The Sherrod Library’s collections directly support the mission of East Tennessee State University and the needs of its students, faculty, and staff. Our policy is to acquire and make available materials in all formats necessary to support the curricular, instructional and research needs of the university. These materials add to a collection designed for both current utility and long-term value to the university.
This policy will be reviewed periodically and revised as needed.
Format and duplication
Diversity, Equity, and Inclusion Statement
The ETSU Mission and Values state that “ETSU affirms the contributions of diverse people, cultures, and thought to intellectual, social, and economic development.” Accordingly, library collections are intentionally curated to reflect a rich diversity of opinions, perspectives, subjects, and identities, including materials created by and about those from marginalized groups.
Sherrod Library adheres to the principles of intellectual freedom as outlined in the American Library Association’s Library Bill of Rights and Freedom to Read Statement. The library supports the free exchange of ideas and strives to balance access to quality materials that represent a variety of perspectives. Library staff are committed to assuring no form of censorship influences the development of the collection. The sole test of a controversial item will be its contribution, direct and indirect, to the academic program of the university and to the needs of the students.
The library will make collections as freely accessible as possible. However, if the nature of the material makes theft probable, accessibility can be safeguarded through placing the item in closed stacks.
Individuals or groups requesting that the library reconsider the inclusion of materials in the collection may contact the Office of the Dean of Libraries by email (firstname.lastname@example.org) or phone (423-439-4307).
The selection of library materials is the joint responsibility of the teaching faculty and the library faculty. It is the prerogative of every faculty member to participate in the selection process in areas of their expertise. Suggestions may be submitted using the Suggest a Purchase form available on the libraries’ website. The successful management of the collection depends on faculty involvement. The ultimate responsibility for all collection development directions and policy decisions rests with the library, which is responsible for the development of a balanced library collection.
All library resources, regardless of format, should be evaluated with regard to the integrity of the information provided including its accuracy, currency, authoritativeness, and scope of coverage. Additionally, selections should adhere to the chronological, geographical, and language guidelines.
Evaluation of the collections is exercised through feedback from subject experts and through comparison of the collection with standard general and specialized bibliographies and peer library collections.
The criteria for acquiring journals are to support the curriculum and provide research materials for faculty and students. Cost/benefit considerations are also applied when selecting electronic journals in an effort to provide the most content to the widest audience. While print materials are still acquired, preference is given to ordering the electronic version. Recommendations for new journals are welcomed from faculty members, with the understanding that new acquisitions depend upon adequate funding to support these additional journals on an ongoing basis.
The library honors journal requests from programs preparing for accreditation reviews as the budget allows. The collection is maintained at current cost levels, and for each additional title requested the department may need to suggest cancellation of one or more journals of equal cost in their discipline.
Sherrod Library is committed to partnering with faculty to reduce the cost of textbooks and other required course materials through our Open and Affordable Course Materials Initiative. Faculty are encouraged to adopt existing materials from the library’s collections, which include hundreds of thousands of eBooks, scholarly journals and streaming video titles that are accessible by students at no direct cost. The library also supports faculty adoption and creation of Open Educational Resources.
When funds are available and by faculty request, the library may be able to acquire streaming media, electronic textbooks, and other required readings that meet the following criteria:
Refer to the Electronic Resources section for additional requirements.
Open Access Resources
Sherrod Library provides access to selected open access materials in our collections. The primary responsibility for selection of open access materials included in the collection is with the digital scholarship librarian. Faculty are welcome to recommend open access resources for inclusion in the collection. The following criteria will be considered when selecting open access materials: quality, relevancy to the curriculum, technical functionality, and accessibility.
Electronic resources such as online databases, internet websites, eBooks, streaming media, and eJournals are subject to the same selection criteria as other library resources. The library is dedicated to providing the best resources and the widest access to materials that our budget can support. We give preference to electronic resources because of the following advantages over print format:
Faculty and Alumni Publications
Sherrod Library collects faculty monographs, as well as collaborative works featuring ETSU faculty authors (e.g., contributed chapter, editor of monograph). Faculty are encouraged to notify the library of new publications or to donate a copy of published works. Each faculty-authored monograph receives an electronic bookplate in the catalog record and is shelved on the Faculty Author bookshelf, space permitting. Older materials will be transferred to general stacks as needed.
Sherrod Library makes an effort to collect alumni publications. Alumni are encouraged to notify the library of new publications or to donate a copy of published works. Alumni works will be shelved on the ETSU Alumni bookshelf, space permitting. Older materials will be transferred to general stacks as needed.
Sherrod Library purchases juvenile literature on a selective basis in support of the curriculum. It does not attempt to develop a comprehensive collection. Priority is given to award-winning children’s books.
The Sherrod Library has been a Selective Federal Depositor Library since 1942 and became the Association of Southeastern Research Libraries (ASERL) Center of Excellence for the Substance Abuse and Mental Health Services Administration in 2016. Collection strengths include federal and state law and material from the Department of Education, Department of Veteran Affairs, National Library of Medicine, and Department of Health and Human Services. Sherrod Library has also been a selective depository for Tennessee state documents since 1978. The coordinator of these documents programs is responsible for the maintenance of and access to these collections.
The Sherrod Library Rare Books collection provides security, preservation, and access to books having significant cultural, historical, and/or monetary value. The collection includes books that support the curriculum and research needs of the university, and which are judged to be rare and/or valuable using the guidelines below. Books considered for inclusion in the collection may be purchased, accepted as gifts, or transferred from the circulating collection. This collection responsibility is continuous, but is also dependent upon availability of facility space, budget appropriations, and availability of personnel.
Guidelines for Determining Rarity:
Any book that meets the age criteria will be included in the collection. The remaining guidelines are to be applied in conjunction with one another. The designated representative will apply these criteria along with professional judgment to make final decisions.
Intrinsic Characteristics and Qualities:
Materials that are difficult or expensive to replace.
Condition (19th and 20th century books):
Early important works in a field of study
The Charles C. Sherrod Library will accept gifts of books and other materials that support the curriculum and research needs of ETSU. All gifts become the property of the library and may be retained or discarded in accordance with the needs of the library. The library will NOT accept materials on loan, or with conditions of retention, location, or access. Gift materials must be in good physical condition, clean, and unmarked.
Faculty, alumni, and university publications will be gladly accepted, unless they are duplicates of materials already in the collection.
Except in special circumstances, the donor is responsible for the transport of materials to the library. The Dean of Libraries and/or the acquisitions librarian will determine when special circumstances exist.
Individuals wishing to donate materials to the library should e-mail email@example.com.
Acceptance and Retention of Gifts
The Sherrod Library reserves the right to accept or decline gifts. When possible, gift materials will be previewed for suitability before being accepted. The library encourages donors to provide a list of materials, including author, title, date, and general condition of the material.
Possible reasons for declining gifts include but are not limited to:
The library will not accept the following materials, except in special circumstances (to be determined by the Dean of Libraries and/or librarian responsible for acquisitions):
At the time of donation, the acquisitions librarian and the donor will complete the Gift Acknowledgement Form. This document acknowledges that the donation is the property of Sherrod Library and will be added to the collection or disposed of at the library’s discretion. The form will also constitute the receipt for the donation unless a formal letter of acknowledgment is requested. Such a letter will be issued by the acquisitions librarian.
Unsolicited gifts from authors, publishers, or organizations will not be acknowledged.
Materials that are not added to the collection will be disposed of through the state-mandated surplus procedures.
Evaluation of Gifts
The Sherrod Library is forbidden by federal law from offering appraisals of donations. If a donor requires an appraisal for personal records or tax purposes, he or she must obtain the appraisal prior to the donation. To locate professional appraisers, try the Antiquarian Booksellers of America (www.abaa.org) or the American Society of Appraisers (http://www.appraisers.org). Should a professional appraiser deem that the donation is worth $5,000 or more, a Gift-in-Kind form must be submitted to the ETSU Office of University Advancement and approved prior to the donation.
Monetary Donations and Gifts-in-Kind
Monetary donations and gifts-in-kind must be given through the ETSU Office of University Advancement (https://www.etsu.edu/advancement/).
Office of University Advancement
ETSU Box 70721
Johnson City TN 37614-1710
Book plates may be put in books for collection donations, Gifts of Knowledge, or at the request of the donor. Electronic book plates may be put in catalog records for collection donations, Gifts of Knowledge, or at the request of the donor.
Sherrod Library strives to keep the print collection current and relevant to the needs of users. As one aspect of attaining this goal, it is necessary to remove materials for a number of reasons, including (but not limited to) physical condition, relevance to the curriculum and research needs of the users, currency, and space needs. Funds should be allocated each year for the replacement of lost or damaged materials. Damaged or worn materials should be pulled on a regular basis from the collection and evaluated for a decision of replacement, repair, or withdraw. Materials marked missing in the catalog will be searched for on a monthly basis. If not found after six months, they will be withdrawn from the collection. Materials marked lost (checked out and not returned) in the catalog will be withdrawn after the patron has paid the replacement cost. Lost and missing materials will be reported to Acquisitions to be considered for replacement on a regular basis.
The following criteria will be used to make decisions on whether materials should be retained or withdrawn.
Materials meeting one or more of the following criteria will be retained:
Materials meeting the following criteria will be considered for withdrawal:
Materials meeting the following criteria will be automatically withdrawn:
Last Approved: March 1st, 2022