COLLECTION DEVELOPMENT POLICY (DRAFT) INTRODUCTION NALIS is mandated by Act No. 18 of 1998 Part II, Section 4 to: (a) provide a national library and information service, easily accessible to members of the public, in order to facilitate cultural, economic, educational, political and social development of the people of Trinidad and Tobago; (b) maintain, develop and make easily accessible to members of the public, a comprehensive collection of material and information, with particular emphasis on that produced within and about Trinidad and Tobago and the Caribbean region whenever and wherever they may be produced. MISSION STATEMENT NALIS is a dynamic information network, innovative, businesslike, customer focused, and community­oriented, offering information services to the nation and the world. Purpose NALIS’ collections must be of considerable scope and variety to fulfill its mission. The purpose of this document is to provide a framework for collection development throughout the NALIS system. NALIS provides materials and services that reflect the diverse educational, information, and recreational needs of its users. The library provides access to content through a variety of formats. These are… § Print – hardcover, paperback, graphic novels, magazines, newspapers, pamphlets, information files § Non­print – audio and video formats, puzzles, games, microfiche and film § Digital resources – internet, online databases, e­books, digital images, software programs This selection policy serves as the blueprint from which the staff makes decisions. It is also intended to provide guidance for the librarians, to achieve consistency in the selection of materials for the collection, to define for staff,
1 users, administrators and the public, the scope of the existing collections, and to inform the public of the principles upon which the decisions are made. Scope The scope of this policy covers the National Library (POS Adult, Young adult and Children’s libraries and the Heritage Library Department), all Public libraries, the Mobile library service, the Educational Library Services and the Tobago libraries. Tobago libraries fall under the jurisdiction of the Tobago House of Assembly (THA), there is a Memorandum of Understanding between the two parties and all items acquired by them are processed by the Technical Services Department of NALIS. Special libraries are not covered by this document. This policy is also designed to meet the developmental needs of the Staff of NALIS. Goals Collection goals represent NALIS’ priorities. These are: § To be a major reference resource for the community available through the National library, public libraries, educational libraries and remote access § To develop collections in a variety of formats § To serve the information, recreation and educational needs for the enrichment of the citizens in the pursuit of life long learning § To make materials available that reflect the diversified needs of the community to all individuals of various cultural, ethnic, religious and philosophical backgrounds, and of differing educational levels § To serve disadvantaged communities such as the aged, disabled and hospital and prison populations § To develop and maintain a core collection of local and Caribbean material in every library § To anticipate future needs and identify unmet needs § To support the curriculum of primary and secondary schools as well as internal staff. § To support information literacy *** Our Clientele NALIS is responsible for providing materials to all members of the public. The collection will be a diverse source of information, representing as many viewpoints as possible. The collection is presented to provide individual access to information and materials in various formats to serve a wide variety of needs. The collection development plan centers around different levels of service. The National Library system provides service to all members of the public, which includes individuals, schools, government ministries, agencies, people with
2 special needs and the business community. The collections are intended to provide a generally high level of subject strength supporting the broad scope of user interests. SELECTION Responsibility for collection development rests with the Deputy Executive Director, who is the chairperson of the Selections Committee. Division heads are responsible for the general development of the collections in their units in accordance with selection guidelines. Technical Services Division is responsible for implementing the policy in collaboration with the staff of the various divisions. Every librarian participates in the selection process through the reading of reviews, taking responsibility for specific areas of the collection and making suggestions for purchases. SELECTION CRITERIA
· Relevance to community needs
· Suitability of subject, style and reading level for intended audience
· Insight into human and social conditions
· Reputation and/or significance of author
· Demand for material
· Positive reviews by critics and staff members
· Reputation of the publisher or producer
· Availability and accessibility of materials in the collection on the same subject
· Clarity, accuracy, and logic of the presentation
· Suitability of format for library use
· Local/regional content; relevance to the history of T&T
· Date of publication/currency of information
· Price
· Appropriateness to library’s mission
· Relevance to the experiences and contributions of diverse populations
· Anticipated use
· Physical quality of material
· Subject matter and scope
· Historical scope
· Quality and style of writing
· Inclusion of work in bibliographies, indices etc.
· Information and recreational needs of users
· Diversity of viewpoint
· Effective expression
3 SELECTION BY LEVELS Children’s materials The children’s collection serves children from conception to age 13 and is available at all service points. It is our mandate to provide a wide range of age­ appropriate materials for all stages of development and in a variety of formats. Fiction The fiction collection emphasizes the breadth of classic literature for children; high­quality picture books, notable contemporary novels in all representative genres such as fantasy, historical, realistic; popular series, paperbacks and beginning chapter books. Non­fiction The non­fiction collection reflects materials that promote reading/literacy development (e.g. levelized readers, grammar/phonics texts), inform children about the world around them (with current and accurate information), stimulate the imagination, support the curriculum, and materials that entertain and cater for special hobbies and personal interest. Between the fine line of fiction and non­ fiction, stress is also placed on the development of the folk tale, fairy tale and poetry materials. Selection criteria In addition to the general selection criteria previously stated, the following are also considered: § Age­appropriateness for the stages and ages served § Binding and durability § Suitability of format § Quality of illustrations § Nature of bias conveyed Young Adult materials The Young Adult collection caters to the special needs of young adults between the ages 13­18. Young adults vary greatly in maturity level and personal needs, in psychological and educational development. Most of our young adults read just for pleasure, or they read looking to find themselves in the literature, or they look to find a pattern for society in the literature they read. In light of this, the Young Adult library collection aims to be a well­rounded one offering a wide range of materials at various reading and interest levels. The collection consists of both fiction and non­fiction resources. Fiction Fiction genres such as romance, horror, mystery, science fiction, fantasy, and adventure, teen issues, and West Indian are present in the collection.
4 Non­fiction Non­fiction genres and topics will include up­to­date college and career information, examination papers, information on sexuality, crime, pregnancy and drugs. Textbooks in all curricular subjects are acquired, as reference, and all supporting texts are as well as materials that support the school curriculum. The collection also highlights alternative formats, such as the graphic novel; this is very popular among the readership. Selection criteria Criteria for selection include § Literary merit § Popularity § All curricula § Hi­Low materials Adult materials This collection serves to satisfy the informational, recreational, cultural and educational reading needs of a wide range of users with varying levels and abilities. The library acquires materials of both permanent and current interest in all subjects, based upon the needs, interest and demands of the community. Materials are selected to represent a continuum of opinions and viewpoints when available and reflects an emphasis on general works as opposed to scholarly publications. As a new field of knowledge emerges, the library seeks to respond with timely additions. Fiction The Fiction collection contains classics and standard titles, diverse genres and interests. There is no single standard for inclusion in the fiction collection. Genre fiction such as mysteries, romances, espionage, horror, thrillers and science fiction are purchased in proportion to the demand and use statistics. Efforts are made to complete series and purchase bestsellers. Reference materials Reference materials are those designated for in­house use. They provide quick, concise and current information or they may serve as an index to other materials in the collection. These materials include encyclopedia, dictionaries, atlases, handbooks, manuals, bibliographies, workbooks, kits, indexes and audio­visual materials. NALIS also uses other criteria to select items which do not fall within the reference format to be placed on reference, these include: § Cost – items which cost more than $500.00 TT § Format – items which are loosely bound (ring and spiral binding), or have pull­out or tear­out pages § Demand – items such as text books
5 Special collections The Special collections include the Parent/Teacher/Librarian collection, the Hispanic collection, the Braille and Large print collection as well as collections specific to the community, audio books, award winning materials, workbooks, mechanical books and other resource material. Special consideration is given to material produced by local and regional authors as a means of ensuring that there is a vibrant and viable collection of West Indian material. Computer­based resources This includes computer­based information resources available via the internet or on locally installed CD­ROM’s. This information is usually available in the libraries and in some instances from remote access via NALIS’ web page. This collection includes, but is not limited to citation or full­text databases and instructional multimedia programs e.g. EBSCO host and Thomson Gale databases. It also provides access to databases of Special Collections housed at the Heritage Library Division. Collection of documents that have been digitized are to be included e.g. documents that are rare, fragile, in high demand or of historical value. The following criteria should be considered when acquiring these resources for the collection:­ § Compatibility with available equipment and/or existing operating systems § Ease of use by library users, including enhanced searching capabilities § Price of print format versus electronic § Authority § Accuracy § Frequency of updating § Anticipated demand by library users § Impact upon staff for ongoing maintenance and updating of database § Training requirements for staff and public § Remote access capability § Licensing fees that will allow the replacement by new editions when they become available Audio­visual materials NALIS’ goal is to provide a collection of instructional, educational, entertaining and quality­based materials that will enhance the library’s fiction and non­fiction collections. The use of audio­visual materials such as audio­cassettes, CD’s and DVD’s at home and on the road has led to a demand for information in audio and video formats (not only for the visually and hearing impaired). Music selections will include instrumental and vocal recordings in a variety of genres: all local music, classical, jazz, world, gospel. Efforts are made to select on a variety of topics and to appeal to a range or interests. In addition to the
6 general criteria for selection, the following must be taken into account when selecting audio­visual materials: § Appropriateness of the subject to the collection § Appropriateness to the interests and skills of the intended users § Technical quality, i.e. clarity of audio and video § Authority and competency of the producer § Artistic merit and reputation of the performers § Cost SELECTION TOOLS Selection tools are made available for staff use in the Technical Services Department, they include but are not limited to… § § § § § § § § Publishers catalogues Bird book Hornbook School Library Journal New York Times Book Review Online tools such as Novelist, listservs and OPAC’s of other libraries Newspapers Electronic resources WITHDRAWAL/DISCARD POLICY NALIS recognizes the need for continuous evaluation of its collections in response to the changing nature and needs of its community; this collection maintenance is accomplished through the weeding (i.e. withdrawal from the collection) of outdated, superseded, damaged or duplicated materials. Weeding is an integral part of the collection development process. An active and continuous weeding program is essential in maintaining a viable and useful collection. In order to maintain a collection that is current, reliable, in good condition, well used, and which relates to the needs and interests of the users, materials are withdrawn on a systematic and continuing basis. When an item is outdated, defective, damaged beyond repair, or has not been borrowed for 3­5 years, it is removed from the shelf and discarded or reallocated. Space, the cost of replacement, and the appearance of the collection are factors in these decisions. Guidelines for discarding § Last date of circulation – If the material has not been in general use during the past 3 – 5 years (Caribbeana demands special consideration) § Physical condition – If the material is badly worn or excessively dirty, it may be withdrawn and a decision concerning replacement made depending on user needs
7 § § § § § § § § § § § Superseded editions – (with major revisions) may be removed Annually published titles – should be discarded every 2 – 3 years Age of materials – Items 10 years old should be considered for withdrawal Timeliness – Out­of­date materials, especially in Science and Technology No longer in demand – Materials which are no longer in popular formats or no longer support the needs of the community the library serves Older editions no longer being used Multiple copies – where none seem to be in circulation (a single copy may be adequate) Long overdue ­ materials which are not returned to the library after five (5) years and all procedures for retrieval have been exhausted Reference works should be given special attention in order that all the above criteria are applicable in all of the special areas. Current information in this area is critical Material with broken spines, fragile, or have brittle paper or bindings, bent pages or torn or missing pages, defaced pages or covers, insect or mildew infested and books that are just plain worn out should be considered. Materials which are incomplete sets in which items missing seriously impair their usefulness The following materials may not be discarded § Universal illustrations or illustrations done by a well­known artist § Work by a local or Caribbean author, illustrator, editor § Local history or personality documents § Out of print titles, much in demand § Subject matter is unique and out of print § Item enjoys a fair circulation § Item is a prize winner § Item is source material § Item is part of a series § Item contains an extensive bibliography which is still useful Knowing what is wanted and needed by your patrons makes it easier to decide what should or should not remain in the collection. Items that are old, infested and tattered are destroyed. They are stamped DISCARD and will follow the procedures of the discard policy. INTERLIBRARY LOAN Because no one facility can hope in this age to house the text of all desired materials, the exchange of publications with other libraries is necessary (at least until electronic means eliminate the need for hard copy transfer).
8 CENSORSHIP In order to represent the diversity of thought within the national arena, it is very important that as far as possible, NALIS’ collection contain materials representing differing points of view on public issues of a controversial nature. NALIS does not promote particular beliefs or views, nor does the selection of an item express or imply an endorsement of the viewpoint expressed by the author. NALIS provides a resource for various opinions, which apply to important, complex, and controversial questions, including unpopular and unorthodox positions. Subjects that may be offensive to some users do not disqualify material which, in its entirety, is judged to be of value. NALIS does not mark or identify materials to show approval or disapproval of contents, nor will items be sequestered, except for the purpose of protecting them from theft or damage. NALIS does not keep, acquire or purchase material that violates the Laws of Trinidad and Tobago. No material will be excluded from selection solely because of the race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender, identity, age, marital status, employment status, political affiliation, disability, level of literacy, language and/or socio­economic status of the creator of the work. NALIS does not exclude items from selection for library collections solely because they may come into the possession of a child. NALIS recognizes parents and legal guardians as the parties responsible for the reading and viewing habits of children. November 13, 2006
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