Madison Metropolitan School District School Library Media Center Collection Management: Selection, Surplus, Reconsideration, Copyright and Acceptable Use Policies and Guidelines
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Madison Metropolitan School District School Library Media Center Collection Management: Selection, Surplus, Reconsideration, Copyright and Acceptable Use Policies and Guidelines Draft August, 2013-14 
Acknowledgements Collection Development Policies of K-12 schools were referred to for guidance and are notated on the Sources page. Format and structure were an amalgamation of many of these sources. Nancy Kieraldo, Teacher Leader MMSD Library Media Services, was main author with direct input from Dylan Pauly, Legal Council for Madison Metropolitan School District and Selection Policy Committee school librarians Monica Millen, Laurie Bauer and Alexandra Phelps and the 2013-14 Library Leadership Team Jim Igielski, Michelle Reis, Sheryl Boser, Lydia Bertram, Jason Anderson and Laurie Bauer. Table of Contents Page Introduction, Vision and Mission Statements ........................................................................... 3 MMSD Library Selection Policy and Guidelines ....................................................................... 4 MMSD Surplus Policy and Guidelines..................................................................................... 13 MMSD Reconsideration Policy and Guidelines ..................................................................... 19 MMSD Copyright Policy ......................................................................................................... 20 Appendix ................................................................................................................................ 22 Sources ................................................................................................................................. 25 Introduction and Purpose The Madison Metropolitan School District policy states that school library media specialists are responsible for the review, evaluation and selection of the school library media collection. Library media collections are developed and maintained to meet both curricular and personal needs and includes current formats in print, electronic, audio and visual materials. To ensure that these needs are met, library media specialists apply selection/deselection criteria and use recommended selection and deselection tools to keep their collections current. These guidelines provide the criteria, processes and tools for library collection selection, weeding, surplus and inventory. This document also includes Board of Education Policy on Reconsideration of Materials. These Selection and Reconsideration Policies reflects the philosophy and goals of the school system and supports the principles of intellectual freedom described in Information Power: Guidelines for School Library Media Programs, the Library bill of Rights (ALA), Students’ Right to Read and Right to View (NCTE) and other position statements on intellectual freedom from the American Library Association and the American Association of School Librarians. These positions are located in the appendix section. Vision for Madison Metropolitan School District As stated in the July, 2013 MMSD Strategic Framework, the vision for MMSD is that “every school will be a thriving school that prepares every student to graduate from high school college, career and community ready”. MMSD Division of Library Media Services Mission Statement The mission of MMSD Library Media Division is to “connect learners to literature, resources and technology to discover and achieve”. This is based on the concept of free access to information that reflects the cultural diversity and the pluralistic nature of a global society. This free access is available to all students, staff and families of MMSD. In support of this concept, the MMSD Library Media Division seeks to foster inquiry and learning by enhancing the instructional program of Common Core Standards and Disciplinary Literacy. School library media centers are the gateway to accessing information and technology through the ability for all learners to locate, evaluate, apply and share information. The MMSD Library Media Division is committed to the responsibility for ensuring that all learners will become discerning and ethical information consumers and thereby perpetuate the joy of personal discovery and achievement. I. MMSD Library Selection Policy Library Media Center Materials Board Policy: 3612 Instruction It is the policy of the BOARD that library media center materials be selected by the Library Media Specialist in the school and approved by the Principal.
Implementation Guidelines for the Selection Policy The objective of the selection policy is to increase the awareness of the skills and considerations that are necessary when librarians make decisions about literature and information resources available for the students, school staffs, afterschool programs and families. The responsibility for coordinating the selection of library materials rests with library media specialists who seeks input from staff, students and parent recommendations for purchase of library media materials. Favorable reviews from professional journals and authoritative selection references should be used when developing library media collections. Wherever possible, direct examination of materials is advisable to ensure that they meet selection criteria. These standards are the same for all formats, book donations, and any grant opportunities for placing books in a library collection. Essential Curriculum and Collection Development The major emphasis of a library collection should be to provide materials which meet the current curriculum and information needs of the school as well as the recreational reading needs of students. The library media specialist should be familiar with the current curriculum in all content areas and how it affects the library collection. It is highly recommended that links to the current curriculum and/or print copies of the curriculum be available through the library website and/or professional collection at each library. The goals for collection development include:
Teacher Recommendations Communication with teachers/administrators to assess curriculum needs and recommendations for purchase is an important part of the selection process. Since the library media collection is an integral part of the instructional and learning process, the strength and value of the collection are ensured when teachers are actively involved in the selection process. Student and Parent Recommendations Suggestions from students and/or parents is also an important part of the selection process. As students seek information for curricular purposes or use the library media center for personal interests, students and parents are encouraged to make recommendations of specific resources or subject areas where information is needed. Professional Collections Library at Doyle In addition to individual school library professional collections, the Professional Collections Library at Doyle provides educational resources & library services to support the MMSD community. Three collections comprise this library: Instructional materials, educational resources including education journal routing and the multimedia collection. Services also include interlibrary loan and MMSD staff reference services. Selection Tools The following professional resources are recommended as tools to locate reviews. Most are considered professional review journals (Booklist, Booklinks, School Library Journal); however, some are considered general popular review sources. Also, twice a year, elementary and middle school librarians may view new print materials and hear an interactive book talk on the newest trends and titles of children’s books at the Children’s Cooperative Book Center (CCBC) on the University Madison campus. (To be added and deleted)
Vendor Catalogs and Online Ordering Tools Publisher and jobber catalogs (print and online) can be useful in initially seeking ideas for purchase and/or using as a tool with staff members. However, library media specialists should keep in mind that these are marketing tools, not necessarily selection tools. Vendors typically offer ways for librarians to assess their current collection and use it to compare with new published materials. Vendors also offer ways to search, find and order pertinent materials, often with current reviews from other sources attached to the record. Vendors also may offer prepare lists of materials specifically for a librarian or generally through the website. Either way, it is up to the library media specialist to determine the authority of these vendors and understand that ultimately, it will be up to them to understand their unique and specific needs of their library collection. Selection Criteria for Library Media Materials The following criteria should be considered when the library media specialist selects materials for the school library media program:
Additional Criteria by Format
Multimedia Materials and Equipment
Electronic Resources Considerations for Selection of Electronic Resources The criteria for selection of electronic resources are essentially the same as for print and AV materials. Electronic resources, no matter what format, have the potential for greater access to resources and information as well as multiple language options. Access to these fee-based database services should have 24/7 remote access ability. Considerations of district, level and site-based decisions on electronic resources should include providing the learner with:
Access to Internet Resources Access to the Internet is a right and privilege granted to all MMSD students. Federal Telecommunications Policy defines use of the Internet for “educational purposes”, outlines expectations for appropriate and acceptable use guides for school, office web publishing and copyright compliance. See Appendix ?? for the MMSD Student Acceptable Use Policy (AUP); Appendix ?? for the MMSD Staff Acceptable Use Policy: and Appendix ?? for the MMSD copyright policy. Electronic District Selection Committee Each year, the K-12 Library Leadership Team (LLT) Members reviews renewal decisions around current district/level wide databases using a rubric that identifies quality, need, relevance, technical reliability, price and any available usage statistics. This process is usually done February - April. Input is gathered at face to face meetings and/or online surveys with librarians. New products are also assessed as possible additions or replacements for the upcoming school year. Typically, LLT members get input from their school staff during this trial time. Librarian staff at the central office also seek reviews of renewal and/or new materials from the different subject content district experts. After LLT makes their initial decisions (typically in March), any new products that may be considered for purchase, need to be reviewed by technical services, legal/contract services and if necessary, develop a Request for Purchase (if the cost goes beyond BOE threshold - $15,000). New products will need to pass these reviews before being considered as a purchase for the following year. These decisions may or may not affect the amount that each site will have for their site-based Collection Development Fund monies. In May, librarians have choices on how to spend specific CDF allocation. These Common School Funds typically are spent on print reference, special collections and/or online databases or products needed for their school’s curriculum. Amounts are divided equally among the different levels typically at the following amounts; $1500 for each elementary, $2500 middles schools and $5000 high schools. Trial information and account numbers and amounts are distributed in early May and need to be decided by the end of May by site librarains. These products are then ordered in July, the beginning of the new fiscal year. Most databases and online products are ordered and set up in August for immediate access throughout the school year, Sept-mid. June.
School libraries welcomes gifts, donations and publisher review books, which are considered in two categories: Solicited Gifts
Unsolicited Donations
II. MMSD Surplus Policy: Library Materials BOE Surplus Policy 6178: Operation B. Protocol for Surplus Textbooks
Implementing the Surplus Policy for Library Materials Library media specialists are responsible for surplussing library materials based on best practices of deselecting (weeding) materials. Textbook management should be designated by the Principal of each building with the understanding that this is typically a different person other than the librarian. Surplus Policy 6178 assumes that library materials and textbooks are the same and therefore should be treated the same. However, further examination shows that library materials should be considered different than textbooks because 1) they are selected/deselected from a separate district curriculum committee 2) are bought with funds other than Common School Funds (library funds) 3) are typically housed in another area other than the library 4) are circulated using a different database than the library circulation system 5) are bought in multiple copies 6) have buy back options not available for surplused library materials. Library materials, on the other hand, are 1) selected by certified library media specialists under the authority of BOE policy 3512 2) are bought with Common School Funds 3) are housed within the school library 4) are circulated using a separate database from the textbook module 5) have MARC records that follow specific cataloging protocols 6) are typically bought as single copies 7) do not have buy back options for surplused materials. To that conclusion, the BOE Surplus Policy should consider library materials and textbook materials differently. The following rationale and procedures pertain to library materials and librarians specifically and not textbooks, as outlined in BOE Policy 6178. Deselection (Weeding) of Library Materials Reasons to Weed the Library Collection A good school library collection depends upon the act of constant evaluation of what is current, needed, relevant, accurate and useful. Library Media Specialists training includes understanding the needs and mission of the collection and evaluating the selection and deselection of materials. Both of these skills need to be an ongoing process. The following are reasons for continual weeding of a school library collection:
Criteria for Weeding Trained library media specialists take into consideration many aspects of a viable, current and relevant collection. The acronym MUSTY may be used to remember the criteria for weeding. M Misleading and/or factually inaccurate materials U Ugly and worn beyond mending or attractiveness S Superseded by a newer edition or by much better material T Trivial with no discernible value Y Your collection has no use for irrelevant materials Procedures for Weeding the Library Collection The best practice for weeding a school library collection is to identify areas that need the most immediate attention. Often, this decision is made on the currency of specific areas of the collection. Library Media Specialists have the ability to use collection analysis tools from the online catalog database as well as circulation records. Identifying criteria as it relates to the various areas of the collection should be part of a rotating plan of deselection with care to make sure that certain areas of the collection age faster than others. Consider the following as a rule of thumb for copyright dates of less than 10 years:
Surplussing the Weeded Material Each school library media specialist will need to access the current weeding needs of the library collection. Once a decision has been made to remove an item from the library collection, use the following steps to remove it from the collection:
A. “Rotary Books for the World” Will accept boxed up hardbound, paperback, all ages, fiction and nonfiction, in good condition. Contact: Carol Dombroski, Program Coordinator-Wisconsin, carol.d@charter.net; 608-838-3689 (home); 608-575-1415 (mobile) B. Madison Public Library or Fitchburg Public Library Friends group Inventory of Library Materials Reasons for Inventory of Library Collections It is considered best practice to inventory existing materials in a library collection to assess the overall collection. The objective of the inventory process is to ensure that the automated cataloging system accurately reflects the collection. This is the key access point for students and teachers to locate information within the library collection. At this time, a systematic inventory schedule for MMSD school libraries is not available. It is desirable to inventory within the next 2 years all collections that have not had an inventory in 10+ years. After this backlog is completed, a rotation of inventory services will be established, taking in account the needs, desire and availability of library personnel. Procedures for Inventory Currently, it is possible to inventory sections of libraries without shutting down library services or waiting for summer inventory work. High need school library collections will serve as a model on who, how, when the work of systematic inventory can be done. This will be a collaborative effort with Central Library Media Services and each school librarian. Surplussing AV Equipment BOE Surplus Policy 6178: Operation B. Protocol for General Surplus Assets The PRINCIPAL or person in charge of the school or department where school property is located is responsible for the periodic review and assessment of such property to determine whether such property continues to serve a useful purpose.
Process for Discarding Surplus Assets with No Resale Value
Disposal of Surplus Assets Originally Purchased Using Federal Funds
ACCOUNTING SERVICES must be notified, via email, when a fixed asset tagged item is disposed of. It is expected that all assets being offered for use, sale or donation pursuant to Sections I, II and III, above, will be in their original, working condition. If an asset has been modified in any way beyond that which is anticipated and/or permitted by the product manufacturer (i.e. removal of guard from saw), the PRINCIPAL or other DEPARTMENT LEADER shall contact LEGAL SERVICES to determine whether there is any liability attached to the offering of the modified surplus asset. All items being offered for sale or donation are being sold/donated “as is.” There is no warranty or guarantee. Reasons for Surplussing A/V Equipment A good school library collection also depends upon the act of constant evaluation of what is current, needed, relevant, accurate and useful in AV equipment. Library Media Specialists training includes understanding the needs of the school according to current audio and visual needs. The following are reasons for continual evaluation of a school’s AV equipment:
Criteria for Surplussing AV Equipment Trained library media specialists need to consistently evaluate AV equipment to decide:
Surplussing AV Equipment Usually, once the usefulness of AV equipment has met its lifetime, there is little opportunity to sell or give away to others. Follow the procedures of the MMSD Surplus Policy by contacting the school principal and/or school building custodian for options to recycle or discard equipment. III. Reconsideration of Library Materials Library Media Center Materials Policy: 3612 Instruction It is the policy of the BOARD that library media center materials be selected by the Library Media Specialist in the school and approved by the Principal. Library media center materials cover a broad range of ideas and information in many formats which are selected to implement, enrich, and support the instructional programs of the schools.
3/27/89 Implementing the Reconsideration Policy When a concern is expressed about instructional materials or library media resources, the library media specialist needs to consider both the citizen’s “right” to express an opinion and the principles of Intellectual Freedom. School library media specialists support the right of students, parents or legal guardians to reject the appropriateness of materials for themselves or their child /ward. Responding to a Reconsideration Request
IV. Copyright Policy BOE Copyright Policy: 6500 Operation Compliance With Copyright Law The BOARD of EDUCATION of the Madison Metropolitan School District intends that employees of the District abide by the provisions of the Copyright Law, Title 17 of the United States Code. Compliance With Copyright Law
Appendix Acceptable Use Policies MMSD Student: 3721 MMSD Staff: 3720 Library Bill of Rights : ALA Students Right to Read : National Council of Teachers of English Students Right to View : ALA Request for Reconsideration of Materials REQUEST FOR RECONSIDERATION OF INSTRUCTIONAL MATERIALS Madison Metropolitan School DistrictType of Material (Book, AV, Website etc) ____________________________________________ Author: _______________________________ Publisher (if known) _____________________ Request for reconsideration initiated by:_____________________________________________ Telephone:_________________ Address: ___________________________________________ Complainant represents: ______ Own opinion ______ Spokesperson for an Organization or Group Organization or Group Name______________________________________________________ 1. To what in the material do you object: (Please be specific….. cite pages, for example) 2. Did you read, view, or listen to the entire materials? _______ If not, what parts did you examine? 3. What do you feel might be the result of reading, viewing, or listening to this material? 4. For what age group would you find this material appropriate? 5. What do you believe is the theme of this material? 6. Is there anything positive about the material? If so, what?
8. Would you like a review of the professional judgments used in recommending the questioned selection for purchase? ________Yes _______ No 9. What would you recommend be done with this material? ________ do not assign or recommend to my child ________ have it re-evaluated ________ other (specify) Date: __________________ Signature of Complainant: ________________________________ The School Board shall: 1) Make available to all pupils a current, balanced collection of books, basic reference materials, texts, periodicals, and audiovisual materials which depict in an accurate and unbiased way the cultural diversity and pluralistic nature of American Society, and Wis. Adm. Code PI 8.01(h) 2) Provide adequate instructional materials, texts and library services, which reflect the cultural diversity and pluralistic nature of American Society. Wis. State. Sec. 121.02(1)H Last Update (draft): August, 2013
Allen, Melissa. Weed ‘em and Reap: The Art of Weeding to Avoid Criticism. Library Media Connection. May/June 2010. 32-33p American Library Association .Office of intellectual freedom (1990).Students right to view. Retrieved August 2, 2013 from http://www.ala.org/advocacy/intfreedom/statementspols/freedomviewstatement American Library Association: Office of intellectual freedom (1996). Library Bill of Rights. Retrieved August 2, 2013 from http://www.ala.org/advocacy/intfreedom/librarybill Baltimore County Public Schools. (2001). Selection Criteria for school library media center collections. Retrieved August 2, 2013 from http://www.bcps.org/offices/lis/office/admin/selection.html Bruce Guadalupe Elementary and Middle School. (2006). Library Collection Development Policy. Retrieved July 30, 2013 from http://www.bgcsedu.org/BGFilePile/BGLibraries/LibraryDocuments/SelectionPolicy.pdf Brearley School Library. (2011). Collection Development Policy. Retrieved July 30, 2013 from http://www.brearley.org/library/CollectionDevelopmentPolicy2011.pdf Caboolture State School. (2006). Library Collection Policy- Resource Selection and Selection Criteria. Retrieved July 30, 2013 from http://cabooltuss.eq.edu.au/wcms/images/stories/ourschool/documents/library_resource_selection_policy.pdf National Council of Teachers of English. (2012). Students right to read guidelines. Retrieved August 2, 2013 from http://www.ncte.org/positions/statements/righttoreadguideline New York City. (2006). Collection Development Policy Example. Retrieved July 30, 2013 from http://schools.nyc.gov/NR/rdonlyres/2D2B8535-3691-4207-9740-051CC5AF7549/20858/313NewYorkCityCollectionDevelopmentPolicy.pdf Pine View High School Library. (2010). Collection Development Policy. Retrieved July 30, 2013 from http://www.pineview.org/uploads/3/8/6/3/3863562/pvhs_library_collection_policy_updated_oct-2010.pdf Last Update: August 2, 2013 Directory: files files -> Answer True False 2 points Question 2 files -> Integer programming and game theory files -> 4 Integer Programming files -> Bpa vehicle Window Repair Scenario #1 task: Procure vehicle window relacement. Objective files -> Pop Warner History files -> North Carolina Inclusion Initiative Mapping Where Children with ieps are Being Served Purpose files -> Fall 2013 Spring 2014 Program Data: Standard 1 Exhibit 4d files -> Hanban – asia society confucius classrooms network 2010 request for proposal files -> Northern England’s set-jetting locations Download 97.99 Kb. Share with your friends:
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