Sources of Funding
Library capital budget
Approximately $11,000 is allocated annually from the library capital budget for the purchase of media materials. These materials are intended to directly support classroom instruction (as opposed to being funds for the building of a general media collection). The fund code used for these materials is ZZMF. Due to limited funding for media materials, most items ordered under ZZMF should be the result of a specific request by faculty to support a course, whether for classroom use or to place on reserve as assigned viewing. In most circumstances, media materials should not be ordered under ZZMF unless a commitment has been made by a faculty member to use them.
Film/Media Program
The Film/Media Program provides funds annually for the purchase of media materials for the library. The funds are taken directly from Film/Media student fees. The Media Resources Curator orders materials from these funds under the direction of the Film Media department following the procedure below:
1. Film Media lets Media Resources Curator know how much money is available for her to spend in their fees account.
2. Head of Acquisitions "allocates" this amount to the E-flmf fund.
3. Under the direction of the Film Media Program Director, the Media Resources Curator selects materials to order using Film Media funds.
4. The Media Resources Curator submits these orders to the Acquisitions Unit, which orders them. All orders using these funds must be coded to E-flmf and ordered separately from materials purchased from regular library funds. Thus, the invoice will only contain only purchases to be charged to Film Media, that is, E-flmf items will be on their own invoice and not mixed in with F-zzm materials.
5. The Acquisitions Unit receives and processes the materials and posts the invoice in the library system.
6. The invoice is forwarded to Library Administration (Fiscal Clerk) for payment.
7. Library Fiscal Clerk creates an LVR charged to Chartfield String 100-2115-2000, Account 5432.
8. Library Fiscal Clerk notifies Film Media Program personnel that invoice will be waiting for her approval in PeopleSoft Financials and then sends LVR through for approval.
9. After LVPO is approved by Film Media Program personnel, invoice is paid from Film Media funds.
Our contact in Film/Media (Program Director) is:
Rebecca Fine Romanow, PhD
Lecturer and Undergraduate Advisor
Film/Media Program
Harrington School of Communications and Media
University of Rhode Island
151 Swan Hall
Kingston, RI 02881
Office: 401-874-7558
For LVR, notify:
Jess Nalbandian
Senior Word Processing Typist
Harrington School
874-2878
jnalbandian@uri.edu
Jacqui Mulligan
Fiscal Clerk
Harrington School
jmmulligan@uri.edu
Department of English
The Department of English may contact the library at the end of the fiscal year to purchase DVDs for the collection using money from lab fees. This is done on an ad-hoc basis. In the past, the library ordered the materials and then sent the invoices to the Department of English to be paid. The amount of materials ordered was in the range of $4,000-$5,000.
Our contact in the Department of English is:
Jean Walton, Professor of English
Swan Hall
401-874-9467
email: jwalton@uri.edu
Other Departments
Other departments, such as Art or Communications, might have lab fees that they want to use for library media materials. There is no formal arrangement with any departments other than Film Studies and English (see above). Any departments interested in using lab fees for library materials will contact the library.
Fund Codes and Vendor Codes
The following fund codes will be used:
F-zzm -- General media fund. To be used for media in all formats in support of classroom instruction. This includes materials requested by faculty to be placed on Reserve.
E-flmf -- Used for posting invoices for media materials ordered with money from the Film Studies program.
E-engf -- Used for posting invoices for media materials ordered with money from the English Department.
Other fund codes will be created as needed.
The following vendor codes will be used:
???? (see librarian) -- Used for posting invoices for media materials ordered with money from the Film Studies program when no other vendor applicable (i.e. when library did NOT place the order).
???? (see librarian) -- Used for posting invoices for media and other materials ordered with money from the English Department.
Other vendor codes will be created as needed.
Ordering Materials
All media materials ordered by library staff must be ordered through the Acquisitions Unit of the library.
The Acquisitions Unit will order the requested materials using library media vendors, or from Amazon.com using the library's PCARD (vendor: Amazon) when necessary. All invoices will be posted in Alma.
The Acquisitions Unit will make every attempt to obtain payment information for materials ordered for the library's collection by other campus units (e.g. Film/Media, English). This payment information will be posted in Alma using the appropriate fund codes (see above).
The goal is to have a full accounting in the library's acquisition system of all media materials purchased for the library's collection. This includes the number of items purchased and total dollar amount spent.
Maximum Price
Videos costing more than $500 must be approved by the Collection Management Officer before being ordered.
Subject Selectors
Given the limited amount of money available for media materials and their typically high cost, subject selectors may not charge media materials to F-zzm.
However, subject selectors may purchase media materials and charge them to their own fund codes.
Any information that can be provided on where to obtain the media item should be included with the order request.
[Note: For statistical purposes, it is NOT necessary to charge all media to the fund F-zzm. Annual statistics on total media expenditures will be based on other reporting codes.]