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7. Tech. Services Procedures
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9. Annual Report

Guidelines for Faculty Representatives

Basic Responsibilities

• Communicate fully with departmental faculty on library matters; encourage active participation of all departmental faculty in book ordering; represent equitably the department's instructional and research priorities in ordering materials.
• Receive information from Library about new book publications for possible ordering; distribute announcements to departmental faculty as appropriate.
• Coordinate and submit book orders to Library.
• Receive regular budget reports from Library showing expenditures and commitments against departmental book allocation; share information with department; adjust book ordering in relation to balance available and Book Ordering Calendar.
• Prepare annual Statement of Needs (Faculty Representative or Department Head).
• Meet with Liaison to convey needs, questions, concerns.>

Budget / Statement of Needs

• The departmental allocation for purchasing books is established annually based on available funding and information supplied by the department (Statement of Needs).
• Initial allocation is established in the spring at 50% of the previous year's total allocation; available May 1 for use by the department.
• Final allocation is established in August or September when the official budget for Library materials is known.
• Budget reports issued by the Acquisitions Department show the status of the department's book allocation, including expenditures (items received and paid) and encumbrances (items not yet received or paid) and the balances available. The reports are sent monthly during the academic year to the Faculty Representative.
• The annual Statement of Needs submitted by the department provides the Library budget adequacy, and funding needs for the upcoming year. This information is fundamental to the Library's budget allocation process. The Statement of Needs form is sent in March to both the Library Liaison and the head of the academic unit; only one form needs to be returned. The Faculty Representative should consult with the head to determine who will fill out the form.

Questions about the annual allocation or Statement of Needs, contact:

Questions about budget reports, contact: