The Reference Collection is a good source for locating basic information on most topics and identifying other, related sources of information. It reflects the broad and interdisciplinary program of study provided at the University. The print Reference Collection in the Hatfield Library contains works geared to the subject interests of specific programs and departments. Curriculum offerings and user demand determine the extent to which reference sources are needed within a particular subject area. At the same time, those overseeing the collection have a responsibility to collect and maintain, at least on a minimum level, reference sources in areas that may fall outside the University’s academic scope, but which will be of general use to the clientele the University and the library serve. These items will be acquired as funds permit, and will not be acquired at the expense of reference materials supporting primary University programs.
Print reference resources often stand as keys to items in the circulating collections. Also, In the case of continuations, recent volumes may be kept in the Reference Area while superseded issues are kept in the stacks. Reference works that are frequently used by librarians (for instance, citation guides) may be shelved in a special location for easy access.
The librarians have primary responsibility for overseeing selection of materials for the reference collection. The Associate University Librarian for Collections, Teaching, and Research coordinates selection activities in cooperation with other librarians and faculty.
General Criteria
The print Reference Collection is composed of information sources, predominantly in English, which reference staff need close at hand in order to assist with information requests; these materials are intended to be used in the library and do not circulate. Reference materials are generally not meant to be read continuously from beginning to end, but contain relatively short, concise articles or information bites that can be consulted one or a few at a time. Reference materials include, but are not limited to, almanacs, atlases, bibliographies, dictionaries, directories, encyclopedias, handbooks, indexes, and statistical compilations.
All acquisitions are subject to budget constraints.
Language Criteria
Reference sources will be collected primarily in English, with works in other languages collected as appropriate to the foreign languages taught at Willamette.
Other Reference Collection Guidelines:
Duplicate Holdings
Duplicate holdings will be maintained only in exceptional cases. The Hatfield Library will not typically duplicate holdings of the J.W. Long Law Library, but adequate resources will be purchased to support law-related courses offered in the College of Arts and Sciences, the Atkinson School of Management, etc.
Electronic Resources
The libraries will also provide access to electronic reference books as appropriate and when funding is available.
The following is a list of special considerations for particular types of information sources. Allowance must be made for variation in collection criteria between types of materials in one subject area and the criteria for the same type of material in another subject.
Almanacs and Yearbooks--Selected almanacs and yearbooks may be acquired for statistical and ready reference purposes although this information is often fairly easily located online so there is generally less need for this type of resource. Older editions may be maintained in some cases and shelved in the circulating stacks or they may withdrawn from the collection entirely.
Atlases, Maps and Gazetteers--True cartographic coverage will be given greater weight in selecting an atlas than will be given a publication calling itself an atlas but containing predominantly non-cartographic information. Redundancy in topic scope will be avoided, but not at the cost of access to a variety of scales of presentation and topographical features. Current accuracy of maps represented in the source will be a primary selection criterion. Convenience of data access, as contrasted with the presence of the same data dispersed in multiple publications will give a geographical dictionary added value. An inadequate place-name index will be grounds for granting a low-priority purchase status to an atlas. Individual maps may be purchased selectively; free National Geographic maps are periodically added to the collection.
Biographical Sources--Special care will be taken to prevent redundancy in coverage, and to include information on individuals germane to subjects included in Willamette’s curriculum.
Dictionaries and Thesauri--The decision to acquire a dictionary or thesaurus will be based upon a competent review of the publication, the appropriateness of the information for our collection, and current holdings in the subject area.
Directories--Since much of the information included in directories is often freely available online, purchase of directories is a low collection priority.
Encyclopedias—Acquisition of a general or subject encyclopedia will be based upon a competent review of the publication, appropriateness to the curriculum, and user need.
Government Publications--Federal, state, and local government publications will be considered for the Reference Collection under the same general criteria established for evaluating non-government sources in that subject area.
Handbooks--In selecting a title for the Reference Collection, a concise reference aid will be given preference over detailed textual material. Use patterns will be considered in selecting and positioning handbooks. In the area of science and technology, a handbook may be of more value than an additional subject dictionary.
Indexes and Abstracting Services/Databases--The decision to provide and/or maintain access to an abstracting and indexing service or database is based on curricular need, affordability, and use. Preference will be given to databases that provide full text access to information as opposed to just citations and abstracts. The majority of these resources will be accessed online; in very rare instances the library may offer access in print.
New reference materials are processed into the collection on a continuing basis. Reference Collection holdings will be fully cataloged and classified, and when applicable for print materials, may include location tags.
In some cases tanding orders may be established for selected sources that are issued in continuations in an effort to simplify the acquisitions process. Many sources may be collected on a regular but rotating basis, so that every few years a new edition of a source is acquired. This may include expensive items that need periodic updating, but which cannot be absorbed by the reference budget each year.
Deselection is necessary in order to keep the Reference Collection reasonably current and to maintain its small, manageable size. As new print materials are added, superseded materials should be removed, and older titles evaluated for retention, relocation to the circulating stacks, or withdrawal. The removal of materials will be reflected in the online catalog. The Reference Collection will be reviewed and reevaluated periodically.