Collection Development Policies 

Welcome back to our blog series helping libraries strengthen and protect themselves. The last post talked about policy in general. This and the next several posts will be offering recommendations for specific policies that, if you haven’t updated them within the last 2 years, you should be prioritizing their review. 

What makes a strong collection development policy?

The first policy that any library should make sure is strong, recent, and clear is their collection development policy. This policy explains to any interested member of the public the reasoning behind why your library chooses the items that go into your collection. It provides the guideposts by which library staff makes their decisions about what goes into a library collection. It is critical in helping the public understand that books don’t appear on the shelves by magic; they are not chosen blindly or at random and the amount of work and professional input that goes into managing a library’s collection is substantial. A strong collection development policy focuses on key distinctions that make libraries and librarians uniquely qualified to make materials choices:  

  • Professional training – make sure your policy clarifies that those making your collection development decisions are trained professionals. A Librarian with an MLIS will have had collection development training as part of their professional degree. If you have paraprofessionals making collection decisions, make sure they have received training so they understand the basic principles of collection development and understand prioritizing the needs of the community over personal preferences.  
A computer monitor displays library course content on a desk in a stock image, promoting collection development. The monitor shows "Basic Library Techniques: Collection Development and Management Part 1."

The Massachusetts Library System has just deployed a Collection Management course as part of their Basic Library Techniques learning modules. It provides solid understanding of what goes into collection development and management. Should this not fit your needs, there are several additional online options to make sure your staff are up to date on their skills. Feel free to reach out for some additional suggestions.

  • Professional review sources – Booklist, Library Journal, School Library Journal, are all professionally vetted review sources that librarians have relied upon and trusted for years. Collection decisions based on reviews by these professional journals (and select others, including but not limited to Horn Book, Publisher’s Weekly, etc.) are the primary means by which to make informed decision. Specify that you do NOT make collection decisions based on resources that are not widely professionally accepted.
     For example: Common Sense Media is not a collection development tool, though it and other similar resources may be helpful readers' advisory tools to help patrons find material that are relevant to them. This recognizes that, while librarians do not have the time to personally read every book that goes in the collection, they are making those choices in good faith based on industry and professional standards. 
  • Weeding as part of professional collection duties – Weeding is a natural part of the collection cycle, but unexpected, large weeding projects can erode public trust. Community members are not library professionals and often don’t understand that weeding is not only a normal part of library operations, but an essential one to keep collections relevant, updated and circulating. Be clear about your criteria for weeding and emphasize that it is part of your staff’s expertise as collection managers and well within the scope of professional duties to determine whether or not a book warrants a place in the library’s collection. Having a part of your collection development policy dedicated to CREW/MUSTIE guidelines reminds your staff and your patrons that weeding is not an arbitrary process. Give an approximate timeline of how often or under what circumstances your staff will evaluate what’s in their collections.  
  • Professional determinations of sections – It is generally worthwhile to include the sections you have in your library (adult, children, teen, media, library of things, audiobooks, large print, etc.). It will also be worthwhile to note in writing that the sections are not limited to any particular age group and are arranged to help make library materials as easy to find as possible. The responsibility of material relevance lies with the individual, or with a caregiver for their own child(ren). The section in which an item resides is not designed to determine the audience for that item. If your library makes use of stickers to highlight genres or for other wayfinding purposes, you may want to mention this as well, noting that the sticker is a tool to help match relevant material with its reader and is not a restrictive guideline.  
  • Professional determinations of relevance – The professional review sources like those mentioned above give approximate age ranges that the materials are intended for. It is up to the professional librarians to determine relevance from there; relevance for the collection, relevance for the community and relevance for individuals who may be interested in the topic. Your collection development policy is a great opportunity to remind people of your training which makes these types of relevance determinations as a matter of course. You would likely not give Erik Larson’s Dead Wake to a 3rd grader doing a poster presentation on the Lusitania. You may, however, give an adult a fiction book whose audience is primarily teens because the book has all of the tropes, action, and/or themes that reader enjoys. You may also give a teen a picture book for a project because it has images that are captivating, rare, or may describe concepts in a way that can help describe a topic to other people, regardless of the teen’s mastery of the topic. The possibilities are endless, so I don’t recommend trying to get specific in your policy. It may be worth your while, however, to describe how books end up in certain sections to help patrons find materials and note that those sections may be browsed by anyone who finds the topic relevant.  
  • Inclusivity as a professional standard – Most collection development policies state that they strive to be representative of all people in their community. The broadness of this statement can feel all-encompassing or inclusive, but in reality, is vague enough to be difficult to define. Consider defining the communities, identities and groups you want to ensure are represented in your library. * This list does not have to be exhaustive; “including but not limited to” can be a powerful phrase. Specifically naming communities you know are marginalized or underrepresented demonstrates your commitment to ensuring representation in your collections and makes purposefully excluding those named communities against library policy. Highlighting and strengthening your commitment to vulnerable communities has an additional benefit of being solid ground for display themes. When you outline these specifics, know that you will be backed up by State Law Chapter 78, Section 33 which states that public library staff develop collections that reflect the breadth of human experience, which is both diverse and interconnected. There are several Massachusetts organizations which agree upon this principle

Community Input

Your library’s collection should reflect perspectives that you find in your community, perspectives that may broaden your community’s horizons, and be able to anticipate their needs. Consider having a method for community members to communicate to you items they would like to see in your collection outlined in your policy. It is an opportunity to find out what your community may be interested in. You are under no obligation to put every item that someone from the community suggests into the collection. Suggestions must still follow your collection development policy. Outlining those expectations directly in your policy allows your community members to voice their opinions while simultaneously setting boundaries that trained library professionals are the ones who make the final decisions on what the library puts on its shelves.  

Some additional questions to consider when thinking about community input include:  

  • What qualifies as a community member – A resident? A library card holder? Will you have a community member identify themselves as such?  
  • How will you address local authors in your policy?  
  • How will you address unsolicited donations, particularly those where patrons may expect to see those donations on-shelf?  
  • What timeline will you give for a response (if any) to any community collection request?  

* A last note about collection development policies is that they should always have some type of request for reconsideration as part of its policy. This is a hugely important step in protecting intellectual freedom for all, and as such, deserves its own blog post. I’ll break down some considerations to keep the process of a challenge as straightforward as possible in the next installment. 

 

Protecting You, Your Staff and Your Patrons

Welcome to the first in a series of posts designed to help you fortify your library to protect you, your staff, and your patrons. A library is at its strongest when there are clear, unambiguous expectations for everyone to follow and one of the best ways to implement these expectations is through policy.   

Good policies reduce ambiguity and create stability for you, your staff, and your patrons. Solid, consistently applied policies build a foundation of trust and accountability which goes a long way to keep the library from undue scrutiny. When you are a consistent, trustworthy institution (as we know libraries are) you can dispel appearances of bias or arbitrariness, making one hurdle towards support and funding easier to clear.  

Make Sure Your Library’s Policies are Thorough

Policy should be a primary focus of Trustee Boards and Library Directors, who should work together to create the strongest policies possible. The Director will inform the Board with the boots-on-the-ground input about library operations. The Board will offer an outside perspective, different skill sets, and, occasionally expertise (depending on what a Board member does for their day job) and ideally, implement a schedule for reviewing and updating the policies. Make sure your policies have been updated within the last 2 years. If you have a lot of policies that need updating, work together to put a schedule together and consider prioritizing these:  

  • Collection Development *including a request for reconsideration (RfR) process* 
  • Patron Behavior/ Patron Rights and Responsibilities/ Library Use
  • Programming (including a RfR) 
  • Crisis Communication (with scripts)
  • Meeting Room Use 
  • Circulation 
  • Social Media 

Guidelines for Establishing Library Policies

When you are looking through your policies, here are a few general guidelines to keep in mind that can apply to all of them:  

Think in terms of what you can allow
Libraries exist to provide access. A list of restrictions will never be comprehensive enough to cover all possible infractions and only serves to keep your library from being a welcoming space. Setting up expectations and boundaries go a long way to creating a mutual understanding of not just what cannot be done in your library, but what can be done there as well. 

Use plain, clear language
Your policy binder should be a regularly consulted, guiding force in your library. Be as clear and concise as you can so that frontline staff can easily refer to and explain your library’s policies to anyone using your library in a way that everyone can understand.  

Take advantage of your resources
There’s no need to reinvent the wheel. Many a solid policy has been made by taking the most relevant and useful pieces of policies from other libraries and putting them to use in your library. The Massachusetts Library System (MLS) has an extensive collection of library policies for you to use as a starting point. Take a look at other libraries in the state with similar populations, sizes or town governance for ideas as well. Never hesitate to reach out to the MBLC for assistance!   

Consistency is key
Exceptional customer service is a hallmark of standard library operations here in Massachusetts; staff get to know patrons and are able to tailor services accordingly. This should always be our priority, but we need to make sure that our policies are being applied consistently. Your newcomers or occasional users should have no less consideration than your frequent flyers. This is one consideration that can protect you and your staff the most. If you can’t apply your policy to every single person who walks through your doors, you need to revisit it. Otherwise, your policy won’t be able to withstand scrutiny and you, and your staff will lose the credibility and protections your policy is there to provide.  

Think of your staff
Will your staff be able to enforce all of the policies you’re updating? Do your boots-on-the-ground people feel the policies are reasonable? A bit of feedback, especially for policies that are new or heavily revised can go a long way to helping your staff be consistent when the polices are approved by the Board. 

Consider who you’re not reaching (yet)
Every library has groups of patrons that are underrepresented in the library’s services. If you are weaving in concepts of inclusion; taking into account different cultures, abilities and perspectives; working to ensure that all community types are welcome in your library directly into every policy, then your policies will be more accessible to everyone who comes through your doors. The more accessible they are, the easier they will be to understand, enforce and apply consistently. 

Have your drafted policies reviewed by an attorney
Most cities and towns have a solicitor they use for advice. Given that most MA libraries are town departments, you should avail yourself of their services for advice on your policies. An attorney comes with a knowledge of recent case law and what is enforceable. Your municipality should appreciate your efforts. Any initial investment in reviewing your policies will provide long-term protection and cost-savings for your municipality overall.  

Train Staff and Review Policies Regularly

As much as we would love it to be the case, policy is never a one-and-done situation. Make sure you’re devoting time to remind and train everyone on your staff throughout the year. Make sure there is a digital copy of the policy binder that all staff can access, give your policies dedicated space on your library’s website, and make sure there is at least one full, printed copy of the policy binder at every service point. (Bonus points if you have printed out extra copies of policies that may frequently come up, so your staff is ready to give a copy to patrons.)  

If a policy no longer works for you, you have the right to change it. You do not have to wait until the policy is up for its next review to make tweaks. If you or your staff are finding a policy difficult to follow or enforce, or if you are finding that a policy cannot be applied equitably for all library users, work in changes that make more sense and get the changes on your next Board agenda.  

Most people did not get their MLIS in hopes that they would be able to craft sound library policy one day. However, getting your policies in order will help you and your staff do the other important work of librarianship more confidently and with less stress. Please don’t hesitate to reach out to the MBLC for assistance on policy considerations or helping Boards of Trustees get up to speed with needed policy changes. 

Survey Results: Library Services for Justice-Impacted Individuals

To better understand library services to incarcerated and formerly incarcerated individuals, Ally Dowds, Consultant to Special Populations at the Massachusetts Board of Library Commissioners, recently conducted a survey of public, school, academic, and special libraries. Of the 48 respondents, 9 currently provide outreach services to incarcerated individuals and 4 support reentry efforts in their communities. “The results confirm that libraries want to do more to provide services, but they need support, staffing and funding to do so,” said Ms. Dowds. Many libraries stated that they simply “don’t know where to begin.” Libraries also reported needing better connection to community partners and access to continuing education to prepare staff. The survey is the first step in the MBLC’s ongoing efforts to support libraries as they provide services to incarcerated people and reentry services or support for returning citizens at libraries.

Overview

General:
• 48 Respondents
• 40 Public Libraries

Outreach:
• 9 currently provide outreach to incarcerated individuals
• Blend of book donations, legal support and comprehensive services

Outreach Needs:
• Continuing Education and Staffing were primary needs of those currently providing outreach services
• New outreach – 29 responded “Where do I begin?”; 25 needed connection to a partnership. Continuing education also a big factor

Reentry:
• 4 libraries currently provide reentry services or support returning citizens at the library
• 37 libraries reported they do not

Reentry Needs:
• 24 reported needing more information
• 26 reported “Where do I begin?”
• 23 reported needing access to community partners
• Continuing education, community partnerships were top responses

Survey Responses

Survey question "Please select your type of library" with responses 40 public, 1 school, 1 academic, 6 special. The special libraries are all law libraries.
Survey question "Does your library currently provide outreach services to a local jail, prison, or youth detention center?" with responses 9 yes, 38 no, and 1 other

Type of outreach reported 

  • Book donations and access to book sale items 
  • Institutional library card for staff to reserve and check out items to bring back to facility 
  • Outreach visits to facilities to give book talks, book groups, technology and art programming, and occasional author talks 
  • Greenfield Community College offers courses and library services at Franklin County House of Corrections 
  • Legal reference question support 

    *”Yes” respondents were (1) juvenile detention center, (5) county jails or House of Corrections, (3) state prisons. 
Survey question "If yes, does your library need additional support?" with responses 1 funding, 4 staffing, 6 continuing education, 2 other.
Survey question "If your library provides outreach services to incarcerated individuals, do you collect data (statistical or anecdotal) to show the impact or efficacy of your services?" with responses 4 yes, 8 no.
Survey question "Would your library be interested in partnering with a local jail, prison, or a youth detention center to provide supportive library services to individuals experiencing incarceration?" with responses 6 already do, 13 yes, 13 maybe, 16 need more information.
Survey question "If yes, or considering, outreach to incarcerated individuals, what does your library need?" with responses 18 continuing education, 25 partnership or connection to institution, 15 funding, 29 where do I begin?, 5 other.

“Other” response: 

  • More staff 
  • Method of delivery of materials to institution 
  • Loss prevention around materials 
  • Inactive library cards 
Survey question "Does your library currently provide services, resources or programs for returning citizens or reentry support?" with responses 4 yes, 37 no, 7 other.

Types of re-entry support: 

  • Re-entry fairs and Re-entry Center partnerships/drop-in services 
  • Legal support 
  • Internet access 
  • Digital literacy and tech support around social service applications (ie, Registry of Motor Vehicles, housing)
  • CORI-sealing workshops 
Survey question "If yes, does your library need additional support?" with responses 4 funding, 4 staffing, 8 continuing education, 8 community partners.
Survey question "If your library provides reentry services to returning citizens, do you collect data (statistical or anecdotal) to show the impact or efficacy of your services?" with responses 1 yes, 6 no.
Survey question "Would your library be interested in providing reentry support services to returning citizens?" with responses 2 already do, 16 yes, 6 maybe, 24 need more information.
Survey question "If yes, or considering, reentry support services at your library, what does your library need?" with responses 20 continuing education, 23 community partners, 16 funding, 26 where do I begin?, 4 other.
Survey question "Does your library have a librarian that could or does provide outreach in the community?" with responses 27 yes, 7 no, 11 would like to, 3 developing a new position.

If yes, who?

  • Admin (Director/Assistant Director): 5 
  • Adult Services: 5 
  • All departments: 5 
  • Outreach Librarian: 4 
  • Youth Services: 5 
  • Other: 3 

If no, reasons? 

  • Funding, funding, funding 
  • Time 
  • Staffing 
  • Development of new position  
  • Community/administrative support, funding, continuing education, blueprint for how to create position 
  • Need community input, interest and prioritization 
  • Justification and buy-in to bring library services beyond library walls  

Additional Comments: 

  • Barriers to library card signups such as ID requirements, lost materials, old charges, etc. 
  • Collaboration with initiatives such as the Prison Book Program or Prison Library Support Network 
  • Map or directory of youth detention centers, points of contact for carceral facilities  
  • Library programs/support to expunge records 
  • Continuing education on topics such as outreach partnerships (establishing, maintaining), library services to incarcerated individuals  
  • Library to library collaboration to share outreach responsibilities, alleviate burden on staffing and funding, etc.   

“I would like to see social work and other services available right here in the library…” 

“We would be interested in learning more…” 

“A huge barrier is finding prisons and jails with libraries [and] staff tasked to manage them.” 

“I…believe that helping people who are incarcerated is incredibly important and would like to see our library organization do more…” 

“… be a known ally [for incarcerated youth]…” 

“…extremely important work… I’m grateful for all libraries that are providing this for incarcerated individuals… potential to have life-changing outcomes…” 

“…[I]t’s important for libraries to provide more than just materials to incarcerated patrons…” 

Massachusetts Libraries Receive Prestigious Architectural Awards

The Woburn Public Library on a snowy night.
Woburn Public Library – Photo courtesy Andrea Bunker

By Lauren Stara, Library Building Specialist at the MBLC

Public library buildings are civic hubs and as such, they are often designed to serve as enduring symbols of public good. They are opportunities to demonstrate community values in the built environment. The Massachusetts Public Library Construction Program focuses on functionality and efficiency of library designs, but it’s a fact that inspiring and beautiful buildings are ones that people want to visit again and again.

For a library building, an architectural award is something to celebrate. This year, Massachusetts public libraries have received an unprecedented FIVE awards from the American Institute of Architects’ New England Chapter, and two of those buildings also received national recognition, receiving awards from the joint committee of the American Institute of Architects and the American Library Association.

2021 AIA/ALA Building Awards

  • Boston Public Library – Roxbury Branch / Utile, Inc Architecture and Planning
  • Cambridge Public Library – Valente Branch / William Rawn Associates Architects

2021 AIA New England Design Awards

  • Best of the Boston Society of Architects
    • Woburn Public Library / CBT Architects
  • Honor Awards
    • Woburn Public Library / CBT Architects
    • Boston Public Library – Roxbury Branch / Utile, Inc Architecture and Planning
  • Merit Awards
    • King Open Schools Complex, which includes the Cambridge Public Library – Valente Branch / William Rawn Associates Architects
    • Eastham Public Library / Oudens Ello Architecture
  • Citation
    • Norwell Public Library / Oudens Ello Architecture

All of these buildings received funding from the MBLC through the Massachusetts Public Library Construction Program, and we add our congratulations to all these libraries and their architects.

Keen Eye for Detail Sets Shrewsbury Apart

Shrewsbury’s revamped library held its grand opening on September 21. This renovation and expansion project made room for more computers, a new community meeting space, group meeting areas, and a courtyard adjoining the children’s room.

The new space configuration and furniture setup pays homage to the design details and charm of the historic 1903 building while also accommodating the needs of present-day patrons. Self-checkout machines, plentiful power outlets, and many options for seating – whether visitors want to read for hours, charge their devices, study, or just relax in front of the window for a moment – allow for customizable, user-centered experiences in the library.

Massachusetts Libraries (libraries.state.ma.us) Relaunches

Massachusetts Libraries (libraries.state.ma.us), the online portal for statewide library resources & services first launched in 2007, has been completely redesigned. We wanted to keep it simple and user-friendly while also offering personalized access to catalogs and collections.

screenshot of massachusetts libraries website homepage

Visitors are first prompted to find their local library by entering a zip code, town, or library name. The new site is then customized with access to their home network’s catalog and the Commonwealth Catalog, making it easy to search both locally and throughout the state. It also helps visitors find ebook collections and provides immediate access to online articles. And there’s a new A-Z title list of all research journals, magazines, and newspapers available through our statewide subscription.

In the Your Local Library section, visitors can find out about classes, events, and workshops – such as summer reading and early learning programs, high school equivalency exam prep, and English learning groups – at nearby libraries and literacy centers. The Digital Collections page highlights digital libraries and special online collections, great resources for teachers and students looking to explore history in Massachusetts and beyond.

We’ll be testing the site with users and consistently making adjustments throughout the coming months, so we welcome any and all feedback on the new site! Send your thoughts and comments to answers@mblc.state.ma.us.

Fall Library Conferences & Meetings in New England

Ah, autumn in New England – the return of students, crisp air, and an overabundance of pumpkin-flavored things. And… lots and lots of library and archives conferences and events!

Here’s just a handful of the upcoming options for professional development, networking, and skill-building around the area.

The New England Assessment in Action Symposium
presented by the Association of College and Research Libraries (ACRL)/New England Chapter & Massachusetts Library System (MLS)
Tuesday, September 13
Assumption College, Worcester, MA
“Assessment in Action: Academic Libraries and Student Success is an initiative to help academic librarians build skills in carrying out data-driven assessment projects. Join your New England colleagues who participated and learn how the academic library community might build on its success at the national and regional level.”


Special Library Association (SLA) New England Fall Conference: Building Skills, Creating Value
Friday, September 30
Southbridge Hotel and Conference Center
“Sessions from SLA members focusing on measuring value, working with stakeholders, and career transitions. Our keynote speaker for the conference is Tracy Z. Maleeff (@LibrarySherpa), the principal of Sherpa Intelligence, a research and social media consulting firm in the Philadelphia area.”


Society of American Archivists (SAA): Privacy and Confidentiality Issues in Digital Archives
Thursday, October 13
Hampton Inn Hadley-Amherst (MA)
“This course covers privacy and confidentiality legal issues specific to archives of digital material. You’ll examine the intersection of (and the tension between) privacy/confidentiality, free speech and freedom to research/write, and focus on how electronic records and the digital realm have altered the scene.”


New England Archivists (NEA) Fall 2016 Meeting: Bridging the Gaps
Friday, October 14
Yiddish Book Center, Amherst, MA
#NEAfall16
“NEA’s Fall 2016 Meeting will offer inspiring examples of how archivists, associated professionals, and record stakeholders are working to bridge gaps in collection development and accessibility of materials.”


New England Library Association (NELA) Annual Conference: Imagining Tomorrow
October 16-18
Doubletree by Hilton, Danvers, MA
#NELA2016


Massachusetts Library System 2016 Annual Meeting (“save the date” link)
November 7
College of the Holy Cross, Worcester, MA
Keynote speaker: John Palfrey, author of Bibliotech: Why Libraries Matter More Than Ever in the Age of Google
More details to come, but presentations include final projects from this year’s ProjectSET (Skills, Empowerment, Talent) participants and the MLS Strategic Plan for 2017-2019.