StaffGuide: Subject Liaisons

Policies, procedures, and resources for research and instruction librarians

Ordering Calendar

Acquisitions ordering calendar
  • Fiscal New Year Start-Up
  • Library accountant notifies library about endowment income.
  • Selectors advised to begin ordering, assuming there are no budgetary constraints
  • Estimate price increases
  • 2nd week of the month, fall meeting with faculty liaisons.
  • Oct. 1, Monographic funds should be 30% submitted.
  • Oct. 30, Monographic funds should be 30% encumbered
  • Dec. 1, Monographic funds should be 50% submitted.
  • Dec. 30, Monographic funds should be 50% encumbered
  • Jan. 31, All non-U.S. source orders (printed format) should be submitted by January 31st to allow for shipping time and payment to be completed before the end of the fiscal year.
  • March 1, Monographic funds should be 90% submitted.
  • March 30, Monographic funds should be 90% encumbered.
  • March 1, Subject group orders due.
  • Budget Proposals due to the University.
  • April 1, 100% of orders must be submitted.
  • April 15, final ebook ordering deadline. (Must allow time for record and invoice delivery plus payment).
  • 2nd week of the month, spring meeting with faculty liaisons
  • Uncommitted general funds pooled for special purchases.
  • June 30, fiscal year end close.


  • Budget allocations from the University are distributed one-time during the year and have not been on a set schedule. The timing of Library allocations is heavily dependent on the timing of University allocations.
  • Funds for reserves, faculty publications, replacements, and some awards titles are available year round.
  • It is an increasing trend that books go out of print very quickly.
  • Early ordering is encouraged where possible. It is difficult for acquisitions staff to handle large numbers of orders received on or near the deadline.

Policies and Procedures

Logins and Reports

University of Arkansas Libraries
365 N. McIlroy Ave.
Fayetteville, AR 72701-4002
  • Phone: 479-575-4104
  • Toll-free: 866-818-8115
  • Fax: 479-575-6656