Glendale Community College

GCC Libraries
Collection Development Guidelines

February 1, 2002
(Last Minor Revision: Feb 2012)


The purpose of this document is to describe the Glendale Community College Libraries collection development program and to create guidance standards for selecting, developing, and maintaining the library's collection.

The goals of these guidelines are to:


Within the constraints of available funds, facilities, and staffing, the Maricopa Community College District Libraries will acquire and make available materials and media in various formats, evaluate existing collections, and develop policies and procedures to maintain the quality of collections and information services. The MCCD libraries are involved in a variety of resource sharing agreements that expand the range of accessible materials and information.


The mission of Glendale Community College is to address the higher education needs of the community. Through its diverse programs and services, GCC assists students in meeting their educational goals.


Glendale Community College Library Media Center Mission Statement:

The mission of the Library Media Center is to make available to students, faculty, staff, and community patrons resources and services that support and enrich the curricula and contribute to the intellectual and cultural development of the college community.


Glendale Community College is a public two-year institution located in Maricopa County in Arizona. It is one of 10 colleges in the Maricopa Community College District. It was founded in 1965 and located on its current site in 1966 with an opening enrollment of approximately 2,800 students. During the 2000-01 school year, enrollment reached 19,000 students with an additional 3,000 enrolled in special interest, non-credit courses. In addition to the main campus, there are two primary satellite programs at Glendale Community College North Campus and the University College Center at ASUWest.

The College serves a diverse community as students of all ages and racial and ethnic backgrounds enroll in classes for a variety of interests and purposes.

GCC offers a broad array of academic and training opportunities. It awards associate degrees in Applied Sciences, Arts, Business, General Studies, and Science. In addition, there are over 56 program areas in which certificates of completion are awarded.

Of the student body 62% intend to transfer to a four-year institution or are working towards a degree; 21% are enrolled in occupational or career related programs; and 16% are enrolled for personal interest and enrichment.


The GCC Libraries support the American Library Association's(ALA) Library Bill of Rights and its concepts of intellectual freedom.

Within the guidelines of the selection policy, the library faculty endeavor to provide a balanced collection, including material representing a wide range of subject matter and viewpoints. However, they recognize that some material may be controversial to individuals or groups. Any inquiries about the appropriateness of material in the collection should be sent in writing to: Department Chair, Library Media Center, Glendale Community College, Glendale, AZ 85302. The Department Chair will prepare a written response.

The GCC Libraries comply with the Copyright Law of the United States. Library services, including reserve materials procedures, interlibrary loan, photocopying, computer lab assistance, and acquisitions procedures, shall comply with U.S. copyright principles.



The Glendale Community College Library Media Center opened in 1966 with a collection of 25,000 volumes for 2,800 students. Over the years the collection size has grown to capacity at 75,000 volumes. In May 1999, an extensive 15-month remodeling project was initiated as the building was completely renovated. An additional 5,000 sq.ft. was added for student usage, but space for the collection has been kept at the 75,000-volume range. In addition to the book collection, the GCC Libraries over 454 active serial subscriptions, 190,000 pieces of microforms, 3,200 videotapes and assorted media items, numerous online services including full-text periodical databases, and Internet access through a computer lab with 45 public access workstations as well as a classroom with 24 workstations.Students, faculty and staff have access to the resources of the other nine libraries in the Maricopa Community Colleges through reciprocal borrowing privileges. A special agreement with the Glendale Public Library also allows GCC students, faculty and staff who are not residents in the City of Glendale to obtain library cards free of charge.


The GCC Libraries' physical collection is located at its main campus at 6000 W. Olive Avenue. The MCCD Online Public Access Catalog is searchable from any computer with access to the Internet. Electronic databases are also available either remotely or on campus through the GCC Libraries' Web page, to currently enrolled students, faculty and staff, supplying correct identification. Community members are invited to use electronic resources in the library at 6 open access workstations.


The libraries' collection emphasizes those subject areas most directly related to the GCC curriculum. Generally, this encompasses materials in the humanities, social sciences, biological and physical sciences, nursing, and foreign language materials which support language instruction. Areas which are de-emphasized or limited are recreational materials such current popular fiction, hobbies, travel and leisure; juvenile materials other than award winning titles; law; repair manuals; and those items of a more popular nature which may be supplemented by the resources of public libraries.


A cooperative relationship exists among the ten MCCD libraries.Students may request needed materials from any of the other libraries. Available resources are then delivered between campuses by courier service to the Community College library designated by the requestor. In making decisions about items selected for the collection, librarians consider the number of copies already available within the District.


Interlibrary Loan is the process by which materials from one library are made available to another library for use by their patrons. In addition to MCCD intercampus loans described above, the libraries also support a broader interlibrary loan system. In cooperation with area public libraries, other local academic libraries, and the MaricopaCounty and Arizona state libraries, and through the OCLC system, nationwide libraries, materials which are too specialized for inclusion in the MCCDlibraries or which are out-of-print may be borrowed. In return, the libraries make their resources available to other libraries. In making interlibraryloan requests, copyright law and ALA's interlibrary loan code and the policies of the lending institution will be considered. Interlibrary loan requests are regularly reviewed to see if high demand and availability warrants the purchase of a particular title or additional materials on a high demand topic for the libraries.


While the GCC librarians work closely with faculty to identify material requirements for the courses in the curriculum, ultimate responsibility for the overall quality and balance of the collection rests with the library faculty. To help ensure both the quality and scope of the collection, librarians consider reviews in general and specialized review media; standard bibliographies; user requests; and course syllabi, reserve books, and reading lists. All GCC librarians are responsible for taking an active role in initiating purchases, and students and staff are encouraged to submit recommendations as well.


The GCC Libraries have ultimate responsibility for its materials budget. The assignment of allocations to subject areas or academic divisions/departments depends wholly on the availability of funding and demands for resources. The GCC Libraries must maintain the flexibility to make adjustments in purchase strategies since it competes for college-wide funds annually and the amount that is available fluctuates depending on the campus budget process priorities.



In order to collect materials which will support the current curricular needs of GCC, the libraires choose resources based on the following selection criteria:

  1. Importance /relevance to the curriculum
  2. Contribution to the breadth or depth of collection
  3. Faculty recommendation
  4. Patron needs, including requirements of special populations
  5. Timeliness of information
  6. Depth of coverage
  7. Adequacy of scope
  8. Authoritativeness
  9. Accuracy
  10. Physical quality
  11. Appropriateness of format
  12. Special features
  13. Price/value/cost
  14. Bibliographic accessibility: inclusion in important bibliographies, major indexes and abstracting services, syllabi, and databases
  15. Physical space requirements
  16. Maintenance costs
  17. Selection for review in relevant review media


These types of resources are collected in formats most appropriate to support the needs of library users. Additional selection criteria will be listed with the specific resources.

  1. Books: The major emphasis is on acquiring new or current titles, although important retrospective titles may be acquired when appropriate for the collection. The GCC Libraries will always attempt to obtain the latest edition of a title except in rare instances when an earlier edition may be preferred.
  2. Periodicals: The following addition criteria will be considered along with the General Selection Criteria
    1. Recurring/ongoing costs
    2. Indexing in available indexes
    3. Availability at other local libraries
    4. Availability through full-text databases
    5. Availability of back files
    6. Demand by users (college defined), dependent on funds available
    7. Scope, audience level
    8. Accreditation requirements
  3. Newspapers: The library subscribes to a number of local newspapers, national newspapers, and special interest papers. Permanent back files holdings will vary depending on funding and format for Arizona Republic, New York Times, and Wall Street Journal.
  4. Reprints: A reprint may be purchased when that is the only method of acquiring and important title and no reasonable substitute is available.
  5. Paperbacks: Hardbound books are always preferred for their greater durability. Paperbacks may be purchased for topics that change rapidly, for books that are frequently updated and replaced, when duplicate copies of a particular book are needed, when demand is expected to be short-lived, when a hardcover is unavailable, or when the cost difference is substantial.
  6. Microforms: The selection of titles on microforms is limited to back files of periodicals and newspapers.
  7. Atlases, Maps, and Globes: Atlases and maps will be collected selectively to support general reference and research needs. The library purchases individual maps and map sets and atlases in both print and electronic formats in accordance with general selection criteria.Outdated maps will be retained only if they are of political or historic value.
  8. Pamphlets: The GCC Libraries' pamphlet collection consists of files of newspapers clippings and free publications from a variety sources including government agencies, organizations, and trade and industry groups.Generally, since there is no formal cataloging other than general subject access, these materials are viewed as ephemeral in nature and there are no budget allocations to purchase pamphlet items.
  9. Art works: The GCC Libraries do not purchase art works for circulation. While the libraries house the college's extensive art collection, these works are not acquired with funding from the library budget.
  10. Posters: The GCC Libraries do not acquire posters for the collection.
  11. Musical scores: Musical scores or songbooks will be acquired only as necessary to represent areas such as musical or cultural history and will not be purchased as performance materials.
  12. Video: In choosing videos and media materials for the collection, the following will be considered in addition to the General Selection Criteria, the Association of College and Research Libraries' publication ACRL's Guidelines For Media Resources In Academic Libraries, the mission of the library.
    1. Leisure vs. curricular support - Media materials will be purchased for both student circulating and instructional support reserves/reference collections.
    2. Copyright/licensing issues - These issues may determine the access, housing and/or the broadband distribution of the titles. At time of purchase it is standard policy to seek broadband usage permission from copyright holders. It is the aim of the libraries to allow student access to all of our collection as long as it does not interfere with the delivery of instruction.
    3. Longevity - Videocassettes are not the best format for long-term usage and archiving. Whenever possible the best medium will be purchased for those ends.
    4. Format (tape vs. DVD) - Purchase of titles in DVD format will favorably be considered over videocassettes if available. Materials in outdated format (i.e. ¾", 16 mm film, filmstrips, and slide kits) will no longer be considered for purchase. Those formats presently in the collection will be withdrawn or re-formatted. The 1998 Digital Millennium Copyright Act permits the reformatting of materials from obsolete formats without permission. See the revisions to Section 108 for specific provisions (United States Code 17). The GCC Libraries are rapidly moving into the streaming video format allowing video on demand 24/7. The titles in this collection are subscribed to on an annual basis.
    5. Price/value/cost - Cost of the material may have a bearing on the purchase of the material.
    6. Technical quality - Poor video or audio quality materials will be discouraged for selection into the collection.
  13. Audio:same additional criteria as listed for video if applicable.
  14. Web based databases (unique to each campus)
    1. Cost
    2. Not duplicated by district-wide core databases
    3. Ease of use/training requirements
    4. Access restrictions
    5. Licensing requirements
    6. Extent of coverage
    7. Currency of data
    8. Ability for reproductions
  15. CD-ROM databases (campus defined)
    In addition to the General Selection Criteria, the following will also be considered in the selection of CD-ROM formats:
    1. Importance of the resource to the academic discipline(s) and the level of use expected.
    2. Comprehensiveness, durability, and accuracy of the database.
    3. Currency of the information and update schedules.
    4. Size of the database.
    5. Platform(s) available.
    6. Ease of installation and maintenance, if required. In all cases the GCC Libraries must have the technical capacity and staff needed to make available and maintain a database proposed for purchase.
    7. Necessary amount of staff time to provide access, training, and assistance.
    8. Improvement or enhancement the resource will give to existing print materials.
    9. Long-term viability of resources for preservation purposes.
    10. Long-term usability of a resource's data.
    11. Broad accessibility of the resource under present copyright laws and licensing agreements.
    12. Compatibility of the resource with existing hardware.
    13. Availability and adequacy of documentation.
    14. User-friendliness of the resource.
    15. Ability to network the resource if deemed appropriate.
    16. Replacement policy of the publisher in the event of damage or theft.
  16. Web links:In addition to the General Selection Criteria, the following criteria will be considered in selecting Web links:
    1. The site is open to everyone and does not require membership or fees. (Some may require registration and later fees if users want to access full service.).
    2. It is usually possible to reach the site and it is seldom down or overloaded.
    3. It is not necessary to download additional software to navigate the site.
    4. The purpose of the site is clearly stated.
    5. Author and title information are clearly identified.
    6. There are clear instructions on how to use the site.
    7. The site employs navigation buttons or links, enabling the user to locate a particular page easily.
    8. All parts of the site are functioning.
    9. The page is stable and does not move or disappear frequently.
    10. The user can back out of the site and does not get stuck looping between pages.
    11. Duplication of print resources is acceptable for free Internet resources since it provides an additional point of use.
  17. Multimedia:The GCC Libraries purchase books with accompanying material on machine-readable disk, audiocassette, or compact disk, where items meet the General Selection Criteria, regardless of the availability on campus of hardware for accessing them.


Children's materials: A representative collection of children's books will be maintained to provide students of children's literature the best examples of books published for children. The well-known classics in literature and the award-winning books of each year will formulate the holding. It is not the library's intention to offer a full and comprehensive collection of children's books.

  1. Leisure Reading: In addition to purchasing materials directly related to the curriculum, when funding permits, the library selectively acquires materials that broaden the cultural perspectives of users, provide recreational reading and enhance individual experience. The Leisure Reading collection is a purchased on a lease plan and is a separate, rotating collection of recent high-interest or popular titles. The popular, recreational or leisure-oriented materials are selected from "Best-Seller" lists. As new titles are added, older titles may be removed.
  2. ESL and Newly Literate/Low-Literate Adults: The GCC Libraries' books at appropriate reading levels for newly literate and low-literate adult ESL curricula. In addition to the General Selection Criteria the following will also be considered:
    1. Material should be meaningful and relevant to the needs of the student.
    2. Fictional material must be interesting, varied, visually appealing and complete.
    3. Non-fiction materials should be simply written.
    4. Layout and format should be appropriate and relevant to the types of material.
  3. Multiple copies: Multiple copies of heavily used materials are acquired when needed. When the GCC Libraries acquire a new edition of a previously held title, the older editions should be evaluated on an individual basis and retained, reclassified from reference to circulating, or withdrawn. The GCC Libraries will not acquire more than two copies of a particular title.
  4. Replacement copies:Missing or lost titles are not automatically replaced. Only titles for which there is a demonstrated need will be replaced. In most instances, the library will try to replace a lost or missing title with the same edition if available. Sometimes another edition or a different title on the same subject may be substituted for the title that is lost or missing.
  5. Local authors: The GCC Libraries makes no attempt to maintain a collection of local authors.
  6. Reference: The Reference Collection is designed to meet the need for basic factual information, introductory or overview information for specific subjects, and/or access to further information and resources. The reference collection contains, but is not limited to, encyclopedias, dictionaries, atlases, directories, indexes, bibliographies, statistical compilations, handbooks, and Internet resources.The GCC librarians decide which materials will be designated "Reference". Although items selected for this collection primarily support the academic programs offered at GCC, core academic reference works published in other subject areas are also selected when they provide fundamental bibliographic access to, or an introductory overview of, an academic discipline.Items in the reference collection normally do not circulate.The librarians review the reference collection annually to ensure accuracy and currency.
  7. Languages: Primarily, English language materials will be selected.Materials written in languages other than English are acquired when they support the foreign language programs of the college and/or general interest in language and literature.
  8. Gifts: Gifts of library materials are accepted with the understanding that there are no conditions attached to their disposition. Only those materials in good physical condition and which conform to the library's collection criteria will be added. Generally, only items published within the past five years will be considered for addition. Periodicals are not normally accepted.No estimation of value will be provided for any gift, but a letter of acknowledgement will be provided if requested.Unneeded items will be disposed of by sale, exchange, donation or discard.
  9. Government publications: The library is not a local, state, or federal depository for government publications. Government publications are selected according to the same criteria as other materials and placed in an appropriate area in the collection.
  10. Standing orders: Standing orders may be entered for annual or serial publications (almanacs, yearbooks, etc.) needed in the collection and on occasions when every book in a series is wanted.
  11. Reserve: If materials are needed for reserve purposes and are not available in the general collection, the GCC Libraries may purchase up to two copies of a title provided that the title is within reasonable price limits which will be determined by the GCC Libraries.
  12. Textbooks: Textbooks are not routinely purchased for the library collection, but titles which have earned a reputation as "classics", or which are exceptional or are the only available sources on a topic may be added. Gifts of recent texts are accepted and added to the collection if they are deemed useful to students.
  13. Archives: The GCC Libraries house a collection of publications of the college including catalogs, literary periodicals, handbooks, brochures, bulletins, and the minutes and agendas of meetings of the MCCD Governing Board.
  14. Expensive items: The GCC Libraries will consider the holding of the other MCCD libraries and neighboring institutions when a request is made for expensive/low-anticipated use materials.
  15. Faculty research: Materials for faculty research (doctoral programs, research articles, etc.) will be considered only if they are at the appropriate level for community college curricula. Interlibrary loans may be helpful to satisfy requests for materials which are not at the appropriate level.


    1. General De-selection Guidelines: The selection of titles to be de-accessioned will be based on the following criteria: [see Note 1, below]
      1. Superceded editions not containing unique information, data, or providing a historical reference not available in the most current edition.
      2. Titles unused with a reasonable time period based upon subject and scope of work except for such items considered classics or standard editions.
      3. Duplicate titles, unless a proven demand exists for multiple copies of a work.
      4. Materials which do not support current GCC curricula.
      5. Items in poor condition which are beyond reasonable preservation efforts (based on student needs and availability, replacement titles may be ordered.)
      6. Materials which contain outdated or factually inaccurate information.
      7. Physical condition of material:
        1. Acid damaged, aged, brittle materials
        2. Moldy, mildewed materials
        3. Torn or missing pages/pieces
        4. Loose or broken bindings/pieces
        5. Damage from contact with liquids or other substances
        6. Extensive permanent markings such as highlighting or underlining
      8. Conservation and preservation concerns:
        1. Restoration potential
        2. Achival value
        3. Availability of replacement
        Materials withdrawn from the collection will be disposed of according to MCCD policy.
    2. Online Resources De-Selection Guidelines:
      1. An Internet source is no longer available or maintained.
      2. The currency or reliability of the resource's information has lost its value.
      3. Another Internet site or resource offers better or more comprehensive coverage.
    3. Serials De-Selection Guidelines: The following criteria will be considered when de-selecting serials.
      1. Duplicate copies.
      2. Incomplete or short runs of titles, especially those no longer being received.
      3. Titles which contain information that is not useful long-term and have automatic discard patterns such as "Library retains current 5 years".
      4. Issues which are replaced by micro formats or databases.
    Note 1: When appropriate, librarians will consult with subject departments about de-selected items.

  2. REPLACEMENTS: Resources that are missing, lost, or withdrawn because of wear are not automatically replaced. Decisions to replace materials will be based on the following criteria:
    1. Does the item still meet the GCC Libraries' selection criteria?
    2. Does the frequency of use justify replacement?
    3. Is the item used for class reserve reading or is it on an assigned reading list?
    4. Is the item still in print?
    5. Has the item been superseded by a newer edition?

  3. CONSERVATION: The GCC Libraries seek to maintain its collection by paying attention to conservation measures such as temperature, humidity, and dust control.

  4. PRESERVATION: The following actions are taken in order to ensure proper preservation of library materials:
    1. Library employees and library users will be informed of the proper care and handling of library materials.
    2. Book repair is provided for damaged materials when possible.
    3. Binding is used to preserve periodicals and other materials as needed. Periodicals will not be bound if they are replaced by micro formats or if only a short run of issues is retained.


This document will be reviewed at established intervals in terms of the assessed information needs of the Glendale Community College, the growing abundance of electronic resources, and emerging technologies.

Ask a Librarian