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Collection Development: Firm Orders

Provides information about the collections building process for the College of Charleston libraries.

The deadline to submit requests for firm order funds is February 1. The Libraries will be undergoing a library software migration in late spring/early summer. This will impact the ability to submit orders after the firm order deadline.  No new orders for this fiscal year will be allowed after the February 1st deadline. Ordering will not resume until the summer. We apologize for any inconvenience this may cause and we appreciate your understanding in this matter.

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.  Refer to the links to the right for more information about funds and orders.

Essential Firm Order Information

2019-2020 departmental firm order budgets are posted below. If you have questions about the firm order budget or your department's allocation, please contact Kayla Kipps, Collection Development Librarian. 

Fiscal Year 2019-2020 Order Timeline

Library allocates budget into serials, monographs, & approval plans (preliminary): April 2019
Preliminary budget approved by Faculty Library Committee: April 2019
Budget approved by Dean of Libraries: July 2019
Departments begin to submit orders: August 2019
Departmental faculty liaisons encumber 40% of firm order budget: October 2019
Deadline for requesting journals and databases: December 2019 
Departmental faculty liaisons encumber 80% of firm order budget: January 2020 
Departmental faculty liaisons submit 100% of firm orders: February 1 2020
Librarians encumber any remaining funds February 2020

The following charts visualize the Fund Balances sheet. Chart one visualizes the current total expenditures by school. Chart two visualizes the expenditures by unique fund code. This graph can be filtered by school. Use the arrows to navigate between charts.

Hover over each column in the graphs to get a unique breakdown of each fund. The allocation, on order, expenditure, and available funds are visible. This chart is updated on a daily basis.