college of the liberal arts
Faculty Book Purchasing Policy
The purpose of this policy is to outline the conditions under which college funds may be used for purchasing booksor similar materials in circumstances when faculty members have an individual research fund. This policy is not related to the purchase of books or similar materials by departments.
University Policy BS07 Authority and Procurement
Policy BS07 governs our college policy by its clear statement that the University is the owner of any property purchased with University funds.
"The title to and ownership of all equipment obtained at the University by purchase, through a funded project or grant, or by gift, is vested in and remains the property of the University upon the completion or expiration of the project or assignment. No property or equipment shall become the personal property of any individual unless obtained through the Salvage and Surplus Operation. (Refer to PolicyBS15.)"
What does this mean to faculty members?
Recognizing the importance of books and similar materials as research resources for faculty in many fields, this policy indicates the procedures through which faculty members can buy books using research funds.'Research funds' are defined as any college funds given to faculty specifically for their individual research.
- At the time of hire, if a specific approval for book purchases is agreed to by the dean and department head in order to help build library collections, this agreement will be included in the offer letter. This kind of agreement is infrequent and focused mostly on foreign language purchases in those languages where the library has not historically made significant investments. Purchases will be made according to University Libraries procedures and in consultation with the appropriate subject matter librarian or selector. These purchases will be housed in the University Libraries.
The text in the offer letter in these circumstances will read: All University purchased equipment, including books and other printed materials, is the property of the University. Thus, any books purchased with research funds must be for the collections of the University Libraries. They should be purchased according to University Libraries procedures and in consultation with the appropriate subject matter librarian or selector. For details, see the College policy at .
- In all other circumstances, when a researcher uses College funds to purchase books for individual scholarly use rather than for the library collection, the faculty member must place a book plate in the book indicating that it is the property of The Pennsylvania State University. (Book plates will be provided by the College’s Dean’s Office.) When faculty leave the University, they must offer the books to the library collections. The faculty member may retain any books that the library does not want. If neither the library, nor the faculty member want to retain the books, they will be donated to charity.
Thus, all other offer letters will contain the following language: All University purchased equipment, including books and other printed materials, is the property of the University. However, in order to facilitate faculty research, the College supports some book purchases that may be in the possession of faculty members during their time at Penn State. For details see the College policy at .
- Purchases of e-books using College funds must be made through the University Libraries. Purchases will be made according to University Libraries procedures and in consultation with the appropriate subject matter librarian or selector. These purchases will be virtually “housed” in the University Libraries and the Libraries will ensure that the book is available for use by the faculty member.
Last updated:
11/19/15: Section B - faculty may retain books that the library does not want
11/4/14: Section C - added re e-books
8/27/13: Section B - inserted ‘College’s Dean’s Office’ in place of ‘College’
Adopted:
3/16/2012
Last Updated:November 19, 20151 / 2