Collection Development Policy
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Abstract
A collection development policy serves the purpose of guiding a library in the complex task of developing, maintaining, and ultimately removing materials in all formats from its collection. While S.R. Ranganathan’s Five Laws of Library Science originally applied to print materials, these five tenets are also appropriately adapted to electronic resources and provide a succinct pedagogy for collection development.
These laws are:
- Books (resources) are for use.
- Save the time of the User.
- Every book (resource) its reader.
- The library (web) is a growing organism.
- Every reader his [or her] book (resource).
Although there are myriad variations on mission statements, a school library’s ultimate task is to meet the curricular, educational and independent reading needs of its users. Historically, this has been accomplished through collections that consisted primarily of print materials, with the addition of early multimedia formats such as audiocassettes, videocassettes, and more recently DVDs and CD ROMs. Over the past quarter century, the field of library science has seen profound changes in the availability of information in digital format. Whether information is delivered on disks or over the Internet, librarians have needed to develop new criteria for collection development based on the unique properties of electronic resources.
Collection Development Policies traditionally have helped establish clear and consistent guidelines that are applied in selecting material for a specific institution. Broad, general categories are adapted and enriched with specific criteria for the population and institution being served. With the development of electronic resources and their unique characteristics, however, librarians found that there were different factors to be considered in the selection process. Although there are unique factors for electronic resources, a case can be made for the efficacy of including the policy for electronic resources in the institution’s existing policy. This is especially true in the instance of school libraries that traditionally serve smaller populations and are meeting educational needs much different than for larger research libraries. Regardless of whether the electronic collection policy is integrated or separate, one of the most important factors that need to be addressed is how to balance electronic vs. print materials when allocating the annual budget.
The collection development policy that follows was created for Rumsey Hall School, a co-educational day and boarding school in Northwest Connecticut. Currently there is no written policy in place, although the school librarian informally follows the collection development guidelines outlined in this policy. While the school is a member of the Connecticut Association of Independent Schools, its policies, including those of the library, are created independently and are not held to district or region-wide standards. Collection development policies from sources as varied as the Library of Congress and the Gregory and Conger texts were consulted and adapted in the development of this policy.
I. INTRODUCTION
Today, more than ever, students need to develop the 21st Century Information Literacy Skills set forth by the American Association of School Librarians (AASL) and the National Educational Technology Standards for Students (NETS-S) that are necessary if they are to navigate information in the digital age. The Rumsey Hall School Library strives to help its students develop the skills necessary to access and use print and digital information efficiently and effectively, as well as encourage them to develop a love of books and lifelong reading habits.
II. SELECTION OBJECTIVES
The Rumsey Hall School Library, through its collection, strives to support and enrich the school community. It is the purpose of this policy to identify criteria for the selection of library materials in all formats as well criteria for their replacement, and removal. This policy respects the intellectual freedom of its library’s users and adheres to the American Library Association’s Library Bill of Rights as interpreted for school libraries. This policy will also provide guidelines to ensure a diverse collection of library materials across a wide range of reading levels and interests in a variety of formats that reflect the diversity of our school community and the world at large. Library materials are defined as all electronic, print, and non-print resources used by students and teachers at Rumsey Hall School that support its educational programs. Materials that support the pursuit of independent reading by students, faculty and staff are also included in this policy while textbooks are not.
III. SCHOOL / USER COMMUNITY
Rumsey Hall School has 57 full and part time faculty members and is located in Washington Depot, Connecticut. The school population is made up of 300+ students from 17 states, 11 countries and 33 local communities. The Lower school (grades K through 5) enrolls approximately 85 students and the Upper School (grades 6 through 9) enrolls approximately 222 students.
IV. RESPONSIBILITY FOR SELECTION
The librarian will collaborate with school faculty and staff when selecting materials for the library. Responsibilities for actual selection of school library materials shall rest with the certified school librarian following the selection criteria and procedures
V. GENERAL CRITERIA FOR SELECTION
The following general selection criteria will apply to all materials, including electronic, print, and non-print resources.
Library materials should:
- Support and be consistent with the general educational goals of Rumsey Hall and meet the needs of specific courses
- Meet high standards of quality in factual content, artistic and literary value, and presentation
- Be current and up-to-date
- Be appropriate for the age, emotional development, ability level, learning styles, and social development of our students
- Be selected to meet the diverse needs and interests of our students, faculty, and staff
- Be selected to help students gain an awareness of our diverse society
- Be selected to maintain a diverse collection representing a wide range of viewpoints on controversial topics
- Have demonstrated authority and currency
VI. CRITERIA FOR SELECTION OF ELECTRONIC RESOURCES
Electronic resources such as CD-ROMs, computer software, and online services provide greater access to information for the Rumsey Hall School community. The criteria for selection of electronic resources are essentially the same as for print materials, although the following criteria need to be taken into account when adding resources to the collection. Free electronic resources such as website directories or databases are added to the online catalog, the library’s web page or through LibGuides by the librarian and appropriate faculty members. Free electronic resources are selected according to the same Collection Development Policies that govern fee-based resources. The following specific selection criteria will apply to all electronic resources.
Electronic resources should:
- Provide 24-hour access with remote connection from home
- Be user friendly so students of different levels can easily access appropriate information
- Contain information that is accurate and reliably maintained
- Provide information not readily available through other media
- Provide organization, searching capabilities, and navigation tools that enhance information retrieval
- Provide record keeping and management options, if applicable
- Provide readable text, attractive graphics, and an appealing layout
- Have sound recordings that are easily understood
- Provide access to the highest number of users at the lowest cost compared to other resources
- Have easy-to-understand, comprehensive documentation
- Have links that are easy to identify and check
- Be affordable for your budget, the cost is not prohibitive to acquire and maintain
- Provide added value if also available in print
- Be easy for staff to learn to use - minimal training should be required to master
- Provide technical support and training that is readily available and affordable
- Be low maintenance - upkeep should not put an undue strain on library and IT personnel
- Interface easily with peripherals
- Due to the considerable cost to maintain electronic resources, analytics will be used to determine if a specific resource will be renewed.
- Programs should be evaluated on a trial basis
VII. LICENSING AGREEMENTS
The librarian, in consult with the Chief
Financial Officer, is responsible for negotiating and administering all
licensing agreements with publishers and should take the following into
consideration:
- Patron Use and Access: All members of the Rumsey Hall community should have access to the resources, at school and remotely with password protection
- Cost of Access: The cost of access points and number of simultaneous users should reflect the projected use of the resource and not place an undue burden on the budget
- Fair Use: Fair use as defined by Library guidelines must be permitted within the context of any agreement
- Confidentiality: The confidentiality and privacy of all library patrons must be protected
- Multiple formats: Licensing Agreements should not force
the Rumsey Hall library into additional purchases of the printed version of the
product
VIII. PROCEDURES
Materials for Rumsey Hall will be selected by the professional librarian in collaboration with the faculty, and in consideration of recommendations from parents, and students.
- Evaluate the existing collection
- Assess curricular and recreational reading needs
- Collaborate with faculty, staff, students, and parents for recommendations
- Consult professional journals and advisories such as Booklist, School Library Journal, KirkusReviews, Horn Book, Bulletin for the Center for Children’s Books, Voice of Youth Advocates, AASA Science Books and Films, and American Film & Video Association, Educational Software Review, Children’s Literature Web Guide
- Consult national and state awards such as Caldecott, Newbery, Coretta Scott King, Nutmeg Award, etc.
- Consult professional selection bibliographies such as The Best in Children’s Books, Elementary School Library Collection, Books for the Teen Age, Best Books for Young Teen Readers, Senior High School Library Catalog, and Middle and Junior High School Library Catalog.
- Consult online resources such as Follett TitleWave and Carol Hurst’s Children’s Literature
IX. CRITERIA FOR DISCARDING MATERIALS FROM THE COLLECTION
Maintenance of Rumsey Hall library’s collection should be a regular, continuous process reflecting changes in the student body and curriculum. The collection is evaluated to determine the need to repair, replace, or remove materials from the collection. The librarian should supervise the weeding process and, where appropriate, faculty should be consulted to identify items valuable to the school program. Weeding should not adversely affect the library collection in meeting the education and independent reading needs of its users.
Criteria:
- Condition
- Age (will vary depending on the subject area)
- Frequency of use will be determined by usage statistics for print, non-print and electronic resources
- Currency
- Accuracy
- Additional weeding considerations include the need for currency in specificDewey sections (e.g., computers, science, etc). Each Dewey section, as well as Fiction and Reference, should be weeded at least once every 5 - 7 years, especially at the secondary level
Process:
- Identify items to be weeded according to established criteria, as identified in the weeding schedule/plan
- Request assistance from subject-area teachers in making decisions
- Base the final decision on the overall school curriculum
- Withdraw materials from collection and computer database
- Physically remove materials. Options include:
- Recycle
- Donate to classrooms or other libraries
- Discard as a last resort
X. POSITION ON INTELLECTUAL FREEDOM
Rumsey Hall School supports the principals of intellectual freedom inherent in the First Amendment of the Constitution of the United States and expressed in the Library Bill of Rights and the School Library Bill of Rights. In the event library materials are questioned, these principles of intellectual freedom shall be upheld. The School also recognizes the right of persons to express personal objections to library materials that they deem inappropriate.
XI. POLICY AND PROCEDURES FOR HANDLING CHALLENGED MATERIAL
Despite the quality of the selection process, occasional objections to library materials may be made. No questioned material shall be removed from the school pending a determination. In the case of a complaint, the following procedures shall be followed:
1. First and foremost, listen calmly and objectively to the complaint.
2. Explain briefly the selection criteria and procedures in this collection development policy.
3. All complaints to staff members shall be reported to the librarian and Headmaster, whether received by telephone, letter, or in personal conversation.
4. The complainant shall be supplied with a packet of materials consisting of the school’s goals and objectives, materials selection policy statement, and the procedure for handling objections. This packet will also include a standard printed form, which shall be completed and returned before consideration will be given to the complaint. If the complainant does not return this form to the Headmaster within two weeks of receiving the packet, the objection will be considered resolved.
5. Upon receipt of a written complaint form, the Headmaster will present the complaint to a school committee that consists of the Director of Studies, the Department Head (if applicable), and the librarian.
6. The committee shall meet to discuss the material. The committee shall prepare a report containing its recommendations concerning the material. The committee will forward its report to the Headmaster.
7. The Headmaster, in concert with the Board of Directors (if applicable) shall make a decision as to any action taken with regard to the material in question.
8. The Headmaster shall notify the complainant of the decision.
9. If the complainant is still not satisfied, s/he may ask the Headmaster to present an appeal to the Board of Directors who shall make a final decision regarding the issue.
XII. CRITERIA FOR GIFTS AND UNSOLICITED MATERIALS
Gifts and unsolicited materials must meet the following general selection criteria in order to be accepted and become a part of the school library collection:
- Gifts and unsolicited materials must support and be consistent with the general educational goals of Rumsey Hall and meet the needs of specific courses
- Gifts and unsolicited materials must meet the same high standards of quality required for the acquisition of new materials
- Gifts and unsolicited materials must be current and up-to-date
- Gifts and unsolicited materials must be appropriate for subject areas covered by our curriculum
- Gifts and unsolicited materials must be appropriate for the age, emotional development, ability level, learning styles, and social development of our students
- Gifts and unsolicited materials must help students gain an awareness of our diverse society
XIII. REVIEW
Due to the rapidly changing nature of electronic resources, the librarian will review this policy annually to ensure that it continues to serve the Rumsey Hall community.
REFERENCES
Conger, J. E. (2004). Collaborative electronic resource management: From acquisitions to assessment. Westport, Conn: Libraries Unlimited.
Gregory, V. L., & Hanson, A. (2006). Selecting and managing electronic resources: A how-to-do-it manual for librarians. New York: Neal-Schuman.
Library of Congress. (1999). Electronic
Resources (1999). In Collection Policy
Statements.
Retrieved November 7, 2009, from Library of Congress website: http://www.loc.gov/acq/devpol/electron.html