GRRL Collection Development Policies

Introduction    
Chapter 1. Collection Goals    
Chapter 2. Collection Principles    
Chapter 3. Intellectual Freedom    
Chapter 4. Selection    
Chapter 5. Collection Management    
Chapter 6. Reconsideration of Library Resources    
Chapter 7. Definitions    
Chapter 8. Supporting Documents

Introduction

GRRL develops, organizes and makes available to the public a collection of books, media and information resources. The purpose of this policy is to inform the public and GRRL staff about the principles that guide the selection of library resources.

Chapter 1. Collection Goals

The library strives to be a resource for people in GRRL’s communities to find trusted information they need to thrive. The goals of the GRRL collection are:

  • ensuring public monies are spent wisely to meet public demand for library resources,

  • supporting the library’s mission, vision and strategic framework,

  • providing free and equal access to materials and resources,

  • meeting the evolving learning, information, education and cultural needs of all of the people in GRRL’s region.

Chapter 2. Collection Principles

The library recognizes that within its six county region there are communities, groups and individuals with varied interests, backgrounds, ages, ethnic and cultural heritages, social values, educational levels and reading abilities. This diversity in community interests and needs requires a collection that spans a broad spectrum of subjects and presents various perspectives, ranging from the straightforward to the intricate. The library builds and sustains an inclusive collection that mirrors this diversity and encompasses both popular works and works of lasting value.

Chapter 3. Intellectual Freedom

GRRL recognizes its responsibility to make available a selection of resources on subjects of interest to its users. This includes materials that cover various perspectives of controversial topics, enabling patrons to form their own opinions. 

 

Monitoring the reading and viewing of a minor or ward is entirely the responsibility of their parents, guardians or designated caregivers. Each individual and family is free to apply their personal values when choosing materials for themselves. The values of one individual or family will not be imposed on another.

 

The library is a forum for all points of view, and is rooted in the principles of intellectual freedom and freedom of speech as articulated in the First Amendment of the U.S. Constitution. The library is guided by the Library Bill of Rights, Freedom to Read, and Freedom to View policy statements as adopted by the American Library Association.

 

See also Administration Policy Chapter 4A. Intellectual Freedom

See also Security Policy Chapter 3. Unattended Children and Vulnerable Adults 

Chapter 4. Selection

4A. Responsibility for Selection

Ultimate responsibility for selection of materials and managing the allocation of funds for this purpose rests with the Executive Director. The Executive Director operates within the framework of budgets, policies, goals and objectives determined by the Board of Trustees. The Executive Director delegates authority to interpret and apply these policies on a daily basis to the Associate Director – Collection Development and/or to staff members responsible for material selection. In carrying out these duties, library staff exercise professional judgment. In cases where unique challenges arise, staff will seek guidance from the Executive Director. 

 

Selection builds a collection that aligns with patron needs. Selection does not necessarily reflect the opinions or values of the individual selector, individual members of the GRRL Board of Trustees, or the Great River Regional Library as a whole.

4B. General Criteria for Selection

Materials are selected on the merits of the content as a whole and without regard to the personal history of the author, composer or producer. Each work is considered on its own merit. To develop and maintain an excellent collection, resources are evaluated on the following criteria. 

 

An item may be included or excluded on one or more of the following criteria:

  • Availability and suitability of physical, digital or electronic form for public library use

  • Cost, in relation to the wise use of available resources

  • Present and anticipated relevance to community needs and/or local interest

  • Relation to the existing collection and to other material on the subject

  • Requests by GRRL users

    • Policy, budget, and shelving space may limit the ability of GRRL to provide all requested materials

    • Requests will be considered equitably for purchase using the established selection procedures and the Collection Development Policy

  • Reviews or bibliographies in trade publications such as Booklist, Kirkus, and School Library Journal

 

No library is able to purchase all materials needed by its patrons; therefore, GRRL participates in the MNLINK and OCLC interlibrary loan programs as a lender and borrower. 

 

See also Patron Services Policy Chapter 1D. Interlibrary Loan

4C. Cataloging 

GRRL participates in a library community that agrees on standards for cataloging and classification that enable greater resource sharing and accessibility through electronic access. 

The majority of items in the collection are shared between all GRRL libraries and not assigned to a specific library. A shared item’s location will automatically be changed to the library where the item is checked in, allowing even the smallest library to see a refreshed collection. Some items may be assigned to individual libraries at the discretion of Collection Development staff. Materials purchased with gift funds designated for a specific GRRL location may be assigned to that location for a period of time.

4D. Placement of Library Materials and Resources

Materials are organized in collections as a guide to help patrons find what they need. However, categorizing materials by the intended audience does not guarantee that a specific item will be appropriate for all people in that age group. Determining intended audience includes consulting the publisher’s marketing materials, reviews in trade publications, industry standards, and other relevant tools.

 

GRRL does not apply labels to materials to indicate approval or disapproval of their content. Library materials and resources will not be restricted by the possibility that they might be accessed by children. It is the responsibility of parents, guardians, or designated caregivers to oversee the access of library materials by children.

 

Library resources may be featured or displayed within the library or on the library’s website. Placing materials on display does not constitute an endorsement by Great River Regional Library of the views expressed in the material.

 

See also Administration Policy Chapter 4A. Intellectual Freedom

See also Security Policy Chapter 3. Unattended Children and Vulnerable Adults

4E. Relationships with Library Resource Vendors, Publishers and Authors

Purchasing and selection decisions are made in a manner most efficient and cost effective for GRRL. Vendors, publishers and authors may submit written or electronic information for consideration. GRRL does not engage in purchases through unsolicited materials previews or processes that require meetings with sales representatives. 

 

Given the substantial volume of requests received, GRRL cannot engage in direct follow-ups with vendors or authors regarding purchasing inquiries. Materials submitted to or provided to GRRL for potential purchase consideration will be regarded as donations and, as such, will not be formally acknowledged or returned.

4F. Gifts

GRRL welcomes gifts of library materials or money to buy materials but reserves the right to use and dispose of gift materials and funds as seems appropriate for current needs. GRRL may choose to decline donated materials, especially if they come with specific conditions, such as a request for special collection status or unique circulation rules. 

 

All gift materials must meet Collection Development Policy selection criteria in order to be added to the collection. Accepting donated materials does not guarantee they will become part of the GRRL collection. GRRL is unable to provide notification to donors regarding the status of their donated materials, nor can we return items if they are not selected for inclusion in the collection. Items that are not needed or suitable for the collection may be sold or otherwise disposed of by GRRL. 

Chapter 5. Collection Management

Collection Management is the systematic evaluation of the collection designed to facilitate the repair or withdrawal of library materials.

 

An item may be withdrawn from the library’s collection when it meets one or more of the following criteria:

  • Damaged

  • Factually inaccurate or obsolete

  • No longer in demand as evidenced by circulation history

  • Superseded by a newer edition or newer titles on the topic

 

Collection Development staff will review all final copy removals to determine local, regional or national access. A title may be retained if it is deemed valuable on one of these levels. 

Chapter 6. Reconsideration of Library Resources

GRRL will reconsider any material in its collection upon written request from a patron on a Request for Reconsideration form. The Request for Reconsideration form may also be used if a requested item is not selected for the collection. Submission of a Request for Reconsideration will result in a written response.

 

GRRL is aware that one or more persons may take issue with the selection of any specific item, and will consider any expression of opinion by patrons. However, GRRL does not undertake the task of pleasing all patrons by the elimination of items selected after due deliberation under guidance of the policies expressed herein.

 

6A. Process

GRRL recognizes that a patron may have concerns about a library resource. A concerned patron who is dissatisfied with informal discussions with staff will be offered a Request for Reconsideration form. The form must be completed to initiate a formal review. The resource in question will remain in place during the review process.    

  1. The patron may initiate a Request for Reconsideration with the public service staff at any branch library. The Request for Reconsideration form must be filled out in its entirety and any supporting documentation that the patron wishes the library to consider must be included with submission. 

     

    Individuals wishing to submit a Request for Reconsideration form must have an active library card with Great River Regional Library. An individual may have no more than two active reconsideration requests in process at one time. Forms must be submitted to staff at any branch library. Mailed or emailed forms will only be considered if the individual submitting is homebound.

     

  2. The form is forwarded to the Reconsideration Panel Chair. The Executive Director appoints members of the Reconsideration Panel from the GRRL staff annually. The Chair of the Reconsideration Panel will send an acknowledgement of the Request for Reconsideration within fifteen (15) business days of receipt and provide information on next steps.    

  3. The Reconsideration Panel will meet quarterly to review any Requests for Reconsideration received at least fifteen (15) business days before the scheduled meeting and review supporting documentation. The Collection Development Librarian will provide the panel with a summary on the material being reconsidered. The summary may include materials such as past and current reviews, the rationale for its initial selection, if known, and usage statistics. The panel will consider the work as a whole, its cataloging, classification, and First Amendment implications.    

  4. The Reconsideration Panel, at its sole discretion, may request additional information or conversations with the individual as they consider the request.    

  5. The Reconsideration Panel will respond within fifteen (15) business days of their quarterly meeting regarding a decision on the request. All Reconsideration Panel decisions require the final approval of the Associate Director – Collection Development or designee. The response will include a copy of the Collection Development Policies.    

  6. If the patron is unsatisfied with the Reconsideration Panel’s decision, the patron has fifteen (15) business days of receiving the Reconsideration Panel’s response to notify the Reconsideration Panel Chair in writing to appeal the decision. The appeal must include detail on how the title violates library policy or standards.     

  7. The Associate Director – Collection Development will acknowledge the appeal within fifteen (15) business days of receipt and provide information on next steps.    

  8. A conference to discuss the decision with the patron will be scheduled with the Associate Director – Collection Development and Executive Director to review the Reconsideration Panel’s decision. The patron has fifteen (15) business days to respond to the scheduling invitation.

     

  9. If a conference is not desired by the patron or the patron does not cooperate with scheduling the conference within fifteen (15) business days, the appeal will be considered abandoned. 

     

  10. The Associate Director – Collection Development and Executive Director will provide a response within fifteen (15) business days of the conference. The response will include reasoning about the decision and information about the appeal process.

     

  11. If the patron is unsatisfied with the conference decision, the patron has fifteen (15) business days of receipt to notify the Executive Director in writing that they want to appeal to the GRRL Board. The Executive Director will notify the patron of the date of the next regular GRRL Board meeting.    

  12. The GRRL Board will discuss forming a special Review Committee to address the appeal at the next regular GRRL Board meeting. Initiating a Review Committee requires a majority vote of the Board. This decision is not subject to appeal.    

  13. If formed, the Review Committee will consist of the Board President, Executive Director, Associate Director – Collection Development, Reconsideration Panel chair and two (2) GRRL Board members appointed by the Board President. The Review Committee will meet within thirty (30) days to review and make a final decision on the appeal. The Executive Director, with approval by the Board President, will send notice within fifteen (15) business days of the Review Committee’s decision.    

  14. The decision of the Review Committee is final and remains in effect for a period of five (5) years, barring any changes to state or federal statutes that would void the decision.

 

Chapter 7. Definitions

Library resources: The phrase library resources as it occurs in this policy has the widest possible meaning and includes materials of every format, language and treatment.

 

Interlibrary Loan: Resources obtained from outside the GRRL region.

Chapter 8. Supporting Documents

First Amendment; Library Bill of Rights, Freedom to Read Statement, and Freedom to View Statement

 

Approved Date: 03/20/07    
Effective Date: 03/20/07    
Revised Date: 05/11/10, 03/20/12, 03/19/19, 11/21/23