• Final decisions regarding acquisition and accessibility will be made by the joint library faculty. Funds for databases come from the Access budget.
• Content should be such that computerized searching renders it much more accessible than if published in a print format.
• Logon and searching procedures should be simple enough to allow first-time users some immediate success without staff help.
• Location of installation should not impede the use of other computerized databases and should be readily accessible to all authorized users.
• Required hardware and support service must be feasible in terms of library and ITS expertise and staff time.
• Cost should be significantly lower than a comparable print publication or must be justified by added value.
• Remote access should be a consideration.

• The availability of usage statistics from the vendor should be a consideration so that future use can be monitored.

• Gifts become the property of the library, which has all rights of disposition. Gifts are generally fully integrated into the collection.
• Gifts are acknowledged by the director or his or her designate, but appraisals of monetary value are not offered as case law recognizes this as a clear conflict of interest.

Periodically, the Collection Development Coordinator will analyze the library collection to determine its strengths, weaknesses and areas needing improvement. The analysis will review the age and circulation levels. It will also compare the collection to specified core and benchmark collections.

The Collection Development Coordinator will provide collection analysis for specific departments in coordination with the liaison librarian.

Circulating materials are mended or repaired in-house, sent out for binding or replaced as necessary.

The librarians weed several hundred items annually. Damaged, worn, and outdated titles are prime candidates for removal from the collection. Library faculty take this responsibility seriously and recommend titles for removal only after adequate investigation as to their potential continued value to the collection. Some cases require the involvement of teaching faculty. The library liaisons work through their respective departments in such cases.

• A quality Christian education requires that students have opportunity to study and gain understanding of a wide diversity of intellectual and artistic viewpoints and expressions, including those that are not in agreement with the Christian faith.
• The inclusion of a particular work in the Murray Library collection does not imply college endorsement of any portion or all of the content of that work.

Commitment to the above tenets does not, however, suggest that there are no limits to the intellectual and artistic expressions that ought to be included in the Library collection. For example, a work that is exploitative, gratuitous, or unworthy of serious scholarly reflection ought not to be included. Obviously, there will be gray areas where there may not be campus-wide agreement concerning a particular work judged by some to be controversial. In light of that, the following procedures and guidelines will be operative. Since the Library collection is intended to support the instructional program of the college, the faculty will bear primary responsibility for requesting Library acquisitions, keeping in mind the following guidelines in cases of works that may be considered controversial:

• The work should be integral to the instructional program, providing a resource that is judged to be important for teaching the college curriculum.
• The work shall be judged to be worthy of serious study and scholarly reflection.
• The work should provide insight into the human condition, with potential to give students a greater understanding of the world in which they live, in a manner that is not exploitative, gratuitous or sensationalistic.
• If the work contains materials that may be offensive to Christian sensibilities, the overall educational importance of the work must be more significant than the potential offensiveness of some aspects of it.

The above guidelines are not to be used in any simple check-list fashion since they allow for some differing judgments by persons having equally good intentions. Therefore, legitimate questions may still arise as to the appropriateness of acquisition or maintenance of a given work. Such a question may be raised by a faculty member contemplating such an acquisition prior to requesting purchase by the Library. In this case, the faculty member shall discuss the potential purchase with the Library Director. Based on this discussion, the Library Director shall make a final decision, which shall be one of the following options:

• The work shall be included in the Library shelf collection.
• The work shall only be available in a permanent reserve collection in the Library.
• The work shall not be purchased by the College.

• The work is suitable for the Library shelf collection.
• The work shall be moved from the Library shelf collection to the permanent reserve collection in the Library.
• The work shall be withdrawn from the College collection.

This policy is designed to augment and complement the Library's general Collection Development Policy, specifically treating the reference collection. General guidelines on issues such as relevance, potential usage, timeliness, accuracy, language and format, currency vs. retrospective emphasis, and cost are addressed in the general policy. Both are intended to support the College's goals and objectives. As with the General Collection, the Reference Collection is intended to serve the needs of the Library's primary patron group--the students, faculty, administration, and staff of Messiah College.

The Reference Collection covers most, if not all, subjects covered by the general collections. It is intended to be balanced and to support the curricula of the College.

There is no clearly defined size for the Reference Collection. However, prevailing demand, changes in the curriculum, student enrollment in various curricula, and, to a lesser extent, the physical and architectural constraints of the Library serve as guidelines to the relative growth of the collection and growth rates of certain areas within the collection.

While any member of the library faculty can add individual items to the Reference Collection as deemed necessary to support the needs of their liaison departments, the overall size of the Reference Collection is the responsibility of the Public Services Coordinator. Thus, additions of significant numbers of materials (e.g., a new series; the equivalent of a shelf of books) are made in consultation with her/him.

In general, materials included in the Reference Collection exhibit some if not all of the following characteristics:
• they concentrate on facts and are designed by arrangement and treatment to be consulted for specific items rather than to be read from beginning to end;
• they are comprehensive in scope, but condensed in treatment;
• they follow an alphabetical, tabular, classified, geographical, chronological, or topical arrangement;
• they are needed to regularly answer reference questions.

Languages: While there are no specific exclusions, as with the majority of the materials in the Murray Library, the majority of materials in the Reference Collection are in English. Reference works in languages other than English will only be acquired when no other comparable reference source is available in English AND when the use of such a work by our primary user group can be argued.

Currency: The most recent editions of standard reference works will be included in the Reference Collection. Superseded editions will be either weeded from the collection or trans-fered to the main stacks (circulating collection). This will be decided on a title-by-title basis.

Among the materials included as part of the Reference Collection are both general and specialized periodical indexes and abstracts, whether in print, CD-ROM, or networked format (e.g., FirstSearch).

Internet resources attached to the Library's home page, with the exception of those linked under "Resources by Subject," are considered Reference materials.

Treatment of other specific types of materials is addressed in the addendum: Treatment of Some Types of Materials.

• Reference materials are acquired in a variety of formats: traditional print formats, microforms, and electronic (CD-ROM; Net-based; dial-up). As a rule, a decision to purchase or not purchase a reference work will not be made solely based on format. The substantial portion of the Reference Collection continues to be in print format.
• Selection preference is given to materials in the format most practical for retaining, preserving, and making available to the Library's patrons.
• Serials/Series: Due to space consideration, series will only occasionally be included as part of the Reference Collection.
• Electronic: In general, electronic format should be considered when other library resources are insufficient in terms of currency, ease of use, accessibility or completeness of subject covered. Evaluation of current print sources should be done before new electronic products are purchased or recommended. Whenever possible and practical, electronic products should be previewed before purchase.
• Electronic products designated as reference should be compatible with and accessible using hardware and software in the Library public service area.
• Remote use (unmediated use) of some products may be difficult without a consultation appointment (i.e., without help from a reference librarian). If no mediation is available or necessary AND the product does not meet the general criteria for reference collection materials, the product should go to general circulation.
• All purchased electronic reference materials, regardless of format, will be catalogued. Whenever possible, full cataloguing records downloaded from OCLC will be used.
• For further documentation on treatment of electronic resources, see: Criteria for Selection of Electronic Products (addendum to the general Collection Development Policy) and Responsibilities and Procedures for Handling Electronic Reference Resources (addendum to the Reference Collection Development Policy).

Duplication of reference material is usually avoided. Exceptions include style guides, some dictionaries, and thesauri.

Whenever possible, if another unit on campus already owns an item and library use of said item is expected to be minimal, arrangement should be made with the owner to allow access to occasional patrons. (However, the presence of a reference work somewhere else on campus does not preclude Library purchase of it, if warranted.)

Heavy wear on an item may justify duplication. Duplication of printed materials with electronic versions is an increasingly untenable luxury. Purchase of the electronic version of an already held print resource should be done sparingly and a decision to weed or retain the print version should be made. Decision to cancel print versions in favor of online versions is made title by title based primarily on use, availability and cost.

• All librarians are responsible for selecting materials for the Reference Collection. In particular, the liaison librarians are responsible for selecting materials in their general areas, in consultation with the faculty of the liaison department and, when necessary, with the other librarians. The Public Services Coordinator, in consultation with the other librarians, will select in those areas not specifically falling under the purview of any specific liaison area (e.g., LC classifications A, Z), although other librarians may also select in areas outside of their immediate liaison areas, in consultation with the Public Services Coordinator.
• As a general rule or guideline, reference materials over $500 to be purchased out of general funds (as opposed to liaison or departmental budgets) should be brought to the Reference Group for input and/or approval.
• For major General Reference materials, whenever possible products should be evaluated by the librarians during a specified period of time before a group decision to purchase is made. A group decision should be made before the new budget is set in the spring.
• For major specialized Reference materials, products should be recommended by departmental faculty or liaision librarian and evaluated by both.
• Decisions on Internet resources to be attached to the Library home page are made by the Reference Group.

While weeding of individual volumes can be done at any time, the Reference Collection should be evaluate at least every 3 years to identify outdated materials or duplicated materials; to identify gaps; to identify worn and/or damaged materials in need of replacement; and to identify materials that might better be used in another format.

It is the Public Services Coordinator's responsibility to see that the evaluation takes places although s/he is not responsible for actually evaluating and weeding the entire Reference Collection. Liaison librarians are responsible for weeding in their general areas, in consultation with the faculty of the liaison department and, when necessary, with the other librarians. The Public Services Coordinator, in consultation with the other librarians, will weed those areas not specifically falling under the purview of any specific liaison area (e.g., LC classifications A, Z).

While evaluation of electronic products is an ongoing process, evaluation at regular intervals will be conducted as follows:

• Stand-alone electronic products in liaison areas should be evaluated at least every three years when other reference products in the liaison area are being evaluated.
• Annually, the Library faculty will review all current electronic subscriptions to recommend their retention or cancellation. Subscription retention will be based on cost, adequacy of coverage, comparative usage, service history, and availability of alternatives.
• After a new or existing product as been tried out for at least one year, the retention or cancellation of the corresponding printed version will be reviewed based on the following criteria: departmental faculty feedback, user demands, ownership and licensing restrictions of the electronic product, and reliability of the producers.

Almanacs (general): The most current edition of each general almanac is housed in Reference Collection. Preceding editions of one almanac are transfered to the main stacks; preceding editions of other almanacs are weeded. Cycle: annual; standing order

Atlases: generally, in Reference Collection, with oversized atlases being housed in the atlas case. A few general world, U.S., and Bible atlases should be housed in main stacks for circulation. Rand McNally Road Atlas: United States: Cycle: annual; standing order

Bibles: In addition to a significant number of versions of the Bible in the main stacks, one copy of each of the major English translations are kept in the Reference Collection. Concordances for these translations are also acquired and housed in the Reference Collection. Selection of materials to be kept in Reference is made in consultation with the Bible Department.

Bibliographies: generally housed in the main stacks.

College and Graduate School Directories (e.g., Barron's, Peterson's): In Reference. The Library retains a recent set of the Peterson's graduate school directories; the previous edition is withdrawn and given to the Career Center. The Library also retains recent editions of several general American college directories (e.g., Barron's, ACE, College Blue Book), staggering their purchase to ensure that a new edition of one is received each year.

Cycle (Peterson's Graduate School Directories): annual; standing order

Cycle (College directories): 2 years (for regularly published items); standing order

Commentaries: Several sets of commentaries are kept in Reference. Selection of these is made in consultation with the Bible Department.

Concordances: see Bibles

Database Manuals: Documentation for using Reference databases, whether for stand-alone (e.g., CD-ROM) resources or networked resources such as FirstSearch and Dialog, will be maintained in the Reference Collection.

Dictionaries:

English: At least one one-volume, standard English desk dictionary no more than 4 years old will be housed at each of the dictionary stands in the library. Additionally, copies will be housed in the Reference Collection.

Non-English: In Reference Collection. In most cases, language dictionaries should include English translations. They will represent all languages for which there is a need/use on campus (that is, in addition to those languages taught by the Foreign Language department, also languages potentially used by international students, music students translating sung texts, etc.)

Directories: In general, directories (e.g., of associations; travel and lodging) are housed in the Reference Collection. Superseded editions, if deemed of continuing value, are transfered to the main stacks.

Encyclopedias: The Library receives 3 major general encyclopedias: Encyclopedia Britannica; Encyclopedia Americana; and World Book. Each is updated periodically (see cylces below), purchase of updated versions being staggered among the three titles. The exception is the electronic version, which is updated annually. In each case, the previous edition is transfered to the main stacks. Earlier editions are weeded. (Occasionally, donation of the preceding edition to a needy organization may supersede this policy.)
Cycle: 3 years; standing order (World Book); 5 years (Encyclopedia Britannica, Encyclopedia Americana)

Field Guides (e.g., Peterson's guides): generally housed in the main stacks. Occasionally, copies of ones of broad interest may also be maintained in Reference.

Graduate School Directories (e.g., Peterson's): See College and Graduate School Directories.

Indexes: housed in the Reference Collection. Paper periodical indexes are shelved separately at the end of the Reference Collection.

Lab Handbooks: generally housed in the main stacks.

Statistics: In general statistical sources are housed in the Reference Collection. Statistical Abstract of the United States: Cycle: Annual; standing order

Style Manuals:

APA: One copy of the latest edition is kept at each dictionary stand, one in the Reference Collection stacks, and one at the Reference Desk. The preceding edition is transfered to the main stacks. All earlier editions are weeded.

Chicago Manual of Style: One copy of the latest edition is kept in the Reference Collection stacks, one copy at the dictionary stand near the Reference Desk.

MLA: One copy of the latest edition is kept at each dictionary stand, one in the Reference Collection stacks, and one at the Reference Desk. The preceding edition is transfered to the main stacks. All earlier editions are weeded.

Turabian: One copy of the latest edition is kept in the Reference Collection stacks, one copy at the dictionary stand near the Reference Desk.

Who's Who in America: Most recent edition in Reference. Previous editions are retained in the main stacks as follows: one set each from decades before the 1970s; after that, sets are kept every four years. Cycle: Four years; standing order.

Hardware
As with any mediated (that is non-print) format (microform, electronic), equipment requirements will affect the decision to purchase. Reference materials will only be purchased in electronic format when the necessary equipment is already available in the Library or when a commitment to purchase, house, and maintain the necessary equipment is also made.
• What are the hardware requirements?
• What does it take to run the software? How much memory, etc.?
• Where will this be loaded and used?
• If product is Web-based, is Internet response time acceptable?
• Is this product compatible with existing systems in the library or on campus?

Budget

• How much does it cost?
• Is that cost reasonable and is the product cost-efficient?
• How does the cost compare with that of the print version or a print equivalent?
• Is this a subscription (i.e., an ongoing expense)?
• Would the Library own the software (e.g., in the case of a subscription)?
• Are there start-up and maintenance costs that need to be considered?
• Have vendor or consortial discounts been explored?

Ease of use
The Library should insure that the software is fairly easy to use and that at least one (but preferably all) librarians can use it as well.
• Is it well organized?
• Is it easy to use? If not, is the inconvenience worth it?
• Are there other comparable products that are more user-friendly?
• How does it compare in ease of use with the print version?
• What are the training implications for staff and patrons?
• How much librarian mediation is necessary for use?

Access/Restrictions to use

• Is accessibility achieved through the network or is this a stand-alone product?
• Are the terms of the licensing agreement acceptable?
• How many users can access the database simultaneously?
• Are there restrictions on use (e.g., downloading, printing)?
• Are there restrictions on access?
• Is legitimate use in a license too restrictive when cost/benefit is addressed?

Lease or License Checklist
The Library should insure that the software is fairly easy to use and that at least one (but preferably all) librarians can use it as well.
• terms of ownership, including description (if applicable) of what backfiles are being acquired and the ownership of the backfiles
• how often updates are to be received
• disposition of superseded files
• definitions of users and/or uses of information
• check definitions of "authorized user" or "remote access" (the publisher=s definitions may not match the Library=s understanding and may be too restrictive)
• Remote access" should include explicit access for distance learning students, remote campuses, and all members of the College community regardless of physical location.
• all licensing, usage, or copyright restrictions
• limits on the ability to transfer, resell, or reassign the product
• restrictions on copying, printing, or downloading data from the database
• can it be copied for archival purposes?
• requirements for library=s guarantee of limited access to database
• restrictions on the number of simultaneous users, or the use of the product in local(LAN) and wide(WAN) area networks
• restrictions on the method of access, such as dial access or Internet
• note how "simultaneous use" is defined in relation to pricing (e.g., prefer number of "users" to number of "workstations" when measuring use rates)
• who is responsible for maintenance if hardware is included
• the terms of service (if the vendor provides hardware maintenance)
• product warranties

Documentation
In all cases, documentation to support use of electronic reference materials should be supplied. Printed documentation is maintained as part of the Reference Collection.
• Is the documentation clear and adequate?

Currency
Unless purchased as historical materials, electronic products should be current and kept up-to-date.
• Is this a one-time publication or are there periodic updates?
• If updated, what is the cost and are we willing to make the budgetary commitment to updating?
• How frequently is it updated?
• Is the update frequency adequate for the content?

Vendor
Whenever possible, preference is given to those products produced by reputable vendors with known track records.
• Is this produced by an established vendor?
• Is this vendor known to produce products of high quality and accuracy?

Appropriateness

• Is the product designed for the appropriate intellectual level?
• Is the content appropriate to our curricula and collection?

Value added of electronic format

• Is there a print equivalent and is there significant value added in providing the reference work in electronic format?
• Does it compliment or replace other print or automated sources?

Usefulness
Anticipated or proven usefulness will be one of the major criteria for purchasing and retaining electronic products.
• How specialized is it?
• What is its user group?
• Will there be/is there significant use?

Environmental and spatial requirements for equipment, workstations, etc.

The Messiah College Special Collections are collections that serve specific teaching and research needs, and are unique to Messiah College. Many of these collections are created and funded through collaboration with Friends of Murray Library.

Special collections, like the general collection, should be centered on materials that support the central mission and curricular support of the Library. It should also be noted that items that are 'donated' to the Library are not actually 'free'. Staff and material costs are still significant to select, acquire, inventory, catalog, process, and maintain donated materials. Due to the unique nature and mission of Special Collections, the Development Office is invited and encouraged to write about them in college publications, etc.

Creating new Special Collections
To create new special collections in the Messiah College Library, discussions need to occur among the requestor, Librarians, and any other interested parties such as Friends or the Development Office.

Before a special collection is created, the following should be addressed:

• Relationship to current and future curricula and mission of the Library and College,
• Costs and benefits to the Library and College. Costs may include staff time for inventory, cataloging, processing, and maintenance, or space issues. Benefits may include supplement to curricula; local or national recognition; or increased community involvement.
• Multidisciplinary Uses which may not be obvious. For example, the Engle Memorial Collection may be beneficial for both Education and Visual Arts majors.
• Addition to the Collection Development policy and processing details such as cataloging, storage location, responsible liaison librarian, weeding, circulation practices, ongoing acquisitions and costs, etc.