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Acquisitions & Serials

  • What is the Acquisitions & Serials Department?
  • Department Organization
  • Our staff

What is the Acquisitions & Serials Department?

Acquisitions & Serials represent the business side of the library. We interact with publishers and information industry companies, manage the library materials budget, and carry out steps to add content and information resources to the library collections. The primary criteria for the selection of any information resource we acquire are the value and relevance of the content to the academic and research programs at TAMIU.  Our work includes the following:

  • Managing the library acquisitions budget
  • Negotiating license agreements with publishers and vendors.
  • Activating access to electronic resources and troubleshooting access issues.
  • Interacting with the TAMIU Business Office for budget management.
  • Interacting with TAMIU's Purchasing department for special purchases.
  • Communicating with faculty members and library liaisons for order processing.
  • Finding the most appropriate sources for academic content in all formats.

Department Organization

We have two major components: Acquisitions and Serials

In Acquisitions, we manage departmental budget allocations, acquire books, eBooks, and video streaming licenses for films and audiovisual media requested by faculty members and librarians. In this section of the department, we also handle gift books and collections of general interest donated to Killam Library.

Selections for new materials commonly originate with faculty members. Librarians also participate in the collection development process. All requests from faculty can be sent to their department’s library liaison or directly to Rogelio Hinojosa, Acquisitions Librarian at rhinojosa@tamiu.edu. We acquire monographic items both in the domestic and international markets. In acquiring library materials from foreign suppliers we need to comply with federal regulations that may delay the acquisition process.

This section of the department is also involved in managing acquisitions projects related to grant funds. Books and other monographic items we receive are sent to Cataloging where they are processed, and they are subsequently transferred to Circulation to be placed in the library stacks.

In the Serials component of the department, we are responsible for all library subscriptions, both in print and electronic format. This includes journals, databases, serials, newspapers, and microforms. A key component of Serials work is the maintenance of our electronic resources, including the generation of usage statistics, managing the link resolver, journal activation, administering the hosted proxy server, and collaborating in collection development with other libraries in the Texas A&M University System. We have access to over 304 research databases.  The Serials Unit is also responsible for managing the electronic theses and dissertations (ETD) system in coordination with the Office of Graduate Studies & Research and Catalog Librarian Nerissa Lindsey.  A few theses are still being sent to the bindery if a student requests it and covers the binding fee through the Office of Graduate Studies & Research.

Our staff

Feel free to contact our department for any library acquisitions matter.

LastName

FirstName

Title

Phone

Email

Hinojosa

Rogelio

Acquisitions Librarian (Associate)

326-2123

rhinojosa@tamiu.edu

Cantu

Pat

Library Assistant

326-2125

pcantu@tamiu.edu

Garza

Anna

Library Info Specialist

326-2124

agarza@tamiu.edu

Lozano

Martha

Library Assistant

326-2127

mlozano@tamiu.edu

Maldonado

Ofelia

Library Assistant

326-2126

omaldonado@tamiu.edu

Rodriguez

Amelia

Library Assistant

326-2402

arodriguez@tamiu.edu

Marquez

Manuel

Clerk

336-2402

manuel.marquez@tamiu.edu

Sanchez

Felipe

Clerk

326-2402

FelipeA.Sanchez@tamiu.edu

How to Order Information Resources for Killam Library

Ordering Books

Ebook is the preferred format for books. TAMIU faculty can send their book selections to the Acquisitions Department (KL215) throughout the academic year in different ways:

  • By directly marking publisher's catalogs with the instructor‘s initials next to the titles requested. Send them via campus mail or bring them to KL215.
  • By sending email messages with selections originating in specific platforms such as Choice Online, Books in Print, Amazon, Barnes and Noble or any publisher’s website.
  • By sending printouts, bibliographies, or photocopies with the instructor‘s initials. Send them via campus mail or bring them to KL215 (Acquisitions Department) or KL214C (Acquisitions Librarian’s office).
  • By contacting your your Department Librarian Liaison, Acquisitions Librarian Rogelio H. Hinojosa rhinojosa@tamiu.edu or Acquisitions Specialist Anna Garza agarza@tamiu.edu.
  • Key data needed in your requests are instructor‘s name and as much bibliographic information as possible (author, title, price, ISBN, publisher, etc. ISBN numbers are particularly helpful).

As a default, the library orders one copy only for each book and audiovisual title requested. The library does not order textbooks. Book orders are processed on a first-come, first-served basis.

Ordering Audiovisual Media

The preferred format for audiovisual items is video streaming. The preferred format for physical audiovisual media is Blu-Ray. Selections for audiovisual media can be sent to the Department Library Liaison or to the Acquisitions department following the same steps as for books above. The Acquisitions Librarian orders titles from all requestors in as balanced a way as possible, usually after consulting with the requestors themselves or the department‘s University Library Committee representative for prioritization as necessary.

Ordering Periodicals and Databases

Electronic periodicals are preferred over print periodicals. Only a small selection of popular periodicals and journals with unique characteristics are subscribed to in print.  Periodicals and databases represent a recurring annual commitment of funds. Due to budget constraints and accreditation requirements, the library must give priority to subscriptions supporting new or existing accredited academic programs. All requests for new periodicals and databases are added to the budget request submitted to the administration each year. If the requests are funded, we proceed to place the subscriptions. In certain cases it may be possible to cancel existing subscriptions in order to add new, more relevant periodicals or databases.

Timeline for Acquisitions Services

The library must comply with State contracts, as well as with state and federal fiscal regulations. Most book requests get ordered within hours after the request is received in the Acquisitions Department. Following is a general timeline and important dates to keep in mind:

  • Book requests received by April 1 every year will be ordered within the same fiscal year if there are still available funds in your academic department. Requests received from April 1 through August 31 each year will be ordered as soon as new funds are obtained for the following fiscal year.
  • Most books are ordered through large book distribution vendors with a huge inventory. If a requested book is available in electronic format (i.e. as an eBook), it usually becomes available within 24 hours after it is requested.  If a hardback is the only option for a book request and it is available in our suppliers’ inventory, it arrives in the library and is catalogued within a few days after the requested item was received in the Acquisitions Department. This varies depending on the type of book, the time of year and other ongoing projects and priorities. Paperbacks take an extra 4 to 6 weeks to be processed, as they are sent for commercial binding. Foreign books and out-of-print materials may more than one month to arrive in the library, depending on many factors out of our direct control.
  • When books requested are not in the supplier‘s inventory, vendors put them on "backorder" while they try to find them for us. Contracted vendors have the right to take up to 120 days in trying to locate a book not in their inventory. In these cases, we can only go directly to the publishers or out of print dealers after that grace period expires. We can order directly from non-contracted suppliers only in circumstances of extreme urgency or when their prices are more competitive that the contracted suppliers’ quoted prices, including shipping charges.
  • "Rush requests" from faculty are accepted on an exceptional basis.
  • After arriving, print books are sent to the Cataloging Department for processing. Most books are cataloged within a few days after their arrival. Any book needed immediately by a faculty member can be rush-processed. Contact Nerissa Lindsey, our Catalog Librarian at nslindsey@tamiu.edu or call ext. 2114 in these cases.

Library Acquisitions/Collection Development FAQ

How can I know if the books/av I requested arrived in the library?

We encourage you to keep copies of the requests you send to the Acquisitions Department. With this information on hand you can check WorldCat Discovery  to verify the status of your orders.

What happens when my departmental funds are fully expended?

We will keep your book and audiovisual requests, and will order them the following fiscal year. We will order them within the same fiscal year if funds become available due to cancellations, discounts, etc.

What happens if my departmental funds are NOT fully committed?

Any funds not committed by departments as of April 1 each year revert to the library. Library liaisons familiar with information needs of faculty members in each academic unit will select materials in the corresponding disciplines from which funds reverted.

Why does it occasionally take a long time for the library to procure the books I requested?

There are many factors that affect the speed at which we are able to obtain materials. Among them:

  1. State contracts and fiscal regulations.
  2. The book market itself. Suppliers sometimes require prepayment before they send their books; sometimes new suppliers require a vendor ID number before we can do business with them. This ID# is often created after they fill out and send us a W9 form, which is a fiscal requirement in these cases. Books get out of print and we need to search through different routes. Publishers go out of business too.
  3. Foreign suppliers must comply with Export Control rules and other fiscal regulations established by the Internal Revenue Service. They need to fill out forms and go through a vetting process that may take several weeks. 
  4. As per the established workflow, once items arrive, from publishers and suppliers, we “receive” them in WorldShare Management Services (WMS), which is our Integrated Library System (ILS). We then submit all invoices for payment by the Business Office. Payments and electronic fund transfers are processed the Business Office. Depending on the type of accounts being used for our payment and the time of the fiscal year, the payment process may take from a few minutes to a few weeks.
  5. Internal procedures: Once print materials arrive in the library, they need to be cataloged before becoming available on the shelves. Paperbacks need to be sent to the bindery to reinforce them.

Who is my University Library Committee representative?

Each department has a faculty member representative in the University Library Committee (ULC). The ULC representatives for FY16 are:

Cuellar, Rebecca (University College)

Dinkel, Lorraine (Professional Programs)

Ferrier, Douglas (Killam Library Director, ex officio) 

Garcia, Ediza (Psychology & Communication, COAS)

Garza, Sergio (Curriculum & Pedagogy, COED)

Gaskins, Brian (OIT, ex officio) 

Haruna, Peter (Binational Center & International Programs)
Hinojosa, Rogelio (Killam Library)

Maldonado, Sofia (School of Engineering, COAS)

Mena, Jessie (College of Nursing and Health Sciences)

Moyer, James (Fine & Performing Arts, COAS)

Nam, Sang-Chul (Biology & Chemistry, COAS)

Norris, Lola (Humanities, COAS)

Patwardhan, Abhijit (DIBFS, School of Business)

Peña-Sanchez, Rolando (DIBTS, School of Business) ULC Chair

Warner, Judith (Social Sciences, COAS)

Wu, Qingquan (Math & Physics, COAS)

Who is my library liaison?

A library liaison is a librarian assigned by the library to a department. Library liaisons facilitate the selection of library materials. The library liaison is also the departmental link for collection development. Library liaisons also participate in library orientation, and coordinate with faculty members for information literacy purposes. Library liaisons can also assist in the use of databases that may be useful in selection, such as Books in Print, Title Source, and Ulrich’s International Periodicals Directory. These are the library liaisons (by academic unit): your Department Librarian Liaison.

How do I know if there are still funds in my academic department?

Budget status reports are available through your University Library Committee representative and Department Chair. You can also call the Acquisitions Librarian at ext. 2123, your library liaison (see list of library liaisons above) or send an email to rhinojosa@tamiu.edu asking for budget status information.

Are there any deadlines for requesting materials to the library?

We invite faculty to send selections to the library throughout the year. However, each fiscal year, departmental funds must be fully committed by April 1.