1. Overview

The Library at Queen’s University Belfast is committed to providing access to high quality resources in support of the teaching and research activities of the University. This includes our customer groups of staff, undergraduates (UGs), taught postgraduates (PGTs) and research postgraduates (PGRs), as well as HSC and AFBI staff under contract.

This Policy outlines the principles guiding content development and management along with the general criteria used by the Library to assess resources. It also details budget allocation and acknowledges that the Library needs to manage the pressure on space whilst continuing to support teaching and research. 

2. Principles

• The Library is not a legal deposit library and therefore does not aim to collect comprehensively across all subjects.
• Content development and management involves Library staff working with the academic community.
• The Library prioritises the acquisition of content that supports the University’s teaching and research needs.
• Given budget constraints, spending is carefully prioritised through a data-informed approach that uses resource usage data and analytics tools to support effective decision-making.
• The Library takes advantage of Jisc nationally negotiated deals wherever possible.
• The Library balances the size of its physical collections with the need to provide sufficient study space.
• Digital formats are preferred for books, journals and other resources, where appropriate, affordable and practicable, to ensure equitable access for those studying whether on or off campus.
• Resources are provided for the benefit of the wider customer community. Specialist resources that support a narrow user group will normally require financial support from the relevant school or faculty.
• The Library is committed to providing equitable access to customers with disabilities, by offering a range of accessible equipment, assistive technology and electronic copies of reading list items where possible.
• A fair use policy guides the provision of Inter-Library Loans (ILLs).

3. Budget Allocation

Journal subscriptions are funded from an institutional budget. To maintain current resources and avoid annual cancellations, the University must invest significantly each year. As such, any additions to the subscription base must be offset by equivalent cancellations.

If a new resource is a priority for a school or faculty, resource reprioritisation may be considered. Subject Librarians support this by providing resource lists, pricing, and usage data.

For individual PhD research in emerging areas, the ILL service supplements local provision.

Book budgets are allocated to Schools based on various factors, with adjustments made where possible to reflect new teaching or research needs. Schools and faculties should consult their Subject Librarian early when planning new courses or modules to assess resource requirements.

The University also has external contractual arrangements with the Department of Health and Agri-Food and Biosciences Institute (AFBI) for the provision of certain subject-specific Library services.

4. Resource Development

4.1 Reading List Material

Reading list books are acquired in e-format with multi-user access where possible to ensure both equitable and timely access for all of our students. Where print is the only option, the number of copies purchased is decided according to anticipated use (core reading or further reading), the cost of the title in relation to the budget allocation and whether students are expected to purchase the book or not.

The Library aims to make journal articles available that fall outside of the Library’s subscribed journals by requesting ‘copyright cleared' copies from the British Library through the ILL service.

4.2 Special Collections & Archives

A Special Collections & Archives Collection Development Policy is available on the Library website.

4.3 Theses

In accordance with the University regulations, an electronic version of every PGR thesis is deposited in the University’s Research Portal. The Library also holds a collection of PGR theses from earlier years, in print format.

The Library does not collect or store UG or taught PGT dissertations unless they are exceptional in nature or incorporate content of significant local interest. 

4.4 Donations

A Donations Policy is available on the Library website.

5.     Open Access

A Research Publications and Copyright Policy is available on the Library website.

6. Resource Management

This section summarises the approach to management of Library content.

6.1 Content Checks

An ongoing programme of content checks is carried out whereby material on the shelves is checked against the Library catalogue. Missing books may be replaced if relevant to current teaching and research priorities of the University but otherwise records for missing items are withdrawn from the catalogue.

6.2 Criteria for Withdrawal and Retention   

The ongoing pressure on space and the need to support current teaching and research means that material is periodically withdrawn. The Library, as custodian, uses the following criteria to withdraw items:

• Relevance to current and potential teaching and research priorities within the University
• Level of usage
• Duplication within the Library
• Currency of the edition
• Availability of electronic equivalents, for example, print journals where access to electronic archives is secure
• Physical condition
• Rarity in the UK and Ireland
• Relevance to Special Collections & Archives

Content for withdrawal will be identified by Subject Librarians according to these criteria during regular content assessment and be disposed of in accordance with the University’s Strategy 2030 Social and Civic Responsibility priority. 

 

Reviewed: July 2025