Developing a Collection Management Policy

LIB 610 Collection Management Summer 2009

• An Australian view:– “In general, policy is

philosophically based, implies intention and suggests a pattern for taking action… It creates a framework for action with some basis for discretion within which [school personnel] can discharge their duties with clear direction . . . Policy produces guidelines for the preparation of rules and procedures which are the first steps in policy implementation. They direct action and specify the individuals responsible for such action.”

– Cited in Policy Writing for Teacher Librarians

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• 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.

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• 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.

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• 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

• 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

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• 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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• 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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• What is the goal of the library resource 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

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• 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

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• How will the library resource centre deal with controversial materials?– Follow this link for procedures 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

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• 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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1.5 Develops Library Media Program policies, e.g. materials selection, collection development, circulation, challenged materials, copyright and technology.

1.16 Follows the SBDM approved selection policy that includes a procedure for reconsideration of materials