Ordering and budgets


Find out below how academic staff can order books and other material for the Library.


Each department has a budget allocated and managed by the Library for the purchase of library resources. The allocation is determined by a Budget Allocation Formula. We will work with each department to spend their budget by the end of the financial year (31 July). In order to do this we aim to receive all orders by 30 April, in order to allow us to follow up on any outstanding orders and invoice all material before the end of the financial year. 

We will continue to place orders until individual departmental allocations are spent up. However, once the budget is spent up we will store orders and place them as soon as the new budgets are available at the beginning of August. Departmental Library Representatives can request budge reports from their Information Consultant.

Reading lists

The Library's primary method for ordering course materials is via the course reading list, provided by course convenors. Please go to the reading lists guidance page for further information on this, and contact your Information Consultant if you have any questions.

How to order books and other material

Each Information Consultant works with a nominated academic library representative within the department to order material for the library (books, DVDs, CDs, scores, etc. Please see below for journals).

Please contact your for more information on who the library representative is within your department and how the ordering process works within your department. Some departments pass orders directly to the Information Consultant, and others submit orders to the library representative, who will then pass on the order.


In order to reduce physical pressure on the shelves, the Library and Departmental Representative will work together to provide electronic books in addition to print materials wherever possible, taking into account factors such as cost effectiveness and user authentication and authorisation.

Ordering journals

It may be possible to subscribe to a journal with immediate effect, but this may involve paying twice for the journal in the course of one academic year. Please contact your Library Representative or Information Consultant at any time if you would like a quote for a journal subscription (this may require transferring funds from the Department book budget to the journal budget).

Most online journals (ejournals) can be accessed shortly after subscribing, and may include access to a full or part archive of online issues (some may only be for the year that the subscription begins). As most journals run on an annual basis, any new ‘print’ titles will normally become available the following January.

NB - Every summer the Library carries out a journal review where the department can decide to cancel subscriptions and take out new subscriptions subject to the departmental budget.


If you are interested in a particular electronic resource, please contact your who will work with our E-resources Manager to obtain pricing, availability and if possible a trial. There is a top-sliced element of the Library's information provision budget which pays for e-resources, but only if the resource is of interest to a range of departments. If it is a specialised resource, it will normally be paid for from the allocated departmental budget.

Digital copies for teaching - ordering articles and chapters

If you require a digital copy of an article or chapter for use in teaching, please use our digital copies (UPDATE LINK) service.  We can obtain digital articles and chapters under the terms of the CLA Digitization licence.


We rely on professional book suppliers for our orders, as we receive greater discounts by buying in bulk and take part in consortium agreements. Also these suppliers can do much of the work for us which we would otherwise do in-house and which would delay the time it takes to get the books on the shelves. This involves such things as placing security tags in the books and allocating shelf numbers to the books.

We are limited to the amount of orders we can place on a credit card, and many of the suppliers which cater to the leisure market only accept credit cards, and will not invoice us. We will however use these suppliers for material which is otherwise hard to obtain. If available funds are an issue and you have a preferred source we will consider this, but normally only if there is 50% discount or more and the item is over £50, and the Library reserves the right to order from its preferred supplier.


The amount of time it takes to get hold of material varies greatly, depending on supplier and availability. You should usually allow approximately three-six weeks for material to arrive in the library. E-books are normally available within a week.