Acquisition Scope
Q: Can we use the library budget allocated to our department for other materials, such as e-books, journals or kindle devices?
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?
A: Yes. For purchasing DVDs published in China mainland, you can provide us with the title, ISRC, audio/video publisher and other effective information in the Library Print Book Suggestion Form.
For purchasing overseas DVDs, it is difficult since China 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. As a result, the order might be failed or may take a long time to be acquired. However, if there is a demand, you could provide the required information with the title, ISBN, and website link in the Library Print Book Suggestion Form. Please kindly note that the Library cannot guarantee all the requests are acquired successfully.
Q: Are there any restrictions on the ratio of western books and Chinese books when we recommend books?
A: The Library accepts both recommendations of Chinese and western books. There are no restrictions on the ratio.
Q: Can textbooks be accepted for purchase using the allocated departmental library budget?
A: No. Textbooks are not belonging to the library collections, so they will not be purchased using the allocated departmental library budget.
Q: Can we have more copies of a certain book?
A: Generally, the Library purchases only ONE copy for imported books and TWO copies for domestic books to make the best use of library budget and physical space. In cases when there is exceptional teaching demand for module reference book, the Library will consider duplicate copies in light of module scale (10 copies are the maximum).
Acquisition Process
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 Library Print Book Suggestion Form. Submitting book requests through the OPAC system is NOT recommended but still acceptable.
Q: What is the Library Pre-approval Plan?
A: The Library Pre-approval Plan is a booklist compiled by the Library, which will be updated and sent on a monthly basis. Book titles from the vendors and publishers are all listed in the Pre-approval Plan for academic departments to make selection(of their desirable titles). Within the budget, the orders of the selected titles will be processed as soon as the librarian receives the requests.
Q: Should we refer to our department’s subject profile before making selections in the Library Pre-approval Plan?
A: Faculties can select titles directly in the Library Pre-approval Plan. Because all the 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 need to fill in the Library Print Book Suggestion Form to recommend related books which are not listed in the Pre-approval Plan. 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 request, the librarian will check whether the title is within the acquisition scope or not by using the subject profile. However, the academic departments are encouraged to recommend books which are closely related to teaching and research when making book requests.
Q: Where can we get to know the status of our book requests?
A: The librarian will update the book order feedback in the monthly Library Newsletter.
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 ). 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 is estimated to complete the budget allocation no later than November. However, the release date of the budget allocation is not able to be guaranteed 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 the library budget implementation schedule?
A: Yes. Academic departments will receive the updates of their library budget implementation schedule in the Library Newsletter which includes all information related with book acquisition and budget implementation.
Q: Are there any deadlines for the allocated departmental library budget implementation?
A: The Library has set several budget implementation period and all departments should try to spend the minimum amount of budget required by the Library before each period. The Library Print Book Acquisition Schedule will be released in the monthly Library Newsletter.
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 cannot be taken to the next 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.
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 budget left unspent.