Sf.Lawrence-LewisBOGES

BuildingFutures *~ Creating Meaningful Lives

Board of Cooperative Educational Services

LEARNING RESOURCES CENTERSCHOOL LIBRARY SYSTEM

7229 State Highway 56Norwood, NY 13668

Phone: (315) 353-6684 .:. FAX: (315) 353-2978awheeler@sllboces.org

Allison S. WheelerSupervisor of LearningResources

School LibrarySystem Director

Thomas R. BurnsDistrict Superintendent

MEMORANDUM

TO: Thomas R. Burns

CC: Board of Education

FROM: Allison S. Wheeler f Helene Mellon

DATE: September 21,2009

SUBJECT: Learning Resources Center Collection Development Guidelines

As Supervisor of Learning Resources, one of my duties is to see that we have a constantly updated andrelevant set of Collection Development Guidelines that assists in the selection and reconsideration ofmediaforthe LearningResourcesCenterMediaLibrary.

In this capacity, I led the Audiovisual Coordinators through a review of the guidelines over the course of lastyear's meetings. This advisory group has representatives from all seventeen of the component districtsserved through CoSer 509 Learning Resources Center Services. The Audiovisual Coordinators thoughtfullyconsidered changes in technology, curriculum, standards, and need, and made revisions to the formerdocument that addressed all of those things. Revisions were then submitted to Helene Mellon, Director ofInstruction and Staff Development for her further input.

Step five in the formal Request for Reconsideration Process states, "The complainant may appeal ifdissatisfied with the formal recommendation of the Materials Evaluation Committee by requesting that thematter be brought to the BOCES Board of Education." We now collectively present this 2009 version of theMediaLibrary'sCollection Development Guidelines to you and the BOCES Board of Education for reviewand approval.

Please contact me if you have any questions regarding this document. Thank you for your assistance withthis request.

ASWfir

. Brasher Falls . Canton . Clifton-Fine . Colton-Pierrepont . Edwards-Knox . Gouverneur . Hammond . Harrisville · Hermon-DeKalb.. Heuvelton . Lisbon. Madrid-Waddington. Massena . Morristown. Norwood-Norfolk. Ogdensburg . Parishville-Hopkinton · Potsdam.

----

St.Lawrence-LewisBOCES

LEARNING RESOURCES CENTERSCHOOL LIBRARY SYSTEM

7229 State Highway 56Norwood, NY 13668

Phone: (315) 353-6684 * Fax: (315) 353-2978awheeler@sllboces.ora

BuildingFutures *~ Creating Meaningful Lives

Board of Cooperative Educationsl Services

Thomas R.BurnsDistrict Superintendent

Allison S.WheelerSchool Library System Director

Supervisor of Learning Resources

ST. LAWRENCE-LEWIS BOCES LEARNING RESOURCES CENTERMEDIA LIBRARY

COLLECTION DEVELOPMENT GUIDELINES

I. Mission Statement

The Learning Resources Center (LRC) provides its schools with the best in educational services throughtechnology and curriculum resources.

II. Population Served

The LRC serves the curriculum needs of component schools pre-K to grade 12. There is an advisorycommittee, composed of Audiovisual Coordinators from each component district that meets for bothinformational and decision making purposes.

III. Budaet

The budget of the LRC is determined by the number of schools that participate in the Learning ResourcesServices CoSer. The portion of budget devoted to purchasing new media is determined by the programadministrators. The Audiovisual Coordinators recommend types of media they wish to have purchasedfor the Media Library. Program administrators will purchase materials as economically as possible byparticipating in group buys, taking advantage of special pricing, and working with producers anddistributors to achieve minimum pricing for maximum material.

IV. Selection of Media

A. Riqhts

Media will be purchased with public performance rights (PPR), whenever available, and so noted inonline catalog records. In this way, educators will know if they need to rely upon "Fair Use Guidelines,"instead of PPR. In addition, duplication, digital, and broadcast rights will be purchased where practicaland affordable.

- BrasherFalls - Canton - Clifton-Fine - Colton-PielTepont- Edwards-Knox- Gouverneur- Hammond- Harrisville - Hermon-DeKalb- Heuvelton-- Lisbon - Madrid-Waddington - Massena - Morristown - Norwood-Norfolk - Ogdensburg - Parishville-Hopkinton - Potsdam-

- -

page 2

S. Copvriaht

Copyright laws pertaining to media will be strictly adhered to at all times. LRC staff will work to makedistricts aware of copyright regulations.

C. Preview and Evaluation

The LRC staff believes that material should be previewed, evaluated and/or recommended before it ispurchased, or returnable if purchased sight unseen. The program administrators are responsible forarranging to preview curriculum-appropriate materials. They will survey the existing collection and itsusage annually and identify areas of need. They will also take into account direct communication fromAudiovisual Coordinators and/or educators who express the need for material in particular subjectareas. The program administrators will compile a list of needs and survey the available educationalmedia using current catalogs, media seminars, reviews, conversations and meetings with educationalmedia representatives. The recommendations of the advisory committee will also be consideredcarefully.

The LRC media previewing program will directly involve district educators in the selection process.Educators will be canvassed to provide input on specific content area media. The rating system usedfor media evaluation will allow all who preview media to clearly express their opinions on the quality,usefulness and appropriateness of a piece of media. The program administrators will compile theresults of the media previewing and use them as the basis of purchasing media, taking intoconsideration professional reviews of the media, recommendations of LRC administrators from otherSOCES, standard media reference sources, and cost of the media.

D. Selection Criteria

Educational media will be selected for inclusion in the Media Library based upon these selectioncriteria: 1) Quality of the production, 2) Degree to which the media is both age-appropriate andcurriculum-aligned, 3) Accuracy and currency of information in the production, 4) Appropriate lengthfor instructional use, 5) Expressed need for media in this subject area, 6) Potential audience for thematerial, 7) Professional evaluation and recommendation of the material, and 8) Availability andaffordability of public performance, duplication, and/or digital rights.

V. Composition of the Media Collection

Materials that support the K-12 curriculum needs of the component districts will be the basis of the MediaLibrary.

The LRC staff will maintain an appropriate collection balance between materials on all grade levels and inall curriculum areas as reflected in 1) the New York State standards and performance indicators, 2) theusage of materials currently part of the collection, and 3) expressed interest in materials for curriculumareas not covered by the existing collection.

Career and technical education materials and professional development resources will be considered forpurchase, as requested and funds permit.

page 3

- Brasher Falls - Canton - Clifton-Fine - CoIton-PietTepont - Edwards-Knox - Gouverneur - Hammond - Harrisville - Hermon-DeKalb - Heuvelton -- Lisbon - Madrid-Waddington - Massena - Morristown - Norwood-Norfolk - Ogdensburg - Parishville-Hopkinton - Potsdam-

-- --

VI. Oraanization of the Media Collection

The Media Library will be organized by type of media using an online media management system thatmeets the cataloging, booking, statistical, and reporting needs of the LRC. Access to the media collectionwill be provided to constituents through provision of an online Media Library catalog, regular LRCnewsletters, special subject mediographies and any other supplementary documents deemed useful. TheMedia Catalog will contain annotations and be searchable in multiple ways, such as by subject area,keyword, title, series, audience level, etc.

VII. Collection Maintenance

A. WeedinQ

The collection will be evaluated and weeded annually or as needed, using circulation statistics, currentcurricular needs, user comments, production dates or datedness of the presentation, datedness of theformat, and condition of the materials as the main criteria.

B. Multiple Copies

Multiple copies will be purchased based on demonstrated use and anticipated interest. These copiesmay be obtained in "hard copy" or by the purchase of duplication rights, depending upon need, costand availability. The right to duplicate in multiple formats (e.g. both VHS and DVD) will be apreference when purchasing duplication rights. In addition, digital rights (access to videostreamedmedia) will be purchased where practical.

C. Replacement of Material

Materials lost or damaged will be replaced with the same title, a similar title, or not replaced at alldepending upon 1) the demand for the title, 2) the number of copies of the title or similar titles alreadyheld, and 3) the availability of newer, more appropriate, better materials on the subject.

D. Gifts

Gifts of educational resources will be accepted with the understanding that they will be handled like allother material in Media Library in terms of evaluation, storage, circulation, and weeding.

VIII. Guidina Principles

A. Formats

Media of all format types will be considered for inclusion in the Media Library, based upon whether 1)they are recommended for purchase by the advisory committee, 2) they fulfill the selection criterianoted in Part IV above, 3) the schools have the hardware, or access to the hardware, needed to usethe media, and 4) there are sufficient funds to purchase the media. New media formats will beintroduced and demonstrated for the advisory committee when appropriate and possible.

B. Freedom to View

All materials contained within the St. Lawence-Lewis BOCES Media Library will be available to facultymembers and administrators of those component districts purchasing the LRC services. In addition,

- Brasher Falls - Canton - Clifton-Fine - Colton-Pierrepont - Edwards-Knox - Gouverneur - Hammond - HarrisviIle - Hermon-DeKalb - Heuvelton -- Lisbon - Madrid-Waddington - Massena - Morristown - Norwood-Norfolk - Ogdensburg - Parishville-Hopkinton - Potsdam-

--- --

specific portions of the collection, designated as "student use site collections" will be circulated todistricts on an annual basis and made accessible to students.

Materials considered "sensitive" because they deal with human sexuality, child abuse or other suchtopics, will be designated as such. These titles require a district administrator's signature.

C. Reconsideration of Challenaed Materials

Complaints conceming resources in the Media Library should be directed to the programadministrators. Any request for removal of material from the Media Library based upon suchcomplaint must be in writing, on the appropriate form, and signed by complainant.

A formal Request for Reconsideration Process will be followed and will include these steps:

1. The LRC will provide the complainant with copies of the Collection Development Guidelines andthe Materials Reconsideration Form. Informal resolution will be attempted.

2. Failing informal resolution, the complainant completes the appropriate form and submits it to theprogram administrators. The material in Question remains in use unless removed bv the reviewprocedure outlined below.

3. The complaint is reviewed by the LRC Materials Evaluation Committee. This committee willinclude no fewer than five members and be composed of the LRC program administrators andrepresentative A-V Coordinators, teachers and librarians from the Audiovisual Coordinatorscommittee, including the member from the complainant's school district. The review will include anexamination of the material itself, consideration of any evaluations or reviews of that material, athorough study of previous user comments on the material in question, and an analysis of theparticular curriculum need that the material fills.

4. After careful review, a recommendation is made by the committee.

5. The complainant may appeal if dissatisfied with the formal recommendation of the MaterialsEvaluation Committee by requesting that the matter be brought to the BOCES Board of Education.Copies of the Materials Reconsideration Form and the written recommendation will be provided tothe Board of Education, who will then review the complaint and make a recommendation.

6. Any person dissatisfied with the decision of the Board may appeal to the State Board of PublicInstruction pursuant to state law.

D. Fees

1. Overdue materials - There will be no fee assessed to users who fail to return material on time.Communications made by LRC staff to notify users of tardy material will be firm but friendly. Timelyreturn will be encouraged for the mutual benefit of all users.

2. Lost or damaged material - A reasonable replacement fee will be assessed to any district whosestaff loses or damages materials from the Media Library. The replacement fee will depend uponwhether the item was an original or duplicate copy, the replacement cost of the item and the age andcondition of the material. Site collection videos (student use) will not be assessed a replacement feeunless excessive loss or damage occurs.

- Brasher Falls - Canton - Clifton-Fine - Colton-Pierrepont- Edwards-Knox- Gouverneur- Hammond- Harrisville - Hennon-DeKalb- Heuvelton-- Lisbon - Madrid-Waddington - Massena - Morristown - Norwood-Norfolk - Ogdensburg - Parishville-Hopkinton - Potsdam-

E. Circulation of Media

The loan period for media is determined by the format of the material and user need. Programadministrators will set the loan period for each general type of media. Requests to extend the loan ofmaterials will be honored if users notify the LRC office before retaining the material, so as not toimpact the next scheduled user.

F. Interlibrarv Loan

Media, such as career and technology resources or professional development materials, may beloaned to other BOCES media centers in an effort to maximize access to very specialized collections.

G. Equipment Loan

The LRC will loan electronic equipment to districts, as available, when a district's own equipment isbeing repaired or cleaned.

H. On-Site ~ Collections

In addition to building the LRC-based Media Library, staff will continue to examine ways to useexisting media in new ways or purchase duplication rights or multiple copies where service mightreasonably be extended. As required by State regulations, these collections are not permanent loans,but rotating collections.

Some of the existing on-site collections are:

1. Seasonal collections -- Seasonal and holiday titles made available in bulk loan to componentdistricts, on-site, for the duration of a particular season.

2. Student use site collections - - Age-appropriate, educational DVDs made available in bulk loan ona rotating basis for the purpose of student circulation.

3. Special collections - - Bulk loan of videos and/or DVDs that are most appropriately used as sets byteachers and other professionals, such as Driver Education, foreign language, study skills andcareer education materials.

IX. Review of Guidelines

These guidelines will be reviewed and revised biennially, or as needed, by the advisory committee ofAudiovisual Coordinators.

ASWIlr Guidelines revised and approved 5/14/09

- Brasher Falls - Canton - Clifton-Fine - Colton-Pierrepont - Edwards-Knox- Gouverneur- Hammond- Harrisville - Hennon-DeKalb- Heuvelton-- Lisbon- Madrid-Waddington- Massena- Morristown- Norwood-Norfolk- Ogdensburg- Parishville-Hopkinton- Potsdam-

St. Lawrence-Lewis BOCESInstructional Resources Learning Resources Center

Materials Reconsideration Form

Person making this request:

Name:

School District:

Address:

Phone Number:

Group or organization you represent (if any):

Material being reconsidered:

Media Number:

Title:

Producer (publisher):

Date of production (publication):

(over)

1. Did you review the entire item? If not, what sections did you review?

2. To what in the item do you object? (Please be specific.)

3. In your opinion, what harmful effect upon students might result from use of this item?

4. Do you perceive any instructional value in the use of this item?

5. Should the opinion d any additional experts in the field be considered?

6. Would you care to recommend any other material you consider to be of equal or superior quality whichshould be used in place of this item?

7. Do you wish to make an oral presentation to the review committee?

Signature: Date:

ASW/Ir Form revised and approved 1/27/09