Collection Development Policy

Introduction

The Collection Development Policy contains the policies relative to the selection, retention and withdrawal of library materials.

The purpose of the collection development policy is:

• To document the current collection management policies and procedures.
• To guide library staff in the selection of library materials.
• To inform the public of the philosophy of collection development and the policies involved.
• To establish a framework for continuous collection evaluation and improvement.

Collection Objective

Pikes Peak Library District’s collection is developed based upon knowledge of the community, the existing collection, empirical data about the use of the collection and input from patrons and staff.

Pikes Peak Library District’s chief service commitment is to the people within its service area including people of every age, education, background, personal philosophy, religious belief, occupation, economic level, ethnic origin and human condition. The collection contains information on a variety of subjects and views and is organized to provide free and easy access to patrons within the limitations of space and budget.

Pikes Peak Library District (PPLD) strives to make the most efficient use of financial resources, to work closely with other area libraries, and to utilize the most appropriate formats to meet the library needs of the people of the community.

Although there are selected research collections in PPLD’s Special Collections section and reference collections, PPLD’s materials, for the most part, are intended for public use and circulation.

Relationship of the Policy to the Strategic Plan

PPLD’s collection policy relates to the mission statement and the service responses of PPLD’s strategic plan found in Pikes Peak Library District Strategic Plan. A committee of citizens, staff, and PPLD Board of Trustee members developed the mission statement and selected the service responses. A service response is what a library does for, or offers to, the public in an effort to meet a set of well-defined community needs.

Mission Statement

It is our mission to inform, empower, inspire, and entertain through service and resources that respect individuals and ideas, foster discovery, and build community.

The five service responses selected are:

• Current topics and titles – PPLD offers current, high-demand, high-interest materials in a wide variety of formats.
• General information – PPLD provides information and answers to questions on a broad array of topics related to school, work and personal life.
• Lifelong learning – PPLD provides a collection of circulating materials on a wide variety of topics in which the general public has a sustained interest to address the desire for self-directed personal growth and development opportunities.
• Local History and Genealogy * - PPLD provides a significant collection of materials and other resources that chronicles the history of the Pikes Peak region and provides genealogy research tools.
• Cultural awareness – PPLD provides materials and resources to help residents to gain an understanding of their own cultural heritage and the cultural heritage of others.

* The Local History and Genealogy section has been renamed "Special Collections"

Collection Responsibility

Ultimate responsibility for the collection rests with the Board of Trustees. The Trustees, in turn, delegate the authority for selection to the Executive Director, a professional librarian with training and experience in the art of selection. The Director has delegated the authority for selection to the Collection Management Department.

Collection Philosophy

Pikes Peak Library District endorses the following American Library Association statements:

• Library Bill of Rights
• Freedom to Read
• Freedom to View

See the “Access to Materials and Services Policy” adopted by Pikes Peak Library District Board of Trustees which includes the statements above and interpretations of the Library Bill of Rights for access to library materials by minors and access to electronic information, services and networks as well as other Library Bill of Rights interpretations.

Selection Criteria

The criteria for selection, acquisition, gifts, patron requests, duplication, replacement, automatic shipments, and withdrawal are the same for all materials and formats.

Library selection gives high priority to those materials most wanted by patrons in all formats for all ages.

Criteria:

• Public demand and interest
• Critical reviews
• Presentation and readability
• Reflection of all sides of issues
• Author’s reputation and significance as a writer without regard to political, racial, religious, etc. affiliation
• Reputation and standing of the publisher
• Availability of the material or information elsewhere
• Local or national significance
• Quality of the physical format

An item need not meet all of these criteria to be selected.

Collection Management Librarians rely on a number of professional tools for selection. These may include:

PPLD’s patrons are encouraged to recommend the purchase of library materials. Patrons may complete a request form and turn it in at a public desk. These requests are considered for purchase within the selection criteria listed above.

Self Published Materials:

In most cases, PPLD will not purchase self-published materials that are not reviewed in established review journals. Exceptions may be made for self-published materials of local interest that meet the selection criteria of the Special Collections department.

Weeding (removing materials from the collection)

Professional staff review the collection on an ongoing basis with the goal of maintaining the quality and vitality of PPLD resources. This process of collection management incorporates the use of output measures, circulation reports, database use statistics and other statistical information for continuous collection evaluation. Worn, damaged, and dated materials are weeded from the collection on a regular basis. Materials may also be withdrawn if they are not used or are superseded by a new edition or a more authoritative work on the same subject.

Types of formats

PPLD collects materials in print and in alternative formats. Alternative formats such as videocassettes, audiocassettes, CDs, CD-ROMs, online databases, etc. offer a dimension and often a timeliness to the subject areas they represent which the book collection alone is unable to provide.

Criteria for selection of alternative formats does not differ from the criteria mentioned above. There are, however, other considerations including:

• Is special equipment needed to use the format? If so, is the equipment standardized?
• What storage and circulation accommodations will need to be made?
• Are there legal or licensing issues that limit circulation?

Gifts to PPLD

The criteria for materials selection also apply in the acceptance of gifts and donations of books and other materials. The collection management staff will decide whether gifts should be added to the collection and to which collection the material will be added. Once a gift is accepted by PPLD, it becomes the property of PPLD, to be used or disposed of in accordance with the policies established by the Board of Trustees. Gift materials not added to the collection may be sold by the Friends of the Library at their bookstore or book sales. PPLD will provide the donor a letter of acknowledgment, upon request, to serve as a tax receipt.

Gift magazines and subscriptions may be accepted by PPLD subject to the same selection and retention policies as regular subscriptions. PPLD is not permitted to place a value on donations.

Memorials

A memorial is created when money or material is donated to add books or other materials to the collection, usually in memory or honor of an individual or group. PPLD welcomes suggestions for purchases, but reserves the right to the final decision regarding all materials. A memorial may be placed in the library collection, either for reference or circulating use. PPLD will insert a memorial book plate for memorial items.

Memorial funds

Groups or individuals may work with the Collection Management Librarian and PPLD Foundation to set up memorial funds for larger or long-term purchases of materials or to set up standing arrangements for purchases of memorials. PPLD reserves the right to accept or reject any such proposed fund, standing arrangement or donation of funds. Proceeds from investments for these funds and additional contributions to them will be used to purchase materials for memorials.

Hold ratio

Patrons may reserve or place holds on materials with staff at a PPLD facility, from a PPLD facility computer, by calling a PPLD facility or via the Internet from a remote computer. If we have one copy of a book title and four holds are put on it because it is checked out we will purchase an additional copy. PPLD maintains a 3:1 hold ratio for books, 4:1 for audios, 5:1 for videos, and 15:1 for DVDs. An additional copy of a video is purchased when a video title has five holds on it. Unlike the three-week loan period for most materials, videos and DVDs have a one week loan period. The shorter loan period results in a more rapid turn-around time and justifies the higher "hold to purchase" ratio.

Controversial materials

PPLD believes in freedom of information for all, and does not practice censorship. The selection of library materials is predicated on the patron's right to read and similarly, his freedom from censorship by others. Many books are controversial and any given item may offend some person. Selections for PPLD will not, however, be made on the basis of anticipated approval or disapproval, but solely on the merits of the material in relation to the building of the collection and to serving the interests of the reader.

PPLD holds censorship to be a purely individual matter and declares that while anyone is free to reject books and other materials of which he/she does not approve, he/she may not exercise censorship to restrict the freedom of others.

Responsibility for materials selected and read by children and adolescents rests with their parents or legal guardians. Selection decisions are not influenced by the possibility that materials may be accessible to minors. Materials are not labeled to show approval or disapproval or to indicate certain philosophies. No items are sequestered except to protect them from damage or theft.

The Board of Trustees recognizes that the collection of diverse materials may result in some complaints or requests for reconsideration. Procedures have been developed to assure that complaints are handled in an attentive and consistent manner. (See: Challenged Material Procedures)

Procedures for Request for Reconsideration of Library Materials- 9/99

Reconsideration forms are available from Public Services staff at all Pikes Peak Library District facilities.

When a patron wishes the library to discard or reclassify a book or item of non-book material, he or she fills out the "Request for Reconsideration of Library Materials" form.

1. The form is sent to the office of the Associate Director of Public Services who then requests that Collection Management Librarian who orders materials in the area in which the challenge falls and an Adult Services or Children’s Services Librarian chosen in rotation, review the material to determine if the material meets the selection criteria established by the Board of Trustees and the guidelines for collection development.
2. One copy of the material is checked out to the Public Services staff card for review.
3. Holdings and circulation history of the material is completed.
4. The material and blank review form – with deadlines for completion - are delivered to reviewers (one at a time).
5. The Director and the Collection Management Section Head receive an "FYI" copy of the request for reconsideration.
6. The Board of Trustees will have a copy of the complaint (without the patron’s name) in their packet at the next meeting after the reconsideration form has been received.
7. The Collection Management Librarian and Adult Services or Children’s Services Librarian review the material and send their recommendation as well as professional reviews of the material to the Associate Director of Public Services.
8. The Associate Director of Public Services will review the material, consider the recommendations, reviews, circulation history of the material and write a recommendation to the Director.
9. The Director will review the material and the recommendations, reviews, and circulation history and make the decision regarding the disposition of the challenged item.

If the Director’s decision is to retain the material:

1. The Board of Trustees will be notified of the decision at the next meeting after the decision is made.
2. The Director will notify the patron of the decision in writing.
3. If the patron is not satisfied with the decision to retain the material, the patron may request in writing that the Board of Trustees review the material.
4. The President of the Board of Trustees will request a subcommittee of at least three Board members to review the material. Any Board member may serve on the review committee upon request. The President of the Board will set a deadline for completion of the subcommittee’s review.
5. The members of the Board subcommittee will report to and make a recommendation to the full Board of Trustees.
6. The Board of Trustees will make a decision following the subcommittee’s report and recommendation.
7. The Director will notify the patron in writing.
8. The decision of the Board of Trustees is final.

If the Director’s decision is to remove the material:

1. The Board of Trustees will receive all items related to the decision in the Board packet prior to the removal of the material.
2. If the Board of Trustees agrees with the decision, the Director will notify the patron of the decision in writing.
3. If the Board of Trustees disagrees with the decision, the material will be retained.
4. The Director will notify the patron of the decision in writing.
5. If the decision is to remove the material, the Director will notify the Collection Development Librarian who will collect and discard all copies of the material.

The library does not indicate through the use of labels or other devices, particular philosophies outlined in a book. Labeling establishes in a reader’s mind a judgment before the reader has had the opportunity to examine the book thoroughly.

The Associate Director of Public Services will keep a file five years, plus current, of challenged materials. Items recommended for discard should not be replaced through purchase or gift. This file should be re-accessed every 5 years.

LIBRARY BILL OF RIGHTS

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
5. A person's right to use a library should not be denied or abridged because of origin, age, background or views.
6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948
Amended February 2, 1961, June 27, 1967, and January 23, 1980
inclusion of "age" reaffirmed January 23, 1996
by the ALA Council.

THE FREEDOM TO READ

1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those which are unorthodox or unpopular with the majority.
2. Publishers, librarians and booksellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral or aesthetic views as a standard for determining what books should be published or circulated.
3. It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of the personal history or political affiliations of the author.
4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.
5. It is not in the public interest to force a reader to accept with any book the prejudgment of a label characterizing the book or author as subversive or dangerous.
6. It is the responsibility of publishers and librarians, as guardians of the people's freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large.
7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a bad book is a good one, the answer to a bad idea is a good one. Adopted June 25, 1953; revised January 28, 1972, January 16, 1991 by the American Library Association Council and the Association of American Publishers Freedom to Read Committee.

FREEDOM TO VIEW

The FREEDOM TO VIEW, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place for censorship of any medium of expression. Therefore these principles are affirmed:

1. To provide the broadest possible access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression.
2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.
3. To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of the content.
4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video and other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.
5. To contest vigorously, by all lawful means, every encroachment upon the public's freedom to view.

This statement was originally drafted by the Freedom to view Committee of the American Film and Video Association (formerly the Educational Film Library Association) and was adopted by the AFVA Board of directors in February 1979. This statement was updated and approved by the AFVA Board of Directors in 1989.