acquired for the library must be authorized for loan by the copyright owner. Audiovisual resources used in teaching are not acquired with library funds for the library's collection; these items are purchased from the degree programme funds.

4. Withdrawn material

Resources published over 10 years ago which have out-of-date content are withdrawn from the library's collections. There are some exclusions, such as scientific literature classics and other notable works of different fields. Course textbook collections are kept up to date by withdrawing items that are no longer mandatory reading. Collection withdrawals are made frequently. Lecturers are consulted about withdrawals of library collections related to their fields. Reduced demand or the poor condition of individual items may also lead to items being withdrawn from the library's collections. Withdrawn items (books and magazines) are disposed of through recycling or sent to the National Repository Library.

 5. Storage

The Library of Haaga-Helia University of Applied Sciences is not a repository library. The storage of stock is decided on a case-by-case basis. The Haaga branch stores some essential older resources related to the hospitality and tourism industry.

6. Acquisitions by lecturers and other staff

All resources acquired with the library's funds are entered in the Haltia library database and made available for loan at the library. Staff members have long loan periods (180 days), and loans can be renewed if necessary. If a staff member wants to acquire a title for personal possession and not as a loan from the library, the acquisition cannot be made from the library’s funds. In this case, the lecturer should contact his or her immediate supervisor to discuss whether the title can be purchased from other funds, such as the degree programme’s allocated funds. Other resources that are intended solely for teaching purposes, such as DVDs, are also purchased from the degree programme’s funds. However, the library can take charge of the acquisition process regardless of how the acquisition is funded.

7. Donations

The library accepts donations to supplement and replace existing stock. Donated items are the property of the library and they can be included in the collection at the library's discretion. The selection criteria are the same as with purchased stock. Only in special cases may separate collections be formed from donated titles. Titles which are not included in the collection can be sent to the National Repository Library, disposed of through paper recycling or made available on the library’s recycling shelf.

8. Collections review

Collections review is an integral part of the library's collection management and it is carried out to ensure that our stocks serve our customers’ needs, are current and easily accessible. We review our collections using statistical information about loans and usage, customer feedback surveys and other forms of feedback. Collections review is a continuous process.
HAAGA-HELIA University of Applied Sciences, Information and Library Services, Information Resources Team
24 March 2014