1. PERCENTAGE BASED ALLOCATION OF AN ACADEMIC LIBARARY MATERIALS BUDGET NELINET Annual Collection Services Conference April 15, 2009 Debbi A. Smith [email_address] Collection Development and Management Librarian Adelphi University, Garden City, NY

26. Snapshot b=monographs; c= continuations; p=periodicals; n=nonprint

28. Documentation The materials budget for the Adelphi University Libraries serves as a tool for collection development by translating collecting priorities into the allocation of appropriate levels of funding for each department and school. Librarians involved in the selection process can then plan and monitor their subject specific purchases for the fiscal year by tracking the spending of their specific fund allocations. The budget also has flexibility for contingencies related to economics, purchase opportunities, budget transfers, and changing curriculum and program needs. It also takes into account collection evaluations and deficiencies, publishing patterns and costs in a discipline, reliance of monographs versus serials in a discipline, user populations and intensity of use, and an overall analysis of expenditures for the previous fiscal year.

33. On March 2, all unencumbered funds are released to fulfill any existing needs within the scope of the budget. These needs may relate to any format or means of access that are deemed necessary to fulfill collection needs, and specific subject fund availability can not be guaranteed after this date Selectors have the ability to check fund reports for their specific subject areas via Millennium. These reports show the allocations for each fund line, the amount encumbered and expended, and the free, unencumbered balance for books and nonprint materials. Expenditures and encumbrances for all subscriptions (periodicals, continuations, electronic resources, microfilm) can be run by request to Acquisitions.