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• Deselection


  The systematic removal of non core volumes from a primary collection
• Deselection of serials


  Identifying subscriptions for cancellation, usually in response to subscription price increases and budgetary constraints
• Deselection of books and non-print collections

  Identifying titles for weeding usually on the basis of currency, usage and condition
• Weeding


  The process of selecting items from a library collection for the purpose of withdrawing or transfer to a storage area. The permanent removal of a title from the collections.
• Weeding process


  Examining items in a library collection title by title to identify for permanent withdrawal those that meet pre-established weeding criteria, especially when space in the stacks is limited
• Categories of Weeding


  • Condition
  • Usage
  • Relevance
  • Duplication
  • Content
  • Space
  • Special Criteria
• Why Do We Weed Deselection?
• To remove books that are not being used
• To remove books with outdated or obsolete information/philosophies (that have no historical use)
• To identify books that are damaged or in poor condition
• To identify gaps in the collection and make new purchases
• To align the collection with the university's goals, mission, and curriculum
• Limited space for the collection
• Procedures in Weeding


  1. Develop a timeline

  2. Inform staff and administrators

  3. Present the plans and the criteria used

  4. Close the library or section during initial weeding process

  5. Prepare the needed materials

  6. Evaluate books individually

  7. Delete the barcodes from the system
• Types of Weeding


  • Formal
  • Informal
• Challenges of Weeding


  • Emotional Attachment
  • Resistance from the staff or community
  • Ensuring a Balanced Collection
  • Lack of Time and Resources
  • Fear of Making Mistakes
  • Public Perception
• Best Practices when performing Deselection

  • Regular and Systematic Weeding
  • Develop Clear Criteria
  • Involve Multiple Stakeholders
  • Effective Communication
  • Use Data and Tools
  • Consider Multiple Disposal Options
• Budget


  An itemized summary of probable expenditures and incomes for a given time period
• Budget


  • It involves a systematic plan for meeting expenses
  • A planning document used by an organization
  • Generally prepared and presented in standard accounting formats emphasizing revenues, expenditures, and costs
  • An assessment of revenues that can be realistically anticipated
• Challenges in Budgeting


  • Inflationary prices for books, serials, a/v and other types of library materials
  • Budget cuts and demands on budgets for technology, databases, special programs and services
  • Space issues as a result of the growing student population, adding more new technologies in addition to the traditional books and journals, more staff and more computers
  • Professors' growing expectations for publishing to meet the requirements for promotion and tenure
  • Demands from multidisciplinary studies, new programs, etc demographic changes, and Expectations for more community outreach and service
• Strategies for Budgeting


  • Continue to reallocate money towards journals/databases
  • Buy fewer books
  • Continue to cancel journals
  • More reliance on resource sharing
  • Reliance on outside sources to supplement the library's budget
• Types of Budget


  • Operating Budget
  • Emergency Budget (Contingency Budget)
  • Object of Expenditure Budget (Line Item)
  • Performance Budgeting
  • Zero-Based Budget (ZBB)
• Operating Budget


  Outlines the cost of operating an agency such as personnel costs, costs of maintaining the physical plant, of purchasing supplies and similar operating costs
• Operating Budget


  • Operation & Personnel Cost
  • Maintenance of Physical Plant
  • Rent and Supplies
  • Electricity, Water, and even Internet
• Emergency Budget (Contingency Budget)


  A one time activity designed to meet an unexpected critical need
• Emergency Budget (Contingency Budget)


  • 10% of total budget
  • 5% GAD
  • Designed for emergency
  • Can be use in any part of the organization if it's needed
• Object of Expenditure Budget (Line Item)

  The most common form of library budgets, based on line-item accounting and lists those items necessary to conduct an activity, such as personnel, equipment, supplies, and books
• Performance Budgeting


  Also referred to as program budgeting, emphasizes the services that have been developed and assesses the allocations that serve the needs of the clientele
• Performance Budgeting


  • Program budgeting is a budget to conduct a program
  • Performance budgeting is a budget use to make a report, data, analysis after the conducted program (Budget for the performance of the program)
• Zero-Based Budget (ZBB)


  Format is popularly defined as an operating plan through budgeting that requires managers to justify their entire budget in detail from scratch, hence zero-base or cut back management, and to show why they should spend any money at all
• Factors to be considered in Budgeting


  • Types of library
  • Size of library
  • Types of users and number of users
  • Document collection
  • Programs and performance of different sections of library
• The Three Aspects of the Budget

  • Planning
  • Management
  • Control
• Utilization Rate


  How many percentages you used in your budget, Justify the continuous fund
• Source Funds


  • Internal sources of funding (e.g. tuition, income from local utilities, fees)
  • External types of funding (e.g. research grants and contracts, endowments, friends of the library)
• The Budget Cycle


  1. Budget Preparation (DBCC, Agencies)

  2. Budget Approval (Congress)

  3. Budget Execution (Agencies)

  4. Budget Accountability (Agencies, COA)

  5. Repeat
• Responses to budget changes during the fiscal year

  • Budget cuts and position freeze
  • Sudden changes in programs and institutional needs
  • Shifting of funds to meet unexpected university needs
  • Canceling or reducing programs in midyear
• Tips of Budget Making

  • Each section should be maintained a budget file
  • Each estimate must be detailed
  • All departmental reports should be incorporated in a general budget form
  • All the accountant or account assistant should carefully do the cumulative work, so that an exact idea is got as to what total amount is required for each work
• Types of Funds


  • Operating Funds (Current Funds)
  • Endowment Funds (External Funds)
  • Plant/Building Funds
• Operating Funds (Current Funds)


  At the end of the fiscal year, the librarian prepares the Balance Sheet which includes assets and liabilities and fund balances; Statement of Revenue, Expense and Changes in Fund Balances, and the Statement of Changes in Cash, Sources of Cash, and Use of Cash
• Endowment Funds (External Funds)

  This fund, or group of funds, has restrictions placed on them by donors or sources of these funds. Endowment funds are usually established to create ongoing sources of revenue by preventing use of the principal for current activity