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At this time, Addlestone Library is accessible only to College of Charleston students, faculty, and staff, Friends of the Library, or those with appointments for services offered in the library. NEW Cougar Cards, FOL cards, or appointment emails are required for entry.

Faculty Services: Firm Orders

Information about library services available to faculty.

Note on the 2020-2021 academic year: The COVID-19 pandemic has impacted both the firm order and material request processes. Please see the Frequently Asked Questions below for further clarification. We apologize for any inconvenience this may cause and appreciate your understanding during this time. If you have any additional questions, please reach out to Kayla Kipps, the Collection Development Librarian.

What are Firm Orders?

At the beginning of every fiscal year, each academic department is allotted a certain amount of money to spend on library materials.  Departmental liaisons generate orders for library materials using the Book Request form, which are then completed by Collection Development staff.  Our goal is to have all of the money in the firm order budget completely expended by the end of the fiscal year. 

Fiscal Year 2020-2021 Order Timeline

Library allocates budget into serials, monographs, & approval plans (preliminary): April 2020
Preliminary budget approved by Faculty Library Committee: April 2020
Budget approved by Dean of Libraries: November 2020
Departments begin to submit orders: November 2020
Deadline for requesting journals and databases: December 2020
Departmental faculty liaisons encumber 40% of firm order budget: January 2021
Departmental faculty liaisons encumber 80% of firm order budget: March 2021
Departmental faculty liaisons submit 100% of firm orders: April 2 2021
Librarians encumber any remaining funds: April 2021

Useful Links

Departmental Liaison Informational Meeting

FAQ for the 2020-2021 Academic Year

Frequently Asked Questions for 2020-2021

  • How much money is in my firm order budget this academic year?
    • Because of the financial implications of the COVID-19 pandemic, the firm order budget was allocated significantly later in the academic year than usual. Firm order funds were allocated in November 2020 and can now be found here.
  • What kind of materials can I still request the library to purchase?
    • You may request any material that you find suitable for the library. Please be aware that we have adopted an e-preferred acquisitions policy this year and have updated our New Library Resource Order Request Form to reflect those changes. Please also be aware that we purchase e-book titles from academically licensed platforms and not all books will be available electronically. Because the titles must be licensed for use by the larger academic community, we are unable to purchase Kindle e-Books or anything that needs a platform to host it such as individual PDF or ePUB files not already part of one of our existing platforms.
  • Can I get access to an e-book for my course?
  • Can I request print materials?
    • Because of the pandemic and the resulting need to pivot to hybrid or virtual learning environments, all book requests going forward will be e-preferred. You can read more about our e-preferred acquisition policy here. This means that we will always attempt to purchase a requested title as an e-book first, with enough access to support your curricular needs. Print purchases will still be considered if the title in question is unavailable electronically. However, with the removal of print reserves in the fall, we would caution that print purchases may inherently limit access for students.
  • The library has a DVD I want to use for a course, can I make it available for use online/find streaming access?
    • The College Libraries currently have access to several streaming video databases (Kanopy, Films on Demand, and Alexander Street Press). We would be happy to check on access to any particular film from these existing sources or check to see if we are able to locate streaming access from another source for an academic audience.
      Due to copyright and licensing restrictions, the library is unable to provide access to commercial streaming platforms such as Netflix, Hulu, HBO, Amazon Prime, etc. for educational or public performance purposes.
  • I found an e-book/streaming video in the library catalog that I would like to assign to my course. Can I use library materials as course materials?

2020-2021 Fund Balances

The following Firm Order Funds by School 2020 - 2021 Tableau dashboard allows users to explore the firm order fund balance data visually and interactively. Using the arrows above the chart, users have access to two separate dashboards.

The first dashboard allows users to explore expended, encumbered, and available funds by each College of Charleston school. Users may mouse-over each column to find an individual breakdown of monetary amounts associated with each fund within an informative tooltip.

The second dashboard allows users to explore the same data, but with an additional filter that allows users to explore individual area funds in each school. This filter can allow users to compare and contrast data from funds within the same school.