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WSU Regulation Number 3-1

PROCEDURES FOR ACQUISITION OF LIBRARY AND AUDIOVISUAL MATERIALS

I PURPOSE: To insure efficient use of funds for the acquisitions of library and audiovisual supplies and audiovisual equipment, to prevent duplication, to encourage shared use, to insure conservation of university property, and to describe the procedures to be used so that library and audiovisual materials and audiovisual equipment requests may be expedited.

2. ROUTING OF REQUESTS BY TYPE:

a. Recommendations for all library materials such as books, periodicals, newspapers, microfilm, microfiche, CD-ROMs and microcards will be made through the library only and will conform to established departmental procedure before being sent to the library. All library materials purchased under this regulation will become part of the library collection.

b. Recommendations for all audiovisual programs (films, videocassettes, filmstrips, multi-media kits, etc.) will be made through the library when charged against library funds, or through Media Services when charged against departmental or grant funds. The procedures for ordering are described below.

C. Orders for audiovisual equipment (projectors, videocassette recorders, TV monitors and receivers, TV cameras, audio tape recorders, phonographs, etc.), regardless of funding source, are to be sent to the Director of Media Services by the department chair or other administrative head. Audiovisual equipment purchased by the university will be delivered to Media Services for acceptance and inventory processing before being delivered to the department which ordered it.

3. ORDER PROCEDURE FOR LIBRARY AND AUDIOVISUAL MATERIALS:

Recommendations for library materials must be supplied in a printed or handwritten legible format (including handwritten lists or email). The requesteras name and department must be included. A full and accurate title is required. The authords name, materialqs format (e.g. hybrid CD-ROM), copyright date, publisher, and price should always be supplied if known. Special instructions may be included (e.g. "Notify requester immediately upon receipt of book"). Submit recommendations to the appropriate departmental liaison librarian, after following the procedure established within the department of which you are a member. When the material has been received and cataloged, the requester will be notified of its availability in the library.

4. ORDER PROCEDURE FOR AUDIOVISUAL PROGRAMS CHARGED AGAINST DEPARTMENTAL OR GRANT FUNDS:

Audiovisual programs (films, videocassettes, filmstrips, multi-media kits, etc.) charged against departmental or grant funds are to be sent to the Director of Media Services by the department chair or other administrative head. The orders may take any convenient written form, including distributorils order form or memo, but they must include all the information needed to identify and order the program.

5. ORDER PROCEDURE FOR ALL AUDIOVISUAL EQUIPMENT:

Orders for all audiovisual equipment, regardless of funding source, are to be forwarded to the Director of Media Services, who will ensure that the orders include appropriate specifications and requests for technical manuals, and are otherwise complete before forwarding them to the Business Office. Orders sent directly to the Business Office are to be routed through the Director of Media Services before being sent to the vendor or state procurement office.

This WSU regulation supersedes WSU Procedure 3-1 dated August 18, 1988.

AUTHENTICATED BY:

Dan
President

Last Modified: Wednesday, September 13, 2006 9:28 by