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Policy On Sending Materials to UTL at Downsview

  1. UTL at Downsview has been established in the online catalogue as a Library with its own loan policies. However, libraries which participate in using the facility retain ownership of the material and may reintegrate it into their own collections in exceptional circumstances.
  2. The criteria for sending material will be:
    1. Low demand, as defined for itself by each participating library. In Robarts this will be determined by circulation statistics (initially, ten years from date of last circulation). Each year, therefore, more titles will become eligible to be sent. In order to reach the goal of a steady optimum state in Robarts, this time period will be adjusted as necessary, by the Head of Access and Information in cooperation with the Head of Collection Development Department. In addition, in order to minimize shifting in Robarts, newly acquired titles will in some cases be sent directly to Downsview. Selectors in cooperation with Information Technology Services will identify LC ranges and/or languages which (although essential for the research collection) have a documented record of low circulation, and newly acquired titles in these will be sent to Downsview directly after cataloguing. As far as is feasible, all of the above material designated for sending will first be displayed for selectors to examine and approve. As an interim measure (while space for display is insufficient), vetting will be done from lists instead.
    2. Duplication, including the availability of journals in reliable online form, as judged by selectors, and the availability online of materials scanned (e.g. for the Internet Archive).
    3. Clearly superseded content (e.g. of reference works), as judged by selectors.
    On the basis of these criteria, and also on the basis of expected low demand, any selector may assign the Downsview location to any particular title, already held, newly purchased, or acquired by gift, within his/her subject responsibility, consulting as appropriate when subjects overlap.
    Any Downsview location assignment, however arrived at, may be reversed by any selector whose subject responsibility covers that title.
  3. To avoid wasting space at Downsview, the first set of any non-unique serial title sent must be the most complete set at UTL, and subsequently only volumes missing from this set may be sent. Sending of any serial title should be preceded by posting to the Collection Development and Management Committee listserv, for discussion and possibly other arrangements.
  4. Materials may not be sent without a record in the online catalogue, preferably a "minimal level" record or better as defined by the MARC 21 National Level Requirements, and at least a "first level of description" as set forth in AACR2 1.0D1.
  5. The online catalogue must always show the location of materials, and, in the case of materials being processed, give information on the estimated waiting period before they may be requested.
  6. Every item sent must have a linked library barcode label and a property stamp.
  7. Sending libraries must ensure that all items are in good condition. They must be checked for insects and fragility, and receive appropriate treatment before sending, including tying, wrapping, bagging or casing if necessary. No mouldy material may be sent.
  8. Within reason and with due consultation, the Head of Access and Information may waive certain of the above provisions when circumstances (e.g. a library move, or a fleeting opportunity) call for immediate action, and storage or temporary storage at Downsview appears the most appropriate option.
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