Library Representative

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Purchase Requests
Priorities

Purchasing Schedule

Purchase Request Form

Subscription Request Form

 

A faculty member from each college acts as representative to the Library. Members
of the current Library Committee will be asked to serve as representatives for their colleges. If a college does not have a member on the Library Committee, then the dean of that college will be asked to name a representative

PURPOSE

  • Provides communication link between the Library and his/her colleagues.
  • Annually evaluates the Library’s current periodical subscriptions relating
    to his/her college, and makes recommendations for additions and deletions.
  • Coordinates Library purchase requests for his/her college.

PURCHASE REQUESTS

  • Faculty requests for Library purchases of books, videos, periodical subscriptions, or other items must be forwarded to the college’s representative for action.
  • Purchase requests should be made using the forms available on the Library’s web site.
  • Complete information is essential for timely processing of purchase requests.
  • Forms requesting books and other items should be signed by the college’s represesntative and dean, and submitted to the Library Director, Scott Jeffries.
  • Forms requesting periodical subscriptions should be signed by the college’s representative and dean, and submitted to the Library Director, Scott Jeffries.
  • Each academic year, budget information will be distributed to the representatives of each college. As purchases are confirmed, the representative will be informed of the college’s remaining balance.
  • Items are ordered based on the availability of funds. The representative will be notified of the date the order is placed. If, for some reason, the order cannot be placed, the representative will be notified of the reason.
  • When requested items are received, the Library will notify the representative. The representative is expected to share this information with the person who initiated the request, as well as any other colleagues who might be interested in the new acquisition(s).

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PRIORITIES

The deans and faculty of each college will determine distribution of recommended expenditures and priorities for purchases based on their departmental needs. The Library staff strives to provide necessary resources in a fair and equitable fashion.

PURCHASING SCHEDULE

To ensure that items ordered for a specific fiscal year are paid for in the same fiscal year, the Library has set an annual schedule for receiving orders from the Library representative.  The annual schedule follows this plan:

  • October 15: 75% of the allotted budget must be encumbered
  • December 5: another 15% must be encumbered
  • January 15: the last 10% must be encumbered

NOTE: if any of the above dates falls on a weekend, please refer to the representative’s letter you received in August for the exact dates. 

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The Library Director and Serials Supervisor are available to assist in determining the availability and cost of proposed acquisitions. Publishers’ and vendors’ catalogs are available for perusal upon request. For further details, please refer to our Purchasing Guidelines, or contact the Library Director, Scott Jeffries, at 214-333-5211.

We are here to help you!

For more information, questions, or comments regarding Library liaisons, please contact:

Library Director
Scott Jeffries

Email Scott
214-333-5211


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