Allocation of Funds

Recurring materials budget funds allocated to the University by the state legislature each year are used to acquire materials for the Library’s collections, fund access to remote electronic resources, and pay associated access, delivery, and preservation expenses. These expenditures include payments for monograph and other one-time orders (including audio-visual materials), subscription and standing order payments, binding expenses, access and simultaneous user fees associated with remote electronic resources, and costs associated with the development and maintenance of a discovery system.  A small Miscellaneous fund line covers preservation microfilming and charges associated with participation in out-of-print online networks. Both capitalized and non-capitalized expenditures are paid with materials budget funds. Materials expenditures are tracked within several categories:

  • Firm Orders (Print Monographs and E-books, A-V Materials, Government Documents, Maps, Periodical Backsets)
  • Print Serials (periodicals and monographic titles received on a continuing basis, such as annuals or yearbooks)
  • Electronic Resources (ongoing charges for Web-based indexes/abstracts and full-text resources, and periodicals and continuations in electronic format)
  • Binding (of both periodicals and monographs)
  • Miscellaneous (out-of-print services, replacement photocopies, sample copies, preservation microfilming)

The materials budget is allocated by subject area, not to academic departments or programs. Allocations are made within seven broad areas: Business, Education, Humanities and Fine Arts, Science and Technology, Social and Behavioral Sciences, Library (Law, Library Professional Literature, Medicine, Discretionary Fund), and Reference and Special Services (Reference Collection, Career Collection, Fine & Performing Arts non-print, Documents and Maps, Special Collection, Youth Collection). Within the seven broad divisions, encumbrances for one-time orders and expenditures for all materials are tracked according to specific subject lines (e.g., Accounting, Biology, French, Sociology) and material type (print monograph/firm order, e-book, print serial, remote electronic resource).

Allocations for specific subject areas, which are tied closely to the curriculum and academic departments on campus, are determined, for the most part, by a formula. The formula incorporates a number of weighted factors including number of declared majors, faculty FTE, average cost of materials, and external circulation and internal use of books. In some instances, figures that represent three-year averages are used in order to minimize the budgetary impact of dramatic, and possibly short-term, changes. Differences in undergraduate and graduate enrollments and in course levels are factored into the formula.

Where necessary, statistics utilized in the budget formula that are cumulated and reported by department or program are reassigned to discrete subject areas. Allocations to selected subject areas that do not have direct ties to local academic programs (e.g., Law, Medicine, Library Professional Literature) and to discrete library collections (e.g., Reference, Career, Documents and Maps) are not determined by formula; these are set at an established, and regularly reviewed, percentage of the materials budget.

September 14, 1999; rev. October 2, 2009; rev. April 27, 2015, rev. March 29, 2018

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