ALLOCATION OF FUNDS
The framework within which funds are allocated (with the exception of special collections which depend upon endowments and the Government Documents collection which is classified separately), is the subject divisions of the Library of Congress Classification system.
Types of Funds
The Library has three types of funds available to it for materials purchased:
NOTE: Of special consideration is the fund which students have directed to the Library through a voluntary donation scheme. It is expended on the types of materials and equipment which the students decide by referendum. At present we have agreed to focus on the issue of an "electronic library" and thus are purchasing services, materials and equipment which meet this definition.
The generous donations from the students have allowed the Library to add many titles to the collection, and to use and evaluate various types of new information technology.
Factors to be considered in annual allocations
The following are the factors which will be taken into account when deciding upon the amount of money to be allocated for each subject area.
Allocation to subject areas for the purchase of Library materials will be made each year and the information made available to the University community as soon as possible after the University budget is known. The University's budget year is from May 1 to April 13 and material is ordered and encumbered accordingly.
The balance between materials which require on-going financial commitments and those which are one-time purchases will be monitored carefully, both on a subject-by-subject basis and on a whole Library level.
It is our goal to maintain a core of serial titles in each subject area, but the number of titles will vary depending on the subject and on the availability and cost of alternate forms of content delivery.
Note: In 1996-97, approximately 68% of the materials budget is necessary to maintain our on-going commitments.
Funds for document delivery on an as-needed basis will be considered part of the collections budget and materials will be delivered at no charge to students. This includes the Interlibrary Loans service and materials which are delivered through document delivery.
Faculty and staff will have access purchased by the Library to document delivery services but will pay any charges for the actual delivery of material.
The Librarians, after consultations with faculty, and through the Library's Collection Development Committee, will make recommendations to the University Librarian concerning the allocation of funds to subject areas in May of each year following the announcement of the University budget. The on-going assessment and description of each subject area and the levels of collecting intensity will form the basis for the annual allocation.
Timing of encumbrance and expenditures
The Library attempts to ensure a regular system of ordering, receiving and paying for Library materials, while dealing with large number of suppliers and agents around the world. It is important that materials arrive well in advance of end-of-year deadlines, and thus the timely ordering of titles is of great importance.
In order to accomplish this the Library plans to have approximately 50% of materials funds committed by the end of September, 85% by the end of December and 100% by February 15. This will allow sufficient time for delivery and payment of materials before the end of the fiscal year.