Implementation of The Concept of Collaborative Collection Development in The Governance of Student Contributed Books

Books donated by students have made a significant contribution to the development of collections at the Andalas University Library because they are used as a graduation requirement. This study aims to develop the concept of collaborative collection development (CCD), namely collaborative partnerships by implementing a coordinated purchasing system in the management of student-donated books. Collaboration is carried out by establishing partnerships with external parties (publishers/bookstores). The research method used is to develop and evaluate system performance. Data collection was carried out through observation and interviews with related parties. The results showed that the coordinated purchasing system was able to overcome duplication problems and increase the uniqueness and heterogeneity, as well as the quality of student-donated books. In order for the coordinated purchasing system to provide maximum results, the library must collaborate with several partners. So that the uniqueness of the collection can be increased and the problem of duplication can really be resolved properly.


INTRODUCTION
Technological developments have brought many changes and conveniences in library management.In terms of collection development, for example, many innovations have been implemented to overcome various obstacles or constraints, such as limited budget, access and resources.The essence of collection development is adding new collections to meet user information needs.In library science theory, information needs are a core element (Gónzalez, 2016), because the activities carried out by libraries aim to meet user needs.(Gónzalez, 2016) further explains that these needs can be influenced by several factors, including: where they live, goals, functions and roles they have, area of activity/field of knowledge, current trending topics, etc.
On the other hand, there are still many library collection development activities that do no more than simply increase the number of new materials and collections for use, ignoring user requests and interests (Rao & Raju, 2022).So the existence of a new collection does more than just increase quantity and ignore quality.
This condition is more likely to occur for collections originating from donations or grants.In some cases, donors are sometimes not very selective in selecting and determining the materials needed by recipients.So the books donated do not match the recipient's request (Zell & Thierry, 2015).Another case of weak standardization and lack of socialization regarding the book donation policy is the cause of the mismatch between the donated book material and the needs of users (Guixin, 2020).This condition often occurs in several universities which use student donated books as a source of collection.
Collaborative Collection Development (CCD) is a concept applied to overcome various obstacles in collection development.The application of the CCD concept in collection development that has been carried out so far has used several approaches, including consortium purchases, coordinated purchases, jointly driven acquisitions (Levenson & Hess, 2020).
Consortium purchases are currently quite numerous and widely carried out by various library organizations.Collaboration is carried out on the basis of demographics, location, similarities in collection needs, and type of library (Austin Booth & O'Brien, 2011;Davis et al., 2012;Neal, 2010).This concept is considered very beneficial for consortium member libraries, in the form of savings, because they can share costs in procuring collections (Pan & Fong, 2010) .
Coordinated purchasing is another CCD approach.Applying a management approach in selecting collections for many libraries.A centralized selection process for several libraries can encourage better collaboration in planning to identify material needs, and to share resources (Barstow et al., 2016;Currie & Greene, 2017).This concept could be very suitable for use in academic libraries.A college usually has many libraries.Apart from the main library, there are also branch libraries spread across each faculty.In this case, coordination is certainly easier to do, compared to collaboration between libraries from different agencies/organizations.Coordinated purchasing can increase effectiveness and efficiency in developing library collections.Collection procurement can be planned well, according to the needs of collaborating library users.This can reduce overlap in collection procurement and increase the uniqueness of collections (Garabedian & Kieft, 2016) which has often been a problem in collection procurement.Therefore, librarians are required to collaborate, not only within one agency or similar organization, but collaboration is expanded by establishing partnerships across geographies and various types of organizations (Richards & Peters, 2016)  , to meet disciplinary needs and specific collection interests.their organization.In general, to overcome collection development problems.This research tries to develop the CCD concept, namely the implementation of a coordinated purchasing system based on collaborative partnerships.This system is applied in developing collections sourced from student donations in university libraries.Collaboration is carried out by establishing partnerships with external non-library partners This research aims to find the best way to overcome collection development problems in order to reduce costs, create efficiency, reduce redundancy, increase the level of use of collections, and meet user needs .This is very important to do considering the large contribution of donated books to collection development.In some universities, donating books is one of the requirements for registering for graduation or graduation.This means that the contribution of donated books each year is equal to the number of graduating students.Therefore, the CCD concept needs to be applied in developing collections of books donated by students to reduce duplication and increase the aggregation of distribution of collections so that they become more heterogeneous (Austin Booth & O'Brien, 2011).
A commonly used definition of CCD in library and information science is "cooperation, coordination, or sharing in the development and management of collections by two or more libraries that have entered into an agreement for a common purpose ."The focus of the CCD agreement is primarily on reducing or eliminating overlapping library collections , especially for expensive specialty materials.While other projects seek to focus on expanding resource availability and may require joint financing from several libraries that can be used to fund the purchase and acquisition of new collections (Gregory, 2019).The practice of ccd actually dates back a long time, at least to the first half of the thirteenth century, when monasteries developed what we now recognize as composite catalogs of manuscripts to aid their scholarly activities (Gregory, 2019).
In 1948 the Association of Research Libraries established The Farmington Plan, a program aimed at cooperatively acquiring at least one copy of a foreign research publication so that it could be obtained, cataloged, and made available for interlibrary loan at at least one American library. .The Farmington Plan was the initial idea for implementing CCD in libraries (Wagner, 2002).
The focus of the CCD initiative was initially more specifically on the acquisition of collection materials , but to date, recent CCD projects have concentrated more on broader user access to material resources (Burgett et al., 2004).Among the advantages offered by CCD are: (i) reducing unnecessary duplication; (ii) increasing the amount of materials that can be used by users through cooperative purchasing; (iii) collaboration in the use of shared technology to facilitate access to member library catalogues, and delivery of resources between campuses (Gregory, 2019).
Several previous studies related to this research were conducted by (Barstow et al., 2016) who examined the implementation of ccd which is termed the Collection Development Office (CDO) at the University of Wyoming Libraries.Implementing a centralized selection system carried out by librarians according to their expertise, for comprehensive collection development.The results are quite effective in overcoming the problem of the high complexity of collection development in university libraries.Furthermore, (Currie & Greene 2017) researched the application of CDD, namely the consortium concept in an electronic collection development project carried out by 2 university libraries, namely the University of Kansas (KU) and Kansas State University (KSU).The project is called collaborative demanddriven (DDA).Collaboration in purchasing e-books from the Proquest database based on user requests.Purchases are made directly by the user to the provider.This concept uses This research tries to develop the CCD concept, namely the implementation of a coordinated purchasing system based on collaborative partnerships.This system is applied in developing collections sourced from student donations at the Unand Library UPT.Collaboration is carried out by establishing partnerships with publishers/bookstores (external parties).Currently, librarians are required to collaborate, not only within one agency or similar organization, but collaboration is expanded by establishing partnerships across geographies and various types of organizations (Richards & Peters, 2016), to meet disciplinary needs and specific collection interests of organizations them, or to address collection development issues.
This is what differentiates this research from previous studies on CCD.So far, collaboration in collection development has been carried out between libraries, both within the same organization and in different organizations.In addition, CCD is more often implemented in the form of consortia (Babarinde & Onifade, 2019;Cuhadar & Cimen, 2019;Davis et al., 2012;Sweet & Clarage, 2020), compared to partnerships.

METHODS
This paper presents the results of developing a system for managing student donated books by implementing CCD, using the concept of coordinated purchasing with a partnership system.The research was carried out at the Unand Library UPT, which made book donations one of the graduation requirements.Data collection was carried out by conducting direct observations in the field and interviews.Research respondents were library leaders, staff in charge of managing donated books, and collaboration partners.
To strengthen the argument about the contribution of donated books to the Unand Library UPT, the author calculated the number of additions to the book collection in the last 3 years, sourced from secondary data (library catalog database).This research was conducted for 6 months, from October 2022 to March 2023.
The research framework consists of: (i) analysis of the performance of the old system, to determine the obstacles that occur in the management of student donated books; (ii) developing partnership cooperation, by collaborating with partners (bookstores/publishers) in developing library collections; (iii) developing a system, building a system for managing student donated books using the concept of coordinated purchasing by utilizing collaborative partners; (iv) evaluation of system performance, by assessing the benefits and contribution of the system in overcoming problems currently faced related to the management of student donated books.

RESULTS AND DISCUSSION
To see the magnitude of the contribution of books donated by students to the development of the Unand library collection, it is first necessary to look at the number of books donated by students in the last 3 years.The results are as shown in Table 1.As a result of interviews with library staff in the Collections Processing Section, it was found that several problems arose related to books donated by students before the CCD concept was implemented, including: (i) the large number of duplicates of donated books; (ii) the year of publication of the book does not comply with the provisions (at least the last 5 years) that have been determined; (iii) some of the books donated are of low quality; (iv) the tendency of students to donate books at low prices; (v) the book material donated is not appropriate (textbooks are appropriate to each department/study program).
To overcome this problem, libraries are trying to apply the wrong concept of CCD, in the form of coordinated purchasing (Levenson & Hess, 2020).The library coordinates the purchase of donated books by students, by collaborating with external partners, one of the largest bookstores in Padang City.A partnership built on the basis of mutual benefit for the parties involved, in this case: bookstores, libraries and students.There are several procedures that are followed in building a student book donation system by applying the CCD concept, as shown in Figure 1.partners, namely: (i) partners provide regular catalog updates to the library; (ii) partners provide a special hotline service to serve transactions for Unand students who will donate books; (iii) book purchase transactions are carried out online between students and bookstores, without library intervention; (iv) partners are responsible for sending all books purchased by students to the library without being charged shipping costs.

Needs analysis
At this stage the library identifies the needs needed to facilitate book purchase transactions by students, which consist of: legality from university leadership; catalog available online; transaction guidelines; staff responsible for managing the system; transaction report form that can be accessed by partners and library staff; transaction media between students and partners, students and library staff, and library staff and partners; media for socialization.

System planning
Next, system design is carried out, namely transaction procedures accompanied by supporting devices.The results are as shown in Figure 2. The book purchase transaction process can be explained as follows: (i) students select and view the availability of the books to be purchased through a catalog that has been selected by the librarian and can be accessed online; (ii) then the student carries out a transaction, by sending a message according to the specified format to the transaction number provided by the partner; (iii) the partner checks the availability of the books ordered, and then provides price confirmation and asks the student to make payment to the partner's account number; (iv) students make payments to partner account numbers, and send proof of payment; (v) partners send transaction data reports via a predetermined form; (vi) students enter data on donated books through the specified application; (vii) library staff synchronizes data reported by students and partners.

Trials
The testing phase is carried out repeatedly to ensure that the transaction is running as planned.Things that are of concern in this testing process are the validity of the data, the timeliness of transactions, and the understanding of the staff involved with the established work patterns and systems.

Implementation
Once everything is confirmed to be running well, the next step is to implement the system.The application of the concept of collaborative partnership in student-donated book transactions has been implemented at the Unand Library UPT since January 2023.

Maintenance
Maintenance is carried out to ensure that all procedures are running well, and to overcome various technical obstacles in the transaction process, such as slow response, unavailability of ordered books, updating book copy data, including ensuring that agreed agreements are running as they should, etc.
Based on the results of interviews with partners, library leaders, and library staff assigned to manage donated books, there were several obstacles that occurred after this system was implemented for 3 months, including: (i) partners were sometimes slow in responding to orders from students, and some books the stock ordered is not available; (ii) library leaders complained about the limited textbook material in the catalog provided by partners, while student needs were very high; (iii) Meanwhile, according to partners, the problem they face is related to the delay of library staff in updating collection data in the catalog, so that the number of duplicate donated books sometimes exceeds the limit set in the catalog; (iv) there are still many students who hand over books manually or do not make transactions through partners.

DISCUSSION
At the time this research was carried out, collaboration between libraries and partners in managing donated books had been going well for 3 months.In this process, of course, there are obstacles that occur in the field.There are several benefits to be gained by both libraries and students.Collection development planning, by identifying material needs, can be done well, as explained by (Barstow et al., 2016;Currie & Greene, 2017).Librarians can more freely choose and determine the book materials that will be donated by students.
By requiring students to donate books on the recommendation list, the books donated by students will automatically meet their needs.Apart from that, there is a limit on the number of copies set for each title, so the problem of book duplication can be resolved properly.This is in accordance with the principles of applying CCD, namely: to overcome duplication and make collections more heterogeneous or increase the uniqueness of collections (Austin Booth & O'Brien, 2011;Garabedian & Kieft, 2016).Likewise with the issue of year of publication, because the books donated have been selected by library staff, this can indirectly be resolved well.
Improving the quality of books and the tendency of students to donate books at low prices is still an obstacle.Because by giving them the freedom to donate books in the catalog, most of them are more likely to choose the book with the lowest price.This can actually be overcome by allowing them to make donations collectively.This means that 1 book can be donated by 2 or more people, according to the price and conditions for donating books that have been set by the library.From the student side, it is very easy for them to find books.So far, they have had quite difficulty finding book material that suits their field of study.Bookstores sell more popular books than course textbooks.This is what causes them to choose to buy books online, without considering the authenticity of the book.With this partnership, they simply select a book from the recommended catalog list and contact the hotline service to purchase the book.Apart from that, they no longer need to come to the library to hand over books to be donated.
By purchasing books through a partner, they simply select the title and make payment, with a transfer method to the partner's account.Meanwhile, handing over books to the library is entirely the partner's responsibility.Students greatly benefit in terms of time and cost efficiency in searching for and submitting books, as well as shipping costs, if purchased online.
Meanwhile, partners or bookstores, of course, they also benefit.Sales transactions increase, and libraries can become a new market share and promotional tool for them.Meanwhile, sending books to the library is not burdensome for them, because it is done periodically and collectively.
Behind the various advantages that have been explained, there are several obstacles that arise related to the implementation of CCD in managing student donated books at the Unand Library UPT.First, regarding the limited textbook materials that library leaders have complained about, a solution must be immediately found.The high number of transactions carried out regularly every year will gradually cause the problem of duplication of donated books to reappear.Therefore, libraries must collaborate with many partners, to increase the heterogeneity and uniqueness of collections.
No matter how big a bookstore/publisher is, they still have limited collections, especially for textbook materials.As a result, transactions often cannot be carried out because the book stock runs out.Apart from the limited collection, this is also because the books in the catalog have been sold offline before the transaction is made by the students.Therefore, libraries must establish partnerships with several partners, so that the uniqueness and heterogeneity of collections can be fulfilled.
Apart from that, library leaders complained that many students still made purchases independently.So the root of the problems in collection development, such as the book material donated does not match needs, and the high level of duplication has not yet been fully resolved.One of the causes is a lack of socialization, and publications via websites that have not been well coordinated.This is similar to what was found by (Guixin, 2020) while conducting research at the Taking Ivy League University China Library.
Meanwhile, the slow response from partner staff in charge of servicing transactions, and the slow updating of the recommendation catalog list by library staff, are obstacles to the discipline or performance of staff in the field.This is the responsibility of each leader to improve the performance of their staff.

CONCLUSION
Based on the results of this research, it can be concluded that partnership collaboration in implementing a coordinated purchasing system in purchasing student-donated books is able to overcome the duplication problem and improve the quality of student-donated books.The

Figure 1 .
Figure 1.Procedure for implementing the CCD concept

Figure 2 .
Figure 2. Book Donation Guide.Source: https://pustaka.unand.ac.id/ (Guixin, 2020)s (2020)o save collection development costs, and reduce the level of duplication of transactions, although it still leaves a few problems related to billing transaction fees between the two libraries.MeanwhileLevenson & Hess (2020)conducted a survey on the benefits of implementing CCD in higher education libraries, by capturing librarians' perceptions about the benefits, weaknesses, elements that contribute to the success of the CCD program, as well as possible obstacles that may occur.The survey results show that, overall, the application of the CCD concept has provided great benefits for collective collection development, especially for financial and other issues, although there are still a few challenges.Separately(Guixin, 2020)conducted a study on college library book donation policies, by conducting a comparative study at universities in China's Ivy League and America's C9 League.A comparative analysis was carried out on five aspects of book donation, namely: publicity, content, methods, requirements, and rights & interests.Researchers found several shortcomings in book donation policies in Chinese university libraries.This research suggests that improvements should be made in several areas, namely: policy publicity through the website, standardization of book donation policies, collection development policies to meet user needs, standardization of donation processes, audits and evaluations, clarifying rights and responsibilities, and increasing donation feedback.

Table 1 .
Contribution of Donated Books at UPT Unand Library Data source: Unand Library UPT Database, processed in 2023