StaffGuide: Collection Development

Ordering Calendar

Acquisitions ordering calendar

  • Fiscal New Year Start-Up
  • Library Finance Department notifies library about endowment income.
  • Selectors advised to begin ordering, assuming there are no budgetary constraints
  • Estimate price increases
  • 2nd week of the month, selectors reach out to departmental liaisons for input about selections.
  • Oct. 1, Monographic funds should be 30% submitted.
  • Oct. 30, Monographic funds should be 30% encumbered
December / January
  • December 15, Monographic funds should be 50% submitted.
  • Jan. 31, 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)
  • 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 and therefore are more difficult to purchase.
  • Early monographs ordering is encouraged where possible. It is difficult for acquisitions staff to handle large numbers of orders received on or near the deadline.
  • Using Gobi folders is the preferred method to select titles for collection development purposes. Make the folder visible and the type shared. Best practice is to use your fund code and the year as the title. Email when you are ready for the selections in your folder to be ordered.
  • Unit email addresses

book selections:

book rush requests:

serials acquisitions questions:

Policies and Procedures

Fund Reports

Alma Fund Reports

  1. Log into Alma.
  2. On the left menu, choose Analytics, then Reports > Acquisitions - Fund Reports
Note that the reports and functions listed will vary depending on your Alma roles. 
  1. Alma Analytics : Fund Reports


Other Tools