Library Policies

Purpose

The purpose of the Collection Development Policy is to support the development and maintenance of the Garnett Library collection in accordance with the mission and values of both Missouri State University-West Plains and the library.

• To ensure that Garnett Library develops a collection that is coherent to the curriculum of the institution.
• To help clarify the philosophy and scope of the collection.
• To support and enrich classroom teaching and assignments and is in fulfillment to the needs of faculty, students, and staff.

Mission and Objectives

Mission Statement - Garnett Library provides information resources, services, and study spaces empowering students to achieve academic and personal success.  As part of a two-year public institution, Garnett Library supports university programs and individuals within the surrounding community, the state of Missouri, the nation, and the world.

One of the supporting objectives for this mission is to develop a timely and balanced collection adequate for curriculum and academic needs. The library provides a wide range of materials with diversity of appeal and contrasting points of view.

National standards are used as guidelines for the collection development policy. The Standards for Libraries in Higher Education revised and approved by the Association of College and Research Libraries (ACRL) Board of Directors in February 2018 serves to motivate future collection growth and development.

Responsibility for Collection Development

Official responsibility for the library resides with the Dean of Academic Affairs. It is the responsibility of the Director of Library Services, working in cooperation with the Dean of Academic Affairs, Association Deans, and Department Chairs, to make recommendations for resource allocations for new and existing degree programs and to evaluate content areas as they support the curriculum. All full-time and per-course faculty are encouraged to submit book and resource requests for their disciplines. Based on first-hand knowledge of students’ requests, librarians also have a role in selecting resources for assignments and cross-curricular needs such as reference resources and general research topics.

The Dean of Academic Affairs assigns members to the Library Advisory Committee which is composed of faculty and librarians. Members of this committee act in an advisory capacity on policy and library issues and convey faculty and student library needs, assess collection areas, and communicate developments within the library to the academic community. It is the responsibility of the Director of Library Services to keep the Library Advisory Committee apprised of library issues and progress. Faculty also have the obligation and responsibility to recommend titles and AV material that are consistent with their field of specialty and teaching.

Criteria for Selection of Material

Librarians strive to obtain high quality resources to support the growing demand for academic resources by adhering to the following selection criteria:

• Importance of the subject matter to the curriculum.
• Currency and accuracy of information.
• Author’s reputation, significance, and quality of writing.
• Availability of material on the subject elsewhere in area libraries and in Missouri State University Libraries.
• Scarcity of material on subject within the collection.
• Literary merit or artistic quality of the item.
• Inclusion of the title in standard bibliographies or indexes.
• Recommendation in standard reviewing sources.
• Cost.
• Publisher - Vanity presses are normally excluded.
• Length - prefer monographs of at least 50 pages or more in length.
• Language - The primary language of the Garnett Library collection is English.  Titles of exception are those that support the foreign language curriculum.
• Format - including organization and legibility, durability of binding, and type.
• Duplication - The library does not normally purchase or provide multiple copies unless there is significant need. Donated duplicates may be sent to extended library sites.
• Award Winners - Most of the titles acquired for the juvenile collection is chosen from award winning lists, such as Newbery, Caldecott, and Coretta Scott King Awards.
• Scope and depth of coverage.
• Current vs. retrospective materials. Both current and retrospective materials are essential to the needs of an academic library. However, current materials will generally receive a higher priority. Current materials are those in print, while retrospective materials are those out-of-print or available only as reprints either in full-size or microform editions. Efforts to obtain out-of-print materials will be made if it is judged that the material is of enough importance to justify the effort and cost.
• Consideration of available space in various collections.
• Expected use by primary clientele (students, faculty, and staff).
• Funding to continue items in series.
• Condition regarding age and appearance.

(Adapted from Missouri State University-West Plains Collection Development Policy, 2006, and St. Mary’s University Collection Development Policy, 2015.)

Criteria for Selection of Special Formats

1. Hardbound vs. Paperbound vs. eBook

Hardbound volumes are generally preferred unless there are special circumstances that require another format. If a quality paperback is available, it may be purchased in lieu of purchasing a hardbound volume, if the procedure is cost-effective. E-books are purchased in certain circumstances depending on need, availability, and price.

2. Microform

Microform formats are no longer purchased. (Equipment to view these materials are maintained.)

3. Journals, Magazines and Newspapers

As journals become available in full-text form online databases, a preference for the online source enables the reallocation of funds from print journals to the purchase of other journals requested by faculty for newly developed academic programs. A choice is made between print and online formats based on journal use and the graphical nature of the publication. As this material is the most current and specialized, titles are chosen and retained according to the following criteria:

• Availability and demand.
• Accessibility of full text in existing periodical databases.
• Cost

4. Media

Media is acquired mostly through donations. Purchased media is acquired as follows: 

• Relevancy to the course offered.
• Faculty recommendation.
• Usage in classroom and the like.
• Cost.

5. Electronic Resources

Electronic resources provide information beyond the library’s physical location and are continuously acquired by the library, as necessary.  Such resources include databases, electronic journals, electronic books, and other online resources.  Selection is according to the following:   

• Coverage and scope of the database.
• Availability of full-text information.
• Authority of the source.
• Currency of the source.
• Technical ease and use of the source.
• Depth and reliability of the information.
• Cost.

6. Textbooks

In general, the library does not acquire textbooks that are adopted by the institution for class use.  However, if there are special requests or needs, then the library will obtain a copy in accordance with the policy.

7. Dissertation and Thesis

Most of the dissertations are faculty dissertations.  Some items are given to the library free of charge by the author, but most were purchased from Dissertation Abstracts, and this material is housed in the Special Collection.

Selection Tools

Reputable, objective, and professionally prepared selection aids are consulted as guides for the development of core collections in subject areas and for the review and purchase of new resources. Resources for selection at Garnett Library include:

1. Booklist
2. Choice magazine
3. Chronicle of Higher Education
4. Library Journal
5. Professional journals in academic subject areas
6. Choice Reviews Online

Challenged Materials

Occasionally materials are challenged, and librarians need to be prepared for this possibility. Selection of materials is made based on the value of the item to the curriculum, not on the anticipated approval or disapproval of persons using the collection. No materials are excluded because of race or nationality of the author or the political or religious views expressed therein. Multiple viewpoints on issues should be represented.

The library adheres to intellectual freedom standards and the Library Bill of Rights as promulgated by the American Library Association and found in the appendices to this document (Appendix A & B).

The following procedures are to be followed by library staff in handling censorship cases.

1. For library staff:

Be courteous and listen to complainant. Do not make commitments on behalf of the library or the University about the anticipated treatment of material in question. Ask the individual to file an objection in writing and submit the complaint to the Director of Library Services. Form Sample is listed at the end of this policy (Appendix C).

2. For the Director of Library Staff:
   1. Keep the administration informed throughout the process.
   2. Read and examine the complaint and the questioned material.
   3. Check reviews and general acceptance of the material.
   4. Call on the Library Advisory Committee for an opinion if deemed necessary.
   5. Issue a written statement to the complainant concerning the decision.

Donation Policy

The library welcomes gifts of books, papers, records, and other items in good condition when they support the curriculum or add needed strength to the collection. The library relies greatly on donors to sustain the development of its collections. Gifts will be accepted only when offered unconditionally to the library unless an exception to this policy is specifically made by the Director of Library Services. Form Sample is listed at the end of this policy (Appendix D).

The library has the responsibility to assess the usefulness of the gift in terms of its retention, collection location, cataloging treatment, or maintenance. Items added to the collection should be physically in good shape, i.e., no stains, mildew, missing pages, or writing in the item. The information should be current or classic. Gifts should generally meet the same criteria for selection as other new acquisitions. Magazines are not needed unless as replacements for missing issues in the collection or if a continuing gift is planned.

The library does not evaluate gifts for tax purposes in accordance with IRS regulations. The library encourages donors to obtain an appraisal of their donations for income tax purposes. Appraisals are the responsibility of the donors and should ideally be made prior to donation. Acceptance of appraised item does not imply agreement with the appraised value. Library staff can supply information on online appraisal services that the donor may consult. On occasion, the library staff has provided lists of donated materials for the donor on request.

Donors should be informed that the library, if unable to use the gifts, will dispose of them in an appropriate manner.

It is the responsibility of the library to inform the Office of University Advancement concerning gifts received and to provide donor information for acknowledgement purposes.

Removal from the collection

Systematic withdrawal is a basic part of the collection development process that helps eliminate inaccurate and dated information and allows the library to maintain a good, useful collection.  The criteria are generally the same as those used in selection, such as:

• Physical condition and age of material.
• Coverage—items are weeded if superseded by newer and more up-to-date edition.
• Usage—items that are no longer in constant demand, and no longer contribute to the overall comprehensive nature of reference are removed.
• Availability of material from other libraries.
• Listing of the item in important bibliographies, awards won, and other factors are relevant.
• Currently, there are no options for weeding e-books as, once purchased, they become a permanent part of the collection.
• Worn or damaged materials which are still useful will be repaired or replaced if possible.

Lost or Damaged Items

Library materials which have been lost or damaged will be replaced if they are still available in the current book trade, if they are considered appropriate for the collection (see Criteria for Selection), and as the budget allows. Clientele responsible are charged for the lost or damaged item.

Collection Development Policy Review

The Collection Development Policy is reviewed periodically by the Director of Library Services and the staff of Garnett Library. Any fundamental changes in policy are submitted to the Library Advisory Committee for approval.

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APPENDIX A

Intellectual Freedom Principles for Academic Libraries:

An Interpretation of the Library Bill of Rights

A strong intellectual freedom perspective is critical to the development of academic library collections, services, and instruction that dispassionately meets the education and research needs of a college or university community. The purpose of this statement is to outline how and where intellectual freedom principles fit into an academic library setting, thereby raising consciousness of the intellectual freedom context within which academic librarians work. The following principles should be reflected in all relevant library policy documents.

1. The general principles set forth in the Library Bill of Rights form an indispensable framework for building collections, services, and policies that serve the entire academic community.
2. The privacy of library users is and must be inviolable. Policies should be in place that maintain confidentiality of library borrowing records and of other information relating to personal use of library information and services.
3. The development of library collections in support of an institution’s instruction and research programs should transcend the personal values of the selector. In the interests of research and learning, it is essential that collections contain materials representing a variety of perspectives on subjects that may be considered controversial.
4. Preservation and replacement efforts should ensure that balance in library materials is maintained and that controversial materials are not removed from the collections through theft, loss, mutilation, or normal wear and tear. There should be alertness to efforts by special interest groups to bias a collection though systematic theft or mutilation.
5. Licensing agreements should be consistent with the Library Bill of Rights and should maximize access.
6. Open and unfiltered access to the Internet should be conveniently available to the academic community in a college or university library. Content filtering devices and content-based restrictions are a contradiction of the academic library mission to further research and learning through exposure to the broadest possible range of ideas and information. Such restrictions are a fundamental violation of intellectual freedom in academic libraries.
7. Freedom of information and of creative expression should be reflected in library exhibits and in all relevant library policy documents.
8. Library meeting rooms, research carrels, exhibit spaces, and other facilities should be available to the academic community regardless of research being pursued or subject being discussed. Any restrictions made necessary because of limited availability of space should be based on need, as reflected in library policy, rather than on content of research or discussion.
9. Whenever possible, library services should be available without charge to encourage inquiry. Where charges are necessary, a free or low-cost alternative (e.g., downloading to disc rather than printing) should be available when possible.
10. A service philosophy should be promoted that affords equal access to information for all in the academic community with no discrimination based on race, age, values, gender, sexual orientation, gender identity, cultural or ethnic background, physical, sensory, cognitive or learning disability, economic status, religious beliefs, or views.
11. A procedure ensuring due process should be in place to deal with requests by those within and outside the academic community for removal or addition of library resources, exhibits, or services.
12. It is recommended that this statement of principle be endorsed by appropriate institutional governing bodies, including the faculty senate or similar instrument of faculty governance.

Approved by ACRL Board of Directors: June 29, 1999, and adopted July 12, 2000, by the ALA Council; and amended on July 1, 2014.

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APPENDIX B

LIBRARY BILL OF RIGHTS

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

1. Books and other library resources should be provided for the interest, information, and enlightenment of all the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

2. Libraries should provide materials and information presenting all points of view on current and historical issues.  Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

6. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs and affiliations of individuals or groups requesting their use.

(Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948; February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019. Inclusion of “age” reaffirmed January 23, 1996.)