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You Visit Tour. Perry Library June 1 2017. Photo David B. Hollingsworth

University LibrariesPolicies & Procedures

Customer Service Standards

  • The library patron is the focus of everything we do.
  • The library will treat all patrons in a non-judgmental manner, with courtesy, respect, and efficiency.
  • All library departments will provide a welcoming environment for library patrons.
  • The library will accommodate patrons with special needs requests.
  • Library staff will acknowledge all telephone, email, and in-person requests in a timely manner.
  • Library staff will answer all telephone calls promptly.
  • In the event staff members are unable to help a patron immediately, they will always research the question, follow-up and/or make an appropriate referral.
  • The library will investigate and act to resolve all questions, concerns or complaints in a constructive, positive, and timely manner.
  • The library will continually assess and improve its services.

General Library Use

The services and resources of the Old Dominion University (ODU) Libraries are intended to support the academic, research, and learning experiences of the University community, in an atmosphere conducive to study, reflection and collaboration. Members of the ODU community have first priority to access and use of the facilities, resources, and services of the Libraries.

Behavior that interferes with those using the University Libraries for its intended purposes, or that intimidates, threatens or endangers the health or safety of others is prohibited. ODU students (including their guests) and employees are subject to all provisions of the Code of Student Conduct and Employee Standards of Conduct, respectively. Minors below the age of fourteen must be accompanied and supervised by an adult while using the Libraries. The Libraries participate in the Federal Depository Library Program (FDLP) and adheres to FDLP collection access guidelines.

At the discretion of Libraries staff, individuals whose behavior or conduct interferes with those using the Libraries for its intended purposes may be reported to ODU Police.


  • In order to provide an optimum environment for using the Library, we ask that you turn off cell phones, audible pagers and similar devices when entering the library.
  • If it is necessary to conduct a cell phone conversation, we ask that you do so away from study and research areas, preferably in the front lobby area or outside.
  • Please respect others by keeping conversations at low levels.
  • If such calls disturb other patrons, you will be asked to leave the library for the duration of the call.


Perry Library has two official bulletin boards for the purpose of posting or displaying information relevant to the mission of the University. The bulletin boards are located in the back hallway on the 1st floor, across from the Writing Center. Additional posting areas can be found in the Music Library and the Hofheimer Art Library. The following criteria must be followed for all official and unofficial posting areas in the University Libraries.

The following criteria must be met, or the posting will be taken down without notice.

  • Postings must have a contact name and phone number/email
  • Flyers must be no larger than 11" x 17"
  • A maximum of one flyer per posting area is allowed.
  • Postings may only be posted to the two bulletin boards across from the Writing Center in Perry Library, the bulletin board next to the Help Desk in the Music Library, and the glass posting area in the Hofheimer Art Library.
  • For event flyers, the sponsoring group must be an ODU department or SGA approved student organization or the flyer must have an ODU student or faculty member's contact information.

All bulletin boards will be cleared periodically.


March 21, 2019


The Old Dominion University Libraries maintain the confidentiality of all library borrowing records and of all other information relating to an individual's use of the library's resources and services.

This policy is in accordance with § 2.2-3705(A)(3) and (10) and §2.2-3806(A)(2) and (3) of the Code of Virginia, which addresses the confidentiality of and access rights to library records, with the Old Dominion University 's Student Handbook's "Students Rights and Freedoms," and with the Association of College and Research Libraries statement on "Intellectual Freedom Principles for Academic Libraries."

Except as provided below, the Old Dominion University Libraries may release an individual's library information only to that individual, to another individual with the prior written consent of the individual concerned, or under a lawfully issued subpoena or court order. The concerned individual and/or the individual obtaining the information must provide proof of identity. All correspondence and other communications to library patrons will protect the privacy of their library records.

Library information includes, but is not limited to, an individual's circulation records, address and other registration information, reference or informational questions asked and participation in library-sponsored classes or programs.

Within the Library and the University, access to such information will be restricted to authorized personnel for authorized reasons, as determined by the University Librarian or his/her designated representative.


When the fire alarms sound in the library building:

  • The building is to be evacuated as quickly and safely as possible.
  • Patrons will exit through the emergency stairways on the four corners of the building. The front and back stairways are not considered emergency exits. However if people do use those steps to exit, they are not to be stopped. People should also be directed out the front door if that is the closest exit.
  • Handicapped patrons should be directed to go into the stairwells of the emergency exits and then security or police should be alerted to their location for assistance.
  • Police and/or security will advise staff when it is safe to return to the building.

Room Use

The Perry Library has rooms of various sizes for library- and university-related activities. Use policies are presented here.

CONFERENCE ROOM -- #1310-1311

The Learning Commons Conference Rooms are designed for programs and events open to ODU students, faculty and staff that support learning opportunities and engagement. The use of the room shall be consistent with the educational mission of the University and with the general nature of the facility. Exception to these guidelines may be authorized by the University Librarian, the Head of the Learning Commons & Branch Libraries, the Deputy University Librarian, or appropriate designee.

General Policy for Use of the Room

The academic work of the University shall hold a primary place in the use of the room and all uses for purposes other than the University's academic activities must be arranged so as not to hinder or adversely affect the academic activity.

University facilities shall not be used to promote a political, economic, social or religious cause unless a university group sponsors the cause. No commercial activities shall be permitted without prior permisson from Learning Commons staff.

Specific Policies

Information on room descriptions and setups and available technology can be found on the Learning Commons Conference Rooms page, which also links to the conference room calendar and the conference room request form. The sponsoring group must be an ODU department, campus office, or an ODU student organization registered with the Office of Leadership and Student Involvement. A reservation is required for programs in the conference rooms and requests are submitted through the online form which insures that all needed information is provided. Room requests will be confirmed or denied by Learning Commons staff after determining room availability.

Food and drink are permitted in the room. The requester is responsible for making arrangements with Catering Services for delivery and for ensuring that all remaining food and drink is picked up or disposed of properly by the end of the event. The requester is expected to return the room to its original condition.

The library does not loan equipment or provide staff to operate equipment for programs in the conference rooms. Equipment may be obtained from other sources such as Classroom Central or other University departments. The requestor is responsible for the reservation, delivery, and return of equipment for events. Exceptions to this policy should be discussed with the University Librarian, the Head of the Learning Commons & Branch Libraries, the Deputy University Librarian, or appropriate designee.

The room is not available for use during times the library is closed or when staff is not available. The University Librarian, or designee, is the only person who has the authority to alter the opening and closing times of the facility.

No more than four Activity Hour requests (e.g. Tuesdays and Thursdays 12:30pm-1:30pm during the fall and spring) will be considered for the upcoming semester. For example, during the fall semester you can only submit four Activity Hour reservation requests for the spring semester. If you have more than four Activity Hour requests you will need to submit the remaining requests at the begnning of the spring semester.

Abuse of these policy requirements may result in loss of room use privileges.

October 2019


This room is designed for instruction in the use of library resources and services, including workshops and classes for faculty, staff and students, as well as for in-house training and library committee and team meetings requiring the use of projection and/or multiple computers. Exceptions to this policy may be authorized by the University Librarian, the Deputy University Librarian, or the Head of Teaching & Learning Initiatives.

General Policy for Use of the Room

Room 1306 is used for library workshops, library instructional classes and library staff training purposes. Library instruction takes precedence over all other requests and reservations even if prior reservations have been made for other meetings.

Specific Policies

  • University faculty requests for library instruction are made through the request library instruction online form. Instructional sessions and room assignments are scheduled by library staff; if meeting facilities and instructor are available, confirmation will be sent by e-mail to the requestor.
  • Room 1306 is not available for reservation for classes that are not participating in library instruction.
  • The room is not available for use during times the library is closed or when library staff is not available. The University Librarian, or designee, is the only person who has the authority to alter the opening and closing times of the Library facility.
Please contact Lucy Wittkower, Head of Teaching & Learning Initiatives at lrush@odu.edu with any questions related to Perry Library, Room 1306.

Policy for Use of Libraries Spaces -- Exhibits, etc

The purpose of this policy is to provide guidelines on the use of spaces within ODU Libraries for exhibits, student art shows, performances, receptions and other events that are not organized or sponsored by the Libraries.



The purpose of this policy is to provide guidelines on the use of spaces within ODU Libraries for exhibits, student art shows, performances, receptions and other events that are not organized or sponsored by the Libraries.


Event: includes but is not limited to exhibits, student art shows, performances and receptions

ODU Libraries: ODU Libraries includes Perry Library, Diehn Composers Room and Hofheimer Art Library

Libraries spaces: Perry Library art gallery, DCR reading room, Hofheimer Art Library. The Learning Commons Conference Room is governed under a separate policy and procedure administered by the Learning Commons User Services Manager.


This policy encompasses spaces in the Old Dominion University Libraries as listed above (Section B) and is consistent with University Policy 3200: Use of Facilities and Grounds.


The ODU Libraries are the center of the University's intellectual, cultural and social life. The Libraries, therefore, welcome requests by individuals and groups to hold events and/or display creative works and cultural artifacts in various formats within spaces at the Libraries.

Requests to use spaces within ODU Libraries must be directed to the Library Administration Office. Library Administration reserves the right to approve or decline requests. If a request is approved, the Libraries grant use of space only. All costs associated with events are the sole responsibility of the requestor. The Libraries will not provide financial, logistical or administrative support for events. Examples include but are not limited to paying for and/or coordinating event staff, security, information technology support, marketing, catering, parking, setup, tear-down, and housekeeping.

All items placed in the Libraries are done so at the owner's risk. The exhibitor assumes full responsibility for loss or damage to art works or other artifacts being exhibited or displayed in the Libraries. The Libraries do not assume responsibility for loss, theft or damage to any items being exhibited or displayed. The Libraries does not insure any exhibits. The Libraries do not engage in sale of creative works or in referral for sales. The individual or group granted approval to hold an event within Libraries space will be held financially responsible for any damage that occurs.

Receptions must take place within posted hours at the venue where located. If the location is Perry Library, caterers and/or other delivery services must enter and exit through the loading dock entrance. No red wine, red punch or blue punch may be served at events taking place within the Libraries.

The hanging system in the Perry Library art gallery permits some flexibility in height and positioning of artwork. No nails, hooks, anchors or other suspension devices may be embedded in the walls or columns. Nothing may be glued or fastened directly to the Libraries' walls or columns. Titles of paintings and other works of art may be fastened to the frames or the artwork.

Use of alcohol at receptions and all other events taking place within the Libraries is governed by Old Dominion University Policies #6603 ("University Drug and Alcohol Policy") and #1040 ("Use of Alcoholic Beverages").

Copyright Guidelines & Reserve Materials

The Old Dominion University Libraries Copyright Policy supports and advances the Constitutional principle that the fundamental purpose of copyright is to promote the progress of science and the useful arts through the broad dissemination of information in a manner consistent with current copyright law.


The Old Dominion University Libraries' course reserve system serves to provide required readings and other materials that support the instructional requirements of specific courses. Essential to fulfillment of the fundamental role of the Libraries in the university setting is the confident and lawful exercise of legitimate use rights as set forth in the fair use provision, Section 107 of the United States Copyright Act of 1976.


For institutions of higher education, the cardinal portion of the Copyright Act of 1976 is Section 107, the fair use provision. This section sets forth the factors that must be evaluated in determining whether a particular use, without prior permission, is a fair, and therefore, permitted use. The legitimate and lawful application of fair use rights provides the necessary and Constitutionally envisioned balance between the rights of copyright holders versus societal and educational interests in the dissemination of information.

Section 107 is as follows:

Notwithstanding the provisions of 106 and 106A, the fair use of a copyrighted work, including such use by reproduction in copies or phonorecords by any other means specified in that section, for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship or research, is not an infringement of copyright. In determining whether the use made of a work in any particular case is a fair use the factors to be considered shall include:

  1. The purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
  2. The nature of the copyrighted work;
  3. The amount and substantiality of the portion used in relation to the copyrighted work as a whole;
  4. The effect of the use upon the potential market for or value of the copyrighted work.

All collections of the Old Dominion University Libraries-regardless of format-are purchased by the University for the nonprofit, educational use of students and faculty. All library materials are acquired with the understanding that there will be multiple uses of a limited number of copies. The library frequently pays a premium institutional subscription price for journals, that is many times the individual subscription price, for the privilege of supporting multiple academic users.


Fair use ultimately depends on the specific facts surrounding each proposed use, the following guidelines are intended to provide direction for use of the Old Dominion University Libraries Book Reserves.


  1. All materials placed on reserve will be at the initiative of faculty for the non-commercial, educational usage of students.
  2. Whenever possible, materials for reserve will be owned by the faculty member or the Libraries.
  3. At the end of each semester, reserve materials belonging to faculty members will be returned to them.
  4. There will be no charge for access to reserve materials.

Gift Policy

ODU Libraries will accept donations of physical materials on a case-by-case, limited basis.

While we greatly appreciate the generosity of people wishing to donate physical materials to the University Libraries, we are currently limited on space and staff to process donated books, periodicals, media, and other physical materials. If you feel that your materials support the academic teaching and research mission of the university, please contact Greg Magier (gmagier@odu.edu) of the Scholarly Communication & Publishing Department and provide a list of the items you wish to donate.

Please consult the Head of Special Collections and University Archives (libspecialcollections@odu.edu) if you wish to donate manuscripts, rare books, and University-related collections.

The Libraries adopted a new Gift Policy in March 2018 (updated October 2022) to address accepting gifts of books, journals, media, and resources in other formats offered to the Old Dominion University Libraries general collection in support of teaching, learning, and research needs of University students and faculty. Both monetary donations and gifts-in-kind are essential for enriching the quality and depth of the Libraries' collections. The ODU Libraries welcome and appreciate gifts that support the academic teaching and research mission of the university.

2018.3.21; updated October 2022


This policy addresses accepting gifts of books, journals, media, and resources in other formats offered to the Old Dominion University Libraries general collection in support of teaching, learning, and research needs of University students and faculty. Both monetary donations and gifts-in-kind are essential for enriching the quality and depth of the Libraries' collections. The ODU Libraries welcome and appreciate gifts that support the academic teaching and research mission of the university.

The Libraries' Special Collections and University Archives (SCUA) preserve and make accessible collections and records of historical importance to the university, region, state and nation. SCUA accepts both physical and digital items. SCUA has a separate set of policies and procedures for accepting donations. More information about SCUA policies can be found on the Libraries' website: http://www.odu.edu/library/special-collections.


All gifted materials become property of the ODU Libraries in accordance with the Old Dominion University Foundations Gift In Kind Acceptance Guidelines. The Libraries require donors to contact Libraries staff to discuss their donation in advance and provide a list of the items to consider for donation. Materials transported to the Libraries (including the Perry Library front desk, the branch libraries, or any other Libraries locations) will not be accepted without prior approval or communication with the Head of Scholarly Communication & Publishing, the Head of Special Collections and University Archives, or the Dean of the University Libraries.

ODU Libraries are under no obligation to discuss retention decisions with the donor or other parties. While Libraries recognize that materials may have value to a donor and potential value to an institution, not every collection is a good fit. In most cases, it will not be possible to accept all items in a gift.

Factors considered when reviewing the list of gift books include:

  • the relationship of the materials to Old Dominion University's academic curricula and faculty research interests
  • the strengths and weaknesses of the existing collections
  • the inherent value of the donated items
  • the capability of the Libraries to process and house the materials
  • physical condition of the gift


Books, journals, media, and other materials donated to the Libraries are designated for addition to the collections based on the recommendations by Libraries staff. Gifts to which the donor wishes to add restrictions, such as separate housing, perpetual retention, return of items not added to the collection, or restricted access, are usually not accepted. Exceptions to this policy are considered only in special circumstances, and must be approved by the Dean of the University Libraries in advance of the donation.

Examples of restricted materials include:

  • Materials that are not in good physical condition, e.g., contain mold, substantial tears, stains, water damage or are in any way impaired
  • Materials that require significant restoration or conservation or unique storage, unless accompanied by appropriate funding or if deemed appropriate for Special Collections and University Archives
  • Gifts on which a donor places restrictions that will negatively affect access to and use of the materials
  • Most publisher's samples or desk copies
  • Textbooks and laboratory manuals
  • Popular trade paperbacks
  • Single issues of periodicals or partial runs of bound periodicals, unless they fill gaps in our current collection
  • Outdated, superseded titles.
  • Outdated media formats such as VHS, cassettes, etc.
  • Materials duplicating current holdings
  • Photocopies/facsimiles of original materials


Delivery of accepted donations must be arranged in advance. Materials may be delivered to Perry Library during regular business hours (Mon.-Fri., 9 am - 5 pm) with prior approval by Libraries staff. Alternative delivery times and pick-ups may be possible for larger donations in the local area. Libraries staff may wish to schedule an on-site visit to examine the items before a decision is made. Please note that the Libraries expect donors to bear the cost of transporting items.


The Libraries will maintain a record of the gift using the Libraries' Gift-In-Kind Form. Materials donated to the Libraries are acknowledged upon request via correspondence to the original donor, and a record of the donation maintained. Once accepted and received, gifts will be processed according to priorities established by Libraries staff. Staff will also determine where the materials are housed and how, or if, they will circulate. If a donor wishes to see their donations processed quickly, we encourage them to include a monetary gift that will support expedited processing.

Donors of collections may request to receive confirmation of the number of items donated, not a list of specific titles. Donations to Special Collections and University Archives or born-digital collections not included as scholarly works in the Institutional Repository will require a deed of gift signed by the Dean of the University Libraries.


Federal tax law generally allows individual donors who give non-cash gifts to the University to claim a charitable contribution deduction for the fair market value of the gift. The IRS requires an independent appraisal if a donor plans to claim a charitable deduction above a certain value.

The University Libraries are not permitted by the IRS to give donors an estimate of the value of gifts. Tax implications of gifts are the responsibility of the donor to investigate and the Libraries encourage donors to consult legal, tax accounting, or other professional advisors about the current IRS regulations (www.irs.gov) governing non-cash charitable contributions.


To offer a gift or obtain further information, please contact: Scholarly Communication and Collections Specialist at LibraryGifts@odu.edu

To offer rare books, manuscripts or archival materials, please contact: Head, Special Collections & University Archives at libspecialcollections@odu.edu

To offer monetary donations, please contact: Dean of the University Libraries.

Collection Development Policy

August 1, 2018

I. Purpose of the Policy

I. Purpose of the Policy

The Collection Development Policy identifies and communicates the long- and short-term collection goals and policies of Old Dominion University Libraries. The policy states the principles and guidelines to be followed by librarians and departmental faculty in developing and maintaining balanced collections across disciplines. It also takes into account the mission and goals of the University while being responsive to the changing needs of a dynamic institution. When this policy refers to "collections," it implies all library resources, whether owned, leased, or borrowed, physical or electronic. The Collection Development Policy will be periodically reviewed in order to ensure that its provisions continue to reflect the current requirements of academic programs, research activities, collection needs, and the allocation of resources.

II. University Profile

II. University Profile

Old Dominion University is a metropolitan, public, doctoral research institution. The University comprises seven colleges: the College of Arts and Letters, the College of Business and Public Administration, the Darden College of Education & Professional Studies, the Frank Batten College of Engineering and Technology, the College of Health Sciences, the College of Sciences and the Graduate School. The University offers 69 baccalaureate programs, 60 master's programs, two education specialist degrees, and 43 doctoral programs. More than 50 degree programs are offered by satellite, online, or by video-streaming. Old Dominion University has achieved designation as a Research University (high research activity) from the Carnegie Foundation for Advancement of Teaching. Research and development expenditures total $100 million. The University currently enrolls 19,540 undergraduates, 4,835 graduates, and employs 1,567 faculty members.

III. Mission

III. Mission

  1. University

    University Mission Statement

    Old Dominion University, located in the City of Norfolk in the metropolitan Hampton Roads region of coastal Virginia, is a dynamic public research institution that serves its students and enriches the Commonwealth of Virginia, the nation, and the world through rigorous academic programs, strategic partnerships, and active civic engagement. The university also provides three extended higher education centers in Hampton, Virginia Beach, and Portsmouth.

  2. University Libraries

    The University Libraries promote student and faculty success in learning, teaching, and research. The libraries teams build, manage, and preserve research and information collections; serve the information needs of the ODU community in a welcoming physical and virtual environment; and create and foster collaborative opportunities for research and service.

  3. Collection Development Services

    The Collection Development Services program supports the mission and goals of the University Libraries by evaluating, selecting, and assisting in allocating funds for the acquisition of materials needed to support the University's curriculum, research, distance learning, and other programs. In addition, the Collection Development Team plans and negotiates the purchase of materials to ensure that maximum effectiveness, economy, and flexibility are achieved in the acquisition of materials.

    Services offered by Collection Management include: liaison training, negotiations of resources, approval plan profile management, gift evaluation, de-selection of materials, resource evaluation projects, usage analysis, promotion of collections, and liaison activities with other academic libraries and the Virtual Library of Virginia.

IV. Libraries Profile

IV. Libraries Profile

The Old Dominion University Libraries is comprised of:

  • Patricia W. and J. Douglas Perry Library
  • F. Ludwig Diehn Composers Room
  • Elise N. Hofheimer Art Library

Patricia W. and J. Douglas Perry Library

The Patricia W. and J. Douglas Perry Library is the main library, and it contains most of the Old Dominion University Libraries' collections and services. Perry Library includes an impressive collection of monographs, periodicals, maps government documents, electronic resources, microforms, videos, and other media.

Perry Library contains the Digital Initiatives Center which provides hardware, software, and assistance to faculty, staff and graduate students needing to integrate digital information resources into instruction, research, and coursework. Perry Library also contains the University Libraries' Special Collections and University Archives. Special Collections houses the University Archives, manuscripts, books, and printed material related to Virginia and Tidewater history. Its collection strengths include African-American history, the Civil War, local history, Norfolk school desegregation, politics, military history, and women's history. The University Archives has non-current permanent records of the University, theses and dissertations, oral histories, yearbooks, course catalogs, university publications, and photographs of yesterday and today. The Libraries also has a U.S. Documents Center of Excellence (2018).

F. Ludwig Diehn Composers Room

The F. Ludwig Diehn Composers Room provides services and resources related to the musical collections held by the Old Dominion University Libraries. Types of materials located in the Diehn Composers Room include scores, manuscripts, sound recordings, DVDs and VHSs, reference books, and online resources. Western music tradition is emphasized for faculty research and instruction and for student instructional support.

Music special collections in the Diehn Composers Room include the Contemporary Music Research Collection which supports research leading to the performance of contemporary musical works. The collection's focus is twentieth century postwar composers and their compositions. Although international in scope with no language limitations, the collection concentrates on works of American composers. Another music special collection is the Historical Recordings Collection which contains original 45s, 78s, and LPs that would be of interest to the researcher in music history. In addition, the Diehn Composers Room contains the New Music Performance Collection which is a cooperative project of the Virginia Tidewater Consortium libraries to serve music faculty members who incorporate new music in their teaching. The goal of the New Music Performance Collection is to develop a collection of scores that provide opportunities for students to perform new music. Most materials in the collection are suitable for performance by undergraduate level ensembles. Perry Library houses both periodicals and books (both general and reference) on music topics.

Elise N. Hofheimer Art Library

The Elise N. Hofheimer Art Library supports research and instruction in art history, graphic arts, visual studies, art education, architectural history, photography, arts and crafts, sculpture, and painting. The Art library also provides scholarly support for the Baron and Ellin Gordon Art Galleries and the Barry Art Museum (which is expected to open in August 2018). In addition, the Art Library provides a collection of over 10,000 volumes, 23 periodical subscriptions, online resources such as ArtsStor and Art FullText. The Chrysler Museum of Art Library is also located in this same building. Perry Library houses retrospective volumes and some older editions of books on art topics.

V. Collection Priorities

V. Collection Priorities

The University Libraries' collections will directly reflect and support its mission and the goals of the University. Specifically, the priorities for building balanced collections across disciplines include:

  • Providing university-level scholarly resources that support the academic programs and faculty research interests. Collections will reflect diverse viewpoints and areas of scholarship.
  • Affirming the University Libraries' commitment to enabling every person to engage in the lifelong pursuit of knowledge by supporting the open exchange of ideas, innovation, intellectual freedom, diversity, and equitable access to information.
  • Continuing the University Libraries' tradition of meeting curricular changes and intellectual demands with thoughtful innovations that build on past achievements.

In carrying out its collection development activities, the University Libraries adhere to the principles expressed in the following statements from the American Library Association's Library Bill of Rights: "Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.... Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval." (see Appendix I)

VI. Collection Development Responsibilities

VI. Collection Development Responsibilities

The Collection Development Librarian, the University Libraries' liaisons, and the University's faculty have responsibility for collection development from the point of selection to withdrawal. The Collection Development Librarian has responsibilities for the Collection Development Program, assisting with the materials budget, and contract/price negotiation. In addition, this position is responsible for liaison training, collection assessments, selection and de-selection of materials, serials cancellation projects, approval plan development, new program proposals, collection promotion, and liaison activities with the faculty, other academic libraries, and the Virtual Library of Virginia (VIVA). The Collection Development Librarian also serves as the leader of the Collection Development Team.

  1. Liaisons

    The Research department Librarians serve as liaisons and have discipline assignments according to their subject expertise. Liaison responsibilities include: selecting and de-selecting materials in all formats; monitoring and expending allocations; writing and revising subject collection development policy statements; assessing collections; monitoring the approval plan and recommending revisions to the profile; evaluating gift receipts; evaluating serial subscriptions and participating in serial cancellation projects; establishing and maintaining good communication with academic departments and each department's library representative; providing bibliographic expertise with grant proposals, accreditation reports, and new program proposals; promoting collections and serving on the Collection Development Team.

  2. Faculty Representatives

    The major responsibility of the faculty representative is the coordination of requests and expenditures from the department's book budget. The faculty representative is expected to keep colleagues informed and updated on library policies and procedures, communicate book budget allocations, provide input into the collection development policy statement, recommend items for purchase, assist in evaluating materials, and recommend modifications to the approval plan. The faculty representative is responsible for notifying the liaison of changes in the curriculum, new research interests among faculty, and other developments that may affect the collection development program.

  3. Collection Development Team

    Members are appointed by the University Librarian and all liaisons are members. The Collection Development Librarian serves as the team leader. The major functions of the Council are to advise on broad collection development issues and make recommendations on the purchase of new resources. Collection Development Team work has included evaluating and cancelling serial subscriptions and enhancing the training program for liaisons.

  4. Faculty Senate Library Committee

    As stated in the Faculty Senate Handbook, the University's Faculty Senate Library Committee supports the mission of the University Libraries in meeting the instructional and research needs of students and faculty by:

    1. Identifying and addressing issues affecting the ability of the Library to carry out its mission,
    2. Determining the adequacy of Library resources,
    3. Ensuring the adequacy of communication between the Library and students, faculty, and administrators, and
    4. Advising the University Librarian on the allocation of resources for collection material and services, especially in light of changes in the information industry.

    Membership on the Faculty Senate Library Committee is approved by the Faculty Senate with one of its senators serving as chairperson. The Committee is composed of six faculty members (one from each college), one librarian selected by the University Librarian, and the University Librarian serving as ex-officio. Each fall, this group discusses and approves faculty allocations recommended by the University Librarian. After several years of cancellations, there is no longer a standard formula for department allocations. Further book funds have frequently been transferred to cover costs for new subscriptions at the department's request (previous criteria included: average cost of a book in a discipline; number of student FTEs; number of faculty FTEs; past spending patterns; number of books treated on the approval plan in a discipline; and offering of advanced degree programs by a department).

VII. Materials Budget

VII. Materials Budget

Funding for the University Libraries' comes from the Commonwealth of Virginia through Old Dominion University. An additional 3%-5% of financial support comes from local endowment earnings. The University Libraries' materials purchases are supported from a number of endowment funds. These endowments are the Alice R. Burke Endowment (political science), the F. Ludwig Diehn Endowment (music), the Elise Hofheimer Art Library Materials Fund (fine arts), the Clymer Library Endowment (library materials), the Annette M. Hibbs Library Purchase Endowment, the Dunvegan Foundation (Scottish materials), the Seeley Library Fund Endowment (no subject restriction), and the Bain Library Fund Endowment (no subject restriction).

VIII. Cooperative Collection Development

VIII. Cooperative Collection Development

In addition to the University Libraries' Commonwealth funding and endowment earnings, the Virtual Library of Virginia (VIVA) provides the University Libraries access to thousands of digital resources. The Virtual Library of Virginia is the consortium of nonprofit academic libraries within the Commonwealth of Virginia. Members include all of the 39 state-assisted colleges and universities (the 6 doctoral universities, 9 4-year institutions, and 24 community and two-year branch colleges), as well as 33 of the independent (private, nonprofit). The Virtual Library of Virginia comprises two major components: 1). Enhanced support of resource sharing of Virginia's exceptional print and microform collections; and 2). Shared access to online library resources and improved coordination of collection development throughout Virginia. VIVA's mission is to provide, in an equitable, cooperative and cost-effective manner, enhanced access to library and information resources for the Commonwealth of Virginia's nonprofit academic libraries serving the higher education community.

VIVA is funded by the Virginia General Assembly and augmented by local institutional library budgets and some outside grants. Funding is allocated to VIVA on a biennial basis. In addition to VIVA, occasionally, the University Libraries participates in non VIVA partnership purchases with other institutions of higher education in order to expand access to scholarly materials and optimize funding.

IX. Collection Development Criteria

IX. Collection Development Criteria

General Criteria

The University Libraries acquire or provide access to a wide variety of resources in print, electronic, and media formats. Emphasis is on selective acquisitions of current materials. With the increasing output of new literature in every field, it is cost effective to purchase these materials at current prices when they are readily available. Emphasis is on the electronic format for periodicals, reference materials, and research collections. Liaisons evaluate potential acquisitions on numerous criteria, including but not limited to:

  • quality of material
  • scholarly level
  • relationship of subject matter to the academic, research, or service programs
  • authority
  • currency
  • language
  • historical value
  • price
  • expectation of use
  • similar material in the collection

For the journal collections, reference resources, research collections, and media purchases, emphasis is on electronic formats to best serve distance learners with 24/7 access. The University Libraries secures access to information through direct licensing from authorized providers and by utilizing connections to free resources. Selection criteria specifically applicable to digital formats include but are not limited to:

  • uniqueness and comprehensiveness of information
  • currency and validity of information and frequency of updates
  • enhanced content, additional functionality, availability of site license
  • cost effectiveness of access
  • archival access
  • copyright and fair use, including interlibrary loan privileges
  • confidentiality and privacy provisions for all library patrons
  • availability of usage statistics based on accepted standards
  • legal issues, including licensing requirements and restrictions
  • reliability of vendor or publisher in providing customer and technical support, training, etc.
  • reputation and authority of publisher
  • user demand
  • access via IP authentication rather than by password
  • technical support for storage and delivery of locally hosted content

Specific Selection Criteria

1. Monographs

  1. Cloth Editions

Are preferred because the University Libraries' collection is a permanent collection. Cloth editions are generally published before paperback editions and generally allow for ease of rebinding.

  1. Paperback Editions

Paperbacks are collected when it is the only format available. In addition, paperback editions are collected when there is a substantial price difference between the paper and the cloth edition.

  1. Multiple Imprints

The University Libraries will not acquire more than a single imprint in cases when a book is published simultaneously in two or more places, but with different imprints. In most cases, the U.S. edition is the preferred edition. Substantively different editions may be collected.

  1. Abridged Editions

Unabridged editions are preferred over abridged editions. Exceptions can be made when the original edition is no longer available.

  1. Reprint Editions

Reprints are sometimes purchased when the original editions are no longer available or are too costly. Exact facsimile reproductions are very expensive and generally not collected. Exceptions can be made by consultation with the Collection Development Librarian.

  1. Loose-leaf or Spiral Editions

Spiral or loose-leaf formats are not preferred formats. Important materials that are available only in these formats will be collected.

2. Duplication of Materials and Multiple Copies

The University Libraries generally purchases only single copies. Exceptions to this guideline may be made when: 1) Reference or research responsibilities at multiple sites require duplication of core works, 2) Reserve materials are required at more than one site, and 3) Unusually high demand warrants additional copies (or users).

3. Faculty Authors

A copy of monographs written by Old Dominion University faculty members will be acquired. An ODU Faculty authors approval profile fulfills most ODU author works as soon as published.

4. Languages of the Collection

The collection is predominantly English. Foreign language materials will be acquired to support the teaching mission of the University and to support specific curricular needs.

5. Dissertations and Theses

The University Libraries is the depository for dissertations and theses produced by Old Dominion University students. Online copies are submitted to the ODU Digital Commons.

Theses and dissertations not written at Old Dominion University are not generally collected. Electronic copies of theses and dissertations (including the University's) from 1997 forward are available through ProQuest's Dissertations & Theses Full-Text databases. Other copies may be available through interlibrary loan.

6. Pamphlets

Pamphlets, booklets or brochures are generally not collected.

7. Government Documents

In 1963, Old Dominion University became a selective depository for United States Government Documents. The collection has now been reduced to a Special Center of Excellence, expected to open on the second floor in August 2018.

8. Music Scores

The University Libraries collects scholarly anthologies and collected editions of composers; study, full, and reference scores for orchestra, chorus, and chamber music; as well as performance editions (e.g., sets of parts) for chorus, solo instruments, and chamber music. Operas, oratorios, and other dramatic works are collected in both full and vocal score. In addition to direct ordering, scores are acquired from Harrassowitz on an approval plan.

9. College Textbooks

Textbooks will be added only if they constitute a unique source or serve a specific research purpose.

10. Replacements

Lost, damaged, or missing items are not automatically replaced. Instead, they are evaluated based upon collecting priorities and usage data. If damaged or lost materials in obsolete formats are determined to be important to the collection, the University Libraries will attempt to replace such materials. If no exact replacement can be found, a similar but not exact item may be purchased as a substitute.

11. Continuations and Standing Orders

Materials published once a year or less are considered continuations. Annuals, biennials, and other publications, which are identified by a liaison as an appropriate title may be placed on standing order. Standing Orders ensure that materials are acquired as soon as published and that all volumes in a series are included. Materials requiring only occasional updating should be firm ordered. Consideration is given to the usefulness of the title, frequency of publication, format, and availability of discounts.

12. Periodical Reprints

Collections of journal articles published as monographs may be purchased when the University Libraries does not own the journal or when the selection covers a particular subject.

13. Manuscripts, Oral History Materials

These materials are generally not collected for the general collection, but are represented in Special Collections and University Archives and in the Art Library.

14. Microforms

Decisions to purchase microform material should be made by the liaisons in consultation with the Collection Development Librarian. The Library has only a couple of remaining microform subscriptions as most resources have moved to online formats.

15. Media

It is the intent of the University Libraries to provide students, faculty, and other library users with a variety of carefully selected educational programs and resources in various media formats. Media materials will be considered for acquisition if they support a University course or support a University program. Course-specific media will be given the highest priority, and course enrollment may also be a factor in considering a purchase. The acquisition of media titles is governed by the following criteria:

  • quality of material (subject content/audio/video/other presentation factors)
  • compatibility of the media with the present collection and available hardware
  • perception of the lasting value of the media
  • user level (appropriate to known academic needs)
  • curriculum relevance (for teaching, supplementary learning or "source material research)
  • authoritativeness
  • language (English spoken and/or subtitle)
  • price
  • user demand
  • licensing or subscription requirements compatible with user needs and commonwealth procurement regulations
  • reliability of vendor or publisher in providing customer and technical support, training, etc.
  • reputation and authority of publisher or vendor.

Media formats acquired by the University Libraries include videocassettes, compact discs, and digital video formats (DVD) including streaming videos. Other formats may be purchased in consultation with the Collection Development Librarian. Formats excluded from acquisition (including gifts) are 8mm film; film loops; reel-to-reel tapes; 8-track cartridges; 33 1/3, 78, and 45 rpm phonograph records; art prints; and filmstrips. Replacement of lost or damaged media will be made on a title-by-title basis.

16. Gifts

The University Libraries welcomes gifts of books, journals, and other media that strengthen and add depth to it collections. Selection standards and guidelines for both purchased and donated materials are the same. Once accepted, the University Libraries reserves the right to decide on the final disposition of gifts. ODU Libraries Gifts Policy

X. Subject Collection Development Policy Statements

X. Subject Collection Development Policy Statements

Liaisons develop subject collection development policy statements for disciplines supporting the University's teaching and research activities. Collecting levels of density and intensity are defined in Appendix II. Discipline policy statements are revised whenever a major change has occurred in an academic program.

XI. Weeding

XI. Weeding

Periodic weeding of the collection ensures that collections remain current, authoritative, and match user needs at Old Dominion University. Note: As of 2014, VIVA implemented a monograph retention project of unique holdings at each of the Virginia universities. ODU is completing a list and will mark catalog records to indicate titles to be retained in ODU collections. In 2017/18 the Libraries weeded significant portions of the bound journal volume collection.

  1. Liaisons may use the following criteria when evaluating material to be weeded:
  2. Collection level: How vital is the item for Old Dominion University coursework and research? Is it a popular work?
  3. Intrinsic value: Is the item a seminal work in its field?
  4. Format: Is the format obsolete? Should it be updated to newer technology?
  5. Duplication: Is demand sufficient for multiple copies of the item? Would replacing the item be expensive or hard to do?
  6. Physical condition: Can a damaged item be repaired? Should it be replaced?
  7. Research value: Are older materials still valuable for research interests? Is the information still correct? Superseded?
  8. Edition: Is the edition of an item held by the library superseded by a newer edition or format (e.g. online) ? Does the older edition contain useful information or articles not available in the newer version?
  9. Textbook: Textbooks are not normally collected or maintained by the University Libraries. Is the book over 10 years old? Do we have a newer edition?
  10. Completeness: Is the item part of a set or series of which the library does not have a complete run?
  11. Uniqueness: Is the item held only by Old Dominion University?
  12. Usage: Has the item been checked out frequently or recently (within the last 20 years)?

Withdrawal of library materials must be approved by the Collection Development Librarian.

XII. Preservation

XII. Preservation

The University Libraries endeavor to protect the physical integrity of materials in the collection through conservation measures, such as temperature, humidity, and dust control. In addition, appropriate means will be taken to preserve identified items in the collection through such means as binding, micro-or digital reproduction, and acquisition of a duplicate copy.

Appendix I

Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

II. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

V. A person's right to use a library should not be denied or abridged because of origin, age, background, or views.

VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted June 19, 1939. Amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; and January 23, 1980; inclusion of "age" reaffirmed January 23, 1996, by the ALA Council.

Appendix II

Levels of Collection Density and Collecting Intensity

The code levels defined below are designed for use in identifying both the extent of existing collections in given subject fields (collection density) and the extent of current collection activity in the field (collection intensity.

1. Minimal Level

A subject area in which few selections are made beyond very basic works.

1a. Minimal Level, Uneven Coverage: Few selections are made; there is unsystematic representation of the subject.

1b. Minimal Level, Even Coverage: Few selections are made; basic authors, some core works, and a spectrum of ideological views are presented. Can support fundamental inquiries.

2. Basic Level

A highly selective collection which serves to introduce and define the subject and to indicate the varieties of information available elsewhere. It includes major dictionaries and encyclopedias, selected editions of important works, historical surveys, important bibliographies, and a few major periodicals in the field.

2a. Basic Level, Introductory: The emphasis at this level is on providing resources that introduce and define a subject. A collection at this level includes basic reference tools and explanatory works, historical descriptions of the subject's development, general works devoted to major topics and figures in the field, and selective major periodicals. This level is only sufficient to support patrons attempting to locate general information about a subject or students enrolled in introductory level classes.

2b. Basic Level, Advanced: At the advanced level, basic information about a subject is provided on a wider range of topics and with more depth. There is a broader selection of basic explanatory works, historical descriptions, reference tools, and periodicals and indexes that serve to introduce and define a subject. Access to appropriate electronic bibliographic databases, a selection of editions of important works, and a greater quantity and variety of materials is typical.

3. Study Level

A collection that is adequate to impart and maintain knowledge about a subject in a systematic way but at a level of less than research intensity. The collection includes a wide range of basic works in appropriate formats, a significant number of classic retrospective materials, complete collections of the works of more important writers, selections from works of secondary writers, a selection of representative journals, access to appropriate electronic resources, and the reference tools and fundamental bibliographic apparatus pertaining to the subject. At this level, the collection is adequate to support independent study and most learning needs of undergraduate and some graduate instruction.

3a. Basic Study Level: A collection at this level provides resources adequate for imparting and maintaining knowledge about the basic or primary topics of a subject area. The collection includes the most important primary and secondary literature, a selection of basic representative journals/periodicals, and subject-based indexes, which are the fundamental reference and bibliographical tools pertaining to the subject. Collections at the basic study level support lower division undergraduate classes, as well as some of the basic independent study needs of the lifelong learner.

3b. Intermediate Study Level: A collection at this level provides resources adequate for imparting and maintaining knowledge about the basic or primary topics of a subject area. The collection includes a broad range of basic works in appropriate formats, classic retrospective materials, all key journals on primary topics, selected journals and seminal works on secondary topics, access to appropriate machine-readable data files, and the reference tools and fundamental bibliographic apparatus pertaining to the subject. These materials are adequate to support advanced undergraduate course work. It is not adequate to support master's degree programs.

3c. Advanced Study Level: The advanced subdivision of level 3 provides resources adequate for imparting and maintaining knowledge about the primary and secondary topics of a subject area. The collection includes a significant number of seminal works and journals on the primary and secondary topics in the field, a significant number of retrospective materials, a substantial collection of works by secondary figures, and works that provide more in-depth discussions of research, techniques, and evaluation. This collection level can support master's degree programs.

4. Research Level

A collection that includes the major published source materials required for dissertation and independent research, including materials containing research reporting, new findings, scientific experimental results, and other information important to researchers. It is intended to include all important reference works and a wide selection of specialized monographs, as well as a very extensive collection of journals and major indexing and abstracting services in the field. Pertinent foreign language materials are included. Older material is usually retained for historical research and actively preserved. A collection at this level supports doctoral and other original research.

5. Comprehensive Level

A collection in which the library endeavors, so far as is reasonably possible, to include all significant works of recorded knowledge (publications, manuscripts, and other forms), in all applicable languages, for a necessarily defined and limited field. This level of collection intensity is one that maintains a "special collection"; the aim, if not the achievement, is exhaustiveness. Older material is retained for historical research with active preservation efforts.

See also: Collections Disclosures

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