The Faculty Library Representative: Role and Responsibilities

A separate page contains a roster of faculty library reps and subject bibliographers.

Introduction

The Ohio University Libraries plan and implement the development of collections through the collaborative efforts of librarians and faculty members. At the policy-making level, the University Library Committee, comprised of eight faculty members, two administrators, and three students, serves as an advisory body to the Provost and the Dean of Libraries.

In the ongoing process of materials selection and purchase, Subject Bibliographers (librarians appointed by the Dean of Libraries) work with faculty members from academic schools, departments, or areas to acquire new materials. Faculty Representatives, designated by each specific academic department or area, collaborate with the Bibliographers to develop collections of value and importance to current and future student and faculty researchers. The role and responsibilities of the Faculty Representative are described in this document; a similar document describes the role and responsibilities of the Subject Bibliographer.

Two additional documents--the Collection Development Policy and the Acquisitions Fund Allocation Formula--guide the cooperative activities of Faculty Representatives and Subject Bibliographers. A unique Collection Development Policy is written for each academic department, incorporating the input of faculty members and the Subject Bibliographer. This Policy serves the department as a resource selection guide by first outlining the general purpose, curricular needs, and research emphases of the department. The Policy goes on to detail selection parameters--language, format, geographical and chronological coverage, etc.--and levels of collecting intensity ranging from the minimal to the comprehensive. (A description of collecting levels is attached.) Ideally, the Policy both describes the department's current situation and looks toward future needs and concerns.

The Acquisitions Fund Allocation Formula, created in 1979 and updated every three years, guides the Libraries' allocation of acquisition funds to the academic disciplines. The Allocation formula takes into consideration such factors as publishing costs, circulation, interlibrary loan borrowing, student enrollments, and faculty numbers and levels. These two documents provide the Subject Bibliographer and Library Faculty Representative with the methods and means on which to base their selection decisions.

The Role of the Faculty Representative

The role of the Faculty Representative is comprised of two vital functions: serving as liaison between the department and the Libraries and participating in resource development. Additionally, the Representative informs departmental colleagues of resources available in the Libraries' collections that will meet their instructional and research needs. Finally, since information technology is continuously evolving, the Representative, assisted by Subject Bibliographer, keeps abreast of new technologies and developing concepts of academic library service of significance to the department.

The Responsibilities of the Faculty Representative

In order to assist in the planning and development of collections, the Representative is familiar with:

• the present and planned curriculum of the department;
• the research emphases and projects of faculty and graduate students.

The Representative is encouraged to develop a working knowledge of:

• the Collection Development Policy for the department;
  • any book acquisition approval plan profiles governing purchases from library vendors of relevant books and other resources;
  • the Libraries' current holdings, including, as appropriate, books, periodicals, microforms, non-print materials, electronic resources, archival and special collections materials;
• relevant major resources/collections available outside the Ohio University Libraries.

The Representative participates in the development, maintenance and revision of a Collection Development Policy so that it will reflect current departmental curriculum and research. Referring to this Policy, the Representative works with the Bibliographer in determining acquisitions priorities, advises colleagues about available resources, and initiates orders for materials basic to implementing the Policy.

Because resource development is a cooperative venture, it is imperative that the Representative keep the Bibliographer (and thus the Libraries) informed of changes in departmental programs and research so the Libraries' collections will continue to meet the current needs of the department. This is most effectively accomplished by fostering a close working relationship with the Bibliographer and including the Bibliographer in departmental meetings and planning sessions in which library matters are discussed and deliberated.

Liaison Activities

To function effectively as a liaison, it is essential that the Representative be conversant with the Libraries' activities and services, the function of the Subject Bibliographer, and the general responsibilities of key library staff members. By attending the orientation session for Representatives held each Fall Quarter, the Representative gains increased knowledge of the Libraries while at the same time becoming acquainted with Representatives and Bibliographers from other academic areas. Knowing these persons is an important factor in increasing interdisciplinary cooperation in developing collections and planning effective acquisition strategies.

The Representative accepts recommendations for acquisitions from colleagues and, via the Bibliographer, initiates orders and monitors departmental expenditure of its allocated acquisitions funds. These activities also enable the Representative and the Bibliographer to determine shifts in curriculum emphasis and research interests and their effect on the department's Collection Development Policy.

Orientation and Library Instruction

After becoming familiar with the various forms of bibliographic instruction offered by the Libraries, the Representative makes colleagues aware of the availability of these instructional services. The Representative actively encourages the education of students in the use of the Libraries and their resources either through instruction within the library itself or in the classroom. The Representative may also serve as a consultant to the Libraries' staff in identifying needs and developing instructional materials and experiences for the department and its faculty.

Other Responsibilities

Anticipating future needs and reacting to current situations, the Representative and the Bibliographer deal with other significant collection development matters, including cooperative purchase by several departments of costly interdisciplinary materials, remote storage issues, and cooperative collection development among academic libraries (OhioLINK institutions, etc.). In addition, accreditation surveys and site visits by various agencies and associations require the Representative and the Bibliographer work together in compiling relevant data, involving other Representatives and Bibliographers as appropriate, reporting on the quality of collections, and meeting with accreditation evaluators.

March 19, 1993