1. LIB 630 Classification and Cataloging Spring 2012
Policies and Procedures
Developing Collection Policies

2. What is Policy?
• An Australian view:
– A Policy is an agreed statement that sets out what
the school aims to do and the guidelines it will use
to carry out its activities. It establishes a unique
vision for the school and sets out principles to be
followed by those responsible for turning policy
into action.
• Wodonga Primary School, 2001., No. 37 Policy Writing
Procedure Policy.
• Cited in Policy Writing for Teacher Librarians
January 29, 2012 Policies and Procedures 2

3. What is a collection development policy?
• collection development policy (CDP)
– A formal written statement of the principles
guiding a library's selection of materials,
including the criteria used in making selection
and deselection decisions (fields covered,
degrees of specialization, levels of difficulty,
languages, formats, balance, etc.) and policies
concerning gifts and exchanges. An
unambiguously worded collection development
policy can be very helpful in responding to
challenges from pressure groups.
January 29, 2012 Policies and Procedures 3

4. Another definition
• American Library Association:
– “documents which define the scope of a library's
existing collections, plan for the continuing
development of resources, identify collection
strengths, and outline the relationship between
selection philosophy and the institution's goals,
general selection criteria, and intellectual freedom.”
• Guide for written collection policy statements (1987),
cited in van Zijl, C. (1998, September). The why, what,
and how of collection development policies. South
African Journal of Library & Information Science, 66(3),
99.
January 29, 2012 Policies and Procedures 4

5. Why have a policy?
• It clarifies policy decisions
• It provides a forum for limited and specific
conversations with faculty members
• A written policy can also provide a basis for
institutional continuity over time and through
personnel changes.
• a policy that is regularly reviewed and updated
can help the curator weather the vicissitudes of
budget woes
• A Practical Approach to Writing a Collection Development Policy
January 29, 2012 Policies and Procedures 5

6. One important reason
• To allow for balance
– Without the authority of a collection development
policy to stand on, it is impossible when confronted
by an irate lecturer or librarian to rationalise why
some material should be purchased whilst other is
rejected. Faculty members and the management of
the academic institution have often demanded that
the library purchase items which serve the needs of
only one or two users and in fact sometimes expect
such material to be housed in their own offices
permanently.
– ). The why, what, and how of collection development policies
January 29, 2012 Policies and Procedures 6

7. What is the purpose of a policy?
• The purpose of a collection
development policy
– The purpose of a collection development policy
is to create a collection of library materials that
supports the library's mission. All decisions
about the kinds of materials to be collected or
accessed should be made with the mission
statement in mind. . . The collection
development policy sets goals for the collection
that reflect the library's mission.
• Writing a Collection Development Policy
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8. The functions of a policy
• Use as a planning document
• Use as a selection tool
• Use as a means of protection
• Use as a decision-making tool
• Writing a Collection Development Policy
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9. Questions to answer
• What is the goal of the library resource
collection?
[i.e. the school library collection]
• What are the objectives of the library
resource collection?
• Who is responsible for
– reviewing the development of the collection
– evaluating, selecting and weeding resources
• Policy Writing for Teacher Librarians: Collection
Development Policy
January 29, 2012 Policies and Procedures 9

10. More questions
• What types of resources are selected for the
library resource collection?
• How are resources selected?
• What criteria are used for the evaluation of
resources?
• What criteria are used for the weeding of
resources?
• Policy Writing for Teacher Librarians: Collection
Development Policy
January 29, 2012 Policies and Procedures 10

11. Crucial questions
• How will the library resource centre deal with
controversial materials?
– See the Education Queensland web page on
dealing with challenged material.
• How will the development of the collection
be reviewed?
• What are the collection priorities for the
year?
• Policy Writing for Teacher Librarians: Collection
Development Policy
January 29, 2012 Policies and Procedures 11

12. Elements of the Collection Development Policy
• Community Profile
• Community Needs Assessment
• Collection Goals
• Selection Responsibility
• Selection Criteria
• Acquisitions
• Collection Evaluation and Assessment
• Weeding
• Reconsideration of Library Materials
• Policy Review and Revision
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13. Reconsideration of Library Materials?
• Response to a challenge
– Occasional objections to instructional materials will be made despite
the quality of the selection process; therefore, the procedure for
handling reconsideration of challenged materials in response to
questions concerning their appropriateness should be stated. This
procedure should establish the framework for registering a complaint
that provides for a hearing with appropriate action while defending
the principles of freedom of information, the students’ right to access
of materials, and the professional responsibility and integrity of the
school faculty. The principles of intellectual freedom are inherent in
the First Amendment to the Constitution of the United States and are
expressed in the Library Bill of Rights, adopted by the Council of the
American Library Association. If instructional materials are
questioned, the principles of intellectual freedom should be defended
rather than the materials.
• Workbook for Selection Policy Writing Reconsideration
January 29, 2012 Policies and Procedures 13

14. What about Cataloging Policy?
• Rationale
– The purpose of this cataloging policy is to maintain
consistency within the building and between buildings
within the district. Maintaining such consistency enables
students, library staff, or teachers transferring within the
district or moving into the district the ability to learn and use
the catalog with ease. All users will be able to find materials
because authority control maintains consistency within the
collection. A cataloging policy explains the purpose for
procedures and makes it possible for them to be updated or
changed as needed over time.
• CATALOGING POLICY MANUAL for a proposed elementary library
media collection [no author, no date]
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15. Kentucky recommendations
Sample policy from Jefferson County
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16. More from Kentucky
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