When there is a choice between hard cover and paperback, the paperback will be purchased unless its usage is expected to stand up to frequent and heavy use.
Subscriptions of current editions are made at the request of academic departments and on the basis of the expressed needs and interests of the users of the library. Every year, prior to renewal dates, the library informs members of the academic departments about which titles are available in the library's full-text databases, upon which information, members of the academic departments review their orders and consider cancelling the print versions that are duplicated online.
The library shall subscribe to representative national newspapers,
Foreign Language Materials
Materials in foreign languages will be purchased to support the language curricula offered by College, particularly when a specific need is evident for a foreign language edition.
Materials not used regularly
Resources (books, manuals, indexes, periodicals, dissertations) and information needed to support the research of an individual student or members of academic departments are obtained, whenever possible, through the inter-library loan facility rather than through purchase.
Out-of-print materials are sought for from catalogs and web pages of out-of printbook dealers and services of major book jobbers.
Textbooks are purchased, and free copies are accepted, only when they supply information in areas in which they may be the best or the only source of information on the subject.
Audio-Visual (A-V) Media
The library acquires a limited number of recordings, CDs, DVDs and videos. These are selected on the basis of course needs and the needs of the library's clientele, largely on the recommendations of the academic departments. As for adding other A-V materials to the collections, the general policy is to select materials which will best serve the purposes of Academic City College.
Thesis and Project Work
Through its thesis and institutional repository office, the library may accept and maintain printed copies of graduate theses, project papers, and scholarly papers.
For the purpose of the collections policy, electronic resources are defined as reference or indexing sources, either as full-text and/or as citations, which require computer access. The Library Committee will collectively vote on new acquisitions. Electronic resources are subject to contracts negotiated with the respective suppliers. In selecting electronic resources, the following criteria will be used:
- Speed and efficient access for users as compared to print version of material
- Cost effectiveness (start-up and maintenance costs in relation to the number of academic programs served)
- Ease of manipulation
- For bibliographic databases, a high percentage of the titles found in the indexing/abstracting database should be owned by or be accessible to the Library
- Shelving space available for physical forms of the database contents
- Accuracy and authenticity
- Scope and depth of coverage
- Historical perspective as well as currency of data
- Ease of use (e.g., special indexing/browsing features).
The library welcomes gifts but accepts them with the understanding that it has the right to handle or dispose of them in the best interest of the College. The library will determine the classification, housing and circulation policy relating to all gift items.
Maintenance of Collections
Library materials are expensive to purchase, process, and house. The library acknowledges the necessity of preserving all holdings, both traditional and nontraditional. Library staff and users are informed about proper care and handling of library materials in all formats. In addition, temperature and humidity within the building are controlled for maintenance of library materials.
Deteriorating materials in the collection shall be reviewed by the librarian. He/she shall determine if the material can or should be preserved. If the material can and should be preserved, appropriate action will be taken to restore the material to a useful state. If the determination is that the material should not be restored, it will be weeded from the collections. The librarian, with advice from the academic department, will determine if the material is to be replaced.
Weeding of Collections
Academic City College’s library shall keep the collections current through a regular, continuous process for removal of materials which are no longer useful. Therefore, it is the responsibility of the professional librarian to survey the collections throughout the year so as to determine the usefulness of the materials in the curricula. Members of the academic department in affected subject areas will be consulted before materials are removed from the collections. Academic City College, Ghana Central Library shall conduct systematic programs of weeding from the general library collections.
Decisions to withdraw materials are made in consultation with the members of the academic department linked to the academic discipline most directly concerned with possible future use of the resource. Resources affected by weeding are largely:
- Works having timeworn appearance which are not necessarily rare or of considerable value in terms of either content or actual marketability
- Unneeded duplicates
- Earlier editions which have been superseded
- Editions in non-English languages in which the English version is held by the library and the foreign language material does not relate to course offerings or do not support academic department scholarly needs
- Works with outdated or incorrect information
- Ordinary textbooks and dictionaries
- Superseded almanacs, yearbooks, and manuals
- Old course outlines
All materials which are weeded should be properly reported in the annual inventory report and should be properly marked so as to not re-appear on the shelves.
The Library is not biased on any issues and seeks to maintain free flow of information in the selection of books. The disapproval of a book by one group shall not be reason for denying that book to all groups if, by library selection standards, it belongs in the collections. Any patron who wishes to challenge a library material on the shelves should contact the librarian.