The purpose of a written Collection Management Policy is to guide the library staff in the selection of library materials and to inform the Library Board and the general public of the principles upon which selections are made.

The Hardin County Public Library is a public library serving the citizens of Hardin County, Kentucky with a variety of books and materials through traditional local library and bookmobile services.  Additionally, citizens will have access to national resources through the Kentucky Library Network and other advanced communications systems.

Among its functional role in support of this mission, the Library Board recognizes that no library can “be everything to everybody.” Therefore, in the long-range plan adopted in January 1998, it has chosen the following primary and secondary roles that will directly affect the Collection Management Policy:

            Library Role #1:  The Hardin County Public Library will act as a popular
            materials center that is responsive to the leisure and recreational reading
            interests of the citizens of Hardin County.

            Library Role #2:  The Hardin County Public Library will act as a formal
            education support center which promotes the advancement of learning.

            Secondary Role:  The Hardin County Public Library will be to act as a
            pre-schoolers’ door to learning and will introduce children to literature and
            literacy in a positive, welcoming manner.

The library subscribes to the principles of intellectual freedom as set forth in the United States Constitution, the Library Bill of Rights,  Freedom to Read statement, and Freedom to View.

1. The Community

The Hardin County Public Library serves Hardin County residents of all ages, including those persons living on the Ft. Knox Military Post.  Additionally, the Library Board has signed reciprocal borrowing agreements with neighboring county library systems and will extend borrowing privileges to those residents who are in good standing with their local library.

2. Relationships With Other Agencies


1. Interlibrary Loan

The library cannot purchase every item of value or all materials
which may be requested, but will extend its resources through cooperation with other libraries and networks.  Should it be determined that the Hardin County Public Library not own a requested item, library staff will suggest the requested material be borrowed through the Kentucky Library Network – a consortium of public, academic, special, and school libraries across the Commonwealth.

2. Schools

The Hardin County Public Library will support the public, parochial, and private schools by purchasing materials that support their curricula in a general manner.  Textbooks for specific classes or courses will not be purchased.  The library does not acquire curriculum-oriented non-print media.

The library will purchase materials on reading lists if these materials are of use and/or interest to the community in general and if the materials have received favorable reviews in standard library review sources.

1.  
Authority for selection of materials is delegated by the Library Board to the Library Director and the Director’s designated staff.  Library staff shall use review media, standard lists of recommended titles, and information provided by publishers to make suggestions for the purchase of materials.  Recommendations by customers shall be taken into consideration, providing suitable reviews can be found to substantiate the purchase.

Review sources used for the consideration of purchase shall include Library Journal, Booklist, Booklinks, Public Library Catalog, Fiction Catalog, New York Times Book Review, Publishers Weekly, and others.
This process will enable the library to strengthen the collection by selecting materials of quality, as well as those in high demand.  General criteria for selection are listed below.

2.  
The selection of materials is characterized by flexibility, open-mindedness, and responsiveness to the changing needs of the citizens of Hardin County.  Materials are evaluated as complete works and not on the basis of a particular passage or passages.

A work will not be excluded from the library’s collection solely because it represents a particular aspect of life, because of frankness of expression, or because it is controversial.

All acquisitions, whether purchased or donated, are evaluated by the following standards.  Clearly, however, an item need not meet all of the criteria to be acceptable, nor will any single criterion be decisive.

Neither the order of the general criteria not the order of items in a list of specific criteria indicates relative importance.

3.  
The following general criteria are used:
1. Present and potential relevance to community needs
2. Suitability of subject, style and reading level for the intended audience
3. Importance as a document of the times
4. Appropriateness and effectiveness of medium to content
5. Reputation and/or significance of author, publisher, or producer
6. Positive review in one or more appropriate professional journals
7. Positive critics’ and staff members’ reviews
8. Relationships to existing materials in the collection
9. Within limits of materials budget
10. Not available, or within limited accessibility, from interlibrary loan
11. Insufficient materials available on the same subject
12. Author or illustrator is a Kentuckian
13. Format is appropriate to Library use and is not easily damaged
14. Enhances a specific collection within the Library
15. Author or producer is already represented in the collection
16. Literary and artistic merit
17. Accuracy of content
18. Popularity with library customers
    
    
    

In addition to the general criteria listed in Section V.C., each of the Library’s collections also employs its particular criteria to select appropriate materials.

1. Adult Materials
1. Best Sellers:
Customer suggestions for purchase of titles on the New York Times Bestsellers list, the Courier-Journal, or other recognized bestseller lists are given consideration using general selection criteria.
2. Fiction and Non-Fiction:
The library staff makes suggestions for fiction and non-fiction materials in all categories using standard review sources, bibliographies, and customer recommendations.
3. Audio-visuals:
The library staff makes suggestions for all audio-visual categories based on standard review sources and customer recommendations.
4. Periodicals:
The library staff reviews the list of periodicals annually. Purchase preference is given to titles included in periodical indexes owned by the library. Subscription orders are placed in the summer to begin the following calendar year.
5. Reference Books:
The library staff will make recommendations for the purchase of reference books on an ongoing basis.  The list of books on standing order will be reviewed annually.  Lists of outstanding reference books from standard review sources will be considered.


2. Children’s Material
   
The selection of children’s material will be by review from standard review journals in the field and by publisher’s release materials.  Quality is a major consideration, but other factors such as readability, accuracy, cost, format, popularity; existing holdings and budget restrictions are taken into consideration.  Although fiction is the primary focus, curriculum support non-fiction will be purchased.  Materials will be purchase in both book and non-book format.



3. Special Services for the Homebound/Disabled
   
This collection will provide special materials in formats, both print and non-print, specifically designed to meet special user populations.  Selections for this collection will be based on reviews, cost, format, existing holdings, and budget restrictions.



4. Special Considerations
1. Access:
All materials will be kept on open shelves,freely and easily accessible to the public.  Children are not limited to the children’s room.  Responsibility for a child’s reading or viewing rests with the parent or guardian.
2. Classic Materials:
Without regard to current popularity, the library will maintain and continue the development of its collection of classic or important novels, stories, plays and poetry and other works of important authors of all periods.  American, British, and other English-language authors will be emphasized, but other regions of the world will be represented.  Sources used to develop this collection will include, but not be limited to:  prize winning authors,(such as the Nobel Prize for literature), lists of prize winning books (such as the Pulitzer Prize, the National Book Award, or the Booker Prize), and other lists of recommended reading on various subjects.
3. Donations/Memorials:
Donations and memorials will be judged and accepted or rejected by the same criteria as other library materials.  The Library will not accept as donations or memorials any items that have restrictions that will necessitate special housing, prevent integration of the gift into the collection, or has conditions violating equal access.  The Library will only accept as a gift(s) items for which it has final disposition of the item(s).  Library staff will not assess the value of donated materials and will not provide a statement for tax-exemption purposes.  However, upon request, the library will provide a statement listing general types and quantities of items donated.
4. Last Copy:
the Library will store the next -to- last copy of works by popular, well-circulating authors.
5. Local Authors:
the Library will purchase local authors who are published by major presses.  Privately printed works will be accepted as gifts and included in the collection should they be found to meet the principles outlined in this policy.
6. Local History:
The Library will acquire one copy for reference use printed items concerning the history of Hardin County.  If an item appears to be of general interest, circulating copies may be purchased.  The library will not actively acquire genealogies, however, will accept donations of such materials.  The Library will not collect manuscripts, paintings, or other museum objects. Individuals wishing to research individual family histories shall be referred to the Brown-Pusey House library and the Kentucky Department for Libraries and Archives.
7. Multiple copies:
The Library will purchase multiple copies of popular works to satisfy reserve requests.  This practice will occur in the case of frequently asked for standard titles, as well as new titles and titles appearing on the New York Times Bestsellers List.  The library will purchase one copy for every five reserve requests.
8. Out-of-Print:
The library will not make an effort to purchase out-of-print titles. Instead, the customer will be directed to use interlibrary loan to satisfy his/her request.
9. Reading/Interest Level:
The Library will attempt to maintain a variety of reading level difficulties in each subject area.
10. Requests for Purchase:
Customer recommendations are given serious consideration and are judged using the usual selection criteria. The Library does not usually purchase items retrospectively on demand unless there is no coverage in that particular area.  Customers are recommended to use interlibrary loan for obtaining materials not available in the general collection.

1. Adult
1. Fiction

General:  Works of fiction will be purchased if they meet the following:  positive reviews in standard library review sources, the author is popular with library customers, or is requested by library customers.  If the reviews are negative and the item is of little interest, interlibrary loan shall be suggested.  The general fiction collection includes representative novels of the past and present that are notable for literary quality, cultural value, or popularity of the author.

Mysteries:  Mystery titles are selected using the same criteria as general fiction.  They are labeled and shelved separately.

Science Fiction and Fantasy:  Science Fiction and Fantasy titles are selected using the same criteria as general fiction.  They are labeled and shelved separately.

Romance:  Romance titles are selected using the same criteria as general fiction.  They are labeled and shelved separately.

Westerns:  Westerns are selected using the same criteria as general fiction.  They are labeled and shelved separately.

Genre Fiction:  Books of intrigue and other works of genre fiction not specified above are selected using the same criteria as general fiction and are shelved with the general fiction collection.

Short Stories:  Collections of short stories by one author are selected by the same criteria as general fiction and are shelved in the fiction area under the author’s name and by genre type.  General collections of short stories by more than one author are shelved in the 800’s as literature.

Paperback collection:  Paperback books purchased through the selection process and are identified as trade paperbacks (i.e. most works classified as inspirational fiction) are given full MARC cataloging and are shelved in the appropriate area of the fiction collection.  Mass-market paperback books purchased through the selection process are cataloged using a brief MARC record and are shelved with the paperback books.  Library staff to ascertain their condition and interest level before any processing is completed, first checks donations of paperback books.   The paperback collection is weeded frequently to keep the collection in good repair, the selection current, and to keep the size manageable.
           

2. Non-fiction

Agriculture:  Gardening, farming, raising small animals and horses, and domestic pets continue to be of interest to library customers.  We will continue to develop these areas.

Arts:  Major emphasis in this area will be in interior design, decorative and applied arts, craft techniques, and antiques and collectibles.  When funds permit, there will be retrospective purchasing to fill in weak areas of art history, theatre, photography, and other fine arts topics.

Biography:  The library will purchase well-reviewed biographies and autobiographies of people about whom there is public interest or whose contributions to a field has historical or literary importance.  Collections of letters or diaries shall not be acquired, unless the collection deals with a famous Kentuckian.

Economics/Business:  Materials will be acquired as follows:  small business, general books on management and office skills, taxes, the stock market and investments, accounting, and personal finance.

Education:  Emphasis in this area shall be on high school equivalency, educational test proficiency, early childhood education, and college and career selection.

Engineering/Technology:  The emphasis will be on basic handbooks on subjects of general interest such as automobile mechanics, electrical wiring, woodworking, building construction, and home renovation.

Generalities:  We will continue to purchase encyclopedias for the Reference Collection.  In areas of computers and data processing, materials will be purchased that are of primary interest to the home computing enthusiast and small businesses.

History:  Up-to-date background information and statistics on countries of the world will be acquired for the Reference Collection.  The library will collect basic historical information for all areas around the world with emphasis on histories of the United States and Europe.  Current events will determine the need to collect items from other regions of the world.  Items relating to Kentucky and Hardin County shall be purchased, as they become available.

Home Economics:  Well-reviewed new cookbooks as well as those with regional or international interest will be collected.  Books on various types of cookery, diet, nutrition, and food allergies will be purchased based on local interest.  Sewing, quilting, and general handcrafts will be updated

Language and Literature/English:  A reference collection of comprehensive dictionaries and encyclopedias on English language and literature will be maintained.  The library will collect shorter more readable books for the circulating collection.  Emphasis will be on collecting items that will be of use to students.  The library will collect current anthologies of plays, poetry, and short stories.

Language and Literature/Foreign:  Comprehensive dictionaries of major languages will be maintained in the collection.  Books written in foreign languages will not be acquired.

Medicine:  Books in this section will be selected with the layperson in mind.  Primary selections will be in the areas of  preventive medicine, surgery, health, hygiene, medical tests, pharmacology, and specific diseases.  Clinical texts and case histories are not provided.  The library recognizes its responsibility to provide accurate, authoritative, and well-reviewed material on the subjects of sex education, diseases, and substance abuse.

Music:  This area will include biographies of composers and performers, history of music, and songbooks.

Philosophy and Religion:  The library will maintain a collection of works on the basic history, beliefs, and practices of Christianity, Judaism, and other major religions, as well as other denominations or sects of interest to the local user.  The area of philosophy will be represented by materials on the major schools of thought and books written by major figures in the field.  Inspirational writings will be added.

Politics and Government:  Emphasis will be on United States politics and government.  The library will only collect well-reviewed materials representing differing viewpoints about local, state, and national events.  Books on legal topics will be selected with the layperson in mind.

Psychology:  Materials purchased for this area will represent general psychology, self-help materials, and child development topics.

Recreation and Sports:  A current collection will be maintained that represents a variety of sports and games, including:  baseball, basketball, football, soccer, golf, tennis, and coaching.  Well-reviewed biographies of popular athletes will be included.

Science:  The science collection needs to be updated.  Books in the general areas of mathematics, biology, botany, zoology, astronomy, geology, and other areas of interest to the layperson will be purchased.

Sociology/Anthropology:  Our collection will emphasize current social problems and trends as well as including traditional and ceremonial activities such as weddings and holiday/religious celebrations.

Travel:  The library will maintain an up-to-date travel collection with emphasis on travel guides with current copyright dates.  Comprehensive guides for the United States and foreign countries that are major travel destinations will be bought.

2. Children

Picture Books/Easy Readers:  New picture books and easy readers will be purchased on a regular basis.  These books will be kept in an area separate from the remainder of the juvenile collection.  Multiple copies of Caldedott Award winners will be purchased and housed in a separate area.  No school texts will be purchased.

General Fiction:  This area will contain general fiction suitable for students from third to eighth grade.  These will include classics as well as popular titles.  Multiple copies of Newbery Award winners will be purchased and kept in a separate area.

Non-Fiction:  Juvenile non-fiction items will be purchased using the same criteria as adult non-fiction times.

Maintenance of the collection includes discarding, replacement, rebinding and repair of materials.

Inventory:  The Hardin County Public Library was last inventoried in 1989.  An inventory of the collection should take place every ten years.

Repair and Rebinding:  If useful materials are damaged the following procedures will be used:  light damage will be repaired in-house.  If more serious damage occurs, the item will be sent to a bindery, if funds are available.

Replacements:  Items withdrawn due to loss or damage are not necessarily replaced.  Popular or classic titles in condition too poor for circulation will be replaced whenever possible.

Withdrawals: It is generally recommended that annual withdrawals should average 5% of the total collection so that the library can maintain an up-to-date and inviting collection.  Should materials become out-dated, worn out, or no longer circulate, they shall be withdrawn from the collection.  They will be offered for sale in the library’s booksale.  Some withdrawn items, such as tax guides, may contain dangerously out-of-date information. Those items shall be destroyed.

The process of collection development requires that staff is aware of the needs of the community and that it identifies and maintains the strengths of the collection while at the same time corrects its weaknesses.  This is done by careful analysis of circulation statistics, interlibrary loan requests, and reserve requests.

No challenged materials that have been duly selected using the above criterion shall be removed from the library’s collection except upon the recommendation of the Library Director or upon formal action of the Hardin County Public Library Board of Trustees when the recommendation of the Library Director has been appealed.

Procedure:

A patron challenging any part of the collection should first be offered a copy of the Collection Management Policy to read.

If the material is still questioned, a copy of the form “Statement of Concern About Library Resources” should be filled out in its entirety by the customer.

The Library Director shall review the form and read/view the material in question.

If the customer is not satisfied, he/she should bring the matter to the attention of the Hardin County Public Library Board of Trustees in writing, not less than one week prior to the next Board meeting.

The Library Board will review the communication, the decision, and the issues raised and will respond to the customer when the review process is completed.       

Download the Statement of Concern About Library Resources.




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