Q: Can we use the library budget allocated to our department for other materials, such as e-resources, journals, kindle devices or e-books?
A: No. The library budget allocated to each department can only be used for acquiring print books, and in rare cases, DVDs.
Q: Can we use the library budget allocated to our department to purchase DVDs?
For purchasing DVDs published in China mainland, you could provide us with the title, ISRC, audio& video publishing house, or other effective information if possible in the purchase request form.
For purchasing overseas DVDs, it is difficult since the State has a strict review system to the import of audio and video products. All purchase requests need to be examined and approved by the Chinese press and publication administration. The complication is that the order might be failed or may take a long time to acquire.
However, if there is a demand, you could provide the required information which is title, ISBN, and website link in the purchase request form. Please kindly note that the Library can’t guarantee all the requests could be purchased successfully.
Q: Are there any restrictions on the ratio of western books and Chinese books when we recommend books?
A: The Library accepts recommendations for both Chinese and western books. There are no restrictions on the ratio.
Q: Are text book orders for teaching modules purchased using the allocated departmental library budget?
A: Textbooks for the department will not be purchased using the allocated departmental library budget.
Q: Can we have more copies of certain books?
A: According to the Library’s collection development policy, the Library will usually purchase one copy for each title. If you provide sufficient reasons, e.g., module titles and student numbers, the Library could consider purchasing more copies for the title. However, the maximum number of copies for each title should not exceed 5.
Q: How can we recommend books under the Library’s new acquisition mode?
A: Academic departments are encouraged to select book titles from the Library Pre-approval Plan or recommend titles using the Purchase Request List. Submitting book requests through the OPAC system is NOT recommended yet still acceptable.
Q: What is a Library Pre-approval Plan?
A: A Library Pre-approval Plan is a booklist compiled by the Library. This list will be updated and sent on a monthly basis. Book titles from the U.S Core, U.K. Core, Choice as well as selected vendors and publishers are listed in the Library Pre-approval Plan for academic departments to make selections (of their desirable titles). Within the budget, the orders of the selected titles can be processed immediately after the Library receives the feedbacks.
Q: Should we refer to our department’s subject profile before making selections in the Library Pre-approval Plan?
A: Within the budget, academic departments do not need to refer to its subject profile when making selections in the Library Pre-approval Plan. The Library has already made sure that all titles in the pre-approval plan are within the scope of the subject profile when compiling the booklist.
Q: How can we recommend books which are not listed in the Library Pre-approval Plan?
A: Academic departments could fill in the Purchase Request List to recommend related books which are not listed in the pre-approval plans. If the books match the scope defined in the subject profile, the Library will acquire those books.
Q: Should we refer to our department’s subject profile before recommending books which are not listed in the Library Pre-approval Plan?
A: The Library does not require academic departments to check its subject profile when making additional book recommendations. When the departments submit their Purchase Request List, the Library will check whether a title is within the acquisition scope using the subject profile. Yet academic departments are encouraged to recommend books which are closely related to teaching and research when making book requests.
Q: Will the Library help to check whether there are any duplications of our recommended books in its current collections?
A: If academic departments would like to recommend books which are not listed in the Library Pre-approval Plan, it is encouraged but not required that the teachers searched the OPAC system first to check possible duplications. The Library will also inform the departments if any duplications are found in the current library collections before placing book orders.
Q: Will we be informed about the status of our book requests?
A: The Library will send the status of a department’s book requests to the department when any requested books are arrived at the Library.
Library Budget Allocation
Q: How is the Library’s book acquisition budget allocated?
A: The Library’s book acquisition budget is allocated using the budget allocation formula (approved by the Library Affairs Committee in May 2015). Several factors will be considered, including student numbers, teaching modules, research projects, etc.
Q: When can we know the amount of the library budget allocated to our department for an academic year?
A: The Library will try its best to complete the budget allocation no later than November. However, the Library is not able to guarantee the release date of the budget allocation since information of student numbers and teaching modules provided by Registry will be constantly updated at the beginning of each academic year.
Q: If my department has not spent all library budget allocated to us in an academic year, will the library budget allocation for us be affected in the next academic year?
A: The library budget allocation for a department for the next academic year will not be affected if the department fails to spend all library budget allocated to them in an academic year. The Library will re-allocate its book acquisition budget for each department based on the latest student numbers, teaching modules and research projects.
Library Budget Implementation
Q: Will we be informed about our department’s library budget status?
A: Academic departments will receive the updates of their library budget status in the beginning of every month in the form of a newsletter which includes all information related to book acquisition and budget implementation.
Q: Are there any deadlines for the allocated departmental library budget implementation?
A: The Library will set several budget implementation (settlement) period and all departments should try to spend the minimum amount of budget required by the Library before each period. The details will be released in the library budget status form attached to the newsletter mentioned above.
Q: If my department does not spend all library budget allocated to us this academic year, can we keep the remaining budget to the next academic year?
A: No. The remaining library budget unspent could not be taken to the next academic year.
Q: If the library budget for our department was withdrawn this academic year, can we spend it on other projects for the next academic year?
A: No. The Library will use the withdrawn budget to purchase books of its own selection, and the budget will only be used for print book acquisition.
Q: Can our spending of the allocated library budget exceed the Minimum Budget Completion Rate in a budget implementation period?
A: The Minimum Budget Completion Rate indicates the minimum proportion of the total departmental library budget that needs to be spent before the end of specified months. Academic departments could spend as much money as they like as long as there is still money left unspent within the library budget allocated to them.