Policy and Procedure of Collection Development in University Libraries


Collection development in university libraries is a systematic process that involves selecting, acquiring, and managing library resources to meet the educational and research needs of the academic community. This process ensures that the library’s collection remains relevant, up-to-date, and comprehensive.

Policy Framework


The primary objective of collection development is to support the curriculum and research needs of the university. This involves acquiring resources that are relevant to the academic programs and research interests of faculty and students.


Collection development policies provide guidelines for selecting and acquiring materials. These policies are based on factors such as relevance, quality, demand, and budget constraints. They also outline the criteria for evaluating and weeding out outdated or less-used materials.

Procedure of Collection Development

Needs Assessment

The first step in collection development is conducting a needs assessment to understand the information requirements of the academic community. This involves analyzing course syllabi, research projects, and user feedback.

Diagram: Needs Assessment Process

[Course Syllabi] --> [Research Projects] --> [User Feedback] --> [Needs Assessment]

Selection Criteria

Materials are selected based on specific criteria, including:

  • Relevance: Alignment with academic programs and research needs.
  • Quality: Scholarly value and credibility of the source.
  • Demand: Frequency of use and user requests.
  • Budget: Cost-effectiveness and availability of funds.


Once materials are selected, the acquisition process involves purchasing or subscribing to resources. This can include books, journals, databases, and multimedia resources. Libraries may also accept donations that meet their selection criteria.

Cataloging and Classification

Acquired materials are cataloged and classified to ensure they are easily accessible to users. This involves assigning metadata and organizing resources according to a standardized classification system.

Evaluation and Weeding

Continuous evaluation of the collection is essential to maintain its relevance and quality. Weeding involves removing outdated, damaged, or less-used materials to make space for new acquisitions.

Chart: Collection Development Procedure

Needs AssessmentUnderstanding the information requirements
Selection CriteriaChoosing materials based on relevance, quality, demand, and budget
AcquisitionPurchasing or subscribing to selected resources
Cataloging and ClassificationOrganizing and making resources accessible
Evaluation and WeedingContinuous assessment and removal of outdated materials

Role of Various Stakeholders


Librarians play a crucial role in the collection development process. They are responsible for selecting, acquiring, and managing resources. They also collaborate with faculty and students to understand their needs and preferences.


Faculty members provide valuable input on the selection of materials. Their expertise in specific subject areas helps ensure that the collection supports the curriculum and research activities.


Students’ feedback and usage patterns are essential for understanding the demand for specific resources. Their input helps in making informed decisions about acquisitions and weeding.


The university administration provides the necessary funding and support for collection development. They ensure that the library has the resources needed to acquire and maintain a comprehensive collection.

Diagram: Stakeholders in Collection Development

[Librarians] --> [Faculty] --> [Students] --> [Administration]


The policy and procedure of collection development in university libraries are designed to create a dynamic and relevant collection that meets the academic and research needs of the university community. By involving various stakeholders and following a systematic approach, libraries can ensure that their collections remain valuable and up-to-date. Effective collection development enhances the library’s role as a vital resource for learning and research.


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