WCCLS Collection Development Policy

Purpose

This policy provides WCCLS staff with guidelines for developing and maintaining collections that meet WCCLS strategic objectives. WCCLS shares this policy with its member libraries and the public so that our principles for selecting and deselecting materials are clear. This policy is written by WCCLS staff, reviewed by Washington County counsel, approved by Cooperative leadership, and is reviewed annually.

Objectives

WCCLS is not a single library location. It is an organization established to centrally support member libraries that are part of the Cooperative in Washington County. WCCLS also leads initiatives and offers some services centrally when it makes sense for the Cooperative and those being served. In this role, WCCLS manages multiple collections that are available to the public, that support the County’s and the Cooperative’s strategic objectives, and/or that enhance member libraries’ programs and collections. Generally, WCCLS collections fall within the scope of most public library collections: popular materials and general interest. However, in its unique role, WCCLS also maintains a professional collection focused on librarianship and public service, a large collection of special formats for users of the Library Mail Service, and other titles and formats for supporting libraries that might fall outside the scope of a typical public library collection.

WCCLS recognizes that not everyone has equitable access to library collections and services and that legacy practices in librarianship have at times excluded and ignored the needs of marginalized groups. WCCLS responds by considering diversity, equity, and inclusion when making decisions about its collections. We strive to select materials that meet the needs of underserved populations and to advocate for policies that improve access to our collections for those who have been excluded.

Selection

WCCLS strives for inclusivity in selecting materials in compliance with the American Library Association’s Library Bill of Rights and Freedom to Read Statement. WCCLS aims to develop its collections in line with the American Library Association’s Freedom to Read Statement and Library Bill of Rights. We work to represent as many viewpoints as possible, and selection of materials does not mean endorsement of their contents. Librarians on staff at WCCLS do most of the materials selection. Below are their typical considerations when selecting materials:

Is the cost reasonable?
Is the format appropriate for its intended user group(s)?
Is there demand? (Demand may be found in media coverage, industry data, circulation data, patron requests, and stakeholder requests. WCCLS recognizes that for nascent and community-specific collections metrics may be different.)
Is the title or format being selected to meet community-specific needs (people unable to visit a physical library, people who are incarcerated, people who speak languages other than English, childcare providers, etc.)?
If the work is intended to meet community-specific needs, was it created by someone who belongs to that group?
Is the title broadly available and easy to replace?
Does this title help complete a popular series?
Is this title inclusive in both authorship and content, making it relevant to one or more communities within Washington County?
Has this title been reviewed in the media or industry publications?
Does this title cover a topic of interest for a specific age group?
Are the contents of the material current, relevant, and accurate?
Does the title have local significance?
Has the title received or been nominated for a major award or prize?
Does the title help expand a collection in a language prioritized by Washington County for service?

Maintenance

WCCLS staff perform regular evaluations to ensure that our collections are meeting the needs of our community. Based on these evaluations, WCCLS may shift resources from one collection to another, establish a new collection, or deselect materials to maintain existing collections. Librarians consider the following factors when de-selecting materials:

Is usage low or declining in relation to other items or collections?
Does an item or collection lack currency, relevance, or accuracy?
Is a format no longer supported, no longer in demand, or difficult to maintain?
Does WCCLS have enough physical space?
Are searches in apps and the WCCLS catalog degraded by too many records?
Is the item in good physical condition?
Has the content or license for a digital title or collection expired?

WCCLS values stewardship and sustainability, so all physical materials are given a second life through repurposing when possible. Materials that are not in a usable condition are handled through Washington County’s surplus procedures.

Public inquiries & reconsideration

Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. This community is primarily defined as those who live or own property in Washington County.

Materials should not be excluded because of the origin, background, or views of those contributing to their creation. Because WCCLS strives to provide materials of interest to all people in the community, patrons may at times disagree with the inclusion or the absence of a particular title in our collections.

Community members may contact WCCLS at any time with questions, comments, or suggestions. WCCLS prioritizes addressing concerns through dialogue first.

Initial inquiries or concerns will be addressed by the staff who work with the collection at issue. Contact us at wccls.org/contact.
Should the concerns still stand, a supervisor or member of the WCCLS leadership team will have a further conversation with the community member. The supervisor or leadership team member can address concerns in other ways, such as sharing concerns with a vendor.

After having a conversation with WCCLS staff, if a community member chooses to make a formal request to remove, relocate, or recategorize a title or resource, staff will provide them with the Request for Reconsideration Form.

Before submitting the Request for Reconsideration Form, community members should be aware:

Once submitted, the request for reconsideration becomes part of the public record.
WCCLS will only consider one request per community member at a time.
WCCLS will only consider one title/work or series per reconsideration form.
Time required will depend upon the volume of requests for reconsideration (including other requests currently being reviewed, the available staff to respond to the request, and the complexity in reviewing the title).
WCCLS will maintain a log for reconsideration requests. WCCLS will not re-evaluate an item that has already gone through the formal reconsideration process within the last three years.
The title/work or series will remain in the collection throughout the process, until an official decision is made.
This procedure applies regardless of the source of the challenge, whether from a library patron, library or city staff member, volunteer, board member, community member, elected official, or another government employee.
WCCLS follows best practices described in the Challenged Resources statement from the American Library Association (ALA).

Once a Request for Reconsideration Form has been submitted, WCCLS will engage in the following steps.

The Cooperative Library Services Manager will convene a Selection Review Committee. The committee will be made up of (minimally): one WCCLS librarian; one member library collection development librarian, library manager, or director; and one county staff member.
Within 30 days of filing a Request for Reconsideration, the person who filed it will receive a response, including information about next steps with a timeline for a decision.
Each review will include all committee members reading, viewing, or listening to the item, and considering research, reviews, and usage data.
The Selection Review Committee will evaluate if the material meets the objectives of these standards and practices using a scoring matrix that mirrors the factors and principles set out in this document.
The State Library of Oregon and the Oregon Library Association Intellectual Freedom Committee may be consulted.
The requester will be informed in writing of the Selection Review Committee decision.