Collection Development
Conference-Related Purchases

There are several possible scenarios in the purchasing of resources available from a conference:

• Catalogs, promotions, or lists are sent ahead of the conference
• Purchases are made at the conference with advance planning and permission
• Impulse purchases are made while at the conference
• Purchases are made afterward with the benefit of conference promotional materials
  

Scenario 1: Purchases are made after you return using conference promotional materials
This is the best situation!
You have had the opportunity to enjoy displays and presentations at the conference without having to make transactions or shipping arrangements; the only things you have to bring back are your catalogs, brochures, and "wish lists." Once back on campus, you can check library's holdings with WebVoyager online catalog at your convenience to make sure we don't already have the resources that interest you. You fill out the Purchase Recommendation Forms (PRF's) online, or complete the print version (and get departmental approval, if needed) then send it by campus mail to your Liaison Librarian. That's the last you have to think about it.

Scenario 2: Catalogs, promotions, or lists are sent ahead of the conference
This is a good situation.
You have the opportunity to preview materials without pressure; you can check the library's holdings with the WebVoyager online catalog to make sure we don't already have the resources that interest you; you have the time to get departmental approval, if needed; and you can confer with your area's Liaison Librarian to confirm the availability of funds for this purchase. You fill out PRF's so the library Books & Media Acquisitions personnel can place the order, and you don't have to be bothered with the transaction itself or with transporting the goods back to campus.

Scenario 3: Purchases are made at the conference with advance planning and permission
This might work out.
As with the first situation, there is time to check the library's holdings with the WebVoyager online catalog (if you have titles in advance); you have the time to get department approval, if needed; and you can confer with your area's Liaison Librarian to confirm the availability of funds for this purchase.
You know in advance that you will want to get a good receipt--it must list purchased titles individually--and you protect the original receipt to be able turn it in for reimbursement. (Your Social Security number will need to accompany the receipt for reimbursement. Also, be aware that the university does not pay sales tax, and will not reimburse any.)

If you didn't have titles in advance, once you are at the conference and find resources that interest you, you can go online to check the USI Library catalog from where you are and make sure we don't already own a copy. The library will not pay for items which are duplicates of materials already in the collection.

Scenario 4: Impulse purchases are made while at the conference
This is taking a few more chances with your money and your nerves!
While at the conference, you get caught up with the enthusiasm and purchase several impressive volumes, without having made any advance arrangements. (You are not entirely sure what details were needed on your receipt...but you think you can still find the one they gave you.) You manage to cart these volumes around with you (to save the expense of shipping) until you get back to your room, and you find a way to squeeze them into your luggage. They do make it home with you.

But once you are back on campus, the adventure is just beginning. Since you didn't lay any groundwork for this purchase beforehand, there are several unknowns ahead. Did I actually buy duplicates of things already at the library? Will my department chair approve? Is there any money still available for my department in the library budget? Is my receipt complete? Will my receipt satisfy accounts payable? Will accounts payable approve my reimbursement? Even if they do, how long will it be before I get my money?