Syllabus for Acquisitions Course Unit

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Syllabus suggests topics to include in courses on acquisitions to prepare individuals for roles as managers of, or participants in, acquisitions services in libraries or other information centers and agencies. (ALCTS)

Syllabus for Acquisitions Course Unit

Purpose and Objective

This syllabus suggests topics to include in courses on acquisitions at the graduate level, in units within technical services, resources, and collection development courses, in acquisitions institutes and workshops, and in internal staff development and training events. The topics can be arranged and organized to fit the particular situation.

The objective of the course/course unit is to prepare individuals for roles as managers of, or participants in, acquisitions services in libraries or other information centers and agencies.

I. General

Objective

For the individual to have a general overview of, or an introduction to, acquisitions as a foundation for the remainder of the course/course unit.

  1. The Place/Role/Relationship/Interface of Acquisitions to:
    1. The Library as a Whole
    2. Collection Development
    3. Cataloging/Bibliographic Control
    4. Other Technical Services Units
  2. Scope of Acquisition Services
    1. General Characteristics of the Business Aspects of Librarianship
    2. Materials Handled/Not Handled by an Acquisitions Department
  3. Goals of Acquisition Services
    1. To acquire materials as rapidly as possible
    2. To acquire materials as inexpensively as possible
    3. To function like a smoothly-operating business (pay bills in 30 days, answer correspondence and return phone calls promptly, etc.)
  4. Organizational Patterns of Acquisition Services
    1. By Activity
    2. By Type of Material Acquired
    3. By Means of Acquiring Materials
  5. Staffing of Acquisition Services
    1. Levels of Staff
    2. Staff Training
    3. Staff Evaluation
    4. Work Standards
    5. Work Quotas
    6. Staff Motivation
  6. Overview of Automation of Acquisitions
    1. Basic Applications or Uses in Acquisitions
    2. Impacts of Automation on Acquisitions
  7. Principles and Standards of Acquisitions Practice
    1. ALA Code of Ethics
    2. ALCTS Statement
  8. Literature of Acquisitions Services
    1. Professional Journals
    2. Monographs
    3. Electronic Resources
    4. Other
  9. Professional Organizations
    1. National
    2. Regional
    3. Local

II. Publishing/Creating Information

Objective

For the individual/student to know how information is published or created for distribution or dissemination.

  1. Traditional Publishing
    1. Trade Publishing
    2. Scholarly Publishing
    3. Mass Market Publishing
    4. Domestic versus Foreign Publishing
  2. Electronic Publishing
    1. Definition and Characteristics
    2. How Electronic Publishing Works II

III. Vendors/Suppliers

Objective

For the individual/student to know how published information is distributed or disseminated in the marketplace.

  1. Definition of a Vendor/Supplier
  2. Why Use Vendors?
    1. Economy of Scale
    2. Paperwork Reduction
    3. Discounts
    4. Service
  3. Types of Vendors/Suppliers
    1. Wholesalers
    2. Retailers
    3. Publishers
    4. Agents
  4. Vendor/Supplier Services
    1. Basic Services
    2. Reporting Services
    3. Computer/Automated Services
    4. Special Services
  5. Vendor/Supplier Evaluation and Selection
    1. Performance Evaluation
    2. Fulfillment Rates
    3. Discounts
    4. Materials Coverage
    5. Competitive Bidding
  6. Vendor/Supplier Contracts and Licensing Agreements
    1. Types of Contracts/Licenses
    2. Negotiating Contracts/Licenses
  7. Maintaining Good Vendor/Supplier Relations
    1. Ethics Regarding Vendors
    2. Communications with Vendors
    3. Good Business Practices
    4. Negotiating with Vendors

IV. Acquisition Methods

Objective

For the individual/student to understand the basic methods libraries use to acquire informational materials.

  1. Firm Orders
    1. Definition and Characteristics
    2. When to Use
    3. Advantages and Disadvantages
    4. Management
  2. Standing Orders
    1. Definition and Characteristics
    2. When to Use
    3. Advantages and Disadvantages
    4. Management
  3. Approval Plans
    1. Definition and Characteristics
    2. When to Use
    3. Profiling
    4. Advantages and Disadvantages
    5. Management
  4. Blanket Orders
    1. Definition and Characteristics
    2. When to Use
    3. Advantages and Disadvantages
    4. Management
  5. Subscriptions
    1. Definition and Characteristics
    2. When to Use
    3. Options
      1. With an Agent
      2. Direct
      3. Memberships
    4. Advantages and Disadvantages
    5. Management
  6. Leases
    1. Definition and Characteristics
    2. When to Use
    3. Advantages and Disadvantages
    4. Management
  7. Gifts
    1. Definition and Characteristics
    2. When to Use
    3. Advantages and Disadvantages
    4. Management
  8. Exchanges
    1. Definition and Characteristics
    2. When to Use
    3. Advantages and Disadvantages
    4. Management

V. Basic Records and Files

Objective

For the individual/student to be able to identify, define, and describe the various records and files essential to acquisitions work.

  1. Vendor Records/Vendor File
    1. Functions/Purposes
    2. Content/Format
  2. Order Requests/Order File
    1. Functions/Purposes
    2. Content/Format
  3. Purchase Orders/Purchase Order File
    1. Functions/Purposes
    2. Content/Format
  4. Financial Records/Fund Accounting File
    1. Functions/Purposes
    2. Content/Format
  5. Correspondence/Correspondence File
    1. Functions/Purposes
    2. Content/Format
  6. Serials/Standing Order Check-in Records
    1. Functions/Purposes
    2. Content/Format
  7. Volume Holdings
    1. Functions/Purposes
    2. Content/Format
  8. Invoices
    1. Functions/Purposes
    2. Content/Format

VI. Acquisitions Funds, Budgets, and Accounting

Objective

For the individual/student to understand the sources of acquisitions funds and how the funds are allocated, expended, and accounted for.

  1. Sources of Acquisitions Funds
    1. Appropriations
    2. Gifts
    3. Grants
    4. Other
  2. Acquisitions Budgets
    1. Who Prepares/Authorizes
    2. Organization of a Budget
    3. Allocation Methods
    4. Establishing a Budget
    5. Adjustments/Revisions
  3. Accounting
    1. Functions/Purposes
    2. Procedures
    3. Monitoring/Reporting Methods
    4. Auditing Requirements

VII. Basic Functions/Activities/Procedures

Objective

For the individual/student to identify and define the basic functions of acquisitions services and describe generally how they are carried out.

  1. Receiving Order Requests
    1. Objective/Purpose
    2. Tasks and Workflow
  2. Searching Order Requests
    1. Objective/Purpose
    2. Tasks and Workflow
  3. Verifying Order Requests
    1. Objective/Purpose
    2. Tasks and Workflow
  4. Selecting Vendors/Routing Orders
    1. Objective/Purpose
    2. Tasks and Workflow
  5. Preparing and Dispatching Orders
    1. Objective/Purpose
    2. Basic Ordering Information
    3. Options (Paper, Electronic, Etc.)
    4. Tasks and Workflow
  6. Encumbering Funds
    1. Objective/Purpose
    2. Tasks and Workflow
  7. Receiving Materials/Expending Funds
    1. Objective/Purpose
    2. Tasks and Workflow
  8. Handling Damaged and Incorrectly Shipped Materials
    1. Objective/Purpose
    2. Tasks and Workflow
  9. Claiming Unreceived Materials
    1. Objective/Purpose
    2. Pre-Claiming Tasks
    3. Tasks and Workflow
  10. Canceling Materials
    1. Unreceived Materials
      1. Objective/Purpose
      2. Established cancellation period
      3. Tasks and Workflow
    2. Serial Subscriptions
      1. Objective/Purpose
      2. Established cancellation period
      3. Tasks and Workflow
  11. Database Management
    1. Objective/Purpose
    2. Tasks and Workflow
  12. Monitoring and Reporting Activities
    1. Objective/Purpose
    2. Tasks and Workflow
  13. Special Acquisitions Problems
    1. Paperbacks
    2. Government Publications
    3. Small Presses
    4. Microforms
    5. Audio-Visual Materials
    6. Electronic Formats
    7. Out-of-Print Materials
    8. Back Issues
    9. Foreign Material

VIII. Standards Important to Acquisitions

Objective

For the individual/student to be familiar with the international and national standards used in, or available for use in, acquisitions work.

  1. Standards Organizations
    1. National Information Standards Organization (NISO)
    2. American National Standards Institute (ANSI)
    3. International Organization for Standards (ISO)
    4. Book Industry Systems Advisory Committee (BISAC)
    5. Serials Industry Systems Advisory Committee (SISAC)
  2. Representative Standards
    1. MARC
    2. AACR2
    3. ISBD
    4. ISBN
    5. ISSN
    6. LCCN
    7. SAN
    8. Computerized Book Ordering
    9. Electronic Data Interchange (EDI)
    10. Other

IX. Automation of Acquisitions

Objective

For the individual/student to understand the basic fundamentals of automation as it affects acquisitions and how an automated acquisitions system is acquired.

  1. Basic Applications
    1. Control/Guidance of Tasks
    2. Storage/Retrieval of Records/Files
    3. Processing Information
    4. Communicating/Disseminating Information
    5. Analyzing Information (Spreadsheets)
  2. Elements of a Computer-Based Acquisitions System
    1. Hardware
    2. Software
    3. Communications Links
    4. Procedures and Workflow
    5. Documentation
    6. Personnel
  3. Types of Computer-Based Acquisitions Systems
    1. Turnkey Systems
    2. Locally-Developed Systems
    3. Systems Shared With Other Libraries/Information Centers
    4. Jobber/Agent-Supplied Systems
  4. Stand-Alone/Integrated Acquisitions Systems
    1. Stand-Alone Computer-Based Acquisitions Systems
    2. Computer-Based Acquisitions Systems Integrated with Other Systems
  5. Acquiring a Computer-Based Acquisitions System
    1. Assessing Need
    2. Developing Requirements
    3. Preparing a Procurement Document (RFP, etc.)
    4. Evaluating Alternative Systems
    5. Negotiating Contracts
    6. Installing a System
    7. Evaluating an Installed System

X. Cooperative Activities

Objective

For the individual/student to be familiar with some of the cooperative acquisitions activities in which libraries engage.

  1. Cooperative Acquisitions Projects
    1. Definition and Characteristics
    2. Advantages and Disadvantages
  2. Duplicate Exchange Programs
    1. Definition and Characteristics
    2. Advantages and Disadvantages
  3. Bibliographic Utilities
    1. OCLC
    2. RLIN
    3. WLN

XI. Trends and Issues

Objective

For the individual/student to be acquainted with some of the pressing trends and issues that are affecting acquisitions today.

  1. Paper versus cloth binding
  2. Increased Costs of Serials
  3. Reduction in Monographic Materials Budget
  4. Access Versus Ownership
  5. Preservation

BIBLIOGRAPHY

Advances in Serials Management. Ed. by Jean Cook and Marcia Tuttle. Greenwich, CT: JAI Press, 1986–.

General

American Library Association. ALCTS, Acquisition of Library Materials Staff and Marsha J. Hamilton. Guide to Preservation in Acquisition Processing. (Acquisitions Guidelines, No. 8). Chicago, 1993.

Fox, Beth Wheeler. "Acquisitions." In Behind the Scenes at the Dynamic Library: Simplifying Essential Operations. Chicago, IL: American Library Association, 1990; 1–15.

Hardy, E.D. Statistics for Managing Library Acquisitions. Chicago, IL: American Library Association, 1989.

Heitshu, Sara C. "Acquisitions." In Library Technical Services: Operations and Management. 2nd ed. Ed. by Irene P. Godden. San Diego, CA: Academic Press, 1991; 101–45.

Intner, Sheila S., and Josephine Riss Fang. "Acquisitions and Collection Management." In Technical Services in the Medium-Sized Library: An Investigation of Current Practices. Hamden, CT: Library Professional Publications, 1991; 35–59.

Kohl, David F. Acquisitions, Collection Development, and Collection Use: A Handbook for Library Management. Santa Barbara, CA: ABC-Clio Information Services, 1985.

Magrill, Rose Mary, and John Corbin. Acquisitions Management and Collections Development. 2nd ed. Chicago, IL: American Library Association, 1989.

Schmidt, Karen A., Ed. Understanding the Business of Library Acquisitions. Chicago, IL: American Library Association, 1990.

Soupiset, Kathryn A. "Managing Acquisitions." In Technical Services in Libraries: Systems and Applications. Ed. by Thomas W. Leonhardt (Foundations in Library and Information Science, 25). Greenwich, CT: JAI Press, 1992; 175–96.

Trujillo, Tamara Frost. "Perspectives on Acquisitions Librarianship: Today and Tomorrow." In Technical Services in Libraries: Systems and Applications. Ed. by Thomas W. Leonhardt (Foundations in Library and Information Science, 25). Greenwich, CT: JAI Press, 1992; 197–205.

Tuttle, Marcia. Introduction to Serials Management. Greenwich, CT: JAI Press, 1983.

Publishing/Creating Information

Crider, Allen Billy, ed. Mass Market Publishing in America. Boston, MA: G.K. Hall, 1982.

Curwen, Peter J. The World Book Industry. New York, NY: Facts on File, 1986.

Dessauer, John P. Book Publishing: What It Is, What It Does. 2nd ed. New York, NY: R.R. Bowker, 1981.

Geiser, Elizabeth A., ed. The Business of Book Publishing: Papers by Practitioners. Boulder, CO: Westview Press, 1985.

Smith, Datus C. A Guide to Book Publishing. Rev. ed. Seattle, WA: University of Washington Press, 1989.

Vendors/Suppliers

American Library Association. Collection Development and Management Committee. Guide to Performance Evaluation of Library Materials Vendors. (Acquisitions Guidelines, no. 5). Chicago, 1993.

Anderson, Jan. "Challenging the 'Good Buddies Factor' in Vendor Selection." Advances in Serials Management. 3 (1989): 153–71.

Baldwin, Jane, and Arlene Moore Sievers. "Subscription Agents and Libraries: An Inside View of What Every Serials Librarian Should Know." Advances in Serials Management. 2 (1988): 37–45.

Ivins, October. "Do Subscription Agents Earn Their Service Charges and How Can We Tell?" Library Acquisitions: Practice and Theory 16 (1989): 143–47.

McKinley, Margaret. "Vendor Selection: Strategic Choices." Serials Review 16 (1990): 49–53, 64.

Merriman, John B. "Publisher, Vendor, Librarian - Uneasy Alliance." Library Acquisitions: Practice and Theory 31 (1987): 155–58.

Miller, Heather S. Managing Acquisitions and Vendor Relations: A How-to-do-it Manual. New York, NY: Neal-Schuman, 1992.

Acquisitions Methods

Basch, Bernard and Judy McQueen. Buying Serials: A How-to-Do-It Manual for Librarians. New York, NY: Neal-Schuman, 1990.

Eaglen, Audrey. Buying Books: A How-To-Do-It Manual for Librarians. New York, NY: Neal-Schuman, 1989.

Fox, Beth Wheeler. "Finances." In Behind the Scenes at the Dynamic Library: Simplifying Essential Operations. Chicago, IL: ALA, 1990; 141–56.

Reidelbach, John H., and Gary M. Shirk. "Selecting an Approval Plan Vendor: A Step-by-Step Process." Library Acquisitions: Practice and Theory 7 (1983): 115–25; Pt.2, 8 (1984): 157–202; Pt 3 9 (1985): 177–260.

Acquisitions Funds, Budgets, and Accounting

Alley, B., and Jennifer Cargill. Keeping Track of What You Spend: The Librarian's Guide to Simple Bookkeeping. Phoenix, AZ: Oryx Pr., 1982.

Bonk, Sharon C. "Rethinking the Acquisitions Budget: Anticipating and Managing Change." Library Acquisitions: Practice and Theory. 10 (1986): 97–106.

Hawks, Carol Pitts. "Internal Control, Auditing, and the Automated Acquisitions System." Journal of Academic Librarianship 16 (November 1990): 296–301.

Kruger, Betsy. "Basic Acquisitions Accounting." In Understanding the Business of Library Acquisitions. Chicago, IL: ALA, 1990; 261–85.

Schenck, William Z. "Accounting and Business Practices." In Understanding the Business of Library Acquisitions. Chicago, IL: ALA, 1990; 287–97.

Shreeves, Edward, ed. Guide to Budget Allocation for Information Resources. Chicago, IL: ALA, 1991.

Smith, G. Stevenson. Accounting for Librarians and Other Not-for-Profit Managers. Chicago, IL: ALA, 1983.

Standards Crawford, Walt. Technical Standards: An Introduction for Librarians. 2nd ed. Boston: G.K.Hall, 1991.

Library and Information Technology Association (U.S.) National Conference (2nd : 1988 : Boston, Mass.) Library and Information Technology Standards: Papers Presented at the Second National Conference of the Library and Information Technology Association, October 2–6, 1988, Boston, Mass. Ed. by Michael Gorman. Chicago, IL: American Library Association, 1990.

Information Standards Quarterly. National Information Standards Organization, USA: 1989–.

Automation of Acquisitions

Boss, Richard, Susan Harrison, and Hal Espo. "Automating Acquisitions." Library Technology Reports 22 (September–October 1986): 479–634.

Bryant, Bonita. "Automating Acquisitions: The Planning Process." Library Resources & Technical Services 28 (1984): 285–98.

Schmidt, Nancy P. "Choosing an Automated Serials Control System." The Serials Librarian. 9 (Fall 1984): 65–86.

Winters, Barbara A. "Serials in an Automated Environment." In Technical Services in Libraries: Systems and Applications. Ed. by Thomas W. Leonhardt (Foundations in Library and Information Science, 25). Greenwich, CT: JAI Pr., 1992; 207–24.

Journals Relating to Acquisitions Specifically

The Acquisitions Librarian. Semiannual. New York, NY: Haworth, 1989–.

Advances in Serials Management. Quarterly. Greenwich, CT: JAI Pr., 1986–.

Against the Grain. Quarterly. Charleston, SC: 1989–.

Collection Management. New York, NY: Haworth Pr., 1976–77–.

Library Acquisitions: Practice and Theory. Quarterly. New York, NY: Pergamon, 1977–.

The Serials Librarian. Quarterly. New York: Haworth, 1976–.

Serials Review. Quarterly. Ann Arbor, MI: Pierian, 1975–.

Electronic Resources

ACQNET (The Acquisitions Librarians Electronic Network. Ithaca, NY: Christian M. Boissonnas, no.1– 1990–

Newsletter on Serials Pricing Issues. Listserv@gibbs.Oit.unc.edu: subscribe prices [first name last name].

SERIALST: Serials in Librarias Discussion Forum. Listserv@uvmvm: subscribe serialst [first name last name]