RUNNING HEAD: PIKES PEAK LIBRARY DISTRICT

ANALYSIS REPORT ON THE COLLECTION DEVELOPMENT POLICY OF THE PIKES PEAK LIBRARY DISTRICT

Prepared for Dr. Sarah Sutton Professor Emporia State University

Julia Bullock Graduate Student Emporia State University October 13, 2013

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TABLE OF CONTENTS
ABSTRACT ................................................................................................................................................ iii EXECUTIVE SUMMARY ....................................................................................................................... iv INTRODUCTION....................................................................................................................................... 5 CHARACTERISTICS OF PUBLIC LIBRARY DISTRICT COLLECTION DEVELOPMENT POLICIES ................................................................................................................................................... 5 Characteristics Existing in the PPLD Collection Development Policy..................................................... 6 Characteristics Not Included in the PPLD Collection Development Policy ............................................. 8 VALUE OF THE POLICY TO THE INFORMATION COLLECTION ............................................. 8 CHALLENGES TO IMPLEMENTATION ............................................................................................. 9 CONCLUSION ........................................................................................................................................ 10 REFERENCES .......................................................................................................................................... 11 APPENDIX A: FULL TEXT OF THE COLLECTION DEVELOPMENT POLICY OF THE PIKES PEAK LIBRARY DISTRICT .................................................................................................... 12

PIKES PEAK LIBRARY DISTRICT ABSTRACT

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This report analyzes the collection development policy of the Pikes Peak Library District (PPLD), located in Colorado Springs, Colorado. The characteristics of written collection policies relevant to public library districts are discussed. The PPLD policys strengths are analyzed for their value to the information collection. Challenges to implementation of this policy are also identified and discussed.

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EXECUTIVE SUMMARY

A collection development policy is a document that serves multiple purposes for a library. Public library collection development policies, in particular, must often serve as an official, objective authority that backs up collection development decisions when they are questioned by the public. The Collection Development Policy of the Pikes Peak Library District (PPLD) in Colorado Springs, Colorado exemplifies a policy that is geared toward public relations. It contains many elements and characteristics of strong, functional public library collection development policies. However, the PPLD Collection Development Policy also fails to include a description of its patron population and also fails to outline procedures for collecting patron needs assessment data. These failures may lead to possible problems for selecting staff, who may struggle with the ambiguity of community needs. The failures may also generate conflicts with the public over which materials should be included or excluded in the collection. It is recommended that the PPLD Collection Development Policy be revised to include both an explicit description of its patron community and a plan for collecting information on patron needs.

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ANALYSIS REPORT ON THE COLLECTION DEVELOPMENT POLICY OF THE PIKES PEAK LIBRARY DISTRICT

INTRODUCTION

This report analyzes the collection development policy of the Pikes Peak Library District (PPLD), located in Colorado Springs, Colorado. The policy is available for public view on the PPLD website, and is included in Appendix A of this report for reference. The characteristics of written collection policies relevant to public library districts are discussed, and this particular policy is assessed for its value to the information collection. Challenges to implementation of this policy are also discussed.

CHARACTERISTICS OF PUBLIC LIBRARY DISTRICT COLLECTION DEVELOPMENT POLICIES

A collection development policy is a document that serves multiple purposes for a library. Public library collection development policies, much more than policies developed for academic, school, or special libraries, must often serve as an official authority that backs up collection development decisions when they are questioned by the public. Common uses for collection development policies, according to Evans and Saponaro (2012), include: Informing both selectors and the public about: o the characteristics and intended scope of the collection

PIKES PEAK LIBRARY DISTRICT o organizational goals and priorities; how the library is committed to meeting them o collecting priorities, and standards for inclusion/exclusion from the collection o conflict resolution processes Providing guidelines for selecting staff that: o reduce the tendency toward personal bias in collecting o aid in training o ensure a degree of collecting consistency over time o help prioritize in limited budgeting scenarios Outlining a framework for performance assessment in the program of collection development

Characteristics Existing in the PPLD Collection Development Policy

The Collection Development Policy of the PPLD exemplifies a policy whose primary role is as a strong public relations document. It begins with a statement of PPLDs mission and the intended scope of the collection. In the second section, PPLDs philosophy and objectives are outlined, complete with the first of two appearances within the policy of links to the American Library Associations (ALA) guidelines for public access to information: the Library Bill of Rights, Freedom to Read statement, and Freedom to View statement. According to Evans and Saponaro (2012), Who has responsibility for, and occasionally, who has the final authority to implement selection decisions must be very clear (p. 73). In the PPLD policy, this responsibility is simply & elegantly stated. It is clear that while patrons and staff are encouraged to make suggestions, selection is performed by trained professionals and

PIKES PEAK LIBRARY DISTRICT informed by the policy. Ultimate responsibility for the collection resides with the PPLD Board of Trustees. General criteria for the selection of new materials, acceptance of gift materials, and exclusion of unwanted items are listed, along with rudimentary descriptions of the reasoning behind the criteria. A brief description of the relationship between the branches of PPLD and the floating collection that is shared among them is included; with a note that items not available from within the library collection may be borrowed via Interlibrary Loan. Sections entitled Gifts and Memorials and Collection Maintenance spell out clearly the criteria for accepting, rejecting, and reviewing materials for retention or withdrawal, maintaining PPLDs right to make all final decisions for the collection. The process for what is done with deselected materials is made explicit. Also, it is made clear that materials in the collection are not removed for sale. Finally, the section on intellectual freedom and requests for reconsideration reiterates PPLDs philosophy and repeats links to the ALAs guidelines for public access to information: the Library Bill of Rights, Freedom to Read statement, and Freedom to View statement. It includes a prominent link to the PPLD Challenged Materials Policy, which is A formal process [that] has been developed to assure that complaints and requests for reconsideration are handled in an attentive and consistent manner (p. 3). A note on periodic re-evaluation and revision is included but left to loose interpretation, as no definite timeframe is given. Overall, the policy reads appropriately for a public library, as though it were written primarily as a public interface, with guidelines for selection included for reference.

PIKES PEAK LIBRARY DISTRICT Characteristics Not Included in the PPLD Collection Development Policy

Some possible elements for a public library collection development policy are not present in the PPLD policy. Most notably, there is no information about the service community (demographics, etc.) and any special groups of interest to CM activities (Evans & Saponaro, 2012, p. 73). Likewise, no policy for patron needs assessment is included. Lack of a population description and means of assessing patron needs potentially leaves much in the policy to speculation and/or ambiguous interpretation. Budgeting and space limitations are mentioned but not elucidated. Also, no mention of a disaster plan is included in PPLDs policy.

VALUE OF THE POLICY TO THE INFORMATION COLLECTION

The great strength of PPLDs Collection Development Policy lies in its explicit listings of scope, selection criteria, and collection maintenance procedures and its repeated reference to the guiding principles of the ALAs statements on intellectual freedom in PPLDs collection philosophy. The policy is clearly an ideal tool for resolving conflict with the public. It has likely been shaped by prior experiences and developed over time. By listing specific criteria for scope, selection, and maintenance, the policy provides an objective standard by which materials can be chosen and judged against. This objectivity is of great value to the information collection. It prevents bias and ensures equilibrium of quality across time and through the depth and breadth of the collection. It also serves as an objective point of reference when challenges to particular items arise. These strengths are especially useful to PPLD, as it is a public library district.

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CHALLENGES TO IMPLEMENTATION

As mentioned above, the lack of definition of the library districts population of patrons and means of assessing patron needs is problematic. Colorado Springs is a diverse community that consists of multiple sub-groups that often conflict in needs, interests, and value systems. The first criterion for selection listed on the policy declares that collection material should be Relevant to community needs and interests (p. 1). Since the community is undefined and methods for determining community interests are undetermined, this is left open to interpretation and can potentially cause inconsistencies in the collection. Furthermore, small groups within the patron community could potentially challenge the presence of materials that are valuable to rival groups in the collection by declaring that they are irrelevant to the community, and using data from only their own sect as evidence of irrelevance. Another point where this lack of community definition is in the collection maintenance area, where Relevance to community needs (p. 3) is the first criterion listed. If a staff member who is weeding the collection is unsure of the real-life characteristics of the entire patron community and/or what disparate elements of the community actually need, how can he or she possibly make a deselection determination based on relevance to community needs?

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Library collection development policies serve a number of functions, and the policies of public libraries in particular emphasize mediating conflicts and offering an objective standard for collection management that can be used in relations with the public. The PPLD Collection Development Policy touches on most elements of a strong policy; in particular it clearly outlines selection and collection maintenance criteria. But it lacks a clear definition of its patron community base and a stated means of assessing patron needs. It is recommended that the PPLD Collection Policy be revised to include an explicit definition of the community and sub-groups which it serves and a true policy on collecting needs assessment data.

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REFERENCES

Evans, G. E., & Saponaro, M. Z. (2012). Collection management basics (6th ed.). Santa Barbara, CA: Libraries Unlimited. Pikes Peak Library District (2008). Collection development policy. Retrieved from http://www.ppld.org/collection-development-policy

PIKES PEAK LIBRARY DISTRICT APPENDIX A: FULL TEXT OF THE COLLECTION DEVELOPMENT POLICY OF THE PIKES PEAK LIBRARY DISTRICT

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Collection Development Policy

Collection Descriptions Introduction This policy guides the development and continuous evaluation of the collection to reflect Pikes Peak Library District's mission (PPLD). PPLD's mission is to inform, empower, inspire, and entertain through services and resources that respect individuals and ideas, foster discovery, and build community. PPLD provides library materials in a variety of formats that:

inform the public of timely issues and timeless ideas empower citizens to explore diverse opinions and conduct research on topics of interest inspire people to learn, create and discover entertain all ages seeking recreation and leisure

Philosophy and Objectives PPLDs service commitment is to the people within its service area including people of every age, education, background, personal philosophy, religious belief, occupation, economic level, ethnic origin and human condition. PPLD has adopted the American Library Associations guidelines for public access to information:

Library Bill Of Rights Freedom To Read Freedom To View

The collection contains information on a variety of subjects and views and is organized to provide free access to patrons within the limitations of space and budget. A complete collection of all that is published is not a feasible goal, but PPLD seeks to include the best, most useful and most popular materials. PPLD makes efficient use of financial resources, works closely with other area libraries, and provides appropriate formats.

PIKES PEAK LIBRARY DISTRICT Responsibility Ultimate responsibility for the collection rests with the Board of Trustees. The Trustees delegate the selection authority to PPLD's Executive Director. The Executive Director, in turn, delegates selection responsibility to the Collection Management staff. The staff use this policy and their training and expertise in selecting library materials. Patrons and staff are encouraged to recommend titles for consideration. General Selection Criteria PPLD seeks to develop an outstanding collection for a large and diverse population, within the constraints of budget allocations and shelf space. PPLD strives to provide materials reflecting a variety of perspectives. Not all criteria must be met and no one criterion will be decisive. Additional criteria may be used to select materials for specific collections. Materials purchased for the collection are not an endorsement by PPLD of either the content or viewpoint presented in them. The following general criteria are used to evaluate potential purchases and gift materials:

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Relevant to community needs and interests Attention of critics, reviewers and the public Reputation /qualifications of author, artist, publisher or producer without regard to political, religious, or other affiliations Artistic merit, literary value, or recognized award recipient Local or national significance Permanence or timeliness Quality of presentation in relation to content and audience Suitability of physical format for library shelving and circulation including binding, paper quality, readability of type, packaging, specialized equipment needs and technical quality for electronic media Evaluation of titles in relation to current holdings and patron demand Cost in relation to value to the collection Availability of information within region or electronically Legal or licensing issues

Excluded from selection:

Textbooks and curriculum-related works unless they are considered useful to the general reader as an introduction to a subject and their presentation is superior to other sources Scholarly and technical materials that are carried by academic or special libraries Items having removable media such as memorabilia, patterns, stickers, or toys unless the book is usable without these items Puzzle or workbooks that encourage filling in blanks Materials that are publicized solely through infomercials or personal websites and authoritative and evaluative information about them is lacking

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Self published/subsidy published materials unless they are reviewed in established publications. Exceptions are made for materials whose content is within the scope of the Special Collections area and meet its criteria

Floating Collection Penrose and East Libraries serve as a resource for the entire district. As our main libraries they offer a strong reference collection that supports an extensive and in-depth reference service. They have large circulating collections and also house most of the specialized collections. The libraries and mobile libraries serve specific communities in the district. Space limits the library collection to materials of high interest to its patrons; however, all patrons have access to circulating materials through the floating collection and the reservation system. PPLD materials are shared throughout the district, with no permanent assigned location and are usually shelved at the location where they are returned. The floating collection provides a variety of recently returned materials at each location. Materials not found in the collection may be available through Interlibrary Loan. Gifts and Memorials The criteria for materials selection also apply in the acceptance of gifts and donations of books and other materials. Once a gift is accepted by PPLD, it becomes the property of PPLD unconditionally. Gift materials not added to the collection may be sold by the Friends of the Library at their bookstore or book sales. Gift magazines and subscriptions may be accepted by PPLD subject to the same selection and retention policies as regular subscriptions. PPLD will provide the donor a letter of acknowledgment upon request, however, PPLD is not permitted to place a value on donations. Please see PPLD's Gifts and Donations Policy for more information. A memorial is created when money or material is donated to add books or other materials to the collection, usually in memory or honor of an individual or group. PPLD welcomes suggestions for purchases, but reserves the right to the final decision regarding all materials. A memorial may be placed in the library collection for reference or circulating use. PPLD will insert a memorial book plate for memorial items. Please see PPLD's Memorials Policy for more information. Collection Maintenance The number of copies of a title that are purchased varies with the expected popularity of that title. Demand for individual titles is monitored and additional copies are purchased to meet that demand. The collection receives ongoing review in order to maintain its relevancy and physical condition. Staff uses the following criteria in choosing materials for retention or withdrawal:

Relevance to community needs Information: accurate, timely, up-to-date Number of copies in the collection

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Circulation statistics Condition: worn, missing or stained pages, water damaged, mildewed, or defaced

Materials withdrawn from the collection are given to the Friends of the Library or a vendor for sale. Materials that are damaged or otherwise unsuitable for sale will be recycled or discarded. PPLD does not remove materials from its collection for the purpose of selling them. Intellectual Freedom and Requests for Reconsideration PPLD believes in freedom of information for all and does not practice censorship. This principle applies to all formats included in PPLDs collection. Many materials are controversial and any given item may offend some person. Selections are not made on the basis of anticipated approval or disapproval, but on the merits of the material and collection needs. Exclusion of materials may occur due to cost, accessibility, limited demand or lack of documentation, but never solely because of frank expression, coarse language, viewpoint or mature content. PPLD holds choice of materials to be a purely individual matter. While anyone is personally free to reject books and other materials, he/she may not restrict the free choice of others. Parents or legal guardians are responsible for monitoring materials used by their own children. Library selection decisions are not influenced by the possibility that materials may be accessible to minors. Materials are not labeled to show approval or disapproval or to indicate certain philosophies. Access to items is not restricted except for protection from damage or theft. A formal process has been developed to assure that complaints and requests for reconsideration are handled in an attentive and consistent manner. PPLD will carefully reevaluate an item when a Request for Reconsideration form is submitted.

Challenged Materials Policy

PPLD is guided by:

Library Bill Of Rights Freedom To Read Freedom To View

This collection development policy will periodically be evaluated and revised as times and circumstances require. Approved by the Board of Trustees: November 25, 2008