Home Collection Management Policies

Collection Management Policies

Each collection maintained by NDSU Libraries has policies and rules for content curration and ingestion. Find out more from the links or tabs below about the specific collection you are inquiring about. 




Mission of the Libraries

The Libraries create dynamic spaces and services, and offer resources to catalyze the pursuit of knowledge by NDSU's diverse community of scholars.

Purpose and Audience

The NDSU Libraries collects materials primarily to support the curriculum and research activities of the NDSU community. The purpose of this policy is to provide consistency in the management of the collection and to communicate the Libraries’ policy to students, faculty, staff, and the community.

Statement of Collection Responsibility

The ultimate responsibility for the management of library resources and the policy decisions related to this function rests with the Dean of Libraries and the Libraries’ Collection Management Coordinating Team. Individual subject areas in the collection are the responsibility of subject librarians, who work in consultation with Faculty Liaisons appointed by their academic department chairs.

Funding & Allocation

The primary source of funding for the Libraries’ resources is state appropriations. Other funding sources may include interest on endowments, supplemental funds, grants, student fees, and the Office of the Provost. The budget is divided between one-time and ongoing expenditures. Ongoing expenditures are given the initial allocation and consist of journal and database subscriptions. Remaining funds are used for one-time expenditures, such as books and journal backfile collections.    

Selection Guidelines and Formats

The Libraries’ highest priority is selecting materials that support NDSU’s curriculum and research activities.

  • Guidelines
    • The Libraries purchase or subscribe to materials in all formats, but may decide not to purchase materials in obsolete, outdated, or unproven formats.
    • In general, the Libraries do not purchase duplicate copies of items.
    • The Libraries do not routinely acquire current course textbooks.
    • Replacements for lost or damaged materials are purchased if funding is available.
    • Recommendations may be made to a relevant faculty liaison or subject librarian.
  • Formats
    • Books
    • Books are purchased in print or electronic format.
    • Periodicals
    • Periodicals include journal, magazine, and newspaper subscriptions. The preferred format for these subscriptions is electronic. The Libraries are not seeking to add new print subscriptions.
    • Media
    • Media collections include audio and visual recordings on digital video disc (DVD), compact disc (CD), streaming audio and video, and emerging formats.
    • Microforms
    • Microform materials are acquired selectively when space or fragility of the original format is an issue.
    • Music Scores
    • Music scores are acquired as needed to support the curriculum.
    • Cartographic Materials
    • Maps, atlases, charts, and other cartographic materials are acquired as needed to support the curriculum. The Libraries receive maps and charts from the U.S. Government Printing Office as part of the Federal Depository Library Program.
    • Electronic Resources
    • All of the above may be purchased in electronic format. Other electronic resources may include bibliographic databases, reference materials, and streaming media collections. These materials are acquired as one-time purchases or licenses as ongoing subscriptions.

Special Formats & Collections

  • NDSU Archives

The NDSU Archives, under the Head of Archives, collects materials in all formats of historical significance to NDSU and North Dakota. More detailed information can be found in their policy (http://library.ndsu.edu/ndsuarchives/institute-collection-development-policy).

  • Dissertations, Theses, and Plan B Papers

NDSU students submit dissertations and theses electronically to ProQuest as mandated by the university. Some departments may require submission to the Institutional Repository.

  • Government Publications

The NDSU Libraries with the University of North Dakota Chester Fritz Library comprise a regional depository for U.S. government publications. The Libraries receive all depository publications in the following U.S. Superintendent of Documents classifications: A, D, E, F, H, I, M, O, R, V, and W. Publications in other classifications may be added as needed by NDSU. The NDSU Libraries are also a selective depository for state publications.

  • Germans From Russia Heritage Collection

The Germans from Russia Heritage Collection (GRHC), under the Director and Bibliographer of the GRHC, collects publications, photographs, maps, audio-visual materials, oral histories, and other materials documenting the history and culture of the Germans from Russia in North Dakota and the Northern Plains. More detailed information can be found in their policy (http://library.ndsu.edu/grhc/aboutus/policy.html).

  • North Dakota Fiction

The Humanities Librarian coordinates the acquisition of works of fiction authored by North Dakotans or set within North Dakota. More information can be found in the North Dakota Fiction Policy.

  • Reference

Maintenance of the Reference Collection is coordinated by the Head of Research and Instruction.  Subject librarians select electronic reference materials in their subject areas. Print reference materials may be purchased upon faculty request.

  • Shott Collection

Maintained by the Humanities Librarian, the Shott Collection consists of high-quality recreational reading books, audio books, CDs and DVDs as well as other audiovisual materials. The collection emphasizes award winning titles and popular fiction and nonfiction titles. More information can be found in the Shott Collection policy.

  • Institutional Repository

The Institutional Repository (http://library.ndsu.edu/repository/), maintained by the Resource Acquisition, Management and Discovery department, collects, preserves, and provides access to digital materials produced or submitted by the NDSU community.

  • NDSU Faculty Publications (Monographs)

The NDSU Libraries seek to obtain, by purchase or donation, copies of all monographs authored or co-authored by NDSU faculty members. Monographs edited or including chapters authored by faculty may be purchased by the Libraries at the discretion of the appropriate subject librarian.

It is the responsibility of faculty to inform the Libraries about their publications.

Faculty publications—which are generally placed the Main Library’s circulating collection—are assigned a note of “NDSU Faculty Publication” in the MARC record, and have a book plate placed inside the cover.


Gift materials are subject to the same criteria for addition to the collection as purchased materials. The Libraries reserve the right to sell or refuse unwanted gift materials.

The NDSU Archives actively seeks additions to its archival collections. Documents of historical significance to NDSU or North Dakota are accepted in various formats. The Archives also accepts non-fiction books about NDSU and North Dakota, and monetary donations.

The Germans from Russia Heritage Collection (GRHC) is pleased to accept donations of archival collections, family histories, oral histories, textiles, photographs, certificates, books and memorabilia relating to the Germans from Russia.

Consortia Agreements and Resource Sharing (Interlibrary Loan)

The Libraries participate in national, regional, and state-wide consortia for resource sharing and for negotiating acquisition and licensing of electronic resources. Membership in OCLC, ODIN, PALS, and Minitex allows the Libraries to borrow from and share its resources with other Libraries. As a member of Lyrasis, Minitex, and local purchasing groups, the Libraries receive discounts on the acquisition and/or licensing of electronic resources.

Collection Evaluation and Deselection

Deselection, also called weeding, is an important aspect of collection management. Deselection is a continual process in which materials are removed from the collection. Criteria for deselection may include currency, condition, format, and repute. Subject librarians are responsible for collection evaluation and weeding in their areas to maintain a collection that supports curriculum and research at NDSU. Whenever possible, librarians will consult with relevant departments during the deselection process.

Statement of Revision

This Collection Management Policy will be reviewed annually and revised as needed by the Collection Management Coordinating Team.

Intellectual Freedom

The Libraries support intellectual freedom as defined in documents adopted by the America

Library Association, including:

The Libraries also support the American Film and Video Association’s Freedom to View statement (http://www.ala.org/vrt/professionalresources/vrtresources/freedomtoview).

Any individual or group questioning the appropriateness of materials in the collection will be referred to the Dean of Libraries.


The NDSU Libraries thank the University of Arkansas at Little Rock Libraries for granting permission to use their Collection Management Guidelines Overview (http://ualr.edu/library/cd-guidelines-overview/) as a model.



Created 2014

Revised 06/25/2014, 7/3/2014, 11/5/2014, 2/12/16

Revised 01/25/16 (housekeeping)

Revised & approved at CMCT 6/8/16

North Dakota Fiction Collection Management Policy

The North Dakota Fiction Collection houses literary works that either take place in North Dakota or are written by an author born in North Dakota. Consisting of relevant titles from multiple genres, this collection showcases the creative talent the state of North Dakota brings out in its residents. This collection of award-winning works and locally published titles highlights the unique voice of North Dakotans and their surroundings.

The Dean of Libraries is responsible for the overall administration of the North Dakota Fiction Collection. Selection and deselection of materials for the collection will primarily be the responsibility of the NDSU Humanities Librarian, in conjunction with the NDSU Archivist. Special input from staff, faculty and students is also considered when making critical decisions. Gift books will be evaluated by the Humanities Librarian for addition to the collection.

All titles in the North Dakota Fiction Collection will be searchable by author and title in the NDSU Library Catalog, with a unique ND Fiction Collection designation.

Shott Collection Management Policy

The Shott Collection consists of high-quality recreational reading books, audio books, CDs and DVDs. The collection emphasizes award winning fiction and nonfiction titles, mysteries, science fiction, current bestsellers, and popular titles.  

The Dean of Libraries is responsible for the overall administration of the Weber Reading Room. Selection and deselection of materials for the Shott Collection will be the responsibility of the NDSU Humanities Librarian with input from staff, faculty and students.

Some popular reading materials of less academic merit may be leased through a library vendor rather than purchased by the Library. Leased books will be returned to the vendor when interest in the titles dwindles. Gift books will be evaluated by the Humanities Librarian for addition to the collection.

All titles in the Shott Collection will be searchable by author and title in the NDSU Library Catalog and have a Shott Room designation.



New:  06/25/14

Revised:  10/7/15 (new format)

Revised: 02/04/16

Last updated: 7/7/2016