Collection Statement

 Materials selected for the twenty branch libraries in the Central Mississippi Regional Library System are intended to meet the cultural, informational, educational and recreational needs of the citizens of the four counties of Rankin, Scott, Simpson and Smith.  The scope of the branch collections is intended to offer a choice of format, treatment, and level of difficulty so that most individual library needs can be met and optimal service given to individuals of all ages without needlessly duplicating the resources available in other branches in each of the four counties.

This plan provides the twenty libraries in the four-county system with a clear outline of the roles, duties and responsibilities of all persons involved in the selection process.  This document also serves as a uniform plan for the management, development, and evaluation of the individual branch collections, thus giving direction to the allocation of the overall materials budget.  While the plan in essential for stating and maintaining goals across the system, the individual judgement of the librarians from each of the branches remains an integral part of the collection development process.

Materials Selection Policy

Collection Development Policy – Central Mississippi Regional Library System

The public library plays a vital role in providing access to diverse viewpoints on a wide range of topics—including political, social, and religious issues—regardless of how controversial or objectionable those ideas may be to some. The future of libraries depends on their ability to ensure the public’s access to information. To support this, CMRLS selects materials that represent multiple perspectives, guided by selection criteria, budget, and space limitations.

Objectives

CMRLS aims to collect, organize, and provide access to materials of current relevance and long-term value. We are committed to serving both present and future needs, offering materials for education, enrichment, and recreation—even if they may not have lasting value.

Selection Responsibility

Staff involved in selecting, producing, or managing materials must apply professional judgment in line with these goals. Final responsibility lies with the Director, who delegates daily decision-making to staff. Unusual or complex cases are referred to the Director.

Scope of the Collection

CMRLS does not typically acquire textbooks or curriculum-based materials unless they serve the broader public. We prioritize materials related to Mississippi, including works by and about local authors, and items connected to state history. We strive to maintain a collection that reflects a range of formats and complexity to serve users of all ages, abilities, and backgrounds.

The Libraries also consider the unique civic, cultural, and economic character of each community we serve.

Material Evaluation

Materials are evaluated as a whole, not by isolated sections. Selection is not influenced by:

• The race, religion, nationality, or political views of the author
• Language or tone
• Controversial subject matter
• Community opinions or endorsements

We support the Library Bill of Rights and the Intellectual Freedom Statement (see appendices) and uphold free and open access to materials for all age groups. Children are not restricted to specific sections, and staff do not monitor their selections. Responsibility for a child’s reading or viewing rests with parents or guardians, with the exception that patrons must be 18 to check out videos, DVDs, video games, laptops, or e-readers.

Materials are not labeled to indicate approval or disapproval, nor are they sequestered except to prevent damage or theft.

Reconsideration of Materials

Materials may be reviewed upon written request by a patron (see pages 13–14a).

Gifts

Donated materials are subject to the same selection criteria as purchased items. CMRLS reserves the right to evaluate and dispose of gifts accordingly. Unadded items cannot be returned.

Policy Review

This policy will be reviewed by the CMRLS Board of Trustees at least once every three years.

Responsibilities and Functions

The CMRLS Director delegates Responsibilities through the Assistant Director (AD), the Coordinator of Programming (CP) and the Coordinator of Public Relations and Outreach (CPRO) to the twenty Branch Managers:

• The responsibility for the selection of adult and juvenile cataloged print and non-print materials.
• The authority to approve or disapproves selection recommendations from the selections from the branch managers, other librarians, and the public.
• The authority to make final decisions on the withdrawal of circulating materials, repackaging of audiovisual materials, replacement orders, and the addition of the gifts to the cataloged collections.
• The responsibility to review each agency collections, evaluate the contents and submit a report to the Director.
• Authority to initiate any weeding projects as a result of collections evaluations.
• The responsibility to prepare the initial budget request for materials based on the current five-year plan; to recommend the individual fund allocations after the budget has been approved; and the rate at which materials collection funds are encumbered and expended.

With the Director’s approval, the Assistant Director (AD), Coordinator of Programming (CP), Coordinator of Public Relations and Outreach (CPRO), and Branch Managers are responsible for:

• Selecting new and replacement items for the libraries, with Branch Managers leading and support from AD, CP, and CPRO.
• Conducting regular branch visits (AD, CP, CPRO) to inspect collections, meet with staff, and submit evaluations.
• Reviewing withdrawn materials and, with Branch Manager input, deciding on repackaging, replacements, reassignments, or removal of items, including approval for Friends’ book sales.

CMRLS will provide weeding and collection maintenance guidelines and training.

Reconsideration of Library Materials

 Patron feedback on library materials is welcome. However, all branch collections follow the Material Selection Policy  for deletions.

Questions or complaints about materials or selection policies should be directed to the Branch Librarian, supervisor, or staff in charge, who will:

• Direct the patron to complete the online “Request for Reconsideration of Library Materials”* form ,
• Refer them to the Library Bill of Rights, Freedom to Read/View, and Intellectual Freedom Statement (see Appendices),
• Attach a review of the item in question before forwarding the request to the Director.

No further action will be taken until the online form is submitted by the patron.

Once submitted, the form is referred to the Assistant Director or the Coordinator of Programming, who will consult the Director. A committee of librarians will review the material in question. The Director will notify the complainant by phone, email, or letter and, if necessary, arrange a meeting to discuss the concern. The item will remain in use until a final decision is made.

If the patron is still unsatisfied after this discussion, the Director will present the complaint to the Library Board of

Trustees for review at the next scheduled monthly meeting.

The Board of Trustees decision is final.

*To have material reconsidered for placement in the CMRLS collection:

• Fill out the Citizen’s Request for Reconsideration of Material.
• Fill out the Citizen’s Request for Review of Electronic Resources.

CMRLS accepts gifts in the form of money or materials. All donations become part of the general collection and cannot include requirements for special shelving or circulation. Gift plates and acknowledgment letters are welcome, but any additional donor conditions must be reviewed before acceptance.

Monetary Gifts

Gifts of money—especially for general collection use—are preferred. Monetary gifts designated for specific titles or libraries are evaluated according to standard selection criteria. Titles may be declined if they do not meet criteria, are too costly, or are unsuitable for the intended location. CMRLS offers guidance and final approval for gifts of new titles.

Subject vs. Format-Specific Gifts

Donors may request materials in a specific subject, such as gardening or cooking, where affordable options are plentiful. For more specialized topics, suitable materials may be limited or exceed the donation value. CMRLS typically does not cover cost differences.

Gifts designated by format—like large-print books, audiobooks, DVDs, or picture books—are ideal, as they offer more flexibility to support the overall collection.

Material Donations

Books, DVDs, CDs, and video games in good condition are accepted. Materials become CMRLS property and are not returned. Placement decisions rest with the library: items may be added to the collection, sold by Friends of the Library, distributed to branches, or discarded.

Staff must complete the “Transfer of Rights/Acknowledgement of Materials Donations” form (see page 16b) upon receiving donations.

Donated materials are inspected for condition and relevance. Those meeting library standards are sent to CMRLS for further evaluation. If approved, they are cataloged and added to the appropriate library’s collection.

Appraisals

CMRLS does not provide appraisals. Donors may request an “Acknowledgement of Donations” form for their records (see page 16b).

Weeding Policy

Regular weeding is essential to maintain a current, relevant, and useful collection. Materials that are worn, outdated, seldom used, or superseded by newer editions or improved resources should be withdrawn. The Collection Development Policy serves as the guiding framework for both selection and weeding decisions.

Titles may be removed due to physical damage, loss, low circulation, or redundancy. Replacement decisions consider factors such as the number of existing copies, availability of newer materials, significance of the work, inclusion in standard bibliographies, and cost. Audiovisual materials are typically replaced with new, high-demand titles to reflect current interests.

Each branch must conduct systematic weeding to ensure collections meet patron needs and remain vital. Subject areas should be evaluated at least every three years—or more often, as needed—for relevance and accuracy.

Weeding helps identify:

• Damaged or outdated items
• Ephemeral materials no longer in use
• Unused duplicates
• Irrelevant or inappropriate content
• Gaps or needs for updated or additional materials

Selectors may consult bibliographies and assess holdings available at other libraries when determining whether to withdraw or retain an item.

Materials in good condition may be offered for Friends of the Library book sales. Items from reference collections with ongoing value may be moved to circulation or shared with other branches.

Selection Sources

The selection and ordering process begins when a title or subject need is identified by library staff or patrons and brought to the attention of the Branch Librarians, the Assistant Director, or the Coordinator of Programming.

Selection sources include:

• Professional Reviews
• Patron Title Requests
• Publishers’ Catalogs
• Staff Recommendations
• Interlibrary Loan Requests
• Subject Needs Lists
• Collection Evaluations
• Weeding and Replacement Schedules
• Standing Orders
• Gifts
• Bibliographies
• Advertisements

Librarians rely on both standard and specialized review publications as key selection tools. Commonly used review sources include:

• Baker & Taylor Forecast
• Billboard
• Booklist
• Bulletin of the Center for Children’s Books
• CD Review
• Children’s Book Review Service
• Children’s Video Report
• Choice
• Computer Book Review
• Horn Book
• Book Links
• Kirkus Reviews
• Language Arts
• Library Journal
• New York Times Book Review
• Publishers Weekly
• School Library Journal
• Small Press Book Review
• Video Librarian
• Wilson Library Bulletin
• Horn Book Guide
• Multicultural Review

Selection Criteria and Definitions

Selection criteria guide librarians in making informed and consistent decisions. Each potential addition to the collection is evaluated based on the following factors:

• Popular Demand
• Cost
• Recency of Publication
• Depth of Coverage
• Identified Information Needs
• Scope and Relevance
• Authoritativeness
• Enduring Value
• Special Features
• Literary or Artistic Merit
• Factual Accuracy
• Reading Level
• Writing Style and Organization
• Physical Quality and Durability

Textbooks and curriculum materials are not generally acquired unless the information cannot be obtained from school, college, or university libraries. The system does not aim to duplicate academic collections.

Librarians prefer to examine physical copies of titles but often must rely on professional reviews. Familiarity with review sources and their editorial biases is essential. In general, at least one favorable review is required for purchase. If the first review is questionable, selectors typically wait for additional reviews or attempt to examine the material firsthand.

Examination Copies may be provided through CMRLS or reviewed in local bookstores when necessary.

Suitability for Audience is determined by language, vocabulary, sentence structure, and difficulty level. The author’s qualifications, format, and binding quality are also considered. Items with perforated pages or fill-in-the-blank workbooks are not suitable for library collections.

Publication Types and Editions

Understanding the distinctions between various editions is critical:

• New Editions: Revised or expanded content.
• Reprints/Reissues: Unchanged content, often lower in quality.
• Text Editions: Annotated for classroom use; trade editions are preferred for libraries.
• Trade Editions: Standard hardcover editions.
• Trade Paperbacks: Higher quality than mass-market paperbacks.
• Book Club Editions: Usually lower-quality bindings and paper.
• Limited Editions: Collector-focused, often signed or numbered.
• Mass Market Editions: Inexpensive, low durability.
• Library Editions: Durable bindings, primarily used in children’s collections.
• Abridged Editions: Content removed for cost, censorship, or simplification. Generally avoided.
• Chapbooks: Short, often literary booklets; typically not collected unless significant.

The reputation of a publisher can influence selection. Certain publishers are trusted for quality and may not require additional review. Others, including vanity presses, self-publishers, and desktop publishers, are approached with caution and usually require personal review due to inconsistent quality.

Price must be weighed against value to the collection. High-cost items (e.g., art books, specialized texts) may be limited, especially in areas like audiovisual materials where costs are restrictive.

Holdings Review is critical. New titles are assessed in the context of the current collection. Some additions may signal a new subject area, requiring broader development. Better titles may already exist in the collection, making additional copies a higher priority than new selections.

Evaluation of Collections

Ongoing evaluation ensures that the Library System continues to meet community needs by maintaining relevant and high-quality materials. Key evaluation tools include:

• Circulation Reports
• Turnover Rates
• Use and Fill Rate Reports
• Document Delivery Statistics
• Collection Age Analysis
• Volume Counts

Space constraints, especially in smaller branches, necessitate regular weeding. Holdings are also assessed against bibliographies, “best books” lists, and community input. Evaluations are performed regularly by the Assistant Director, the Coordinator of Programming, and Branch Managers.

Interlibrary Loan (ILL)

Interlibrary Loan (ILL) is not a substitute for collection development, but rather a complementary service that broadens access to materials beyond the holdings of the Library System. It allows patrons to request resources that are not available locally without unnecessarily duplicating items already within the system’s collection.

ILL supports the collection development process in two key ways:

1. Purchase Consideration: Materials requested through ILL that are not currently owned by the System are reviewed for possible purchase.
2. Alternative Access: Items that have been evaluated but not selected for purchase may be recommended for ILL as an alternative means of access.

All ILL requests for newly published materials are automatically considered for purchase. Additionally, older titles that are requested via ILL three or more times within a 12-month period should be reevaluated for potential acquisition.

ILL should not be used for:

• Titles currently on order.
• Items owned by the System, unless the item is long overdue or missing.