Acquisitions Procedures for Faculty

Introduction | Basic procedures | Turnaround time | Rush requests | International orders
Out-of-print titles
| Periodicals | Finding the status of a request
Faculty reimbursement for purchase of library materials | Library liaisons | Final note


The university’s librarians, faculty, staff, and students request that the library acquire thousands of books and media items every year, and the purchasing of these items is done by the Library Resources Department. The department is managed by the Director of Library Resources

Each academic department chair works “with department colleagues and library liaisons” to contribute to the development of “a strong library collection to undergird the teaching in the department” (Faculty Handbook). The chair or a designate should work to ensure active participation of faculty within the department in recommending the purchase of materials for the library in order to build a collection that meets student research and study needs.

All teaching faculty may place requests for library materials against the subject allocations. Requests must fit the library’s Collection Development Policy and are reviewed by the library’s liaison for the subject before being ordered.

Faculty may place requests as long as funds remain unencumbered; any items that cannot be acquired are added to the desiderata list.

Basic procedures

Faculty members send requests for books and media items to their library liaison. Please try not to submit requests for items the library already owns or has on order. Information about items that the library owns or has on order is kept up-to-date in the WorldCat Local online catalog.

Electronic requests: The library has an online Acquisition Request Form that will generate an email to your liaison with your request. After you send the form, a “thank you” page will be generated that you can print for your records. Alternatively, you can send a regular email with a bibliography of items you want to request directly to your liaison for approval, or you can send a web link to a source catalog online. The library’s subscription to Choice Reviews Online allows you to search for reviews of academic books and web resources and email recommendations directly to your liaison, as well.

Printed requests: The other way to submit a request is to hand-deliver or campus-mail printed materials to your liaison. If you provide the library with publishers’ catalogs, flyers, or other printed material that you need to have returned to you, please indicate that on the items that you want returned. Individual items not so marked are recycled.

Required information: In order to place an order for an item that the library does not own, the acquisitions staff will need the author and title. If you provide the year of publication, publisher, most recent edition, or ISBN, that is helpful. Please include a note if there is a vendor you know has the item for sale, especially for foreign language or hard-to-find items (though the library may choose an alternate vendor depending on discount rates, fulfillment history, etc.).

Liaisons review faculty requests and forward them to the acquisitions staff to be ordered. For each item, the acquisitions staff verifies the title’s existence, availability, and price; assigns the most appropriate vendor; places, claims, and receives the order; and forwards invoices to the Business Office for payment.

As soon as the item is ordered, it will appear in the Voyager online catalog, with the designation “on order.” When it has been received in the building and is waiting for processing, it will have the designation “in processing.” If you want to be notified when a new item is ready, just place a hold on it in Voyager.

Turnaround time

The time it takes to acquire and process an item that has been requested for the library collection varies. Some items, such as foreign publications or out-of-print materials, may take longer to acquire. If an item is needed by a certain date, just let us know when you submit your request.

In all request fulfillment, our staff is dependent on the vendor with whom we place the order but the librarians and library staff work hard to minimize turnaround time so that items can be on the shelf and available to faculty and students as quickly as possible.

Rush requests

The department recognizes that sometimes an unanticipated find can necessitate rush requests, and we do our best to fill these requests by the date you need them. Rush requests will always be handled as quickly as possible. 

When a rush request is necessary, please provide as much information about the item and where it might be available for purchase as possible.

Please limit the number of rush requests, since they delay the processing of other requests, and because they are more expensive, and rush shipping costs are paid out of the library’s acquisitions budget, so every $15 overnight shipping charge may effectively prevent the library from purchasing another book.

If your need for an item by a certain date is absolute, you may want to place an interlibrary loan request for the item as a backup, in case we have difficulty finding a copy available for purchase.

International orders

The acquisitions staff acquire not only domestic imprints but also publications from other countries. There are several ways that faculty (especially those teaching French, German, Spanish, or Chinese) can help with the acquisitions process for these materials.

If possible, provide contact information for a domestic vendor for your item. You might start with the department’s Staff Links page, which includes a “Language Resources” list. Visiting the websites for these vendors will often allow you to identify the specific in-stock edition that best suits your needs. Providing us with information about the edition and the vendor that offers it will help us get the right book in the collection quickly.

Our student employees and staff are not always proficient in other languages, so pronouncing titles, choosing the most appropriate editions of classic works, and speaking with vendors who do not speak English can be challenging. Faculty who provide very clear titles, authors, publishers as well as vendor information can help us ensure accuracy and avoid duplication.

Keep in mind that for any library, materials published in other languages and other countries can take longer to receive than domestic imprints. Ordering ahead of the time you expect to need material only available from international vendors is a good idea.

Out-of-print titles

The acquisitions staff will automatically do a preliminary search for used copies of materials that are out-of-print (OP). We search for OP copies that are in very good, fine, or as new condition, using various sources.


Faculty with requests for periodical titles that the library should consider subscribing to should talk with the Head Serials and Digital Resources Librarian and with their department’s library liaison. The periodicals budget is separate from the budget for other library materials.

Finding the status of a request

All faculty and librarian orders are tracked in the library’s WorldCat Local online catalog.

Rush requests will be held for you at the InfoDesk after you are notified that they are ready for checkout.

Faculty reimbursement for purchase of library materials

The acquisitions staff carries out the ordering and purchasing of all materials for the library collection. The department has negotiated discounts up to 18-20 percent off retail prices and free shipping with certain vendors.

Exceptions may be made if faculty members have the opportunity to purchase materials that would normally be difficult for the library to obtain through normal channels. Unfortunately sale prices at conferences are rarely worth taking advantage of, given the ease of acquiring these books through our usual processes and the discount prices the library already has negotiated.

Faculty members who are interested in directly purchasing materials for the library and then being reimbursed are requested to:

1. Discuss your plans in advance with the Director of Library Resources. All materials must conform to the library’s collection development policy and must be titles the library does not already own. A spending limit must be agreed in advance.

2. Ask the dealer whether the materials can instead be ordered directly by the library. If so, simply note the author, title, publisher, year, price, dealer’s name, address, phone, and fax number. Give the information to your liaison to be placed as an order when you return to campus.

3. Additions to the library’s collection are made constantly, so before making any non-refundable purchases please verify that the library does not already own the material you are purchasing. Enter the library’s WorldCat Local catalog or call the acquisitions staff at 512-863-1557 for assistance.

4. Bring all materials and receipts to the Director of Library Resources. Your receipts will be forwarded to the Business Office for reimbursement after we ascertain that we do not already own the material and that it fits the collection development policy.

Library liaisons

In addition to their responsibility for the various library departments, all librarians at Southwestern University serve as liaisons for one or more subjects, and are members of one of the three university Divisions or the School of Fine Arts. Whenever practical, liaison assignments are coordinated with Division or School of Fine Arts membership so that liaisons have an additional means of keeping up with changes in curriculum, staying aware of issues of concern to faculty, and building more meaningful partnerships with the faculty.

Librarians at Southwestern hold academic rank, are voting members of the faculty, and serve as faculty in university governance structures. Librarians may be assigned to committees that relate to their liaison assignments. Liaisons also work with the Director of Library Resources in evaluating the library’s collections as sections of the collection are analyzed and titles are added in coordination with 7-year departmental reviews, major curriculum changes, or accreditation efforts.

New and established faculty are encouraged to meet with their department’s liaison annually at least, to talk over library order processes, share any changes in the department’s curriculum, discuss strengths and weaknesses in the collection, make plans for collection development, and to share information about their areas of study and teaching.

Liaisons also:

  1. Prioritize faculty requests when requests exceed the available funds.
  2. Identify needed print and electronic information resources.
  3. Serve as liaisons between faculty and other library services and staff.
  4. Communicate regularly with faculty about funding questions.
  5. Work to avoid oversights or imbalances in the collection.
  6. Interpret the collection development policy for faculty.
  7. Maintain a LibGuide on the library’s website for each department to direct faculty and students to the library’s resources in specific disciplines.
  8. Help ensure that the collection can support your planned assignments.
  9. Connect you with the appropriate librarian in the Research and Digital Scholarship department for research instruction session requests.
  10. Represent academic department priorities and activities to library colleagues.
  11. Share information about the book and information trade, library policies and use patterns.


Final note

The library relies on faculty requests and communication in our efforts to ensure that the collection supports students’ information needs and faculty teaching preparation. The department works hard to acquire everything requested by the faculty (and students) in the most timely and cost-efficient way possible. Questions and concerns about acquisitions procedures or policies should be directed to Dana Hendrix, Director of Library Resources, at 512-863-1241.