Whitewater and Rock Campus Libraries


Appendix K: Role of the Department Library Representative

Role of the Department Library Representative


To develop strong collections that truly support the curriculum, faculty input is crucial. To help the Library achieve this goal, Library Representatives have the following selection responsibilities:

  • Ensure that faculty in the department request materials to support the academic program in the subject fields of the department.
  • Monitor professional literature for appropriate library acquisitions.
  • Monitor department expenditures to ensure allocation is spent.
  • Keep the collection manager informed of new programs and special library needs of the department.
  • Assist in collection evaluation and weeding activities in the subject area(s) of the department.


Placing Orders


Departments vary in how they handle orders from faculty, so check with your Department Chair to see if there is a precedent for your department. Before ordering a title, please check Research@UWW to see if we already own it. Faculty may order Library material in three ways:

Media (including streaming)

For audiovisual material and/or streaming video, please fill out the  Request Media form. Please include the web site where you found the item as tracking down the vendor for a particular streaming film, CD, or DVD can be difficult, so the extra information will help speed up your order.

Journal or Database Suggestions

Because they represent an ongoing financial commitment, journal or database subscription suggestions are handled independently from departmental allocations. If you submit a request, Librarians will review the title and make a decision on whether to subscribe.

Duplicating Material Held in Other UW Libraries

Because of free UW System Request, if three or more UW Libraries already own a title, the order may be returned to the requester with instructions on how to proceed. If you know that you will want an item regardless of the number of UW copies, please mark the request "essential."

Departmental Allocations

Each academic department is allocated funds to purchase books and audio-visual material for Andersen Library. Your department's allocation is to be used primarily for material to support your department's teaching and your students' research.

Allocation Timeline

Timeline for spending allocation:

  • Dec. 31 - spend 50%
  • Apr. 30 - spend 100%

Unspent Funds

On May 1, unspent department funds go into a general fund to fill outstanding requests from other departments  For the purposes of setting next year's allocation, your department will not receive "credit" for material purchased from these general funds. Therefore, if a department's allocation is under-spent one year, it may be reduced the following year.

Library Representatives' Responsibilities to the Library 

Communicating With Your Colleagues

The Library counts on its Department representatives to get the word out to colleagues to get involved in building the Library's resources. When Librarians send e-mails to Department Library Representatives, please forward them along to your colleagues. Although Reference librarians offer to meet with all new faculty and instructors, Library reps may still want to touch base with their new colleagues to make sure they know how to select material for the Library's collections.

Keeping Track of What Your Department Has Ordered

The Acquisitions by Department page shows what has been ordered for the Library by each academic department and by fiscal year.

Making Library Staff Aware of New Courses & Programs

The Library keeps tabs on new courses and programs as they make their way through the University Curriculum Committee. However, if a new course or program will require building up areas of the Library's collections, please speak with your Librarian Liaison or the Library Collection Manager (see Key Contacts, below) about your needs before the course or program begins. We will work with your department to ensure the Library has adequate resources to support the new curriculum.

Library's Responsibilities to Department Library Representatives

Monthly Emails

Each month during the academic year, the liaison librarians will e-mail Library Representatives and Department Chairs. The e-mails include a statement detailing the Department's allocation expenditures, commitments, and balances, as well as other Library news. Please share these e-mails with colleagues to keep them in the loop.

Librarian Liaisons

The reference librarians at Andersen Library are assigned as liaisons to academic departments and share responsibility for purchasing library materials in your discipline. Reference librarians can also provide library instruction sessions for classes in your department. Reference librarians are available to give presentations at your Department or College meetings to demonstrate new products or to answer questions about the Library.

Getting New Faculty Up To Speed

Librarians offer to meet with every new faculty member and instructor. If they are not able to meet face to face, the librarian is also available via Webex.  Additionally, the Faculty & Staff Resouces guide contains the information you need and includes instructions for ordering Library materials.

Key Contacts at the Andersen Library

Name For Help With Contact Info
Liaison Librarians

Library instruction, library orientation,

assistance with material selection, journal and database suggestions

Librarian Liaisons list
Emily Czaikowski,
Acquisitions & Financial Assistant
Ordering material, new order forms libacq@uww.edu
AN 2112A
Paul Waelchli,
Library Director & Collection Manager
Accreditations, new courses & programs waelchlp@uww.edu
AN 2112

Whitewater Campus

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Andersen Library
750 West Main Street
Whitewater, WI 53190-1790
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Circulation Desk: 262-472-5511
Reference Desk: 262-472-1032

Rock County Campus

Gary J. Lenox Library
2909 Kellogg Avenue
Janesville, WI 53546
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