The quality of the Hekman Library is dependent, to a very large degree, upon the conscientious and responsible book ordering of professors. In order to avoid duplication, build a balanced collection suitable for college students, and stay within the budget, faculty members should follow these procedures and policies. This policy applies to only the college. Members of the seminary should contact Luge Schemper for details about book ordering for the seminary.

1. All items should be approved and initialed by a department's Book Order Coordinator before they are forwarded to Jessica Dickson.

2. College book orders should be submitted on book order cards provided by the Acquisitions Department (Room L309, 3rd Floor) or through the completion of an online Book Ordering Form.

3. When submitting an order from a publisher's catalog or brochure, circle the item and send the entire catalog or brochure to Jessica Dickson. If you want to keep the catalog or brochure, please photocopy the front cover, the order form page, and the page containing the item.

4. A monthly Fund Status Report will be sent to the department's Book Order Coordinator

5. When the % Encumbered & Expended figure on a department's Fund Status Report reaches 120%, no further orders will be processed until it can be determined that the % Expended will not exceed 100%. Based on experience, when the % Encumbered & Expended figure reaches 120%, the fund will be fully expended by the time all items on order (encumbered) are received. The library will monitor activity. If the % Expended & Encumbered stays below 100% near the end of the fiscal year, additional orders will be submitted. (See Importance of May 1 below)

6. After May 1, all remaining funds are pooled and spent at the discretion of librarians. (See Importance of May 1 below)

Importance of May 1: To retain better control of year-end funds, the library temporarily will stop all ordering on May 1. After the budget is analyzed, outstanding orders are scrutinized, and collection needs are assessed, ordering may resume. After May 1, librarians will be responsible for how unspent funds are used. Orders received after May 1 may not be processed until July. It is in the best interest of departments to closely monitor expenditures throughout the year and completely expend funds by April 30.