Collection Development Policy

As required by South Dakota State Law (14-2-42), the Madison Public Library Board of Trustees delegates to the Library Director the authority and the responsibility for the selection of library materials.

Responsibilities for actual selection may be delegated to appropriate staff members who discharge this obligation consistent with the Board’s adopted selection criteria.

Staff remain receptive to community needs by engaging in open communication with users, recognizing that materials of varying complexities and formats are necessary to meet diverse needs, and seeking improvement through ongoing evaluation.

Each item will be judged on its own merit and in its entirety, with concern for its intended audience. Selection is not restricted based on the expressed opinion of an individual or group, nor limited due to the origin, background, or views of its author or creator. The following criteria are deliberately flexible and guide decisions in all areas of the collection. An item need not meet all these criteria for inclusion.

1. Relevance to community needs.
2. Potential and/or known demand.
3. Timeliness and/or enduring significance or interest.
4. Relation to existing collection.
5. Accuracy of information.
6. Quality of writing, design or production.
7. Authority or significance of the author/creator or publisher.
8. Intended purpose.
9. Comprehensiveness and objectivity.
10. Availability of material from other sources.
11. Cost.
12. Attention of critics, reviewers, and the public. Critical reviews
13. Format, presentation, binding.
14. Representation of diverse viewpoints
15. Local interest

If material is not chosen for the Library’s collection, it has been excluded because:

• it does not meet the Library’s selection criteria;
• the budget will not permit the expenditure; or
• there is not space for the item.

Materials not added to the collection can be requested through interlibrary loan.

To meet the informational and recreational needs of the public, the Library collects materials in a variety of formats including books, graphic novels, periodicals, newspapers, microfilm, audio, video, ebooks, eaudio, emagazines, electronic resources, equipment, technology, games, and others.

Formats are chosen for durability, ease of use, and appropriateness of format to subject area. In some circumstances, the same work may be acquired in more than one format. New formats will be considered when community trends and local requests signify an interest. The Board of Trustees will give final authorization to discontinue a format when that format is no longer popular or has been replaced by a different format.

Electronic resources enhance the Library’s collection by providing convenient access to expanded, consolidated and searchable information. The Library is committed to including electronic resources in its overall collection and to considering the availability of free, authoritative information available on-line when purchasing printed reference materials. While all criteria relevant to the selection of materials in traditional formats apply to electronic resources, some additional criteria must be considered:

1. Ease of access and number of access points.
2. Hardware and software requirements, including maintenance.
3. Vendor support and contractual requirements.
4. Comparison of content with other formats available.
5. Network capabilities.
6. Ownership of product.
7. Staff training and/or client assistance requirements.

Material that becomes outdated quickly, as well as high-use materials, become a priority for consideration for purchase in an electronic format.

Internet access is available in the Library via public access computers or Wi-Fi. The Library also circulates a limited number of mobile hotspots that can be checked out to provide access to the internet outside of the Library.

The Madison Public Library collects books and other materials for all ages and in a variety of formats that are responsive to the informational needs and interests of the community and reflect its diversity.

The Madison Public Library respects each users’ individual quest for information and does not value one user’s needs or preferences over another’s. The Library upholds the American Library Association’s Freedom to Read statement and affirms each person’s right to select or reject any item for their own use. Materials are chosen that reflect a wide variety of viewpoints and inspire learning for all ages.

The Library acknowledges a particular interest in local and state history; therefore, it will seek to acquire state and municipal public documents, and it will take a broad view of works by and about South Dakota authors as well as general works relating to the State of South Dakota. However, the Library is not under any obligation to add to its collection everything about South Dakota or produced by authors, printers, or publishers with South Dakota connections if it does not seem to be in the public interest to do so.

When selecting materials:

• No attempt will be made to acquire variant imprints of a title. New or substantially revised editions of a work may be considered after a complete re-evaluation of the title.
• Multiple copies of a work are not generally acquired.
• Books issued as a series of related publications are acquired selectively and in keeping with the selection criteria and scope of the collection.
• Individual titles from a series may be acquired separately.
• Standing orders for monographic series, periodicals, reference titles, popular authors and other titles are subject to periodic review to ensure they continue to fit with the Library’s collection development policy.

Selection of materials for the Library does not represent a specific viewpoint on a subject, topic or issue and does not favor a specific viewpoint. Inclusion of an item in the collection is not to be considered an endorsement by the Library.

The Library may use subscription and pay-per-use services to broaden the reach, scope, and access of digital collections. Titles in these collections are not necessarily selected by library staff. One such resource is South Dakota Titles To Go through Libby.

Libby’s South Dakota Titles To Go Policy

Replacement copies for lost or damaged books are acquired only after the titles have been re-evaluated.

The Madison Public Library is grateful for gifts and donations, and its collection has been enriched by contributions from individuals and organizations. The generosity and cooperation expressed by these gifts is appreciated.

The Library tries to use all gift and donated materials to the best advantage. In accepting a gift, the Library makes the following stipulation: The Library reserves the privilege of deciding whether a book or other gift should be added to its collection. Often the items contributed to the Library cannot be used to fullest advantage because the materials are:

• A duplicate of an item the library already owns.
• Out-dated, but not of historic value.
• In poor physical condition resulting in an unjustified processing expense.

In all cases gifts are, of necessity, submitted to the same careful selection processes as are purchases of library materials and are not considered public property until they have been formally integrated into the collection. The Library cannot guarantee that any gift will become part of the collection or be kept permanently.

The Library reserves the right to use or dispose of donations and to refuse gifts. It is the policy of the Library that all gifts are made unconditionally and that they may be bound, rebound, given to the Friends of the Library Sale, sold, donated or discarded as their physical condition and usefulness warrant.

No gifts or donations conditionally made shall be accepted without the approval of the Library Board. Generally, collections of books and other materials will not be accepted with restrictions which necessitate special housing, or which prevent integration of the gift into the general library collection.

Accessibility and Distribution

The Madison Public Library allows full access to materials in the public space. Some items, including materials in the South Dakota collection, may require special handling due to age or uniqueness. To preserve them for continued use, users may access these materials inside the Library.

Collection Evaluation and Maintenance

To maintain collections that are responsive to community needs, items are continually reviewed for their ongoing value. As new items are added, outdated, erroneous, and worn-out items are removed. The benefits of removal are more shelf space, time saved in looking for materials, identifying items that require mending, a more appealing collection, and an enhanced reputation for the library in having a current collection. The same criteria will be used in the deselection process as are used in acquisition.

The decision to withdraw library materials will also be based on the following:

• Physical condition.
• Transition from obsolete to current formats.
• Obsolete, superseded edition.
• Use of the material as determined by last date of loan.
• Number of loans in the last five years.
• Accuracy and relevancy of the information.
• Availability of duplicate titles or subject matter.

This policy is in compliance with South Dakota Codified Laws 14-2-49: “Any public library may discard over-duplicated, outdated, inappropriate, or worn library materials; provided, that such materials shall be marked clearly with the words: “Discarded, public library” wherever the property label of such library appears. Such discarded materials may be given to other libraries or to nonprofit agencies, destroyed, offered for public sale, or traded to a vendor for future library material purchasing credits.”

The Madison Public Library upholds the American Library Association’s Library Bill of Rights, Freedom to Read Statement, Freedom to View Statement, Access to Library Resources and Services for Minors and complies with South Dakota state law. The Library does not employ censorship in selection of materials, nor in access to materials. The Library believes that reading, listening to, and viewing library materials are individual, private matters. While one is free to select or reject materials for oneself, one may not restrict the freedom of others to read, view, or inquire. These statements are included as a part of this policy.

Children and the Library

Libraries must meet the diverse needs of everyone in the community, including children and teens. Children mature at different rates. They have different backgrounds and interests, and they have different reading levels and abilities. Parents and guardians are responsible for deciding what library items are appropriate for their children. The Library encourages parents to help their children choose items that match their own family’s values. This policy reflects the American Library Association’s Library Bill of Rights which states that “a person’s right to use a library should not be abridged because of origin, age, background or views.”

Like adults, children and teenagers have the right to seek and receive the information that they choose. It is the right and responsibility of parents/guardians to guide their own family’s library use, while allowing other parents/guardians to do the same. Parents/guardians should discuss rules regarding library use with their children. If parents/guardians are concerned their children will not respect their wishes, it is the parents/guardian’s responsibility to visit the library with their children

Copyright

The Madison Public Library abides by all current copyright legislation and does not take responsibility for the actions of individuals in their use of library materials.

Notice: Warning Concerning Copyright Restrictions
The copyright law of the United States (title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement.

This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

Widely diverse points of view, including controversial and unorthodox subjects, will be available in the collection. Inclusion in the collection does not imply library approval or agreement with the contents. The libraries’ staff and the Board of Trustees recognize that some materials are controversial and that any given item may offend some patrons. Selections will not be made on the merits of any anticipated approval or disapproval, but solely on the merits of the work in relation to building the collection and to serving the interests of the community.

Residents of the Library’s service area or non-resident cardholders may request reconsideration of materials held in the library collection. Persons seeking reconsideration can complete a statement of concern regarding the material. The Library Director will evaluate the statement of concern with input from appropriate staff and a written response will be made to the patron. Further consideration may be made as necessary by the Library Board of Trustees if the patron is not satisfied. With respect to the reconsidered materials, the Library Director’s written response, or decision of the Library Board of Trustees, need not be reconsidered for three years following the prior request for reconsideration, regardless of whether subsequent requests for reconsideration are submitted.

Statement of Concern Document

Statement of Concern Document

American Library Association Resources:

Library Bill of Rights

Freedom to Read Statement

Freedom to View Statement

Access to Library Resources and Services for Minors

The following steps will be used when an individual feels that further action is necessary to address concerns about a library resource. For the duration of this process, the material in question will remain in circulation in the library collection.

• A concerned patron who is dissatisfied with earlier informal discussions will be offered a packet of materials that includes the Library’s mission statement, selection policy, statement of concern form, and the Library Bill of Rights.
• Patrons are required to complete and submit a reconsideration form to the Library Director.
  The director, with appropriate staff, will review the reconsideration form and the material in question, to consider whether its selection follows the criteria stated in the collection policy.
• The director will make a decision and send a letter to the concerned person who requested the reconsideration, stating the reasons for the decision.
• If the individual is not satisfied with the decision, a written appeal may be submitted within 10 business days to the Board of Trustees.
• If the board plans to address the appeal at their board meeting, the individual will be notified of when and where the meeting will be held.
• The Board of Trustees reserves the right

Sample Letter to Complainant

Dear _____ :
We appreciate your concern over the use of _____ in the library. Selecting materials that serve the needs of our community is a vital part of operating a library. The Board of Trustees takes this responsibility very seriously and has established a collection development policy for selecting resources as well as a statement of concern procedure for requesting reconsideration of particular items. I have enclosed both for your review. Please feel free to contact me if you would like to discuss them further.

If you are still concerned after you review the policies, please complete the Statement of Concern About Library Materials form and return it to me. You may be assured of prompt attention to your request. At any point during this process, please feel free to contact me with questions or concerns.

Sincerely,

___________________
Library Director
Date

Sample Letter to Complainant

Reviewed and Adopted by the Madison Public Library Board of Trustees, November 2024