Collection Development Policy
Material Selection and Collection Development Policy
Legal Authority:
The Atchison Library is organized under the laws of Kansas and is authorized under K.S.A. 12-1219 et.seq.
…to acquire by purchase, gift or exchange, books, magazines, papers printed materials, slide pictures, films, projection equipment, phonograph records, and other material and equipment deemed necessary by the board for the maintenance and extension of modern library services;…
The Atchison Library will follow the laws of the State of Kansas in implementing this Material Selection and Collection Development Policy.
Mission Statement:
Atchison Library: The place and the space for the community to engage, learn, and grow.
Library Collection Objectives:
The Atchison Library selects, makes available, and promotes the use of library material, whatever the format, which:
Responsibility for Selection:
While the overall responsibility for the materials selection policy lies with the trustees of the Atchison Library, the Board delegates the Library Director and other staff members designated by the Director the responsibility of selection of materials and development of the collection.
Criteria:
General Selection Criteria
The criteria are not intended to exclude consideration of standards appropriate to particular formats of materials. While a single standard cannot be applied to each work, the following general criteria are used in selecting materials for purchase by the Atchison Library:
Fiction: In addition to the General Selection Criteria above, the following criteria are often used for acquisition of fiction:
Children’s Materials: The following criteria, when applicable, should be considered when selecting materials for the children’s collection:
Young Adult: The following criteria, when applicable, should be considered when selecting materials for the children’s collection:
Non Print Materials: Criteria parallel those listed for General Selection Criteria but should also consider:
Videos: Criteria for the selection of videos:
Computer Software: Criteria for the selection of computer software might include:
Video Games: The following criteria, when applicable, should be considered when selecting materials for the video game collection:
Review Sources:
Adult: Primary sources for adult materials include, but are not limited to: Booklist, Kirkus Reviews, Library Journal, New York Times Book Review, Publishers Weekly, Science, Books and Films, and standard bestseller lists including those appearing in New York Times Book Review and Publishers Weekly.
Children: Primary sources for children’s materials include, but are not limited to: School Library Journal, Booklist, Kirkus, and Bulletin of the Center for Children’s Books.
Young Adult: Primary sources for young adult materials include, but are not limited to: Booklist, KLIATT (paperback reviews), School Library Journal, and VOYA (Voice of Youth Advocates).
Non Print Media: Professional review sources include: Halliwell Film Guide, The Motion Picture Guide, Library Journal, Booklist, Video Review, Video Rating Guide for Libraries, Children’s Video Report, Librarian’s Video Review Leonard Maltin’s Movie and Video Guide, Robert Ebert’s Movie Home Companion.
Acquisition
The following materials will not be purchased: slides, 16mm films, phonodiscs, textbooks, workbooks, books that are abridged, outlines or synopses.
A replacement is an item purchased to replace an identical title previously in the collection. The need for replacement in each case is judged by these factors:
The Atchison Library welcomes suggestions from the public concerning possible purchases for library materials. The director will have the patron fill out a form giving as much information concerning the materials as is known. This information will be on file for purchase consideration as funds are available. These suggestions will be considered by the same criteria used for the purchase of other library materials.
Gifts and Tax Exemptions:
Gifts or donations of books or other materials should only be accepted with the understanding that they may be used or disposed of as the library determines is appropriate. Determining “appropriate” use means using the same criteria set forth in the policy for the purchase of library materials. Gifts that are not added to the collection will be given to the Friends of the Atchison Library for resale.
Under existing law, gifts to libraries may be deductible; the deductibility is governed by the provisions of Internal Code of 1986 as amended. If a potential donor of books or other non-cash items asks the library for an appraisal, IRS regulations and the Tax Reform Act of 1984 (Section 155a) clearly state that the appraiser must not be the library that receives the items. Donors are required to obtain a formal appraisal if the value of donated property is valued at $5,000 or more. If a library sells or disposes of a gift of property or materials valued at $500 or more, the library must file Form 8282 with the IRS within 90 days of the sale of disposal.
Gifts of items other than materials or money, not covered by written policies, should be considered by the librarian and the library board.
The library should have the privilege of using cash donations in a manner that will best serve the operation of the library and its service to the patrons. If cash donations are made with requests for specific materials to be purchased, the Materials Selection and Collection Development Policy should be used to determine if the purchase is appropriate for the library.
It should be specified that gifts made to the library become the sole property of the library and remain so until they are either added to the collection or until a decision is made by the library administration about their appropriate use.
Interlibrary Loan Cooperation
The Atchison Library will cooperate with the Kansas State Library and Regional System of Cooperating Libraries to provide interlibrary loan as an essential service to users.
It is more economical to borrow an infrequently used book than it is to buy it. Interlibrary loan, while not designed to substitute for providing books and other materials in constant demand, should be used by the library to provide essential materials for unusual situations and to make available those materials that cannot be added to the collection because of space and budget.
Fees should never be charged for interlibrary loan (except for late service charges) because this is considered an integral service. Community fundraising can be done to strengthen the interlibrary loan program and to make the public more aware of it.
Maintenance of the Collection
Weeding Policy:
The Atchison Library board recognizes the need to continuously evaluate its collections in response to the changing nature and needs of its community through the weeding and replacement of its titles. Weeding is a task that takes skill, care, time and knowledge of the materials to be discarded. Weeding is a necessary adjunct of selection since it systematically eliminates unnecessary items; outdated or superseded materials; titles infrequently used, no longer of interest, or in demand; unnecessary duplicates; and worn out or mutilated copies.
Questions to Ask When Weeding:
These are the questions to ask of a general nature. Every title or item requires professional judgment tempered with experience and common sense.
Guidelines on weeding subject areas in the nonfiction collection are available from the regional library systems and the Kansas State Library.
Note on Weeding Fiction:
The guidelines on weeding nonfiction are comparatively straightforward and have as much to do with the quality and reliability of the information as the physical condition of the material.
The guidelines for weeding fiction are more indefinite. Decrepit materials should be discarded and duplicates of titles that are no longer popular should be placed in the book sale. But many public libraries are too quick to discard good quality fiction because it has not recently circulated. The public would enjoy many of these books if they had a chance to discover them.
Older light classics for adults and children and older genre classics can be given a new life in topical displays. This has the added benefit of giving readers alternatives to the overburdened New Fiction Display. It often gives lifetime readers the joy of re-discovering something that they once enjoyed.
Legal Authority:
The Atchison Library is organized under the laws of Kansas and is authorized under K.S.A. 12-1219 et.seq.
…to acquire by purchase, gift or exchange, books, magazines, papers printed materials, slide pictures, films, projection equipment, phonograph records, and other material and equipment deemed necessary by the board for the maintenance and extension of modern library services;…
The Atchison Library will follow the laws of the State of Kansas in implementing this Material Selection and Collection Development Policy.
Mission Statement:
Atchison Library: The place and the space for the community to engage, learn, and grow.
Library Collection Objectives:
The Atchison Library selects, makes available, and promotes the use of library material, whatever the format, which:
- Reflect the mission of the library.
- Meet the information needs of the community.
- Meet the recreational needs of the community.
- Supplementing formal and informal study.
- Reflecting a variety of opinions, both majority and minority, on subject.
- Supporting economic, cultural, recreational, and civic activities in the community.
- Enhancing job-related knowledge and skills.
- Increasing knowledge of and participation in the affairs of the community, the state, the country and the world.
Responsibility for Selection:
While the overall responsibility for the materials selection policy lies with the trustees of the Atchison Library, the Board delegates the Library Director and other staff members designated by the Director the responsibility of selection of materials and development of the collection.
Criteria:
General Selection Criteria
The criteria are not intended to exclude consideration of standards appropriate to particular formats of materials. While a single standard cannot be applied to each work, the following general criteria are used in selecting materials for purchase by the Atchison Library:
- Examination of the existing materials in the collection on the same subject to determine if additional or more current materials are needed.
- Reputation of the author, artist, publisher or producer.
- Suitability of subject, style, and reading level for the intended audience.
- Current appeal and popular demand.
- Present and potential relevance to the community needs.
- Availability or scarcity of materials on the subject.
- Value of material in relation to durability.
Fiction: In addition to the General Selection Criteria above, the following criteria are often used for acquisition of fiction:
- Plausible plot and good plot development.
- Effective characterization.
- Imaginative writing and originality.
- Literary merit.
- Accurate description of the particular era or country in which it is set.
- Ability to sustain reader’s interest.
- Significant contribution in a new or special way if a new edition.
Children’s Materials: The following criteria, when applicable, should be considered when selecting materials for the children’s collection:
- Appropriate materials to meet the needs and interests of children from infancy to sixth grade.
- Materials of interest to adults concerned with these age groups.
- Variety in points of view to enable children to better understand their world.
- Materials that reflect cultural diversity.
- Materials that reflect the wide spectra of reading comprehension and maturity levels of children served.
Young Adult: The following criteria, when applicable, should be considered when selecting materials for the children’s collection:
- Appropriate materials to meet the needs and interests of young adults in the twelve to eighteen age group (middle school through high school); grades six through twelve.
- Materials for recreational, popular and topical reading that may be related to the needs of students, but does not include school textbooks.
- Paperbacks are the preferred format for books when appropriate.
- Recognition of special characteristics of this age group and the need to identify with others, peer pressure in the area of behavior and conduct, and a search for self-identity, self-worth, and independence from family.
- Materials that reflect the wide spectra of comprehension, maturity and library skills.
- A wide range of subjects, some of which should be controversial.
Non Print Materials: Criteria parallel those listed for General Selection Criteria but should also consider:
- Artistic merit and reputation of artist.
- Quality of interpretation and technique of the artist.
- Ability to be understood and articulated in an interesting manner if spoken word.
- Presentation of quality images, color reproductions, compositions, if visual media.
Videos: Criteria for the selection of videos:
- Balance popular demand with quality by basing purchases on reviews.
- Good technical quality.
- Need for non-fiction and documentaries to present accurate and up-to-date information.
- Need for subject to be appropriate to the video format.
Computer Software: Criteria for the selection of computer software might include:
- Need for good documentation that is easy to understand.
- Need for user-friendly software.
- Need for the program to have large enough capacity to hold and process as many records as needed.
- Need for good vendor support.
- Availability of an 800 phone number for technical support.
- Selection to extent possible for compatibility with other software already in use.
- Awareness of current copyright laws as applied to digital information. This is an area of law in transition.
Video Games: The following criteria, when applicable, should be considered when selecting materials for the video game collection:
- Materials will be selected based on reviews and professional recommendations of individuals and groups dedicated to gaming initiatives in Libraries. Other factors will include currency and quality. Recommendations from patrons will be considered.
- Games considered will only include those with these ESRB (Entertainment Software Rating Board) ratings: EC (Early Childhood), E (Everyone), E10+ (Everyone 10 and older), T (Teen), M (Mature). The collection will not contain games with a rating of AO (Adults Only).
Review Sources:
Adult: Primary sources for adult materials include, but are not limited to: Booklist, Kirkus Reviews, Library Journal, New York Times Book Review, Publishers Weekly, Science, Books and Films, and standard bestseller lists including those appearing in New York Times Book Review and Publishers Weekly.
Children: Primary sources for children’s materials include, but are not limited to: School Library Journal, Booklist, Kirkus, and Bulletin of the Center for Children’s Books.
Young Adult: Primary sources for young adult materials include, but are not limited to: Booklist, KLIATT (paperback reviews), School Library Journal, and VOYA (Voice of Youth Advocates).
Non Print Media: Professional review sources include: Halliwell Film Guide, The Motion Picture Guide, Library Journal, Booklist, Video Review, Video Rating Guide for Libraries, Children’s Video Report, Librarian’s Video Review Leonard Maltin’s Movie and Video Guide, Robert Ebert’s Movie Home Companion.
Acquisition
The following materials will not be purchased: slides, 16mm films, phonodiscs, textbooks, workbooks, books that are abridged, outlines or synopses.
A replacement is an item purchased to replace an identical title previously in the collection. The need for replacement in each case is judged by these factors:
- Number of copies available. If a copy is lost or missing, the library may not replace it if it owns another copy.
- The coverage the library has on the subject. If the library has a large collection of materials in a particular subject area, there may be no reason to replace a particular title.
- The amount of similar material available. If lots of books are continually published on a subject, the library may replace a missing title with something more current.
- The demand for subject material in that subject area. It may be that the subject is so popular that the library may replace it at once.
- The availability of a particular title. If a title is out-of-print and expensive to replace, the library staff may decide not to buy it.
- Many libraries have a policy that when the budget permits, a duplicate will be ordered when requests for the title reach a certain number.
The Atchison Library welcomes suggestions from the public concerning possible purchases for library materials. The director will have the patron fill out a form giving as much information concerning the materials as is known. This information will be on file for purchase consideration as funds are available. These suggestions will be considered by the same criteria used for the purchase of other library materials.
Gifts and Tax Exemptions:
Gifts or donations of books or other materials should only be accepted with the understanding that they may be used or disposed of as the library determines is appropriate. Determining “appropriate” use means using the same criteria set forth in the policy for the purchase of library materials. Gifts that are not added to the collection will be given to the Friends of the Atchison Library for resale.
Under existing law, gifts to libraries may be deductible; the deductibility is governed by the provisions of Internal Code of 1986 as amended. If a potential donor of books or other non-cash items asks the library for an appraisal, IRS regulations and the Tax Reform Act of 1984 (Section 155a) clearly state that the appraiser must not be the library that receives the items. Donors are required to obtain a formal appraisal if the value of donated property is valued at $5,000 or more. If a library sells or disposes of a gift of property or materials valued at $500 or more, the library must file Form 8282 with the IRS within 90 days of the sale of disposal.
Gifts of items other than materials or money, not covered by written policies, should be considered by the librarian and the library board.
The library should have the privilege of using cash donations in a manner that will best serve the operation of the library and its service to the patrons. If cash donations are made with requests for specific materials to be purchased, the Materials Selection and Collection Development Policy should be used to determine if the purchase is appropriate for the library.
It should be specified that gifts made to the library become the sole property of the library and remain so until they are either added to the collection or until a decision is made by the library administration about their appropriate use.
Interlibrary Loan Cooperation
The Atchison Library will cooperate with the Kansas State Library and Regional System of Cooperating Libraries to provide interlibrary loan as an essential service to users.
It is more economical to borrow an infrequently used book than it is to buy it. Interlibrary loan, while not designed to substitute for providing books and other materials in constant demand, should be used by the library to provide essential materials for unusual situations and to make available those materials that cannot be added to the collection because of space and budget.
Fees should never be charged for interlibrary loan (except for late service charges) because this is considered an integral service. Community fundraising can be done to strengthen the interlibrary loan program and to make the public more aware of it.
Maintenance of the Collection
Weeding Policy:
The Atchison Library board recognizes the need to continuously evaluate its collections in response to the changing nature and needs of its community through the weeding and replacement of its titles. Weeding is a task that takes skill, care, time and knowledge of the materials to be discarded. Weeding is a necessary adjunct of selection since it systematically eliminates unnecessary items; outdated or superseded materials; titles infrequently used, no longer of interest, or in demand; unnecessary duplicates; and worn out or mutilated copies.
Questions to Ask When Weeding:
These are the questions to ask of a general nature. Every title or item requires professional judgment tempered with experience and common sense.
- What was the last date of circulation? What was the interval of time between checkouts?
- Is the book in attractive and useful condition?
- Are the information and presentation still accurate?
- Is it reliable? Viewpoints and information change with time.
- Does it have appropriate language and usage? Vocabulary and usage are a reflection of a particular time and place.
- Is it a duplicate? Older edition duplicates of once popular titles should go.
- Is it appropriate material for this library at this time?
- What is this doing here? Admit mistakes and get rid of the stuff!
Guidelines on weeding subject areas in the nonfiction collection are available from the regional library systems and the Kansas State Library.
Note on Weeding Fiction:
The guidelines on weeding nonfiction are comparatively straightforward and have as much to do with the quality and reliability of the information as the physical condition of the material.
The guidelines for weeding fiction are more indefinite. Decrepit materials should be discarded and duplicates of titles that are no longer popular should be placed in the book sale. But many public libraries are too quick to discard good quality fiction because it has not recently circulated. The public would enjoy many of these books if they had a chance to discover them.
Older light classics for adults and children and older genre classics can be given a new life in topical displays. This has the added benefit of giving readers alternatives to the overburdened New Fiction Display. It often gives lifetime readers the joy of re-discovering something that they once enjoyed.
Approved by the Atchison Library Board of Trustees on February 25, 2002; Revised November 22, 2010
