Collection Management Division

George A. Smathers Libraries

Collection Management Bulletin 6.24

November 4, 1994

Alteration of YBP Approval Plan Profiles

The George A. Smathers Libraries initiated an approval plan with Yankee Book Peddler in September, 1994. While substantial effort was dedicated to creating the plan profile, it is anticipated that profile changes will have to be made from time to time.

The following guidelines encourage wide communication and comment regarding proposed changes, designate individuals who will approve changes and communicate approved changes to YBP, define documentation required for changes, and designate repositories for the master copy of the profile and changes made to it.

  1. All collection managers and acquisitions personnel are encouraged to maintain contact with Yankee Book Peddler staff, other collection managers, and staff assigned to approval plan work in the Resource Services Department. The approval plan and its implementation should be continuously evaluated in order to gather data and explore potential changes so that the University's faculty and students receive the best possible service.

  2. When it becomes apparent that a profile change should be made, a collection manager, who reports to a CM Steers representative, should propose the change through the following procedure. If a CM Steers member proposes the change, he or she should start at Step Two. If a staff member in the Resource Services Department proposes a change, he or she should consult with the YBP Approval Plan manager in the Resource Services Department.

Step One:

Collection Managers should consult with appropriate CM Steers representative.

Resource Services staff should consult with the YBP Approval Plan manager.

Step Two:

Once agreement is reached that a change should be proposed the CM Steers representative or YBP Approval Plan manager should send an email to SELECTSincluding copies to Bob Nardini, RNARDINI@OFFICE.YBP.COM and Carrie Thomas, CTHOMAS@OFFICE.YBP.COM

The message should contain the following information:

  1. header: "The following proposes a change to the YBP profile."
  2. the name of the person proposing the change
  3. a description of the change--e.g., slips to books; books to slips; changes in subject coverage, non-subject parameters, price limit changes, publishers added or deleted, etc.
  4. the deadline for receiving comment

It should be clear to the reader where the change will occur in the profile and the intended effect.

Step Three:

The message will be posted for at least one week. All comments should be sent to the SELECTS list to ensure broad understanding. The CM Steers representative or YBP Approval Plan manager will be responsible for gathering comment, considering it, consulting with others, and responding to it.

While it is anticipated that most changes will be approved by the CM Steers representative or the YBP Approval Plan manager, changes which elicit substantial controversy will be brought to CM Steers for further discussion.

Step Four:

If the CM Steers representative or the YBP Approval Plan manager receives general approval for the change and if YBP representatives have not submitted comments, then an email communication should be sent to YBP making the profile change. A copy of this email should be cc: to the SELECTS list.

Step Five:

Minor profile changes may be confirmed by YBP email, containing the date the change will be implemented, to the YBP Approval Plan manager and the ACDM. A paper copy of these emails will be deposited in the appropriate file. In the case of a complex change YBP will confirm in writing with copies to the YBP Approval Plan manager, for deposit in the YBP file in the Resource Services Department, and a copy to ADCM at the Library Office for deposit in the office YBP file. The YBP confirming letter will indicate the date the change will be implemented.