Spiva Library

Collection Development Policy Appendices


Appendix A: Archives Appendix E: Deed of Gift
Appendix B: Government Documents Appendix F: Request for Reconsideration
Appendix C: Undergraduate Materials Appendix G: Library Bill of Rights
Appendix D: Donor's Statement Return to Collection Development Policy



Appendix A:  Archives Collection Development Policy

The University Archives is the depository for all University publications and records of historical, social, economic and research importance. Because of space and financial considerations, the Archives are limited to:

1.     Monographs and copies of published articles by faculty or staff members. 

2.     Publications of all departments, schools, extension services, programs, administrative units and associated organizations of the University. 

3.     Publications of student organizations or groups. 

4.     Manuscript collections, records, and other unpublished materials of individuals and institutions not connected with the University that are important to the history of the region. 

5.     Records that are rare, or extremely valuable.


Appendix B:  Government Documents Collection Development Policy 


           Missouri Southern State University Spiva Library has been a selective depository for Federal publications for the Seventh Congressional District of Missouri since approximately 1966.  The Library is depository number 0330-C in the Federal Depository Library Program of the Government Printing Office.  Consistent with the library’s general collection development policy statement, the priorities of the Government Documents  Department are to provide quality reference service and free and easy access to government information in all forms, both to our own students and faculty, and to the constituents of the Seventh Congressional District of Missouri.  As a federal depository we may receive any U.S. government publication available to the public, with the responsibility for holding and providing access to these publications for at least 5 years.  We are a 29% depository in consideration of the nearness and the needs of the Southwest Missouri area.  The Missouri Southern State University Spiva Library Government Documents Department complies with the Instructions to Depository Libraries (1992) and the Federal Depository Library Manual (1993-1998), including the Guidelines for the Federal Depository Library Program (1996), and the Concept of Operations for the Future Digital System (2004).


Selection Responsibility

           Selection of government documents is made by the Government Documents Librarian in consultation with other librarians and the teaching faculty.  New items offered by the Government Printing Office are selected or rejected with the needs of our students and community constituents in mind.  Fugitive agency publications and duplicates of Federal and State publications are actively pursued, especially for high interest and local subject materials.  Lists of weeded and discarded documents are posted by other libraries to GovDoc-L and the Needs and Offers List is consulted when time allows for retrospective collection development.


Materials Collected and Disposition

             The Federal Documents collection consists of depository documents in paper copy, microfiche, CD-ROM, DVD, and web-accessible publications.   Documents are organized using the Superintendent of Documents Classification system (SuDocs), and most items are housed in the Government Documents Department.  Selected reference titles and periodicals, classified by the Library of Congress Classification, are housed elsewhere in the Library.  The Library maintains a check-out and a check-in file with records to the piece level of each tangible depository document in the collection.

 The Department fully catalogs all U.S. documents we receive with the intention of making them a permanent part of the Government Documents collection and easily accessible to our patrons through the general online catalog.  Other libraries in Missouri can thus identify our documents holdings through the SWAN and MOBIUS catalogs for resource sharing.  The Department willingly loans out most materials for interlibrary loan requests from the Swan/Mobius catalogs and from other sources in Missouri, unless they are extremely high use or reference items.

 Federal documents, not of lasting use or interest, are generally listed or discarded after five or more years on the shelf.  We request permission from the regional documents library at the University of Missouri–Columbia when discarding titles.  Documents of lasting interest are kept permanently at the discretion of the Periodical Librarian, Library Director and Teaching Faculty.  The Missouri Southern State University Spiva Library permanently retains all Missouri-related federal publications. 

 The department attempts to replace items of permanent value which are missing by requesting them from the issuing department or by purchase from the Government Printing Office through a GPO deposit account.  If necessary, we inter-library loan the item and photocopy it for our collection.


Subject Parameters:

 The U.S. Government Documents collection represents about 29% of the item number categories currently distributed by the Government Printing Office through the Federal Depository Library Program.  The Department receives about 390 documents per month, including books, periodicals, maps, CD-ROMS, DVD’s, posters, pamphlets, and microfiche.  Subject emphasis for item number selected through depository distribution is based on the teaching and research needs of the academic programs of Missouri Southern State University and the needs of the member of the Seventh Congressional District of Missouri.  Depository documents that are not available because they do not fall into these subject areas, or documents more than five years old, can be inter-library loaned from the Regional Depository at the University of Missouri-Columbia as needed.

 In light of the interest of the Seventh Congressional District of Missouri and the curriculum of Missouri Southern State University, the Government Documents collection has particular strength in the following areas:  agriculture, census, education, environmental policy, health policy, criminology, labor statistics, space, presidential commissions and domestic policy, foreign policy and Congressional hearings.  Specifically:


 1.                  Department of Agriculture Publications:

The collection places emphasis on Soil Survey reports from Arkansas, Kansas, Missouri, and Oklahoma issued by the Soil Conservation Service and U.S. Forrest Service.  Environmental impact statements concerning the four state areas.

 2.                  Commerce- Census:

 The library has a large collection of Census data from 1960 to the present particularly for the states of Arkansas, Kansas, Missouri, and Oklahoma including Census CD-ROM’s for these states and U.S. Summary data.

 3.                  Defense:

 We maintain a set of Area Handbooks from the Department of Defense and a large collection of military history from all Branches of the Defense Department.

 4.                  Education:

 We receive numerous series available from the Department of Education, including access to the full set of ERIC reports online. These provide strong support for our Education curriculum.

  5.                  Health and Human Services:

 Health and Human Services documents are vital to the Nursing and Social Sciences curriculum at MSSU.  We maintain holdings in this area, publications from the National Center for Health Statistics, the Alcohol, Drug Abuse, and Mental Health Administration, and the National Institutes of Mental Health, Drug Abuse and Alcohol Abuse and Alcoholism.  All of these materials are used by the public and by University patrons.

 6.                  Interior:

 Our holdings of the Department of Interior documents emphasize those of the U.S. Geological Survey.  We have significant documents in National Park Service, Fish and Wildlife and Bureau of Land Management, particularly those relating to Missouri.  We select many Bureau of Indian Affairs publications due to regional interests.

 7.                  Justice:

 We have a good collection of materials and with the curricular interest in this area, we make sure we are selecting available materials.  The U.S. Reports or the Supreme Court decisions are kept in the Law Library.

 8.         Congressional hearings, reports, prints, and documents:

All Congressional materials are selected because they are high-use items and support many public policy areas. These documents are discarded after 5 years unless of significant local or topical interest.



The Government Documents Librarian and the Library Clerk assigned to the department provide primary reference assistance for the Government Documents collection.  Other librarians provide back-up assistance when documents staff is unavailable

Bibliographic records for approximately 12,500 U.S.

Government documents are loaded into the SWAN online catalog. 

About 5,600 federal records are added each year. 

The Department also subscribes to several commercial products to more fully access its collection of Federal documents.


Internet Access

 The Federal government has an increasingly larger presence on the internet, where many full text publications can be found.  MSSU’s Government Documents Department has created and supports a web page to give full access to electronic government information and publications for patrons of the depository.  We also load bibliographic records for electronic monographs, serials, and government websites into the public catalog where they will be accessible by patrons.  We actively assist any patron in finding and using government websites or electronic information in any format.

All Missouri State Documents are retained in the Reference or the main collection.  All current Missouri documents are fully cataloged and easily accessible through the Swan Library online catalog.  Other libraries in Missouri can identify significant documents holdings through the Mobius online catalog for the purpose of resource sharing.

The Government Documents Department houses most items except for selected reference titles and other items classified by the Library of Congress Classification that are housed elsewhere in the library.

The Missouri state government has a growing presence on the Internet, where many full text publications can be found.  We actively assist any patron in finding and using any Federal or State government website to gain access to information and electronic publications. 

The Periodical Librarian and the Library Clerk assigned to the department provide primary reference assistance for the Government Documents Collection.  Other librarians provide back-up assistance when documents staff is unavailable.


Appendix C: Undergraduate Materials Allocation Formula

The Library Director allocates funds to the academic departments, the Student Success Center, and the International English Program each year for discretionary library purchases to support the undergraduate programs. The allocation formula utilized by Spiva Library to designate funds for departmental purchases calculates the following factors: 


A) Circulation data (# of times items checkout)

B) Lower level course headcount (line #’s 0-299)

C) Upper level course headcount (line #’s 300-499)

D) Faculty FTE

Formula: A + B + C + D = Total / 4


All factors are broken out by academic department, equally weighted, and figured as a percentage. Circulation data is gathered using library software. Course headcount and faculty FTE data is provided by the Assessment/Institutional Research Center.

In addition to the percentage allocated to each department, all departments receive a base sum of $700. Existing periodical subscriptions, electronic databases, and library expenses are paid prior to allocating departmental funds.

The Library Director reviews the four factors and the base sum every three years to generate an up-to-date percentage. If a compelling issue occurs that may cause a substantial change to any of these factors, the Library Committee may direct an earlier review. Ex. Dropping or adding programs, budget crisis, etc.

Approved by Library Committee 2/18/05


Appendix D: Donor's Statement

Spiva Library gratefully receives many fine additions to its collections through donations by students, faculty members, alumni, and interested citizens. The following policies are provided for the donor's information as to our procedures for gift books and periodicals and monetary donations.

All gifts of books, periodicals, recordings, and other library materials are accepted with the understanding that upon receipt the materials become the property of the Spiva Library. Therefore, the library reserves the right to determine their retention, location, cataloging treatment, and other considerations relating to their use and disposition. 

While Spiva Library greatly appreciates all donations, we must ask that gift subscriptions to periodicals be given only with the intent that they will be continued indefinitely and that the donation begin with an initial three-year subscription. To conform to standard business ethics, we must also require that individuals pay institutional rates for those periodical titles that charge institutional rates. Subscriptions must be in the name of George A. Spiva Library.  The Library Director must approve all subscriptions. 

The appraisal or establishment of a title's value for tax purposes is the responsibility of the donor. Donors may receive further information on valuation of donated property from the Internal Revenue Service and IRS publication no. 561: "Determining the Value of Donated Property."

Monetary donations should be presented to the Library Director. 


I agree to the conditions noted above.

Donor's Signature________________________________________Date_________________

Donor's Name (Please print):

                       Street Address:


                        City, State, ZIP:


                       Phone number:













Appendix E: Deed of Gift

I, ______________________________, hereby give, donate, and convey title to George A. Spiva Library for inclusion in its collection the following materials:




Title to the materials shall pass to Missouri Southern State University upon their delivery to the University's authorized representative. At any time thereafter, the Donor shall be permitted to examine any of the materials during the regular business hours of the library.

The Donor, his/her heirs, and his/her estate hereby retain title to such literary property rights as he/she may possess. 

The materials shall be made available to researchers at the discretion of Spiva Library.

Spiva Library is authorized to dispose of any duplicate or inappropriate material in the collection which is determined to have no permanent value or historical interest.

In the event that the Donor may hereafter give, donate, and convey to Missouri Southern State University additional materials, such gifts will be governed by the terms and conditions stated above. A description of the additional materials so donated shall be prepared and attached hereto.



Signed: ________________________________________Dated:____________________


George A. Spiva Library Director:

Signed: ________________________________________Dated:____________________


Appendix F:  Request for Reconsideration of Library Materials

Author/Title:_ ___________________________________________________

Hardcover ________________ Paperback ______________ Other_________

Publisher:  _____________________________________________________

Complainant represents: Him\herself _________________________________

Telephone:   ____________________________________________________

Street Address:  _________________________________________________

City: _________________________ State: ____ Zip Code: _______________

An Organization Name: ___________________________________________


(If the objection is to material other than a book, change the wording of the following questions so that they apply.)


  1. To what in the book do you object? Use additional pages if more space is required for comments. (Please be specific; e.g., cite pages.)   __________________________________________________________________



  1. What do you believe might be the result of reading this book? _______________________________________



  1. For what age group would you recommend this book? ___________
  1. Is there anything good about the book? ________________________________________________________




  1. Did you read the entire book?   _________

           What parts?          _________________________________________________________________________




  1. Are you aware of the judgment of this book by literary critics? yes ______ no______ 
  1. What do you believe is the theme of the book? __________________________________________________



  1. What would you like the library to do about this book?
  • Withdraw it from the library? ______
  • Place it in a special collection? ______
  • Send it back to the staff selection official for re-evaluation ______
  1. What book of equal literary quality would you recommend that would adequately convey a picture and perspective of the subject addressed? __________________________________________________________________




Appendix G:  Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

  1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
  2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
  3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
  4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
  5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
  6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

 Adopted June 18, 1948
Amended February 2, 1961, and January 23, 1980,
inclusion of “age” reaffirmed January 23, 1996,
by the ALA Council.