Example Music Collection Development Policy


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Note: The following music collection development policy was written for LS 5003 Collection Development at Texas Woman's University. The library is fake, but the information is representative of real policies.


Ensemble University:
Hemiola Music Library
Collection Development Policy


The Hemiola Music Library of Ensemble University in Symphony, West Dakota primarily serves the needs of the University and its various music degree programs. This document describes the collection development policy of the Hemiola Music Library of Ensemble University.

The Hemiola Music Library is housed on the first floor of the Thornton Performing Arts Center. The primary users of this library are the students, faculty and staff of the University. The two purposes of the collection are to support the curricula of the School of Music and to support and encourage faculty and graduate research. The Library also lends circulating textual materials to other institutions through Inter-Library Loan service.

Ensemble University School of Music offers Bachelors and Masters Degrees in Music Education and in Music Performance as well as concentration areas in Music Theory and Composition. The corresponding aim of the Hemiola Music Library is to meet the curricular and research needs of the students, faculty and staff.


The items chosen for the Hemiola Music Library must fulfill the academic and research needs of the School of Music at Ensemble University. To ensure that the items are of the best quality possible, the Music Librarian considers the following:

  • lasting value and appropriateness of the content
  • anticipated use
  • strength of present holdings in the same areas
  • critical reviews
  • cost
  • suitability of format
  • authoritativeness of the author, performer, composer
  • reputation of the publisher


Languages in music materials serve different purposes than in other disciplines. The use of English versus other languages is delineated as follows.

In Performance Scores and Sound Recordings: Vocal music in scores and recordings is collected in the original language, preferably with an accompanying English translation. For instrumental musical scores the language of any textual material is not usually a factor in selection.

In Scholarly Writing: For writings about music, the language of emphasis is English; however, primary sources are sought in their original language with English translations obtained as available. Secondary writings and significant original works in Western European languages are selectively obtained as available.


I. Geographical area: Art music of from Europe, Russia and the Americas is emphasized. No geographical limitations are placed on the music publisher.
II. Chronological periods: Music is collected from antiquity to the present.
III. Dates of publication of materials: No chronological limitations placed on print and manuscript materials. Collection emphasis is on current publications, though retrospective purchases may be made to fill identified gaps in the collection. Audio and video materials are acquired only in current recording formats.
IV. Formats collected: Monographs, periodicals, music scores in different forms (miniature, full, study) and performance parts (solo and chamber music), manuscripts, facsimiles, computer software, digital databases and indexes (CD-ROM & online), audio & video recordings in currently-available formats.
V. Formats not collected: Posters, maps, newspapers, theses and dissertations, microforms, photocopies (unless explicitly authorized by the publisher), pamphlets, rare books, manuscripts, reel-to-reel films, 78s and LPs


The music library uses but is not limited to the following supply sources and selection tools:
A. Monograph vendors: approval plans for university press publications and US & UK trade and scholarly monographs from Blackwell's Book Services; additional monographs from Coutts Library Services, Otto Harrassowitz, Casalini Libri, Blackwells Music Shop, and Amazon.com for rush orders.
B. Printed music vendors: Theodore Front Musical Literature, Educational Music Service, G. Schirmer, Otto Harrassowitz, Casalini Libri, Blackwells Music Shop.
C. Recordings vendors: Music Library Service Company, Theodore Front, Tower Records, Amazon.com and other online retailers for rush orders.
D. Selection tools: new-publication announcements from Theodore Front, Otto Harrassowitz, and Casalini; publishers' catalogs; reviews and ads in music journals.


Ultimate selection responsibility for the Hemiola Music Library lies with the Music Librarian with input from the teaching faculty of the School of Music as well as patron requests from other faculty, staff, students and interested members the community and the profession.


In accordance with the American Library Association Bill of Rights, the Hemiola Music Library collection shall shall have a variety of materials and not be censored because of controversial viewpoints or materials. If there is a true concern for the validity and value of an item in the collection, the concerns will be addressed accordingly. For challenges of library materials, the Hemiola Music Library asks that a formal complaint be filed with the Music Librarian. [See Appendix A]

After receipt of the formal request, the Music Librarian or designee will confirm the receipt within ten business days. The Music Librarian shall meet with the Head Librarian of the main library and the Library Review Board to discuss the matter. The Board shall consider the request and make the decision regarding the retention or removal of the item. The originator of the request shall then be notified in writing of the decision of the Library Review Board.


The Hemiola Music Library accepts gifts that support the teaching and research mission of Ensemble University School of Music and meets the criteria of the library's collection development policy. Gifts will be evaluated by the Music Librarian. Items will have three processing options. Those gift items which fit the collection development policy will be prioritized for either immediate processing or sent to storage for processing at a later date. Items which are too warn or damaged or that do not fit within the library's collection development policy may be donated to the Friends of the University Library to use for fundraising.

Upon receipt of gift materials, the Hemiola Music Library becomes the full owner of the items. [See Gift Release Form, Appendix B] The library reserves the right to determine retention, location, cataloging treatment, processing priority and other considerations related to disposition. The library will provide appropriate acknowledgment of all gifts received, unless the donor prefers to remain anonymous. Bookplates are available for placement in books when appropriate. The library will not make appraisals of gifts for tax purposes nor generally provide an inventory of gifts.


Information about the status of the collection is gained through circulation and Inter-Library Loan reports, visitor logs user questionnaires, professional opinion from School of Music faculty and other music libraries. The library has used collection assessment projects to analyze our holdings against core lists and holdings at other music libraries to determine areas of the collection needing re-cataloging or even weeding.


Materials in the collection will be examined periodically through regular weeding. During the weeding process, sections of the collection will be inventoried annually. The weeding and inventory will determine the status scores and sound recordings which consist of multiple parts that must be collated. If parts are found to be missing, the first effort will be to obtain a replacement. The item will be removed from circulation until which time repairs, part replacement or new materials can be obtained.


Name _________________________________________ Date _________________
Address _______________________________ Phone ________________________
City ___________________________ State ____________ Zip ________________

Library resource on which you are commenting:
_____ Book _____ Audiovisual
_____ Periodical _____ Other
_____ Newspaper

Title _______________________________________________________________
Author/Producer _____________________________________________________
Call Number ______________________

What brought this title to your attention?
Have you read/viewed the material in its entirety?
If you are requesting new library materials, how do they fit the needs of the library and its users? Use other side, if needed.
For the reconsideration of library materials, to what in the material do you object? (Please be specific, cite pages, video sequences, etc.) Use other side, if needed.


I have read Gift statement for the Hemiola Music Library, Ensemble University and I understand and release the gift items to the ownership of the library.

Signature of donor _____________________________________________________

Name of donor ________________________________________________________

Address of donor ______________________________________________________

Phone number of donor _____________________________

Date ______________________

2005 Julie Moncada: jmoncada@hotmail.com
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