Kennedy Free Library Collection Management Policy	Authority responsible for passing and revising policy: Board of Trustees Authority responsible for updating appendices as needed: Director
Date adopted: 5/21/24	Most recent review by the board of trustees conducted on: 5/21/24 Most recent update of appendices done on: 5/21/24 All policies must be reviewed at least once every 5 years.

I. Purpose

This “Collection Management Policy” (the “Policy”) sets the Kennedy Free Library’s policy and procedures governing:

Selection
Procurement
Classification
Evaluation
Removal

of “Library Resources” as defined in this Policy.

The purpose of this Policy is to position the Kennedy Free Library to assure its community, and relevant oversight authorities, that the Kennedy Free Library’s collection management practices meet the needs of the community served by the Kennedy Free Library, uphold the Kennedy Free Library’s mission, and comply with relevant law and regulations.

II. Collection Management

A. Selection

The Selection Criteria of the Kennedy Free Library, as informed by the Long-Range Plan approved by the Trustees, are as follows:

Accuracy and authority
Treatment of subject for intended audience
Lasting importance or significance to a field of knowledge
Reputation and significance of author, producer, publisher
Enduring value
Diversity, Equity, and Inclusion
High degree of potential user appeal
Suitability of format for library use
Cost and availability
Relationship to existing materials in the collection

Selection Criteria are set by the Director.

Donated items are not immediately added to the Collection; they are evaluated according to the same Selection Criteria that are applied to purchased material. Donated Materials which do not meet the library’s Selection Criteria will be disposed of at the discretion of the Kennedy Free Library.

Selection Criteria are maintained as a schedule to enable ease of amendment and flexibility with respect to evolving community needs.

It is expected, but not required, that Selection Criteria may be updated more frequently than this Policy. Such revision does not require approval by the Board.

B. Procurement

The Procurement of selected Library Resources by the Library is governed by the Library’s Financial Policy. Procurement is how materials are purchased using library funds (for example, Donated Materials are not procured). The procurement policy names those with the ability to purchase.

C. Classification

The procedures for Classification the Collection of the Library, as informed by the Library’s Long-Range Plan and guidelines from CCLS.

Catalog records comply with current relevant standards as set by the library and information management profession.

It is expected, but not required, that the procedures for Classification may be updated more frequently than this Policy. Such revision does not require approval by the Board.

As required by 8 NYCRR 90.2, the Library provides a circulation system that facilitates access to the Library’s Collection as cataloged after selected materials are acquired.

D. Evaluation

1. Routine Evaluation

Library Resources in the Kennedy Free Library’s Collection are routinely evaluated to ensure the Collection meets community needs.

The Director reports to the Board on the routine evaluation of Library Resources not less than annually.

Routine evaluation decisions are often affected through a process referred to as “Weeding”. This process allows the library to make adequate physical space for new materials that may better support the needs of the community.

Weeding requires the Director to evaluate materials using the MUSTIE critera (misleading, ugly, superseded, trivial, irrelevant, or obtained elsewhere). Materials that are identified during the weeding process may be removed from the library.

2. Request for Re-Evaluation

A trustee, employee, or resident of the Town of Poland may request that the Selection or Classification of a Library Resource or Resources be re-considered.

To initiate a Request for Re-Evaluation, the Request-Maker MUST fill in the “Request for Re-Evaluation” form attached as “A.” Only the factors listed in the form are a suitable basis for a filing such a request.

The procedure for removal based on a Request for Re-Evaluation is addressed in Section II.E.3 of this Policy.

Materials shall generally only be subject to Re-Evaluation once every 5 years. For repeat requests within 5 years, unless the Selection Criteria have changed with respect to the subject Materials, the prior determination shall be supplied.

Records pertaining to a Request for Re-Evaluation are kept for 6 years.

E. Removal

1. Removal of damaged or technologically obsolete items

Upon finding that a Library Resource is too damaged to be useful or has become technologically obsolete to the point where it can no longer function in the manner intended, the item will be removed from the Collection.

2. Removal based on Routine Evaluation

Upon finding, after Routine Evaluation, that a Library Resource no longer meets the then-current Selection Criteria of the Library, the item will be removed from the Collection.

3. Removal based on Request for Re-Evaluation

If a “Request for Re-Evaluation” form is properly submitted to the Director, THE DIRECTOR OR THE RE-EVALUATION COMMITTEE WILL determine that the Library Resource it pertains to should be removed from the Collection, it will be removed from the Collection and the Catalog by the Director (or their designee).

A re-evaluation committee should include the Library Director, one board member, and at least one other participant. Suggested participants include: Trustees, Library Staff, Community Members, Professional Colleagues. An odd number of committee members is recommended.

All Requests for Re-Evaluation will be evaluated per the Library’s Plan of Service, this Policy, and the following excerpts from the American Library Association’s Code of Ethics:

I. We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.

II. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.

VI. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.

VII. We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provision of access to their information resources.

Decisions shall be communicated using the Appendices “B”, “C”, and “D”, with modifications as determined by the issuing authority.

III. Access to this Policy

To facilitate community understanding of the Library’s services, operations, and governance, this Policy and its Appendices shall be posted on the Library’s website, available in hard copy at the Library, and a copy shall be provided when a person or authority inquires or raises a concern related to Collection Management.

IV. Review and Update of this Policy

This board-approved written policy for Collection Management shall be reviewed and updated by the Trustees at least once every five years.

Table of Appendices and Authorities

Appendices	Appendix A: Library’s Request for Re-Evaluation Form and Procedure Appendix B: Template for Director Determination of Request for Re-Evaluation Appendix C: Template for Board Resolution pertaining to Trustees’ Determination of Appeal of Request for Re-Evaluation Appendix D: Template for Trustees’ Determination of Appeal of Request for Re-Evaluation
Related policies and documents	Kennedy Free Library’s Financial Policy ALA Code of Ethics NYLA Code of Ethics ALA Freedom to Read Statement ALA Freedom to View Statement ALA Library Bill of Rights

Appendix “A”

Form to Request Re-Evaluation of Library Resource

This Request for Re-Evaluation is governed by the Library’s Collection Management Policy and the Library’s current procedures for Selection and Classification.

For current copies of these documents, visit WEBSITE or ask at LIBRARY for a copy.

To initiate a Re-Evaluation of a Library Resource, please fill out the form and follow the instructions below:

Name
Mailing Address
I swear that I reside within the service area of Kennedy Free Library.
Call # of Material of Concern
Title of Work
Author
Under penalty of perjury, I swear or affirm that I have read, listened to, or watched the work in its entirety.
Basis of Concern (select all that apply):	Does not meet current Selection Criteria Improperly Cataloged (please note specific issue) Does not fall within needs of community
Cite the pages or timestamp of areas of concern:
Please include any comments you would like the Library to consider:	Comments:
Date submitting form:
Signature:

Instructions and process:

Please only list one work per form.

Any material under review will remain in circulation until such time as the Library determines it must be removed.

Please submit this form by either emailing it to [email protected], mailing it to PO Box 8, Kennedy, NY 14747, or HAND DELIVER TO LIBRARY.

Your submission will be reviewed by the Library Director within fourteen (14) calendar days of receipt.

You will receive a response in writing that indicates either:

a) your request for Re-Evaluation has been evaluated and no change is required;

b) your request has been evaluated by the Library and the Selection or Classification of the item will be changed, which shall be briefly described in the reply.

If the Library determines that no action is needed, and you disagree, you may appeal this determination within fourteen (14) calendar days by submitting a copy of your original Request, and the Director’s reply, together with statement saying “I request an appeal” to the Board of Trustees by either emailing it to [email protected] indicating that it is for the attention of the Board of Trustees, mailing it to Attn: Board of Trustees PO Box 8, Kennedy, NY 14747, or HAND DELIVER TO LIBRARY.

The Board of Trustees is an all-volunteer organization that meets no less than 6 times per year. Therefore, any appeal regarding a Request for Re-Evaluation will be finalized within sixty (60) days. Any material under review will remain in circulation until such time as the Library determines it must be removed.

All Requests for Re-Evaluation will be evaluated per the Library’s Plan of Service, policies, and the following excerpts from: The American Library Association’s Code of Ethics

II. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.

VI. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.

The Board of Trustees’ determination is final.

Appendix “B”

Request for Re-Evaluation of Library Resource

Form for Notice of Director’s determination

Request for Re-Evaluation of Library Resource

Notice of Director’s determination made on: [DATE]

Regarding Request for Re-Evaluation of

[TITLE, CATALOG NUMBER]

Submitted on: [DATE]

RE: Notice of Director’s Determination

Dear [NAME]:

The Kennedy Free Library received your above-referenced Request for Re-Evaluation on [DATE]

In evaluating your request, I, as Library Director, have applied the Library’s Collection Management Policy, its Long-Range Plan of Service, and the Code of Ethics of the American Library Association.

Based on that criteria, I have determined that [the Library Resource was properly included in the Library’s collection] OR [the Library Resource was not properly included in the Library’s collection, and will be removed/re-cataloged as INSERT].

The Kennedy Free Library strives to meet the needs of everyone in the community, as required by our Long-Range Plan of Service. If you would like to appeal this determination, you may direct your appeal to the Board of Trustees care of Attn: Board of Trustees PO Box 8, Kennedy, NY 14747

Sincerely,

[NAME]

Director,

Kennedy Free Library

Appendix “C”

Template for Board of Trustees’ Resolution pertaining to Trustees’ Determination of Appeal of Request for Re-Evaluation

Text of resolution once decision has been reached:

WHEREAS the Board timely received an appeal of the Director’s decision attached to this resolution from [NAME OF REQUEST-MAKER]; and

WHEREAS the Board has evaluated the appeal by applying the factors in the Library’s Collection Management Policy, its Long-Range Plan of Service, and the Code of Ethics of the American Library Association;

BE IT RESOLVED that the appeal is [granted, and the item it pertains to is to be removed by the Director per library policy within 5 business days, and the Board shall notify the Request-Maker of this decision within 5 calendar days] OR [denied, and the Board shall notify the Request-Maker of this determination within 5 calendar days] as provided by the Library’s Collection Management Policy; and

BE IT FURTHER RESOLVED that this Board re-affirms its commitment to the New York State Constitution, the United States Constitution, and the American Library Association Code of Ethics, as adopted by the New York Library Association.

AYES:

NAYS:
ABSTAIN:

Appendix “D”

Request for Re-Evaluation of Library Resource

Notice of Board Determination of Appeal of Decision made on [DATE]

Regarding [TITLE, CATALOG NUMBER]

RE: Notice of Library Board of Trustees’ Determination upon Appeal

Dear [NAME]:

The board of trustees of the Kennedy Free Library received your above-referenced appeal on [DATE]. On [DATE], the Board met to consider your appeal.

In evaluating your request, the board applied the Library’s Collection Management Policy, its Long-Range Plan of Service, and the Code of Ethics of the American Library Association.

Based on that criteria, the board has determined that [the Library Resource was properly included in the Library’s collection] OR [the Library Resource was not properly included in the Library’s collection, and will be removed/re-cataloged].

Thank you for entrusting the board of trustees with your concerns. The Kennedy Free Library strives to meet the needs of everyone in the community, and this requires careful attention to the needs of all, and the many factors governing selection of library materials.

Your understanding of, and input into, that process is appreciated.

Sincerely,

[NAME]

President,

Kennedy Free Library Board Of Trustees

Appendix “E”

Definitions

Because the management of Library Resources by a NY Regents-chartered library is controlled by law, regulation, and Regents’ policy, this Policy uses the following precise terms, drawn from those laws and regulations, to define specific concepts critical to orderly and compliant collection management:

(the) Library: The Kennedy Free Library, which is an Association Library chartered by the Regents in 1966.

(the) Charter: The most recent version of the document that creates the Library, as approved by the Regents.

Area of Service: The precise, geographically-defined community served by the library, as described in its Charter and Plan of Service and any contractual or policy arrangements.

Trustees (or the “Board”): The members of the Library’s governing board, responsible for setting Library policy and hiring the Library Director.

Library Director: The professional hired by the Trustees to lead the library and supervise all other library employees. The minimum qualifications of a library director are set by 8 NYCRR 90.8, and include educational and continuing education requirements set by 8 NYCRR 90.7.

Library Resources: As defined by 8 NYCRR 90.3, “Library Resources” means “the print and nonprint materials owned by the library and any other services provided by the library to the resident borrowers of the Library’s Area of Service.” In this Policy, Library Resources held by the Library are collectively referred to as the “Catalog” or “Collection Materials.”

Collection Management: The overall term for the selection, procurement, Classification, evaluation, and removal of Library Resources.

Selection of Library Resources: The process by which Library Resources are chosen by Library staff (see “Selection Criteria” below), based on the Library’s budget and through use of vetted materials.

Selection Criteria: The criteria determined by the Director and other Library staff, based on the goals and identified community needs in the Library’s Long-Range Plan adopted by the Board, that must be met by the Collection.

Procurement: The process by which selected Library Resources are purchased. Procurement is governed by a combination of law, regulation, and Library policies, including: Kennedy Free Library’s Financial Policy. For certain purchases, it may also be governed by grant terms required by funding sources.

Classification: The process by which purchased items are formally added into the Library’s collection. “Classification” includes how selected materials are listed in the KOHA and in what section of the Library they are placed (where they are “shelved”).

Evaluation: The process by which collection materials are periodically reviewed to ensure they remain physically intact, relevant, and meet “community needs” as required by 8 NYCRR 90.2(6).

Request for Re-Evaluation: The formal process by which any trustee, library employee, or individual served by the Library by residing in the Town of Poland may request re-evaluation of a Library Resource being included in the Library’s Catalog, per the library’s Selection Criteria.

Donated Materials: Books or other materials that are donated to the Library. These items are not immediately added to the Collection; they are evaluated according to the same Selection Criteria that are applied to purchased material. Donated Materials which do not meet the library’s Selection Criteria will be disposed of at the discretion of the Library.