Royal holloway university of london

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Collection Policy for the Department of Computer Science

The Collection Policy for acquiring resources for Computer Science does not stand in isolation and should be viewed in relation to the Library’s overarching Collection Development and Management policy.

1. User Categories
1.1. Taught Courses and Programmes
1.1.1 Undergraduate

The Library undertakes to support all taught undergraduate courses in accordance with current validation procedures. The Library expects the Computer Science Department to make it clear where personal copies of essential primary and secondary readings should be obtained by students in order that undue expectation is not placed on the Library.

1.1.2 Masters

The Library supports validated Masters Programmes, but does so in the knowledge that Masters students may require material not held by Royal Holloway but available to them through the University of London (Senate House) Library (, other central University of London libraries, libraries participating in the SCONUL access scheme (, the M25 Consortium of Academic Libraries Visit a Library service ( and the Inter-Library Loans service.

1.2. Research
1.2.1 MPhil & PhD, Academic Staff

The Library has a collection of considerable breadth and depth to support the needs of research students and staff in the Computer Science Department. However, it does not expect its collections to fulfil these information needs comprehensively. Significant research material will be available via the Library’s print and online provision but researchers at this level should expect to make extensive use of the University of London (Senate House) Library (, the British Library ( and other major research libraries, other central University of London libraries, research libraries participating in the SCONUL access scheme ( and the M25 Consortium of Academic Libraries Visit a Library service ( Researchers will also expect to use the Library’s Inter-Library Loans service and national services such as EThOS (Electronic Theses Online: ).

2. Types of materials

The following guidelines by type of material are set within the context of a movement towards an e-strategy for acquisitions, where appropriate, commencing with e-journals and reference works.

2.1 2.1 Monographs and texts

  • The Computer Science Department’s information provision budget is determined by the budget allocation formula agreed by the Library Users Advisory Group.

  • Subject to budget provision available, materials on reading lists will be given priority as it is the Library’s intention to support taught courses as fully as possible.

  • Lecturers are expected to indicate how many copies of a book they require at the time of purchase.
  • As a guideline, multiple copies of key material, clearly defined on reading lists as key reading list items, will be acquired, where possible, in the ratio of one copy per fifteen students. However, the Library and Computer Science department should work together to provide such readings electronically as per 2.2 below to reduce physical pressure on the shelves.

  • Other additional reading will be acquired in single or multiple copies on the basis of predicted demand and, subject to available funding, will be supplemented on the basis of evidence showing actual demand, e.g. through the analysis of the number of reservations.

  • Loan statuses will be recommended by lecturers and changed as appropriate to improve accessibility.

  • E-books will be acquired as the preferred format subject to budgetary constraints.

2.2 Journal Articles and Chapters of Books

  • Unless specific requests are made for print copies, material of this type will be obtained and hosted on the College’s digital object management system (currently the Equella Digital Repository) and made available via Moodle according to the terms of the Copyright Licensing Agency Comprehensive Higher Education Licence.

2.3 Journals

  • As part of the annual review of subscriptions to journals and other standing orders for the Computer Science Department, the Library will liaise closely with the Department via the Library representative.

  • As part of the review, the Library will agree with the Computer Science Department the balance of expenditure between journals and books, digital chapters, etc, ensuring that an appropriate amount is available for the purchase of reading list materials.

  • From the financial year 2010/11 the Library is moving towards an e-only acquisition policy for journals.

2.4 Electronic resources

  • The Library purchases access to significant on-line databases and resources relevant to the Computer Science Department. All such provision is subjected to annual evaluation to determine relevance and to assess value for money in terms of levels of use in relation to cost.

  • All resources subscribed to, together with appropriate gateways and sites, will be accessible via the Library catalogue and will be available 24/7.

  • All Royal Holloway users have access to e-resources acquired by the Senate House Library.

Principal electronic resources for the Computer Science Department to which subscriptions are held by Royal Holloway include:

  • ACM Digital Library

  • Annual Reviews


  • Lecture notes in Computer Science

  • Science Direct

  • Scopus

  • Web of Science

  • Zetoc Electronic Table of Contents

2.5 Other Media

  • DVDs may be acquired upon departmental request from the Computer Science Department’s Library budget allocation.

2.6 Examination papers

  • The Library holds examination papers for the preceding five years both in hard copy and electronically (digital copies via the Digital Repository). Examination papers for 2010 onwards will only be held in digital format.

2.7 Theses

  • The Depository Library receives a copy of all Royal Holloway European Studies MPhil and PhD theses.

  • Other Computer Science Masters theses are not held by the Library.

  • From October 2010 copies of all Royal Holloway PhD theses will also be received in digital format and made available, after an embargo period where requested, on Royal Holloway Research Online and the British Library’s EThOS service.

2.8 Special Collections
  • Among its rare book collection of about 7,000 items, the Library has some holdings in Computer Science.

  • Additions to the special collections will be made very selectively (see main Collection Development and Management Policy document).

2.9 Archives

  • Among the College’s Archives ( is material of relevance to the development of Computer Science in the former Bedford and Royal Holloway Colleges.

  • New acquisitions will be made selectively in line with the provisions of the main Collection Development and Management Policy document).

2.10 Donations

  • Donations of library materials will only be added to stock after evaluation under the framework of the Collection Development and Management Policy and the departmental Collection Policy.

  • Items that are not judged to fit the criteria for acquisition will not be accepted.

3. Retention and disposal policy

  • The collections will be subject to regular consultative review in order for the Library to manage its space appropriately.

  • At the time of stock reviews, appropriate criteria will be agreed with the Computer Science Department. On the basis of these, the Library will coordinate the stock reviews.

  • Where required, it is expected that the Computer Science Department will provide sufficient staff resource to enable the Library to manage the process within an appropriate time-frame.

  • As general practice on a day-to-day basis or when reviewing stock in the Computer Science collection, particular attention will be paid to multiple copies, items in poor physical condition and items no longer of research or teaching interest.

Information Consultant for the Department of Computer Science:

Adrian Machiraju
Department of Computer Science Library Representative:

Dr C. J. Watkins

Policy agreed: December 2010

Review date: August 2012

December 2010

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