Special Print / AV Collections

Some print and audio-visual collections are special in so far as they are acquired, processed, and shelved in a manner distinct from the majority of resources in the Library.
Most items in the general collection are monographs and monograph series which are catalogued and classified for Novanet, are retained indefinitely, and are available for circulation. The special designation refers to the remaining collections in the Library.

The factors appropriate to this category include:
A –
Formats which require exceptional preparation and/or the provision of specialized shelving or equipment
B –
Policies which establish conditions under which the materials may be used
C –
Topicality i.e. the contents of the collection are regularly changed to meet short-term requirements
D –
Certain characteristics, such as rarity, fragility, costliness
E –
Specialized classification systems, finding lists, and indexes

Print Reference Collection:
B – Since they constitute the working collection of Library staff, reference materials do not circulate.
C – The collection must be kept up-to-date to respond to current needs

A – Microfilm reels and microfiche require specialized storage and readers / printers.
B – Since microforms are considered an adjunct to the reference collection, library staff must file and retrieve them from cabinets, and instruct patrons in the use of equipment. The collection does not circulate, although libraries may borrow individual reels or fiche on behalf of their patrons.
E – Microforms are accessed by various methods: they may be listed in the Novanet catalogue (History of Women and Gerritsen Collections); they may have their own printed finding lists ( the Peace Movement collections); they may be cited in a standard indexing or abstracting service (ERIC documents).

MacDonald Collection. Lesbian Pulp Fiction Collection:
A – Rare monographs are shelved in locked display cabinets. Library staff must retrieve books on behalf of patrons, and provide guidance on the appropriate use of fragile books.
B – These books do not circulate and are not available for interlibrary loan.
D – The majority of the books are rare, fragile, and difficult to replace if damaged or stolen.
E – . Some of the books in the MacDonald Collection are assigned a shelf number to ensure that books of a certain type – limited editions, fine bindings, autographed copies may be kept together in their assigned cabinets.

Reserve Collection:
A – The Reserve Collection brings together diverse types of material for the use of students enrolled in University courses – books (both library and private copies), dvds/videotapes, pamphlet files, manuscripts, journal articles.
B – The duration of the loan period and permissions to copy are coordinated by the Reserve assistant in consultation with the instructor.
C – Generally, the constituent parts of the collection are created anew at the commencement of each academic year, and then disassembled once the course ends.

University Archives:
A – The Archives encompass a diverse range of material types, including printed documents and books, dvds and videotapes, manuscripts, realia, microforms, computer software.
B – The use of archival holdings is monitored by the Librarian / Archivist.
C – Accession, retention, and deaccession are undertaken according to archival principles.
D – Most archival holdings are unique and irreplaceable. Preservation requires storage in acid-free boxes in a facility which is free of dampness, dust, fungal and insect infestation, and excessive light and temperature fluctuations.
E – The archivist has created a catalogue of holdings which reflects the arrangement of the containers by administrative unit. Some materials (e.g. theses) are fully catalogued for Novanet. Some full text may be accessible in the Mount E-Commons.

Print Serials:
B – Print serials are shelved in the journal stacks in alphabetical order by title.
C – Scholarly journals are retained indefinitely. Some serials are discarded according to a schedule: periods vary from 3 months for several newspaper titles to 5 years for non-scholarly trade magazines.
D – Serials require constant monitoring to identify missing, delayed or never received issues. Decisions must also be made on retention periods, and the purchase of single issues in order to complete runs.
E – Although all titles received by subscription are fully catalogued in Novanet and most are represented in the Journals A to Z List on our home page, the Collections Librarian maintains a printed Periodical Holdings List as a comprehensive list to our holdings of current, superseded, and cancelled serials. Several serial titles are classified for the general and reference collections. Classified titles in the general stacks may be borrowed under the same terms as monographs.

Audio-Visual Resources:
A – Dvds, Videotapes and audio cassettes are an integral part of the general collection. Vinyl recordings are shelved separately. All are fully catalogued and classified.
B – Most audio-visual materials have shorter loan periods than print monographs.

Revised Sept. 2013