How to Set Library Requirements

Purpose and scope

This guidance helps Bible colleges and similar theological institutions define minimum library requirements for on‑campus, blended and online delivery. It focuses on collections, access, staffing, facilities, digital resources, and continuous review so libraries can support programme learning outcomes, research needs and institutional quality systems.

Principles to apply

Set requirements using these principles:

• Student-centredness — resources must support the programmes and assessed learning outcomes.
• Proportionality — scale requirements to institutional size, programme level and mode of delivery.
• Accessibility — provide equitable access for on‑campus and distance learners, including assistive technologies where required.
• Accountability — document holdings, licences and access arrangements; review regularly as part of quality assurance.

Minimum components to specify

When setting library requirements in policy or standards, include at least the following components:

1. Collection size and scope — a baseline number of titles and journals appropriate to the programme mix; clear subject coverage expectations (biblical studies, theology, ministry practice, languages, contextual studies).
2. Core resources — named reference works, Bible editions, key commentaries, major theological journals and essential digital databases or e‑book packages.
3. Access to digital resources — licences for databases, e‑journals and e‑books with remote authentication for distance learners.
4. Interlibrary loan and partnerships — arrangements to fill gaps and enable research beyond local holdings.
5. Staffing and expertise — minimum librarian staffing ratios, subject liaison responsibilities and continuing professional development.
6. Facilities and equipment — study spaces, secure storage, digitisation capability, and consistent opening hours aligned to student needs.
7. Budgeting and sustainability — defined recurrent budget lines for acquisitions, licences and staff.
8. Preservation and licensing — policies for copyright compliance, digital preservation and donor or gift management.

Setting quantitative measures

Quantitative measures must be realistic and evidence‑based. Examples include:

• Titles per full‑time equivalent (FTE) student for undergraduate and postgraduate programmes.
• Minimum number of current journal subscriptions relevant to programme delivery.
• Percentage of core titles available as e‑books or accessible via databases.

Collect baseline data from peer institutions, professional library benchmarks and your academic staff to justify targets. Ensure measures are reviewed periodically and adjusted for curriculum change.

Quality assurance and review

Embed library requirements within institutional quality systems:

• Include library indicators in programme reviews and annual reports.
• Require academic programme teams to confirm resource adequacy during validation and review cycles.
• Use student feedback and usage statistics to inform acquisitions and service changes.

Document decisions and maintain a scheduled review to ensure continuing alignment with learning outcomes.

Practical implementation steps

Follow a clear implementation pathway:

1. Conduct a needs analysis with faculty and students.
2. Map current holdings against curriculum requirements.
3. Define minimum policy statements and quantitative targets.
4. Secure budget and licensing arrangements; prioritise digital access for distance learners.
5. Train or appoint staff with theological subject knowledge or arrange liaison with external specialists.
6. Publish the library policy in programme handbooks and the institutional quality manual.

Risk management and legal considerations

Institutions must ensure compliance with copyright, licensing and local legal obligations. Library policies should not conflict with national regulations governing educational operation, degree awarding or consumer protection. Institutions remain responsible for meeting all applicable laws and for accurate public information about their services and qualifications.

Measuring impact

Use these indicators to measure whether library requirements are met and effective:

• Resource usage statistics (circulation, downloads, database sessions).
• Student satisfaction and graduate feedback regarding research preparedness.
• Faculty reports on resource sufficiency for teaching and assessment.
• Timeliness of acquisitions for curriculum changes.