ACRL News Issue (B) of College & Research Libraries May 1994/261 Standards fo r college libraries, 1 9 9 5 e d itio n , draft Attend the hearings at the ALA A n n u a l Conference in M ia m i t T hese standards are intended to apply to libraries supporting academic programs at he bachelor’s and master’s degree levels. The 1995 edition retains the quantitative approach o f the earlier editions. Smaller institutions or those with a strong media services component may find parts o f the “Standards for commu­ nity, junior, and technical college learning re­ sources programs” useful. Larger institutions or those seeking a more process-oriented ap­ proach to standards may find sections o f the “Standards for University Libraries” helpful. The “Standards for College Libraries” are based his­ torically on practices found at institutions where libraries are providing effective support for the curriculum and for the scholarly and creative accomplishments o f students and faculty (Kaser, 1982). The 1995 edition o f the standards has the following sections: • Development and Approval o f the Stan dards • Introduction • Standards and Commentaries 1. Mission, Goals, and Objectives 2. Collections 3. Organization o f Materials 4. Staff 5. Services 6. Facilities 7. Administration 8. Budget • Formula A, Collections • Formula B, Librarians • Formula C, Facilities • Bibliography • Com m ittee Members, 1993-95 (s e e sidebar on next page) D E V E L O P M E N T A N D A P P R O V A L O F T H E S T A N D A R D S The first edition o f the “Standards for College Libraries” was published in 1959. Subsequent editions were published in 1975 and 1986. The standards are the particular responsibility o f the College Libraries Section Standards Committee, a standing committee o f the Association o f College and Research Libraries (ACRL) which is a division o f the American Library Associa­ tion (ALA). The College Libraries Section Standards Com­ mittee is charged with the responsibility o f on­ going review o f the standards, consultation with the profession on their development and evalu­ ation, and revision as needed. To that end, the committee conducted a national survey in 1991, and the results were reported in the May 1993 issue o f College & Research Libraries (Walch, 1993). Hearings were held at the 1992 ACRL conference in Salt Lake City, and additional hearings will be held at the June 1994 ALA con­ ference in Miami. The final version o f the 1995 edition will be forwarded for approval to the College Libraries Section Executive Committee, the ACRL Standards and Accreditation Commit­ tee, the ALA Standards Committee, and the ACRL Executive Board. I N T R O D U C T IO N Academic libraries are operating in the midst o f extraordinary change in the scholarly com­ munication system. The cost o f the traditional system based on paper publication formats is becoming prohibitive, and electronic forms of communication are emerging rapidly. It is too early to tell how much electronic formats will supplant and how much they will only supple- Prepared by the Standards Committee o f ACRL 's College Libraries Section, Diane C. Parker, chair 262/C&RL News ment paper formats. These changes raise many questions which will be answered in time. Time is the key; the evolution o f this change cannot be predicted with precision. One speculation that seems possible to members o f the 1993-95 Standards Committee is that the transition will take about thirty years, and we already have gone through the first ten years o f the period. In addition to changes in the scholarly communications system, there are many new trends that will change the way effective aca­ demic libraries operate. While a few can be recognized now through revisions to the commentaries for the standards, most are not developed well enough to be incorporated into the standards. It is important to be aware o f these trends, and they are identified brief- Revision of the 1986 “ Standards for College Libraries” A fter the 1986 standards w ere developed by an ad hoc committee, the College Libraries Section decided that it w ould be wise to have a standing committee appointed to provide continuity for m onitor­ ing use o f the standards as w ell as for reviewing and revising them. A fter the 19 86 standards had been in use for a few years, the CLS Standards Committee conducted a national survey o f college lib ra r­ ies to solicit comments on their utility. O n the basis o f a prelim inary report on the survey results, the CLS Executive Committee decided that a revision was needed. The re­ sults o f the survey w ere reported form ally in A p ril 1992 at the ACRL N ational Conference in Salt Lake City. Public hearings also were held. David W alch reported findings from the survey in the M a y 1993 issue of College & Research Libraries. The Standards Comm it­ tee began w ork on actual revision at the June 1992 A lA A nnual Conference. It completed the "Standards fo r College Libraries," 1995 Edition; M a y 19 94 D raft fo r Public Review at the February 1994 ALA M idw in ter Meeting. As pa rt o f the process, the committee contacted more than twenty- five A LA committees fo r input; committee members solicited com­ ment at a variety o f ALA meetings; there was discussion o f some issues on the College Libraries Listserv (collib-IW illamette.EDU); and the committee heard from individual members at committee meet­ ings and through telephone inquiries. There w ill be two additional formal hearings at the June 1994 ALA conference in M iam i. They are scheduled fo r Saturday, June 25, 9 :3 0 - 1 1 :00 a.m. and Sun­ day, June 26, 9 :3 0 -1 1 :0 0 a.m. The committee deeply appreciates the assistance o f all those persons w ho have helped w ith ea rlier drafts of the 19 95 edition. Committee members w h o have w orke d on the 19 95 revision are: Diane C. Parker, chair, Western W ashington University; Bar­ ba ra Bryan, Fairfield University; Paul Coleman, A d ria n College; Jan Fennell, G eorgia College, M illedgeville; D alia Hagan, St. Martins College; A d a Jarred, Northwestern State University o f Louisiana; Eric Kidwell, H untingdon College; G ra d y M o rein, University o f W est Florida; and N orm a Yueh, Ramapo College o f N ew Jersey. For those w ho can 't attend the June meetings, comments m ay be directed to any committee member but in p a rticular to the chair: Diane C. Parker, Director o f Libraries, Western W ashington Univer­ sity, MS 9 1 0 3 , Bellingham, W A 9 8 2 2 5 ; (206) 6 5 0 -3 0 5 1 ; fax: (206) 6 5 0 -3 0 4 4 ; e-mail: dcparker@ henson.cc.wwu.edu (Internet). ly here. The list is not intended to convey priorities. • Escalating user expectations regarding in­ formation retrieval and document delivery times. • Increased focus on accountability lead­ ing to more emphasis on assessment o f stu­ dent performance and interest in output mea­ sures as well as input measures. • ‘Virtual ownership’ in lieu o f local, physi­ cal ownership; acquiring materials just in time’ instead o f ‘just in case’; title counts becoming more important than volume counts; rapid document delivery through electronic services; degradation of browsing opportunities. • Stronger emphasis on services to persons with disabilities. • Libraries dropping membership in bib­ liographic utilities; fracturing of the national bibliographic da­ tabases; increased importance o f networking and develop­ ment o f ANSI standards for search protocols; development o f the ‘national information highway.’ • Electronic storage and preservation o f materials, e.g., reserve reading lists; digitization replacing microform. • Traditional audiovisual re­ sources evolving into multime­ dia and hypermedia. • Computer equipment per­ vading library operations and facilities; greater need for staff training and user education in new technologies. • Emergence o f a parapro- fessional group of library em­ ployees. • Decline in budgets for in­ stitutions and their libraries. S T A N D A R D S A N D C O M M E N T A R IE S Each standard is followed by commentary intended to am­ plify its intent and assist in its implementation. Standard 1: Mission, Goals, and Objectives 1. The college library shall develop an explicit statement of mailto:dcparker@henson.cc.wwu.edu May 1994/263 its mission in accord with the mission o f the college. Commentary. It is accepted that the ad­ ministration and faculty o f every college have responsibility to examine the educational pro­ gram from time to time in light o f the goals and purposes o f the institution. Librarians share this responsibility by seeking ways to provide collections and services which sup­ port those goals and purposes. Successful ful­ fillment o f this shared responsibility can best be attained when a clear and explicit state­ ment o f library mission and goals is prepared and promulgated so that all members o f the college community can understand and evalu­ ate the appropriateness and effectiveness o f the library program. 1.1 The development o f library mission and goals shall be the responsibility o f library per­ sonnel in consultation with members o f the classroom faculty, administrative officers, and students. Commentary. In developing these missions and goals the library should seek in a formal or structured way the advice and guidance o f its primary users, the classroom faculty and stu­ dents, and o f the college administration, in particular those officers responsible for aca­ demic programs and policies. 1.2 The statement of library objectives shall be reviewed periodically and revised as necessary. Commentary. The articulation o f library ob­ jectives is an obligation o f the librarians, with the assistance o f the support staff. In reviewing the objectives o f the library, careful attention should be paid to ongoing advances in the theory and practice o f librarianship. Similarly, changes occurring within the education pro­ gram o f the parent institution should be re­ flected in a timely way in the program o f the library. Standard 2: Collections 2. The library’s collections shall comprise all types o f recorded information, including print materials in all formats, audiovisual mate­ rials, sound recordings, materials used with computers, graphics, and three-dimensional ma­ terials. Commentary. Recorded knowledge and lit­ erary or artistic works appear in a wide range o f formats. Books represent extended reports o f scholarly investigations, compilation o f find­ ings, and summaries prepared for institutional purposes. The journal literature communicates more recent information and is particularly important to the science disciplines. Reports in machine-readable form are an even faster means o f scholarly communication. Government docu­ ments transmit information generated by or at the behest o f official agencies, and newspa­ pers record daily activities throughout the world. Many kinds o f communication take place primarily, or exclusively, through such media as films, slidetapes, sound recordings, and vid­ eotapes. Microforms are used to compact many kinds o f information for preservation and stor­ age. Recorded information also exists in the forms o f manuscripts, archives, databases, and computer software packages. Each medium of communication transmits information in unique ways, and each tends to complement the others. The inherent unity o f recorded information and its importance to all academic departments o f an institution require that most, if not all, of this information be selected, organized, and made available for use by the library o f that institution. In this way the institution’s infor­ mation resources can best be made known and balanced for the benefit o f all users. 2.1 The library shall provide as promptly as possible a high percentage o f materials needed by its users. Commentary. The proper development of a collection includes concern for quality as well as quantity. A collection may be said to have quality for its purposes only to the degree that it possesses a portion o f the bibliography of each discipline taught, appropriate in quantity both to the level at which each is taught and to the number o f students and faculty members who use it. While it is possible to have quan­ tity without quality, it is not possible to have quality without quantity in relation to the char­ acteristics o f the institution. The library collection should be continually evaluated against standard bibliographies and evolving institutional requirements for purposes both o f adding new titles and identifying for withdrawal those titles which have outlived their usefulness. No title should be retained for which a clear purpose is not evident in terms of academic programs or extracurricular enrich­ ment. The best way to preserve or improve qual­ ity in a college library collection is to adhere to 264/C&RL News rigorous standards o f discrimination in the se­ lection o f materials to be added, whether as purchases or gifts. The collection should con­ tain a substantial portion o f the titles listed in standard bibliographies for the curricular areas o f the institution and for supporting general fields o f knowledge. Subject lists for college libraries have been prepared by several learned associations, w hile general bibliographies such as Books fo r College Libraries are especially use­ ful for identifying important retrospective titles. A majority o f the appropriate, current publica­ tions review ed in scholarly journals and in re­ view in g media such as Choice or Library Jour­ nal should be acquired. Careful attention should also be given to standard works o f reference and to bibliographical tools which describe the broad range o f information sources. Institutional needs for periodical holdings vary widely. In general it is g o o d practice to consider ow ning any title that is needed more than five times per year. Several go o d lists have b een p rep ared o f perio dical titles appropriate or necessary for college collections. Katz’s Magazines f o r Libraries d e ­ scribes several thousand titles and is useful in this regard. It may not be necessary to sub­ scribe to certain less frequently used titles if they are available at another library nearby, or if needed articles may be quickly procured through a reliable de­ livery system or by electronic means. W hile it is important that a library have in its collection the quantity o f materials called for in Form ula A, its resou rces ought to be augmented w h en­ ever appropriate with external collections and services. A li­ brary that meets part o f its re­ sponsibilities in this w ay must ensure that such activities do not w eaken a continuing commit­ ment to develop its o w n hold­ ings. There is no substitute for a strong, immediately accessible collection . M oreover, on ce a collection has attained the size called for by this formula, its usefulness w ill soon diminish if n ew materials are not acquired. Libraries with collections which are significantly b e lo w the size recom m ended in Formula A should maintain a 5% growth rate until they can claim a grade o f A (see standard 2.2). Those that meet or exceed the criteria for a grade o f A may find it unrealistic or unnecessary to sus­ tain a growth rate as high as 5%. Although the scope and content o f the col­ lection is ultimately the responsibility o f the librarians, this responsibility can be best ful­ filled by developing clear selection policies in cooperation with the classroom faculty. M ore­ over, the classroom faculty should be encour­ aged to participate in the selection o f n ew titles for the collection. 2.2 The amount o f print material to be pro­ vid ed by the library shall be determined by a formula (see Formula A ) which takes into ac­ count the nature and extent o f the academic program o f the institution, its enrollment, and the size o f the classroom faculty. Form ula A : Collections 1. Basic collection 85,000 vols. 2. Allow ance per FTE faculty member 100 vols. 3. Allow ance per FTE student 15 vols. 4. Allow ance per undergraduate major or minor field* 350 vols. 5. Allow ance per master’s field, w h en no higher degree is offered in the field* 6,000 vols. 6. Allow an ce per master’s field, w hen a higher degree is offered in the field* 3,000 vols. 7. A llow ance per 6th year specialist degree field* 6,000 vols. 8. A llow ance per doctoral field* 25,000 vols. A “volume” is defined as a physical unit o f work which has been printed or otherwise reproduced, typewritten, or handwritten, con­ tained in one binding or portfolio, hardbound or paperbound, which has been cataloged, classified, or otherwise prepared for use. Micro­ form holdings should be converted to volume-equivalents, whether by actual count or by an averaging formula which considers each reel o f microfilm, or ten pieces o f any other microform, as one volume-equivalent. Audiovisual materials include videocassettes, films, and videodisks (1 item = 1 VUE, volume unit equivalent), sound recordings, filmstrips, loops, slide-tape sets, graphic materials including maps, and computer software packages (1 item = 1 VUE), and slides (50 slides = 1 VUE). This approach may be adapted to other nonprint formats. For an example o ٭ f a list o f fields, see Robert Morgan's Classifi­ cation o f Instructional Programs, 1990. Libraries that can provide 90 to 100% o f as many volumes as are called for in Formula A shall be graded A in terms o f library re­ sources; from 75 to 89% shall be graded B; 60 to 74% shall be graded C; and 50 to 59% shall be graded D. May 1994/265 C om m en ta ry. A. P rin t resources. A strong core collection o f print materials, aug­ mented by specific allowances for enrollment, faculty size, and curricular offerings, is an in­ dispensable requirement for the library o f any college. The degree to which a library meets this requirement may be calculated with For­ mula A. B. Audiovisual resources. The range, ex­ tent, and configuration o f nonprint resources and services in college libraries varies widely according to institutional needs and character­ istics. Audiovisual holdings may be counted as volume unit equivalents and this number should be added to that for print volumes and vol- ume-equivalents in measuring a library’s col­ lection against Formula A. If some or all o f this material is housed in an administratively sepa­ rate media center or audiovisual facility, it may be included in the grade determination if prop­ erly organized for use and readily accessible to the college community. C. Determination o f grade. The degree to which a library provides its users with mate­ rials is graded by comparing the total holdings o f volumes and volume-equivalents with the results o f the Formula A calculation. Standard 3: Organization o f materials 3. Library collections shall be organized by nationally approved conventions and arranged for efficient retrieval at time o f need. Commentary. The acquisition of library ma­ terials comprises only part o f the task o f pro­ viding access to them. Collections should be indexed and arranged systematically to assure efficient identification and retrieval. 3.1 There shall be a comprehensive cata­ log o f the library’s holdings that permits iden­ tification o f items, regardless o f format or lo ­ cation, by author, title, and by subject as appropriate. Commentary. The catalog should be com­ prehensive and provide bibliographic access to materials in all formats owned by the library. This can best be accomplished through the de­ velopment o f a catalog with items entered in accord with established national or international bibliographical conventions, such as rules for entry, descriptive cataloging, filing, classifica­ tion, and subject headings. Opportunities o f several kinds exist for the cooperative development o f the library’s cata­ log. These include the use o f cataloging infor­ mation produced by the Library o f Congress and the various bibliographic utilities. It may also include the compilation by a number of libraries o f a shared catalog. Catalogs should be subject to appropriate editing to keep them abreast o f modem technology, contemporary practice, and changing national and interna­ tional information standards such as MARC, AACR2, and NISO. 3.1.1 The catalog shall be in a format that can be consulted by a number o f users concur­ rently. Commentary. A public catalog in any for­ mat can satisfy this standard if it is so arranged that the library’s users normally encounter no delay in gaining access to it. 3.1.2 In addition to the catalog there shall also be requisite subordinate files to provide bibliographic control and access to all library materials. Commentary. Proper organization o f the collections requires the maintenance o f a num­ ber o f subordinate files, such as authority files, shelf lists, and complementary catalogs, such as serial holdings records, as appropriate. In­ formation contained in these files should also be available to library users. In addition, the content o f library materials such as journals, documents, and microforms should be made accessible through indexes in printed or com- puter-based format. 3.2 Library materials shall be arranged to provide maximum accessibility to all users. Cer­ tain categories o f materials may be segregated by form for convenience. Commentary. Materials should be arranged so that related information can be easily con­ sulted. Some materials such as rarities, manu­ scripts, or archives may be segregated for pur­ poses o f security or preservation. Materials in exceptionally active use, reference works, and assigned readings may be kept separate as ref­ erence and reserve collections to facilitate ac­ cess to them. Audiovisual materials, maps, and microforms are examples o f resources that may be awkward to integrate physically because of format and may need to be segregated from the main collection. Fragmentation o f the col­ lections should be avoided whenever possible, how ever, with the bulk o f the collections shelved by subject in open stack areas to per­ mit and encourage browsing. 266/C&RL News 3.3 Materials placed in storage facilities shall be readily accessible to users. Commentary. Many libraries or groups of libraries have developed storage facilities for low-use materials such as sets or backruns o f journals. These facilities may be situated on cam­ pus or in remote locations. The materials housed in these facilities should be easily identifiable and readily available for use in a timely fash­ ion. If direct user access is not possible, a rapid retrieval system should be provided. Standard 4: Staff 4. The staff shall be of adequate size and quality to meet the library’s need for services, programs, and collection organization. Commentary. The college library shall need a staff composed o f qualified librarians, skilled support personnel, and student assistants to carry out its stated objectives. 4.1 Librarians, including the director, shall have a graduate degree from an ALA-accred- ited program, shall be responsible for duties of a professional nature, and shall participate in professional activities. Commentary. The librarian has acquired through education in a graduate school o f li­ brary and information science an understand­ ing o f the principles and theories o f selection, acquisition, organization, interpretation, and administration o f library resources. It should be noted that the MLS is regarded as a terminal professional degree by ALA and ACRL. More­ over, developments in computer and informa­ tion technology have had a major impact on librarianship, requiring that librarians be well informed in this constantly developing area. Librarians shall be assigned responsibilities which are appropriate to their education and which encourage the ongoing development of professional competencies. Participation in li­ brary and other professional activities on and off campus is also necessary to further personal development. 4.2 Librarians shall be organized as a sepa­ rate academic unit such as a department or a school. They shall administer themselves in ac­ cord with ACRL’s “Standards for Faculty Status for College and University Librarians” and in­ stitutional policies and guidelines. Commentary. Librarians comprise the fac­ ulty o f the library and should organize, admin­ ister, and govern themselves accordingly. The status, responsibilities, perquisites, and gover­ nance o f the library faculty shall be fully orga­ nized and supported by the parent institution. 4.3 The number o f librarians required shall be determined by a formula (see Formula B) and shall further take into consideration the goals and services o f the library, programs, de­ grees offered, institutional enrollment, size of faculty and staff, and auxiliary programs. Commentary. Formula B is based on stu­ dent enrollment, collection size, and annual change in size o f the collection. Other factors to be considered in determining staff size are services and programs, degrees offered, size of faculty and staff, and auxiliary programs. Ex­ amples o f services and programs include refer­ ence and information services, bibliographic instruction, computer-based services, collection development, and collection organization. In addition, auxiliary programs, e.g., extension, community, and continuing education, as well as size and configuration o f facilities and hours o f service, are factors to be considered for de­ termining adequate staff size. 4.4 The support staff and student assistants shall be assigned responsibilities appropriate to their qualification, training, experience, and capabilities. The support staff shall be no less than 65% o f the total library staff, not including student assistants. Commentary. Full-time and part-time sup­ port staff carry out a wide variety o f parapro- fessional, technical, and clerical responsibilities. A productive working relationship between li­ brarians and support staff is an essential ingre­ dient in the successful operation of the library. In addition, student assistants provide meaningful support in accomplishing many library tasks. 4.5 Library policies and procedures concern­ ing staff shall be in accord with institutional guidelines and sound personnel management. Commentary. The staff represents one of the library’s most important assets in support o f the instructional program o f the college. Its management must be based upon sound, con­ temporary practices and procedures consistent with the goals and purposes o f the institution, including the following: 1. Recruitment methods should be based upon a careful definition of positions to be filled and objective evaluation o f credentials and qualification. May 1994/267 2. Written procedures should be developed in accordance with ACRL and institutional guide­ lines, and followed in matters o f appointment, promotion, tenure, dismissal, and appeal. 3. Every staff member should be informed in writing as to the scope of his/her responsibilities. 4. Rates o f pay and benefits o f library staff should be equivalent to other positions on cam­ pus requiring comparable backgrounds. 5. There should be a structured program for orientation and training o f new staff members, and career development should be provided for all staff. 6. Supervisory staff should be selected on a basis o f job knowledge, experience, and hu­ man relations skills. 7. Procedures should be maintained for pe­ riodic review o f staff performance and for rec­ ognition o f achievement. See relevant ACRL documents listed in the bibliography. Standard 5: Services 5. The library shall establish, promote, and maintain a range and quality o f services that will support the academic program o f the insti­ tution and encourage optimal library use. Commentary. The primary purpose o f col­ lege library service is to promote and support the academic program o f the parent institution. Services should be developed for and made available to all members o f the academic com­ munity, including persons with disabilities and F o rm u la B: L ib ra ria n s Enrollment, collection size, and growth of collection determine the number of librarians required by the college and shall be computed as follows (to be calculated cumulatively): For each 500, or fraction thereof, FTE students up to 10,000 1 librarian For each 1,000 or fraction thereof, FTE students above 10,000 1 librarian For each 100,000 volumes, or fraction thereof, in the collection 1 librarian For each 5,000 volumes, or fraction thereof, added and/or withdrawn per year 1 librarian Libraries which provide 90-100% of these formula requirements can, provided they are sup­ ported by sufficient other staff members as described in Standard 4.4, consider themselves at the A level in terms of staff size; those that provide 75-89% of these requirements may rate them­ selves as B; those 60-74% of requirements qualify for a C; and those with 50-59% requirement warrant a D. This formula does not include campuswide media, archives, or academic computing services when administered by the library. Those units require additional personnel. S u p p le m e n ta l sta ffin g factors to b e co n s id e re d Organizational and Institutional The individual library’s organization and institutional factors also influence its staffing needs. Additional factors to be considered are as follows: Library Institutional • Services and programs • Degrees offered • Size and configuration o f facilities • Size o f faculty and staff • Hours o f services • Auxiliary programs Examples o f services and programs Examples o f institutional factors • Reference and Information • Undergraduate programs • Bibliographic Instruction • graduate programs • Computer Based Services • Research • Collection development • Community • Collection organization • Continuing education • Archives • Audiovisual services 268/C&RL News nontraditional students. The successful fulfill­ ment o f this purpose will require that librar­ ians work closely with classroom faculty to gain from them a clear understanding o f their edu­ cational objectives and teaching methods and to communicate to them an understanding of the services and resources which the library can offer. While research skills and ease o f ac­ cess to materials will both serve and encour­ age library use, the primary motivation for stu­ dents to use the library originates with the instructional methods used in the classroom. Thus, close cooperation between librarians and classroom faculty is essential. Such coopera­ tion must result from planned and structured activity and requires that librarians participate in the academic planning councils o f the insti­ tution. They should assist classroom faculty in appraising the actual and potential library re­ sources available, work closely with them in developing library services to support their in­ structional activities, and keep them informed o f library capabilities. 5.1 The library shall provide information and instruction to the user through a variety o f tech­ niques to meet differing needs. These shall in­ clude but not be limited to a variety o f profes­ sional reference services, and bibliographic instruction programs designed to teach users how to take full advantage o f the resources available to them. Commentary. A fundamental responsibil­ ity o f a college library is to provide instruction in the most effective and efficient use o f its materials. Bibliographic instruction and orien­ tation may be given at many levels o f sophisti­ cation and may use a variety o f methods and materials, including course-related instruction, separate courses (with or without credit), and group or individualized instruction. O f equal importance is traditional reference service wherein individual users are guided by librarians in their appraisal of the range and extent of the library and information resources available to them for learning and research. Pro­ fessional services are optimally available all hours the library is open. Use patterns should be studied to determine those times when the absence o f professional assistance would be least detrimental. The third major form o f in­ formation service is the delivery o f information itself. Although obviously inappropriate in the case o f student searches which are purposeful segments o f classroom assignment, the actual delivery o f information— as distinct from guid­ ance to it— is a reasonable library service in almost all other conceivable situations. Many of the services suggested in this commen­ tary can be provided or enhanced by access to computerized forms of information retrieval. Many information sources are available only in computerized format, and every effort should be made to provide access to them. Services may be provided in person or through other means such as videocassette, computer pro­ grams, or other appropriately prepared programs. 5.2 Library materials o f all types and for­ mats that can be used outside the library shall be circulated to qualified users under equitable policies without jeopardizing their preservation or availability to others. Commentary. Circulation o f library mate­ rials should be determined by local conditions which will include size o f the collection, the number of copies, and the extent of the user community. Every effort should be made to cir­ culate materials o f all formats that can be used outside the library without undue risk to their preservation. Circulation should be for as long a period as is reasonable without jeopardizing access to materials by other qualified users. This overall goal may prompt some institutions to establish variant or unique loan periods for dif­ ferent titles or classes o f titles. Whatever loan policy is used, it should be equitable and uni­ formly administered to all qualified categories o f users. The accessibility o f materials can also be extended through provisions o f inexpen­ sive means of photocopying within the laws regarding copyright. 5.3 Interlibrary loan activities, cooperative programs, and utilization o f commercial services shall be encouraged for the purpose o f extend­ ing and increasing services and resources. Commentary. The rapid growth o f infor­ mation sources, the availability o f a variety of automation services, and the development of new technologies continue to impact a library’s ability to provide services and resources. Co­ operation with other institutions, and particu­ larly with multitype library organizations, of­ ten becomes a necessity. This involves not only receiving, but also a willingness to give or share, on the part of each library. Formal reciprocal agreements, according to ALA codes, may need to be developed. Access to materials should be by the most efficient and rapid method pos­ May 1994/269 sible, incorporating such measures as delivery services, rental services, and electronic mail in addition to, or in place of, traditional forms of delivery. The extent o f resource sharing through ILL, cooperative arrangements, and other de­ livery methods should be recognized in any assessment o f the ability o f a library to supply its users with needed materials. 5.4 The hours o f access to the library shall be consistent with reasonable demand. Commentary. The number o f hours per week that library services are available will vary as a reflection o f reasonable local need. Dur­ ing peak hours o f operation the users deserve competent, professional service. However, in some institutions users may need access to study facilities and to the collections, in whole or in part, during more hours o f the week than they require personal assistance. In any case, the high value o f the library’s facilities, collec­ tions, associated materials, and equipment dic­ tates that responsible personnel be on duty at all times. 5.5 Where academic programs are offered at off-campus sites, library services shall be pro­ vided in accord with ACRL’s “Guidelines for Extended Campus Library Services.” Commentary. Special library problems ex­ ist for colleges that provide off-campus institu­ tional programs. Students in such programs must be provided with library services in accord with ACRL’s “Guidelines for Extended Campus Li­ brary Services.” These guidelines suggest that such services be financed on a regular basis, that a librarian be specifically charged with the delivery o f such services, that the library impli­ cations o f such programs be considered before program approval, and that courses so taught encourage library use. Services should be de­ signed to meet the different information and bibliographic needs o f these users. Standard 6: Facilities 6. The library building shall provide well- planned, secure and adequate housing for its collections and personnel; secure space for us­ ers and staff; and space for the provision o f services and programs. Commentary. Successful library service pre­ supposes an adequate library building. Although the type o f building will depend upon the char­ acter and purposes o f the institution, it should in all cases be functional, providing secure fa­ cilities for accommodating the library’s person­ nel and resources, sufficient space for their ad­ ministration and maintenance, and secure and comfortable reading and study areas for users. A new library building should represent a co­ ordinated planning effort involving the library director and staff, the college administration, campus constituents, and the architect, with the director responsible for the preparation o f the building program. The needs o f persons with disabilities should receive special attention and should be pro­ vided for in compliance with the Architectural Barriers Act o f 1968 (Public Law 90-480) and the Rehabilitation Act o f 1973, Section 504 (Pub­ lic Law 93-516), and their amendments; and the Americans with Disabilities Act of 1990 (Pub­ lic Law 101-336). Particular consideration must be given to any present or future requirements for equipment associated with automated systems or other applications o f library technology. Among these might be provision for new wiring, cabling, special climate control, and maximum flexibil­ ity in the use o f space. Consideration should also be given to load-bearing requirements for compact shelving and the housing o f mixed formats including microforms. 6.1 The size o f the library building shall be determined by a formula (see Formula C, next page) which takes into account the enrollment o f the college, the extent and nature o f its col­ lections, and the size o f its staff. 6.2 In designing or managing a library building, the functionality o f floor plan and the use of space shall be the paramount concern. Commentary. The quality o f a building is measured by such characteristics as the utility and comfort o f its study and office areas, the design and durability o f its furniture and equip­ ment, the functional interrelationships of its ser­ vice and work areas, and the ease and economy with which it can be operated and used. 6.3 Except in certain circumstances, the col­ lege library’s collections and services shall be administered within a single structure. Commentary. Decentralized library facili­ ties in a college have some virtues, and they present some difficulties. Primary among their virtues is the convenience to the offices or labo­ ratories o f some of the classroom faculty. Pri­ mary among their weaknesses is the resulting 270/C&RL News F o rm u la C : Facilities The size of the college library building shall be calculated on the basis of a formula which takes into consideration the size of the student body, the size of the staff and its space requirements, and the number of volumes in the collection. To the result of this calculation must be added such space as may be required to house and service nonprint materials and microforms, to provide bibliographic instruction to groups, and to accommodate equipment and services associated with various forms of library technology. a. Space f o r users. The seating requirement for the library of a college when less than 50% of the FTE enrollment resides on campus shall be one for each five students. That for the library of a typical residential college shall be one for each four FTE students. Each study station shall be assumed to require 25 to 35 square feet for floor space, depending upon its functions. b. Space f o r books. The space allocated for books shall be adequate to accommodate a convenient and orderly distribution of the collection according to the classification system(s) in use, and should include space for growth. Gross space requirements may be estimated according to the following formula: Square Feet/Volume For the first 150,000 volumes 0.10 For the next 150,000 volumes 0.09 For the next 300,000 volumes 0.08 For holdings above 600,000 volumes 0.07 c. Space f o r staff. Space required for staff offices, service and work areas, catalogs, files, and equipment shall be approximately one-eighth of the sum of the space needed for books and users as calculated under a) and b) above. This formula indicates the net assignable area required by a library if it is to fulfill its mission with maximum effectiveness. “Net assignable area” is the sum of all areas (measured in square feet) on all floors of a building, assignable to, or useful for, library functions or purposes. (For an explanation of this definition see Measurement and Comparison o f Physical Facilities f o r Libraries, ALA, 1970.) Libraries which provide 90-100% of the net assignable area called for by the formula shall be graded A in terms of space; 75-89% shall be graded B; 60-74% shall be graded C; and 50-59% shall be graded D. fragmentation of the unit o f knowledge, the rela­ tive isolation o f a branch library from most us­ ers, potential problems o f staffing and security, and the cost o f maintaining certain duplicate services or functions. When decentralized library facilities are being considered, these costs and benefits must be carefully compared. In gen­ eral, experience has shown that decentralized library facilities may not be in the best academic or economic interest o f a college. Standard 7: Administration Matters pertaining to college library adminis­ tration are treated in the several other standards. Matters o f personnel administration, for ex­ ample, are discussed in standard 4, and fiscal administration in standard 8. Some important aspects o f library management, however, must be considered apart from the other standards. 7. The college library shall be administere in a manner which permits and encourages the fullest and most effective use o f available li­ brary resources. Commentary. The function o f a library ad­ ministrator is to direct and coordinate the com­ ponents o f the library— its staff, services, col­ lections, buildings, and external relations. Each component contributes effectively and imagi­ natively to the mission o f the library. 7.1 The statutory or legal foundation for the library’s activities shall be recognized in writ­ ing. Commentary. In order for the library to function effectively, there must be an articu­ lated understanding within the college as to the statutory or legal basis under which the library operates. This may be a college bylaw, a trustee minute, or a public law which shows the responsibility and flow o f authority under which the library is empowered to act. 7.2 The library director shall be an officer o f the college and shall report to the president d or the chief academic officer o f the institution. Commentary. For the closest coordination o f library activities with the instructional pro­ gram, the library director should report to ei­ May 1994/271 ther the president or the chief officer in charge o f the academic affairs o f the institution. 7.2.1 The responsibilities and authority o f the library director and procedures for appoint­ ment shall be defined in writing. Commentary. There should be a document defining the responsibility and authority vested in the library director. This document may also be statutorily based and should spell out, in addition to the scope and nature of the director’s duties and powers, the procedures for appointment. 7.3 There shall be a standing advisory com­ mittee comprised o f students and members of the classroom faculty which shall serve as a channel o f formal communication between the library and its user community. Commentary. This committee— o f which the library director should be an ex-officio member— should be used to convey both an awareness to the library o f its users’ concerns, perceptions, and needs, and an understanding to users o f the library’s objectives and capabili­ ties. The charge to the committee should be specific and in writing. 7.4 The library shall maintain written poli­ cies and procedures manuals covering internal library governance and operation activities. Commentary. Written policies and proce­ dures manuals are required for good manage­ ment, uniformity, and consistency o f action. They also aid in training staff and contribute to public understanding. 7.4.1 The library shall maintain a system­ atic and continuous program for evaluating its performance, for informing the community of its accomplishments, and for identifying needed improvement. Commentary. The library director, in con­ junction with the staff, should develop a pro­ gram for evaluating the library’s performance. Objectives developed in accordance with the goals o f the institution should play a major part in this evaluation program. Statistics should be maintained for use in reports, to demonstrate trends, and in performance evaluation. At the discretion o f the library director and in accor­ dance with institutional requirements, the sta­ tistics may include data related to input mea­ sures, output measures, and/or assessment. In addition, the library director and staff mem­ bers should seek the assistance o f the standing library advisory committee and other represen­ tatives o f the community. 7.5 The library shall be administered in ac­ cord with the spirit o f the ALA “Library Bill o f Rights.” Commentary. College libraries should be impervious to the pleasures or efforts o f any special interest groups or individuals to shape their collections and services. This principle, first postulated by the American Library Asso­ ciation in 1939 as the “Library Bill o f Rights” (amended 1948, 1961, 1967, and 1980 by the ALA Council), should govern the administra­ tion o f every college library and be given the full protection o f the parent institution. Standard 8: Budget 8. The library director shall have the respon­ sibility for preparing, defending, and adminis­ tering the library budget in accord with agreed upon objectives. Commentary. The library budget is a func­ tion o f program planning and defines the library’s objectives in fiscal terms. The objec­ tives formulated under Standard 1 should con­ stitute the base upon which the library’s bud­ get is developed. 8.1 The library’s annual authorized expen­ ditures shall be at least six percent o f the total institutional expenditure for educational and general purposes. The library shall receive its appropriation at the beginning o f the budget cycle for the institution. Commentary. The degree to which the col­ lege is able to fund the library in accord with institutional objectives is reflected in the rela­ tionship o f the library appropriation to the to­ tal educational and general budget o f the col­ lege. It is recommended that library budgets, exclusive o f capital costs and the costs o f physi­ cal maintenance, not fall below six percent o f the college’s total educational and general ex­ penditures if the library is to sustain the range o f programs required by the institution and meet appropriate institutional objectives. This per­ centage should be greater if the library is at­ tempting to overcome past deficiencies, or to meet the needs o f new academic programs. The six percent figure is intended to include support for separately established professional libraries, providing the budget for those schools is incorporated into that o f the college or uni­ versity. 272/C&RL News Factors which should be considered in for­ mulating a library’s budget requirements are the following: 1. The scope, nature, and level o f the col­ lege curriculum; 2. Instructional methods used, especially as they relate to independent study; 3. The adequacy o f existing collections and the publishing rate in fields pertinent to the curriculum; 4. The size, or anticipated size, o f the stu­ dent body and classroom faculty; 5. The adequacy and availability o f other library resources; 6. The range o f services offered by the li­ brary, for example, the number o f service points maintained, the number o f hours per week that service is provided, the level o f bibliographic instruction, online services, etc.; 7. The extent o f automation o f operations and services, with attendant costs; 8. The extent to which the library already meets the “Standards for College Libraries.” 8.1.1 The library’s appropriation shall be augmented above the six percent level depend­ ing on the extent to which it bears responsibil­ ity for acquiring, processing, and servicing audio­ visual material, and microcomputer resources. Commentary. It is difficult for an academic library that has not traditionally been purchas­ ing microcomputer and audiovisual materials to accommodate such purchases without some budgetary increase. The level o f expenditure depends upon whether or not the institution has an audiovisual center separate from the li­ brary that acquires and maintains both audio­ visual materials and hardware as well as a com­ puter center that absorbs all costs related to microcomputer resources, even those included in the library. 8.2 The library director shall have sole au­ thority to apportion funds and initiate expen­ ditures within the library budget and in accord with institutional policy. Commentary. Procedures for the prepara­ tion and defense o f budget estimates, policies on budget approval, and regulation concern­ ing accounting and expenditures vary from one institution to another. The library director must know and conform to local procedure. Sound practices o f planning and control require that the director have sole responsibility and au­ thority for allocation— and within college policy, the reallocation— o f the library budget and the initiation o f expenditures against it. Depend­ ing upon local factors, between 35% and 45% o f the library’s budget is normally allocated to acquisition o f resources, and between 50% and 60% is expended for personnel. 8.3 Any revenues generated by the library from fees and charges such as fines, payment for lost or damaged materials, and from the sale o f duplicate or unneeded items should be retained by the library for support o f collec­ tions and services. Commentary. In some jurisdictions, local laws place restrictions on this concept. H ow ­ ever, it is acceptable practice in many areas now, and the committee would like to see the practice encouraged. 8.4 The library shall maintain internal ac­ counts for approving its invoices for payment, monitoring its encumbrances, and evaluating the flow o f its expenditures. Commentary. Periodic reports are necessary and provide an accurate account o f the funds allocated to the library. They should be current and made accessible for fiscal accountability. Bibliography ACRL. “Guidelines for Audiovisual Services in Academic Libraries. C&RL News 48 (October 1987): 533-36. ACRL. “Guidelines for Extended Campus übrary Services.” C&RL News 51 (April 1990): 353-55. ACRL. “Model Statement for the Screening and Appointment o f Academic Librarians Us­ ing a Search Committee.” C&RL News 53 (N o ­ vember 1992): 642-45. ACRL. “Model Statement o f Criteria and Proce­ dures for Appointment, Promotion in Academic Rank, and Tenure for College and University Li­ brarians.” C&RL News 48 (May 1987): 247-54. ACRL. “Model Statement o f Objectives for Academic Bibliographic Instruction.” C&RL News 48 (May 1987): 256-61. ACRL. “Standards for Community, Junior, and Technical College Learning Resources Pro­ grams.” C&RL News 51 (September 1990): 757-67. ACRL. “Standards for Faculty Status for Col­ lege and University Librarians.” C&RL News 53 (May 1974): 317-18. ACRL. “Standards for University Libraries: Evaluation o f Performance.” C&RL News 50 (September 1989): 679-91. (CLS cont. on page 294) May 1994/273 294/C&RL News said em ployee or agent may, however, exam­ ine said property which the em ployee or agent has reasonable grounds to believe was unlaw­ fully taken as set forth in Section I.b and/or I.c or injured or destroyed as set forth in Section I.a and/or I.d. Should the person detained refuse to surrender the item for examination, a lim­ ited and reasonable search may be conducted. Only packages, shopping bags, handbags, or other property in the immediate possession o f the person detained, but not including any clothing worn by the person, may be searched. Section II.b. For the purposes o f Section II.a, “reasonable grounds” shall include, but not be limited to, know ledge that a person has con­ cealed or injured a book or other library prop­ erty w hile on the premises o f the library. Section II.c. In detaining a person w h o the em ployee or agent o f the library has reason­ able grounds to believe committed, was com ­ mitting, or was attempting to commit any o f the crimes set forth in Section I, the said em­ ployee or agent may use a reasonable amount o f nondeadly force w hen and only when such force is necessary to protect the employee or agent or to prevent the escape o f the person being detained or the loss o f the library’s property. Section III. An adult agent or em ployee o f a library w h o stops, detains, and/or causes the arrest o f any person pursuant to Section II shall not be held civilly liable for false arrest, false imprisonment, unlawful detention, assault, bat­ tery, defamation o f character, malicious pros­ ecution, or invasion o f civil rights o f the per­ son s to p p e d , d eta in ed , and/or arrested, provided that in stopping, detaining, or caus­ ing the arrest o f the person, the adult agent or em ployee had at the time o f the stopping, de­ tention, or arrest reasonable grounds to believe that the person had committed, was commit­ ting, or was attempting to commit any o f the crimes set forth in Section I. Section IV. The fair market value o f prop­ erty affected by crimes set forth in Section I determines the class o f offense: value under $500 indicates a misdemeanor; $500-$5,000 a Class I felony; above $5,000, a Class II felony. The aggregate value o f all property referred to in a single indictment shall constitute the value thereof. Section V. A copy or abstract o f this act shall be posted and prominently displayed in all libraries. Section VI. This act shall take effect upon passage. ■ (CLS cont. from page 272) ACRL. “Statement on the Terminal Profes­ sional Degree for Academic Librarians.” Chi­ cago: ALA/ACRL, 1975. ALA, A d H oc Committee on the Physical Facilities o f Libraries. Measurement and Com­ parison o f Physical Facilities f o r Libraries. Chi­ cago: ALA, 1970. ALA. “Library Bill o f Rights” (ALA Policy Manual, Section 53.1). In ALA Handbook o f Organiza­ tion 1993/1994. Chicago: ALA, 1993, p. H147. ALA. “Library Education and Personnel Uti­ lization: A Statement o f Policy. ’’Adopted by ALA Council. Chicago: ALA/OLPR, 1970. ALA, RSDA/FLA. National Lnterlibrary Loan Code, 1980; International Lending Principles and Guidelines, 1978. Chicago: ALA, 1982. Carpenter, Ray L. “C ollege Libraries: A Com­ parative Analysis in Terms o f the ACRL Stan­ dards.” College & Research Libraries 42 (Janu­ ary 1981): 7-18.B Coleman, Paul, and Ada Jarred. “Regional Accreditation Criteria and the Standards f o r College Libraries: A Comparative Study.” Paper submitted for publication, 1994. Kaser, David. “Standards for C ollege Librar­ ies.” Library Trends 31:1 (Summer 1982): 7-19. Hardesty, Larry, and Stella Bentley. The Use and Effectiveness o f the 1975 Standards f o r College Libraries: A Survey o f College Library Directors (1981).. Unpublished paper. Leach, Ronald G., and Judith E. Tribble. “Elec­ tronic Document Delivery: N ew Options for Libraries.” Journal o f Academic Librarianship 18 (January 1993): 359-64. Matier, Michael, and C. Clinton Sidle. “What Size Libraries for 2010?” Planning f o r Higher Education 21 (Summer 1993): 9-15. Morgan, Robert L. Classification o f Instructional Programs. 1990 edition. Washington, D.C.: Na­ tional Center for Education Statistics, 1991. Stueart, Robert D., and Barbara B. Moran. “Missions, Goals and Objectives.” In Library and In form a tion Center Management, 4th ed. Englewood, Colo.: Libraries Unlimited, 1993, pp. 43-45. U.S. Code. 1-810. “Act for the General Revi­ sion o f the Copyright Law.” October 9, 1976. Public Law 94-553,90 Stat. 2541. Walch, David B. “The 1986 College Library Standards: Application and Utilization.” College & Research Libraries 54 (May 1993): 217-26. ■