Collections Oversight Committee

Collection Development Calendar

May or June

• The university approves the collections budget for the next fiscal year and Andy receives it. He breaks down the budget into broad fund areas, e.g., Books, Serials, Digital Serials, LAL, etc.

June

• EBSCO renewals for 2026 are available to review

• Review period is June-September

Early July

• Kate does the fiscal year rollover in Alma after July 4

• Andy assigns amounts to each individual fund and forwards the spreadsheet to Kate.

• {NEW} The spreadsheet is forwarded to the Collections Oversight Committee for review and discussion

• {NEW} The committee makes changes to the allocations and forwards the changes to Andy or Kate

• Kate enters the amounts in Alma

• Kate prepares a worksheet for Hortensia

• • LAL amounts entered in Alma

Mid July

• Ordering begins

One week later in July

• Begin processing invoices for payment for the new fiscal year

August

• New orders for classes should be submitted as soon as possible

September

• {NEW} Fall meeting of the collection development group
• EBSCO annual renewal period ends and changes submitted to EBSCO

December

• {NEW} Midyear review of budget
  • Liaisons contacted about funds needing to be spent
• Orders submitted for Spring semester
• {NEW} First Big Ticket list submitted
• “Big Deal” renewals come due

March-early April

• Acquisitions begins monitoring funds in digital serials
• Acquisitions reviewing list of packages due for renewal
  • Acquisitions contacts vendors as necessary

April

• Final Big Ticket purchases list created

May

• Final firm orders submitted for purchase by May 1
  • All ordering ceases.
  • Orders for the next fiscal year may be submitted but will be held until mid-July
  • Orders for summer use submit with notice to
• Big Ticket ordering starts
• Latin American vendors final approval shipments received
• Acquisitions reviews unpaid invoices and follows up with TU Accounting

June

• Receiving activities ceases
• Invoice payments cease
• Acquisitions continues following up with TU Accounting
• Kate prepares a list of fund transfers for the main collections budget made during the current fiscal year that moves funds permanently from one fund to another and forwards this to Andy.