Collections Guide

The table below provides a detailed breakdown of the firm order funds available for the 2025–2026 fiscal year. It outlines each specific fund, including the types of purchases it supports, and the designated individuals or departments authorized to utilize these funds. For fund balance, please check in Alma under Acquisitions-->Funds & Ledgers.  

Books (both print and electronic) are typically purchased through Rialto (Alma), Amazon, or the campus bookstore. 

Physical media materials are typically purchased through Amazon or directly from the publishers.

Streaming media (perpetual and one-time licenses) may be purchased on a number of different platforms.  Please refer to the One-Time Ordering Procedures below for more information.

*Note:

• All one-time orders for items over $350 must be submitted for review by CSC using the approval form linked below. 

To request a quote, demo, trial or new subscription (for a journal, database, etc), please use the request form below.

Requests will first be reviewed by CDCM, and then CSC. 

Questions? Email libacq@calstatela.edu

***Note: If you need a print course reserve item quickly, do NOT start with the Alma Marketplace***

Instead, ask the disciplinary faculty if they have completed the course reserve submission form. If they have not, please request they do so (or submit it on their behalf). Acquisitions personnel will confirm purchase details with the appropriate liaison and will check Amazon or the Campus Bookstore to see if the item is available for purchase (much faster than using the Alma Marketplace).

For Additional Rialto Guides for Selectors, visit Rialto: Selectors

Ordering Steps

Step1. Login to Alma

Step 2: Select Market: Use the drop-down next to the search bar or on the left-hand menu. If you choose Market on the search bar, then you can begin to search immediately.

Step 3. Search: Search for your item and click on it to open the selection page. Once you are on the selection page, you can choose the material and access type.  

Step 4: Select an option: The left-hand side facet includes licenses, publisher, and platform filters.

• If you are ordering an e-book, make sure to check how many users can access the book at one time by looking for an icon next to the material type. The non-linear lending model normally has limited number of use per year (e.g., 325), once the number is used up, we have to wait until the next year to use it again.   
  
  
  Select the right access model for your need, you can next select Add to Cart on the right hand side or click the ellipsis to add it to your list if you have one setup. 

• If you are ordering a print copy, If it is possible, make sure the publisher is from the U.S. You can tell by the name of the publisher, or in the Edition section of the full record, you can see the publication place.

Step 5. Order Details: Next, open your cart to fill in the order details. The icon for your cart is in the top right-hand corner.

• For general collection purchases:
  • Required: ordering library, fund code, quantity, 1st, 2nd, and 3rd reporting codes.
  • Optional: Shelving location, Interested Users (for yourself and/or requesting faculty)
• For course reserves purchases:
  • Required: ordering library, fund code, quantity, 1st, 2nd, and 3rd reporting codes, course number, and instructor's name listed in either receiving note (print) or internal note(eBook), Interested User - list Daniel Cervantes.
  • Optional: Shelving location, Interested Users (for yourself and/or requesting faculty)
  • Here are two ways of filling out your order details: 

Using templates to fill in order details automatically:

• You can apply a template to 1 or multiple items by selecting the items and then choosing the appropriate template from the Apply Template menu (circled in red below).
• The template will auto-fill the ordering library, fund code, quantity, and 1st reporting code.
• You will need to submit the 2nd and 3rd reporting codes, and those are not automatically filled due to the nature of these reporting codes are case specific.
• If you need more than 1 copy, make sure to update the quantity.
• *Note 1: If ordering for course reserves, we strongly encourage you to use the pre-made course reserves templates for print and eBooks. Course information must be filled out every time in either receiving note (print) or internal note (eBook) fields
• * Note 2: If ordering for displays, we strongly encourage you to use the pre-made Cultural Heritage Display templates, but select a third reporting code appropriately.  These reporting codes have a word Display in front of the display theme. For example, for Black History Display, you will see a reporting code Display-Black History.

Print orders:

eBook Orders: 

Step 6. Submit your order for approval.