Developing+and+maintaining+a+Library+Collection

DEVELOPING AND MAINTAINING A QUALITY LIBRARY COLLECTION Librarians and paralibrarians must create and maintain accurate, up-to-date nonfiction collections to support all areas of the curriculum, as well as fiction and easy collections that are enticing to students and promote and foster reading and literacy.
 * Purposes of a Library Collection**

1) acquiring materials – which involves selection and purchasing of materials, as well as accepting gifts and donations, and 2) getting rid of materials – which involves “de-selection” or weeding. Information and instructions follow on both of these processes, as well as information on gifts and memorials, material including controversial issues, and challenges to materials selected for the library collection.
 * Collection Development**

First, materials and equipment should be readily available for use. Second, policies and procedures for preventive maintenance help ensure economical and efficient management of the collection” (Van Orden 259).
 * Collection Maintenance**

SELECTION OF LIBRARY MATERIALS 1. In secondary schools, delegated responsibility for actual selection rests with the librarian. Selection of materials in elementary schools is the responsibility of principals with the assistance of paralibrarians. 2. Final selection lists are subject to the approval of the building principal. 3. In selecting materials, to meet curriculum needs, professionally prepared selection tools should be consulted. A list of selection tools is included in this section of the manual. When possible, the material itself will be examined. 4. Recommendations and requests for purchase shall involve appropriate personnel such as administrators, teachers, students, and community persons. 5. Gifts or donated materials must meet the same selection criteria as materials that are purchased (see 27J Policy KHA). 6. Secondary librarians, elementary principals, or selection committees will consider using a staff needs list generated at each school. 7. Secondary librarians, elementary principals, and selection committees may also seek input and guidance from the Department of Curriculum and Staff Development.
 * Responsibility for Selection**

The following criteria should serve as a guide when selecting materials. Consideration should be given to all of the following as is appropriate. • Educational significance. • Contribution the material makes to the curriculum and to the interests of the students. • Favorable reviews found in professional selection tools. • Favorable recommendations based on preview and examination of materials by professional personnel when possible. • Reputation and significance of the author, producer and publisher. • Valid, up-to-date and appropriate material. • Contribution the material makes to breadth of representative viewpoints on controversial issues. • High degree of potential user appeal. • High artistic quality and/or literary style. • Quality and variety of format. • Value commensurate with cost and/or need. • Timeliness. • Integrity. • Lasting value.
 * Criteria for Selection**

Follow these guidelines when selecting and purchasing books or non-print materials.
 * Selection and Purchasing Guidelines**


 * Selection Tools**: When selecting books, always use standard selection tools first to read reviews and select books. Selection tools are books, magazines, newsletters, online databases, or other types of material that provide critical reviews of books and AV items. The reviews should be written by professional librarians or teachers to be considered reputable. If reviews of material cannot be found, check in vendor catalogs, if necessary, for specific titles. A list of selection tools in either book or magazine format is included following these guidelines.


 * Format**: As much as possible, books selected should be library bound. Books bound in other ways such as glued or stapled are not appropriate for the library’s collection. Poor quality materials such as those available from classroom suppliers or book fair vendors should not be purchased for the library collection, regardless of whether the funding comes from the library budget or other sources such as grants or charitable contributions.

a. only when they meet board approved selection criteria and b. fall into one or more of the following categories. • High interest, high demand material such as popular fiction that is current and on a recognized best seller list or award list • For areas of light usage or early obsolescence • Written by a local author or content of local or regional interest • Not considered an easy (everybody) picture book as these receive heavy use • Cover curricular content not available in other formats To preserve the life of paperbacks, it is important to reinforce them in some way such as using clear adhesive book covers (only if worth the additional cost), covering books with contact paper, or using strapping tape to strengthen inside margins of covers.
 * Paperback books**: Since it is critical to provide high quality collections of enduring value, paperback books should be selected or accepted


 * Class Sets**: Class sets of materials should be selected and purchased by teachers out of budgets allocated to them rather than out of the library’s budget. Thus, a maximum of five copies of an item, book, or software may be selected for the library collection.

Use the following recommended selection tools for evaluating books and other materials. These selection tools can be purchased from library vendors.
 * Selection Tools**

• A To Zoo: Subject Access to Children’s Picture Books • Beyond Picture Books: A Guide to First Reader • Anatomy of Wonder: A Critical Guide to Science Fiction • Best Books for Children: Pre-School Through Grade • Best Books for High School Readers: Grades 9-12 • Best Books for Junior High Readers • Best Books for Young Adult Readers: Grades 7-12 • Children’s Catalog, and Supplements • The Elementary School Library Collection: A Guide to Books and Other Media: Phases 1-2-3 • High/Low Handbook: Best Books and Websites for Reluctant Teen Reader • Senior High School Library Catalog, and Supplements • Teen Genreflecting: A Guide to Reading Interests
 * Professional Books with Reviews of Library Materials** (Consult the latest editions available.)

• Book Links • Booklist • Bulletin of the Center for Children’s Books • Colorado Libraries • Criticas (Spanish language materials) • English Journal • Horn Book Magazine • Instructor • Library Media Connection • Multi-Cultural Review • School Library Journal • Science Books and Films • Voice of Youth Advocates (VOYA) • Young Children
 * Professional Magazines with Reviews of Library Materials**

• American Library Association’s Web Site (www.ala.org) • Books in Print Online (booksinprint.com) • Bibliographies and reading lists correlated to textbooks • Caldecott Medal Award Lists • Colorado Blue Spruce Reading Lists • The Hornbook Guide Online (www.hornbookguide.com/login.htm) • Newbery Medal Award Lists
 * Other Sources**

1. In accordance with Board Policy File: KHA, gifts or donated materials will be subject to the same selection criteria as purchased materials. 2. These materials will be examined by a library media specialist or building principal. If not appropriate, they will be returned or discarded. 3. A bookplate can be placed in front of the material to recognize the giver, if the donor desires. 4. Donors must complete, sign, and give to librarian/paralibrarian the Gifts from the Public form KHE for donations worth more than $500.00.
 * GIFTS AND MEMORIALS**

To maintain a balanced collection representing various viewpoints, the designated library staff person may select library materials that include controversial issues. Material being considered for selection will be judged by the contribution the material makes to the breadth of representative viewpoints on controversial issues. Thus, these materials may clarify historical and contemporary perspectives by presenting unbiased tension and conflict, and by placing emphasis on recognizing and understanding diverse social and economic situations and problems. The material should meet other selection criteria set forth in board policy as well.
 * CONTROVERSIAL ISSUES**

Occasional objections concerning the appropriateness of some of the materials in the library may emanate from parents or pressure groups despite the care taken to select the materials. Note the following guidelines: • No person or group of persons has the right to determine the reading matter for students other than their own children. • If a complaint is made, contact the building principal and the building’s library media specialist as soon as possible. • Follow the procedures set forth in Board Policy KEC-R along with the necessary forms. • For help or explanation of this policy or process, librarians/paralibrarians should consult their building principals and the district curriculum coordinator.
 * CHALLENGED MATERIALS**

Weeding, or de-selection, is the process of clearing the collection of materials that have outlived their usefulness. Weeding the library collection is a continuous process that should be carefully planned and is as important as selecting new materials. Weeding applies to both print and non-print materials.
 * WEEDING**

Teachers, staff, or students may not realize that an item is no longer appropriate for the library collection as they do not necessarily have the expertise nor knowledge to evaluate library materials and select highest quality material available, nor are they familiar with board mandated selection policies. Thus, it is the responsibility of qualified library staff charged with the responsibility for evaluating and weeding the library collection to make sound decisions regarding de-selection of library items. Emotional attachment to a book or other item is not a sufficient reason to take up valuable shelf space with an item that does not meet board selection policy and no longer fits within the collection.

Weeding should not be approached haphazardly but should be conducted regularly and systematically. The CREW method provides a set of guidelines that can aid librarians in weeding collections. ([]) The Age and Circulation Guidelines included in the book titled The Collection Program In Schools, Concepts, Practices, and Information Sources, Second Edition, by Phyllis J. Van Orden (272-273) is another helpful tool.

//Reasons for Weeding// The following items provide strong rationale for weeding. • No room for new materials. • New items are not visible due to the number of old items surrounding them on the shelves. • The collection is outdated, unused, or unattractive and therefore not enticing to students and staff. • Full shelves give the impression of a well-funded, well-stocked library and do not show the need for new materials to be added. • Repairing old materials is too time-consuming and not an efficient use of librarian or paralibrarian’s time. • The cost of repairing old materials is often equivalent to or more than the purchase price of a new item. • Correct selection errors such as materials at the wrong level, materials with inappropriate content, incorrect item received, or other problems. • Curriculum has changed. • Items contain incorrect or outdated information. • Picture books or fiction books are no longer used. • According to the CREW method, items are “MUSTIE” – misleading, ugly, superseded by a newer edition, trivial, or may be obtained elsewhere

//Objectives for Weeding// 1. Keep the collection current and factually accurate. 2. To provide a dynamic collection that supports current curriculum and includes material to foster reading and promote literacy. 3. Give the library an attractive, user-friendly appearance. 4. To make the best utilization of available space and maintain an attractive appearance. 5. To ensure optimum service with a high quality collection of materials. 6. To locate books needing repair, rebinding, or replacing.

//Procedures for Weeding Secondary librarians:// 1. Examine the collection for items that need to be weeded. 2. Pull these items from the shelves. 3. Remove items from cataloging program. 4. Strip barcodes from items, and mark out any identifying labels. 5. Compile a list by subject, author, title and year of publication to announce as a book giveaway to district employees via email*.
 * 6.** Box and label weeded items as “Library Discards.”
 * Library Discards should not be adopted by other libraries in the district but should be picked up for personal use only.

//Elementary paralibrarians:// 1. As items are checked out or returned, examine them to make a preliminary determination as to whether they need to be weeded. 2. Pull the items and remove them from cataloging program. 3. Place in boxes. 4. Contact the district media coordinator who will set an appointment to examine items and make a final decision on discarding materials. If the district media coordinator is not endorsed as a school librarian or does not hold an MLS, he/she may defer the decision to a librarian in the district who does. 5. Once the LMS has approved items for weeding, strip barcodes from each item, and mark out any identifying labels. 6. Compile a list by subject, author, title and year of publication to announce as a book giveaway to district employees via email. 7. Box and label weeded items as “Library Discards” and send to appropriate district personnel. 7. Elementary library collections will be thoroughly weeded on a regular five-year cycle.

Selection: Whenever possible, libraries should use vendors that guarantee life-time binding. Books should be scrutinized to determine if a new book should be purchased instead of rebinding an old worn book. //Criteria for Rebinding Books// • Hardcover books only, with the exception of professional paperback books. • Books must be in good condition, with the exception of broken bindings or damaged covers. • Pages must be clean, in proper order, and not torn, wrinkled, or otherwise damaged. • Pages should have at least a 1” inside margin. • No double-spread or full-page illustrations, photographs, or other graphics as these will be cut off when margins are trimmed. • No prebound books since these have already been rebound once. • Books must be current and still meet board mandated selection criteria. • Books should be no thicker than 2” as the bindery will not guarantee that thicker books will stay together after they have been rebound. //Process Each Item// 1. Remove all rebind books from Catalog. 2. Write the bar code number and the school number approximately 2” up from the bottom of the Verso Page. 3. Remove the bar code and throw the bar code away! New bar codes will be attached when binding is complete.
 * REBINDING GUIDELINES**

Automated Inventory Steps Step One: Schedule Dates 1. Pick at least two tentative dates as automated inventory must be coordinated with both Library Media Center and your school staff. 2. Plan to have the library closed for five days if possible. 3. Inform the building principal and teachers of the scheduled dates. Step Two: Read the Shelves. 1. Make sure all shelf items are arranged in correct order. Refer to Shelf Order in this section of the manual for specific instructions. NOTE: Items that do not have barcode numbers cannot be inventoried. Step Three: Scan the collection. Make arrangements to obtain the automated inventory equipment and specific instructions by the scheduled date. Step Four: Complete automated inventory process.
 * AUTOMATED INVENTORY**

One of the major responsibilities of the librarian/paralibrarian is to order materials such as books, audiovisuals, periodicals, and supplies for the library. The ordering process involves many people and departments such as Purchasing, Finance, building secretaries, and vendors. Adhering to the “Order Procedures” steps below will promote timely and problem free purchases.
 * ORDERING PROCEDURES**

At the beginning of each year, each school building principal disperses monies for each school library. Recommended $12 per elementary student and $18 per secondary student. Once you know your budget, determine the amount to be allocated to each of the following areas (remember that most funds must be spent by April or May): 1. Books – Majority of the funds 2. Audiovisual material 3. Databases 4. Periodicals (magazines) – Save sufficient funds for periodicals as they are ordered in the spring. Refer to Periodicals in this section. 5. Supplies/Promotional materials. Refer to Library Supply/Promotional Orders in this section of the manual. It is important to know what other funds are available to support the library; such as Federal (Title), SBA, and grants. The principal and building secretary can provide this information. Step One: Determine amount to be spent. • Consider budget and funding sources. Step Two: Select items. • Refer to Selection of Library Materials section. Step Three: Prepare a list. • Refer to Preparing a List of Materials to Order in this section. Step Four: Submit the order using one of the following payment procedures. • Request for Payment Order – Refer to Purchase Order in this section. • PCard– Refer to Procurement Card (PCard) in this section. Step Five: Record Expenditure. • Refer to Expenditure Report in this section. Step Six: Receive Materials. • Refer to Receiving Materials in this section. Step Seven: Use new materials: shelve, display, or stow the new items.
 * Library Budget**
 * Ordering Procedures Steps**

NOTE: Prior to ordering, elementary paralibrarians must submit a list of materials to their school principal for approval. Request for Purchase Orders are typically for orders over $1,000 or with vendors that do not accept credit cards. The building financial secretary will submit the order by submitting the requisition to the district finance office. The Purchasing Department will issue a check based on the information in the requisition. To ensure that proper discounts are given and correct materials are received, ordering information for the requisition must be provided to the building financial secretary. Keep all receipts and shipping documents to turn into the building financial secretary.
 * REQUEST FOR PAYMENT ORDER**

Procurement Card (PCard) The Procurement card is a simplified and cost-effective method of purchasing and remitting payment for approved departmental budget expenditures of small dollar purchases under $1,000 (or more if your library has approval). The use of PCards varies from building to building. Check with the building financial secretary to find out whether this method is appropriate for library orders. Steps for Ordering Library Materials using a PCard Step One: Check with the vendor for the type of transaction they accept. Check your PCard limit. Step Two: Make your purchase. 1. Keep all records, including web-receipts. 2. Ship To Address: All books and AV items such as videos, CDs, and DVDs must be shipped to your school address. 3. Look up the vendor number on the Approved Vendor Lists. If the vendor is not listed, you must file a Tax Deductible form with the district financial office before making a purchase. Step Three: Record the amount in the appropriate budget column, as encumbered on the Expenditure Worksheet. 1. After your purchase, turn in the appropriate forms to the building financial secretary with the library’s account code that will be used to pay for the materials ordered. 2. Amount: Fill in the amount of the order. 3. Retain one copy of the completed PCard Form.
 * PROCUREMENT CARD (PCARD)**

When materials arrive at your library from book jobbers or vendors, they must be carefully cataloged using a Full Marc Record. Do not circulate materials until you have completed the following steps: Step One: Check incoming materials against the order list, and use Follett Alliance Plus to copy an existing Marc Record for each material if it was not pre-cataloged by the vendor. Step Two: Create a Circulation Pocket and Spine Label for all materials (and security strip where appropriate). Step Three: Place a barcode on/in (different for each school) each book. Step Four: “Break in” new books by gently opening the book and smoothing down sections of the book from the middle to the outside of the pages. Step Five: Shelve materials accordingly.
 * RECEIVING MATERIALS**