1804 Special Library Endowment Fund: 2008-2009

Purpose of the Endowment

The 1804 Special Library Endowment Fund is to enable the Ohio University Libraries to achieve distinction in selected collecting areas by responding to special purchase opportunities. The Endowment Fund is not used for acquiring publications of the kind that would normally be purchased from departmental library allocations, no matter how legitimately they may be needed. Rather, Endowment monies are applied toward the purchase of collections and, in some cases, individual items of rare or otherwise extraordinary value. While there are no restrictions as to the format or subject matter of items purchased with the Endowment Fund, preference is given to those materials that are in keeping with the overall purpose of the gift.

Selection Criteria

Purchases must meet one or more of the following criteria:

1. Entire collections or other block purchases which meet critical needs at a low unit cost;
2. Unique or scarce materials of any kind, having a multidisciplinary appeal, the purchase of which is strongly supported by two or more academic departments;
3. Rare, scarce, or out-of-print materials of scholarly or research value;
4. Collections of private papers having special significance; or
5. Other special-purchase opportunities for which no provision is made in any departmental library allocation.

Selection Procedure

Authority for spending Endowment Fund earnings rests with the Dean of Libraries and the President of the University. For purchases that fall within the collection development priorities of the Department of Archives and Special Collections and do not exceed $10,000, the Dean relies on his/her own professional judgment in consultation with the Head of Archives and Special Collections. Purchases of materials falling outside the collecting interests of Archives and Special Collections or with costs exceeding $10,000 will be reviewed by the Libraries Special Endowment Funds Advisory Committee before any action is taken.

The Advisory Committee consists of nine appointed faculty members representing the breadth of university academics, plus two ex-officio members: the Assistant Dean for Collections and Access (who also serves as Chair) and the President of the Friends of the Library. The nine faculty members are appointed to three-year staggered, calendar-year terms by the Dean of Libraries, after seeking nominations from all Deans, Department Chairs, School and Center Directors. Under normal circumstances, there will be three vacancies opening on the Advisory Committee each year.

The Advisory Committee will oversee one or more cycles each year to review and recommend action on proposals for purchases. In cases involving special purchase opportunities, the Chair may call a special meeting if satisfied that the proposed purchase has merit and that prompt action is required. If the Advisory Committee determines that it needs additional information about a proposal, it may request oral or written clarification and/or invite the sponsor(s) to appear before it. Recommendations of the Advisory Committee are forwarded for the approval of the Dean of Libraries and recommendation to the President of the University for acceptance. In all cases, applicants will be notified as to the disposition of their proposals after the Advisory Committee has reached its decision.

Guidelines for Proposals

Proposals for purchases through the Fund may be submitted to the Chair of the Advisory Committee by any member of the University community. It is expected that all such requests will have been discussed in advance at the school/department level and thus can be taken to represent department wishes as a whole. Proposals must be submitted in writing and should include the following elements:

1. A description of the materials to be purchased, including estimated costs.
2. A discussion of:
   1. the significance of the materials for research purposes,
   2. description of ongoing research at Ohio University that the materials will support,
   3. availability of the materials through OhioLINK or from the Center for Research Libraries (CRL) and, if so, an explanation of why Ohio University should purchase its own copy.
   4. the way in which these materials will fulfill the goals of the Endowment.
3. A statement confirming departmental support of the proposal.
4. A statement of support from the appropriate Subject Librarian(s).
5. Endorsements or statements of support from potential users of the materials.
6. Statements indicating the intention of proposers to match Endowment funding with funds of their own or to seek funding assistance from other interested departments/areas. The Advisory Committee favors matching or shared funding proposals and will give priority consideration to such proposals.

Timetable

For additional information on the Endowment Fund or submission of proposals, contact:

Jan Maxwell
Assistant Dean for Collections and Access
Alden Library 301g
Ohio University
Athens, Ohio 45701-2979
(740) 593-2707
E-mail: maxwelj2@ohio.edu