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Collection Development Fiscal Year Calendar

The following calendar provides fiscal information of interest to selectors:

red bullet When collection dollars are added to Unicorn

blue bullet Encumbrance, expenditure targets and deadlines

green bullet Major activities relating to the fiscal year budget (serials review, closeout, research funds, etc.)

yellow bullet Collection Development Activities related to the budget

July

Fiscal Year Closeout / New Year Startup

green bullet Open and Partial orders and funds “rolled over” for new fiscal year cycle
red bullet Preliminary allocations input into Unicorn and selectors advised to begin ordering:

  • % of previous year’s end of year allocation (1001 funds)
  • carryover/unexpended gift and endowment funds from previous year
  • new fiscal year endowment income
red bullet Libraries' Administration advised on new General 1001 funds available for collections
green bullet July 20th – Deadline for serials cancellations for 2008 subscription year.
August
 New Year Allocation Planning

red bullet Collections Development Council determine broad distribution of General 1001 and endowment funds
red bullet Collection Development Council and collection leaders determine subject/collection allocations for University Park
red bullet Campus librarians determine account level allocations for SN, BD and MN types
green bullet Deadline for CCL estimates of new serial orders
September
 green bullet End of Fiscal Year Budget Documentation prepared for Selectors
red bullet Balance of allocations input on Unicorn (1001)
green bullet September 15th – EBSCO renewal invoice(s) requested
October
 red bullet General 1001 Carryover Funds, if any, returned to the Libraries and allocated on Unicorn
November
 blue bullet November 30th: [TARGET] General 1001 monographic funds should be 66% committed
January
 blue bullet January 31st: [DEADLINE] General 1001 monographic funds should be 80% committed
  CDC has decided to pool the difference between the 80% target and the actual commitment level. Pooled funds will be used to address system-wide budgetary shortfalls this fiscal year.
blue bullet January 31st: DEADLINE for submitting all non-North American and non-European source orders.
green bullet Serials Review process for next subscription cycle begins
March
 blue bullet March 1st - DEADLINE for submitting new serial subscription orders for current subscription year
March 15 – DEADLINE for submitting 1001 monograph orders (North American and European source) but requirement that funds be fully committed no longer applies.
  Selectors are encouraged to continue to address collection needs but will not be penalized for not fully committing 1001 funds. CDC's goal is to increase the level of pooled funds this fiscal year and build a reserve to address budgetary shortfalls and/or future collection needs.
April
 April 1 - 15: Uncommitted funds pooled for reserve
green bullet Early April - 1001 funds pooled to support system-wide collection needs
green bullet April 30th - Projected renewal inflation rates updated for Serials Review process
May
 yellow bullet May 1st - DEADLINE for submitting electronic resource orders
yellow bullet Collection Development Retreat
June
 green bullet Serials & Acquisitions Services requests quotes from all approval vendors for next fiscal year
blue bullet June 30th – TARGET: General endowment funds fully committed (100%); General 1001 and State Library Services funds should be fully expended
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U.Ed. LIB 07-140
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