Collection Development Policy for Electronic Materials
Fictional Public Library
(April, 2009)
The Fictional Public Library (FPL) system serves about 300,000 people in the Fictional
City and surrounding areas in Piedmont, North Carolina. The Library maintains a
broad base of print and electronic resources that meet the diverse educational, creative,
research, recreational and business needs of its existing patrons and prospective users.
With the area's rapid economic growth, there is an increase in the population and it's
cultural and educational diversity. The FPL must meet the needs of this changing
community by including additional electronic materials and resources in the Library’s
main collection and in the holdings of its 15 satellite Branches.
The United States is rapidly becoming more racially and ethnically diverse. Latinos
remain the fastest growing ethnic group. According to the 2000 U.S. Census, the Latino
population was 8% of the total population within the FPL area. The projected Latino
population will reach 12% by 2010, the next Census year. Preservation of culture,
traditions, and the Spanish language, the second most used language in the U.S., is very
important to Latinos. The role of the Library as a civic integrator becomes even more
important in serving the Latino community, and FPL is committed to providing
resources for this user group.
It has become increasingly challenging for the Library to maintain the appropriate
combination of collection formats and technologies. The relevance of electronic
resources depends on their accessibility and usability for the Library users. Electronic
materials can provide easy and practical access to information through computers if the
patron is well-informed of their existence and usefulness. The Library must develop
policy in order to guide personnel in the acquisition and management of the collection's
electronic resources. The policy should deal with selection and deselection of material,
use of donation material, and protocol for FPL's response to user complaints.
I. Statement of Purpose
Set the principles and criteria for management of the library's electronic
materials and resources.
2. Define the standards and outline the staff responsibility for material's
selection.
3. Publicize the principles and criteria of selection to the library patrons and
the community.
1.
4.
Provide guidance for the Library Board and Library Director to handle
challenges and complaints about materials in the library's collection.
II. Objectives of Selection
Provide exceptional electronic resources that are attractive, relevant,
dynamic, and timely.
2. Provide broad collections of electronic materials for educational, creative,
research, recreational, and business demands.
3. Provide alternative formats of electronic materials as necessary to meet
the needs of all library users.
1.
III. Responsibility for Selection
Selecting electronic material as a privilege, belongs to every member of the Library’s
professional staff; the Collection Manager is in charge of routine operation of the
material selection; the Director of FPL takes final responsibility.
In the FPL, professional librarians apply their judgment and experiences in selecting
electronic materials according to the principles and criteria in this Policy. All criteria of
this Policy do not apply to each item. Works of imagination are judged by different
standards than the ones for works of information and opinion. Works that present an
aspect of life honestly are not necessarily excluded just because of frankness of
expression. A work is judged as a whole rather than on isolated portions. When
material's consideration occurs, librarians consult reviews, bibliographies and other
evaluative sources. In addition, paraprofessional staff assist with the collection
development process. The collection development responsibilities for the Department's
staff are outlined in Section VI.
IV. Nature of Materials
FPL defines “electronic materials” as including:
• Audio books
• CD's (music)
• CD-ROM's for children
• DVD's
• E-content (e-books,e-audio books, etc.)
• Electronic Databases
• Floppy Disk Readers
• Playaways (portable pre-loaded audio book MP3 players)
• Read-Alongs (books with CD for children)
FPL defines “electronic resources” as including:
• Online PDF's
• Web resources (Web sites, links, etc.).
In addition, FPL is a member of the NC Digital Library (NCDL), which partners
libraries in the state to share electronic resources. Through the NCDL, FPL offers users
access to music, videos, CD's, approximately 3,000 audio books, 100 videos, and 115
MP3 audio books. FPL is also a member of the statewide collaboration NC Live,
consisting of nearly 200 public and academic libraries in North Carolina. Through NC
Live, FPL offers access to high quality content and indexing from more than 50,000
newspapers, journals, magazines, encyclopedias, e-books, e-audio and streaming video
titles.
V. Selection Criteria
1.
Selection criteria must be consistent with FPL’s mission.
2.
Selected electronic materials must be relevant and appropriate for the
Library’s users by meeting some or all of their needs, and must be easily
accessed and utilized.
3.
The materials considered should provide accurate information to the
users, and the representative company must provide the FPL with
updates and information regarding any changes to the material.
4.
The availability of current hardware and software must be considered
before acquiring materials. Materials must be tested by staff members
before they are purchased, and appropriate feedback must be provided
regarding their use.
5.
Materials should not be duplicated unless the new material provides an
important asset that the previous material did not.
6.
The cost of the materials must be considered in terms of the collection
development budget. The materials include costs for hardware, software,
maintenance and other costs. A deciding factor will be how many people
will be served by each format vs. the amount of money that will be spent.
7.
Space allocation, including any equipment needed to use the materials,
should be taken into consideration and weighed when acquiring new
materials.
VI. Selection of Materials
The acquisition process at FPL begins with determination of budget allocation for
electronic resources. The Collection Manager has a Selection Team composed of 4
library managers and 5 librarians from the 15 different branches. Professional journals
such as Booklist and Library Journal are reviewed and demonstrations by vendors are
evaluated in order to select potential electronic materials and resources for addition to
the collection.
After deciding which materials are appropriate for the collection, the Selection Team
evaluates the materials and provides feedback to the Collection Manager. The
Collection Manager makes the final decision about the materials and negotiates the
costs and guidelines for acquisition. Once the items have been received, a librarian and
two library assistants process the materials to make them available for library users.
The responsibilities for all processes are as follows:
Collection Manager: Makes the final decision for addition or maintenance of materials in
the Library’s policy using the Selection Criteria and feedback provided by the Selection
Team. Negotiates the cost of each item with vendors and completes all necessary forms
and documents to obtain the materials.
Selection Team: Tests, examines and evaluates all prospective electronic materials and
resources for the collection. Provides feedback to the Collection Manager about their
experience with the prospective resources. Applies the Selection Criteria guidelines for
decisions on usefulness and appropriateness of material for addition to the Library's
collection.
Database Librarian: Processes all E-content materials, Electronic Databases, Online PDF’s
and Web resources to make them available for library users.
Library Assistant: Processes all Audio books, CD’s, and CD-ROMS to make them
available for library users.
Library Assistant: Processes all DVD’s, Floppy Disk Readers, Playaways, and ReadAlongs to make them available for library users.
VII. Special Collection - Spanish Language Collection
The library is committed to development and maintenance of the Spanish Language
Collections which meet the needs of the changing population of the Fictional City and
surrounding areas. Spanish language needs are assessed through such tools as patron
registration data, patron requests, circulation statistics, and community awareness. The
information gathered is used to determine the size and scope of the collection at each
branch. Availability and quality of materials may impact the development of the
collections.
The FPL system maintains a collection of Spanish language materials whose purpose is
to meet the recreational and informational needs of the Latino communities served.
Resources include electronic materials listed in this policy, as well as print materials.
These materials circulate from both the main and branch libraries.
The library's collection also includes materials which aid in learning English and
Spanish languages to meet the needs for "Unity in Diversity" in the library community.
These resources include ESL, audio materials, and visual materials for learning the
languages most frequently studied in the community. Most of these materials circulate.
The Library's Website provides Spanish language version and online resources in
Spanish to meet the needs of Latino patrons and the community.
Bilingual (English/Spanish) librarian: Develops suitable collections for the Spanish
Collection by considerating matters such as age, language, authors, cultural sensitivity
and other issues relevant to the Collection. Reports the collection's development and
management to the Collection Manager and the Library Director monthly.
VIII. Evaluative Criteria / Weeding Guidelines
Electronic materials and resources frequently change and require updates to provide
the most current information. At the end of each fiscal year, FPL will evaluate its
electronic resources for replacement or deselection (weeding). The criteria for this
process is as follows:
Databases and E-content: Usage reports will be obtained from the IT department and
examined for low usage. Low-usage materials will be replaced or deselected. A
deciding factor will be that if the cost per use is under a dollar, the material will be kept
in the Library’s collection.
Online resources: The evaluative criterion is the same as that for Databases and Econtent, with exception of the cost. For online resources, the deciding factor will be the
frequency of use, which should be at least 100 uses per year.
All other materials: Materials will be checked for frequency of use (number of times
items have been checked out) and the condition of the items. If an item has been
checked out less than 20 times during that year, the item will be weeded and either sold
in the Library’s book sale, recycled, or disposed of. The same applies for items that are
damaged beyond repair. Staff members of the Collection Development department will
determine if that is the case.
The responsibilities for evaluation and/or weeding electronic materials will be
performed by members of the Collection Development department, which includes the
Collection Manager, the Database Librarian, and the two Library Assistants. Each staff
member will be responsible for the same materials as specified in the Selection of
Materials section.
IX. Donation Guidelines
FPL frequently receives donations or gift items. Patrons may donate materials to any of
the FPL branches, but must be informed that the Library will not place a value on the
materials. Patrons must complete a Donation Form (Appendix C) with contact
information and the approximate number of items for donation. The Library will send
the patron a letter of acknowledgment for the receipt of the items. Patrons must be
informed by Library staff that donated items may or may not be added to the Library’s
collection. The following guidelines apply to donated items:
• The format is taken into consideration. The Library will add items that are needed or
are in better condition than the library's copy (to be determined by the Collection
Development Department), but will not add single copies of any format in the case of
usability problems (patrons may wait for a long time before being able to check out the
item).
• Whether audio book donations will be added to the collection or not, depends on time
and money to repackage them.
• If the item being donated is not a collection item, for example an art piece or a piece of
computer equipment, the board of trustees makes a decision regarding the donation.
• Items that are not incorporated into the collection are sold in the Library's book sales,
recycled, or properly disposed of.
X. Procedure for Handling Complaint
Patrons wanting to register a complaint about a particular title, resources, e-content, etc.
should fill out a complaint form (Appendix D). The forms are available at the
circulation desk, reference desk, or online in pdf or doc format. Complete complaint
forms will be reviewed by the Director of the Library System. Depending on the nature
of the complaint, it will fall into two categories:
1. Library items owned by the library in its variety of forms from digital to
print.
2. Items purchased through the Consortium for online digital content
For materials owned by the library: a committee comprised of the library director, the
assistant director, the head of the branch library where the complaint was placed, a
member of the library board, and a random staff member from any branch is gathered.
The committee’s main concern is to determine if the complaint has merit and to review
the materials if merit is found in the complaint. The complainant will be notified in
written form of the decision made by the committee.
If the complainant disagrees with the committee’s decision, the complainant has the
right to request a formal hearing by the committee and the Library Board of Trustees.
The request for such a hearing must be made in writing to the Director of Libraries at
least one month prior to a board meeting. The request must include the name and
address of the person who desires to appear before the trustees, a copy of the complaint
form, and the approximate amount of time required to discuss the complaint. If a
group is to appear, the approximate number of people to appear and the name of the
spoke's person for said group must be submitted. Upon receiving the notice of an
appearance by a person or group, the Director of Libraries shall notify the chairperson
of the Library Board of Trustees. The chairperson shall place the item of the complaint
on the agenda for the next regular meeting of the board. Any available information
regarding the material(s) to be discussed will be gathered. If other persons are involved
or affected, these persons shall be notified that the matter is to be considered and shall
be given an opportunity to be present. Material(s) housed within the library can only be
removed from circulation by the Board of Trustees.
For materials purchased through a Consortium: a committee of Library Directors, one
being the Director from the system where the complaint originated, of no fewer than 5
and no more than 10 whom are part of the consortium shall convene by means most
convenient to the committee. Form of meeting may include but is not limited to e-mail
correspondence, Skype, conference call, or a meeting in person. The committee’s main
purpose is to determine if the complaint has merit and to review the materials if merit is
found in the complaint. They will also notify the complainant in written form of the
decision made by the committee.
If the complainant disagrees with the committee’s decision, the complainant has the
right to request an additional committee of Library Directors from the consortium, of no
fewer than 5 and no more than 10 whom are part of the consortium . This request must
be made in writing along with the complaint’s response to the initial decision of the first
committee. This second committee will gather all information on the questionable
material(s) along with a copy of the original decision of the first committee. This second
committee will decide the fate of the material(s). The decision of this committee will be
final and presented in writing to the complainant.
(To be approved by The Library Board of Trustees)
Appendixes:
Appendix A - Library Bill of Rights
Appendix B - The Freedom to Read Statement
Appendix C - Donation Form
Appendix D - Review Request for Library Materials
Fictional Public Library
DONATION FORM FOR GIFT ITEMS
Donor Information
Donor’s Name: ______________________ Phone Number:____________ Today’s Date:
________
Address: __________________________________________ Email:
_______________________
Please indicate the format, category and preferred audience of your donated items
Format (circle one)
Audience (circle one)
DVD
Adult
Audiobook
Juvenile
Music CD
Children
Topic or Category (e.g. mystery,
fiction, biography, history, etc.)
_____________________________
Book
Others: ____________
Briefly describe your gift(s). Feel free to use the back of this form or attach any other material.
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
Donations made in this form of books or media items are subject to the Library’s Selection Policy.
Donor Signature: ________________________
Donation accepted by (Library staff member): ________________________
Fictional Public Library
Review Request for Library Materials
Library policy requires that requests for reconsideration of materials be filed on this
form so that the complaint can be reviewed in detail. Copies of the library’s materials
selection policy and other documents bearing on this complaint will be made available
to you.
Title of Book or Material ___________________________________________________
Author or Source _________________________________________________________
Publisher_________________________________________________________________
Your Name_______________________________________________________________
Telephone Number________________________________________________________
Address__________________________________________________________________
Complaint represents ______ Self _____ or Organization ________________________
Name of Organization
1. To what in the work do you object? Please be specific, cite pages,
instances, etc. You may continue on another piece of paper.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
2. Did you read/view/listen to the entire work? What parts?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
3. What do you feel might be the results of reading/viewing/listening to
this work?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
4. Have you read reviews of this work by literary/film/musical critics?
And if so can you please list below or provide copies of the reviews?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
5. What do you believe the theme or purpose of this work to be?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
6. What would you recommend the library do about this material?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
7. Can you recommend a better piece of work on the same subject matter
or theme to replace said martial(s) or work(s)?
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Signature: ________________________________________ Date: ____________
Please return the completed form to any of the local libraries within our
county.
Thank you.