Ordering Library Materials
When to Order
How to Order
(Five options & required
Paperback or Hardback?
DVD or VHS?
New or Used?
Librarians depend on faculty to participate actively in collection
development. All academic departments and selected programs receive
annual allocations from the library’s operating budget for the
purchase of books, videos, DVDs, and other information resources necessary
to support the curriculum in relevant academic disciplines. Department
chairs and program directors are responsible for distributing allocations
among faculty members or approving/submitting orders on behalf of the
All materials that departments purchase with their library allocations
are cataloged and added to the library’s collection.
The library subscribes to the database Resources for College Libraries, RCLweb
(username: goshencollege; password: reference0207), a core list of 65,000 book and e-resource titles in curriculum-specific subjects. Choice
reviews and annotations may be accessed for thousands of recommended books.
Book review journals such as Choice
and Library Journal
, are available in print format in the library and may be searched electronically via Academic Search Premier
of professional associations and other discipline-specific journals
also carry reviews. Choice
covers scholarly works and has become a recognized
source of quality book reviews for academic libraries. The library’s
subscription to this journal includes monthly reviews on 3" X 5"
cards for distribution to faculty. Library staff sorts these cards by
subject area and sends them to department chairs, who may redistribute
them to the members of the department for further consideration.
When to Order
Faculty may order books, videos, DVDs and other library materials
for the current academic year any time after July 1. Items ordered by
faculty members prior to the distribution of allocations (usually in
October or November) will be applied retroactively against the appropriate
department’s allocation for the fiscal year in progress.
To avoid a rush of last-minute orders that cannot be processed simultaneously
at the end of the fiscal year, two deadlines are suggested for departments during
the year – one in the fall term, the other in the spring –
by which approximately half of their allocations should be spent. Liaison
librarians will inform department chairs and program directors of expenditures
and remaining funds periodically through the year and prior to the spring
deadline. top of page
How to Order
The goal of Good Library staff is to make the ordering process as
convenient as possible for faculty. You may submit orders in any one
of the following ways:
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- E-mail your liaison librarian a list you have created using RCLweb.Or
- Complete the Library Order Form available on the
GC network at M:\Offices\Good Library\Forms\Library_Order_Form.XLT and send it to your liaison librarian as an e-mail attachment.
- Create an Amazon.com “wish list.” Please
contact your liaison librarian or Mary Beth (email@example.com or x7428) for
specific instructions on how to submit a wish list as a Good Library
- Mark Choice cards and return them to your
liaison librarian. Please write the faculty name and allocation/fund
information on the reverse side of each card. Or
- Send promotional materials (flyers, catalogs with
specific items marked, forwarded e-mail messages, web page printouts,
etc.) to your liaison librarian. Please be sure to include the faculty
name and allocation/fund information.
Whatever method you choose, please remember that we need the following information about each item in order to process
- Name of faculty member submitting the order
- Department allocation or other fund for the order
- Author or editor name
- ISBN (International Standard Book Number, 13 digit number, if available)*
- List price
If there is no ISBN, please include other
information to assist us in finding the material, e.g. publisher and
year or vendor name and catalog number. Attach promotional flyers if
information about the title is not listed at Amazon.com or in other
standard bibliographic sources.
If a title is out of print, unavailable for purchase, or already in the library collection your liaison librarian will be in contact with you so you may spend your allocation on another resource.
If you have questions about ordering or selection, please contact your
liaison librarian or Mary Beth Schlabach, Acquisitions Specialist (firstname.lastname@example.org
It takes an average of three months from the time a “non-rush”
order is placed until the item is on the shelves. Speed of processing
depends on the volume of orders at any given time.
Occasionally, orders are delayed for a longer period of time. This
- The departmental allocation or other fund does not have enough money
left. These orders will be saved and ordered when funds become available
in the next fiscal year.
- Our vendors place a title on backorder or cancel it because it
is out of stock. In this case, we will attempt to procure the book
from another vendor if the title is still in print.
If you need a book to arrive by a certain date, please indicate that
date on your order form and we will expedite processing. Although we
make no guarantees, rush items are usually available within two weeks
of the order. Faculty may also request pre-cataloging checkouts from
We will update departments periodically on the status of their orders.
Please contact Mary Beth Schlabach(email@example.com
or x7428) if you want to know the
status of a specific item on order.
The library catalog also shows items that are currently on order:
- Orders that have not yet been sent to a vendor show a status of
- Orders that have been sent to a vendor, but have not yet arrived,
show a status of “On Order.”
- Orders that have arrived and are waiting for library processing
show a status of “Cataloging in Process.”
Buying a book or video from a retail, professional, or online
source and then requesting reimbursement is allowable only if the savings
is significant or if the library cannot procure the item within the
desired time period. In this case, reimbursement requests submitted
to the library must be signed by the department chair or program director
and accompanied by receipts. Any sales tax and shipping/handling costs
(neither of which the library pays under normal circumstances) will
be charged against the departmental allocation as well. The library
will not approve reimbursement for any items already in the collection. top of page
Paperback or Hardback?
Consider these points when deciding between paperback or hardback covers:
- Is the book considered an enduring "classic" or "pivotal"
work in the field? If so, consider a hardback edition..
- Do you expect high circulation? If so, consider hardback.
- Does the book contain reproductions of artwork and/or other specialized
visual content that would be damaged or obstructed if the book had
to be rebound? (The "gutters" - margins at the center of
the pages - are often reduced during the rebinding process.) If so,
consider the hardback.
- Costs for binding range from $8 to $10 per book for average-sized
books (art books and other oversized materials cost more). Choose
paperback if the price difference is more than $10.
- Choose paperback if the book is a 2nd, 3rd, etc., edition and will
be replaced by a newer edition within several years.
If a faculty member does not indicate a preference on a book order, library
staff will make the final decision regarding paperback vs. hardback books.
DVD or VHS?
VHS is rapidly becoming an outdated audiovisual format. We recommend
purchasing the DVD (widescreen) editions of films over VHS format. The
library will consider VHS purchases under the following circumstances:
- The film is not available on DVD, and a DVD edition will not be
released in the near future.
- The DVD edition of the film costs over $10 more than the VHS.
Unless the requester has expressed a strong preference for VHS, library
staff will make the final decision regarding format. top of page
New or Used?
The library will purchase used books in some circumstances. Purchasing
used books requires increased library staff time because used books
do not always arrive in advertised condition, fulfillment rates are
lower with used book vendors, and communication is more complex when
using multiple vendors or used book websites.
Library staff may choose used books under the following conditions:
- The advertised condition of the book is new or like new; the book
does not contain highlighting, inscriptions or other damage.
- The cost savings between used and new, including shipping, is significant.
- Library staff has sufficient time to spend on used book orders.
- An out of print title with continued relevance to the collection
is readily available used.
While faculty members are welcome to suggest used books, library staff
will make the final decision regarding their purchase.
Used audiovisual materials tend to be less reliable and often require
more staff time to examine for defects. Thus, as a general rule we do
not purchase used videos, DVDs, CDs, etc.
Film and Video Rentals
All requests for film and video rental should be made through the library’s
technical services staff. When considering a rental, bear in mind that
the library actively purchases videos and DVDs for its permanent collection
if the material is likely to have ongoing use in the curriculum. For
more information about renting vs. buying, see the library’s Video
Purchase and Rental Policy
Normally, periodical purchase decisions are made as a department and
are relayed to the liaison librarian by the department chair.
New materials are displayed in the NewsNook on the first floor (adjacent to the Reference Room) and may be checked out at the circulation desk.
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