Section 2
Policies and Procedures
Policy for Collection Development
Collection development is the primary responsibility of the two professionals assigned to the management of the library/media center. Duties necessary for the fulfillment of this function may be divided between them however they see fit for the most effective accomplishment of the goals of the library. It is the policy of the Bullitt Central Library and Media Center to collect materials at a depth commensurate with the needs of the students and the faculty of the school, and in support of the academic curriculum as well as the goals of the library program. While the library is not a research institution, it is important to recognize that many students served by the center do not have access in their homes to daily newspapers, cable television, or the Internet, and that access to larger libraries, such as the Louisville Free Public Library or the University of Louisville's Eckstrom Library is difficult or even impossible for some. For this reason, it might be necessary to collect materials in some areas to a depth greater than might be considered usual for a general collection. This added depth is particularly necessary in the areas of current events, social issues, and the sciences. The lack of accessibility to the large public library in Louisville coupled with the dearth of bookstores in the local area also necessitates emphasizing, in the interest of creating and promoting lifelong reading, the fiction collection, including popular authors that might not be generally thought of as necessary in a school library. It is the policy of Bullitt Central to collect materials in a broad range of reading levels, both above and below the grade-levels served within the school, in order to accommodate the full range of reading levels present among the student population being served. Finally, it is considered important to collect materials, both fiction and non-fiction, that promote an awareness of cultural diversity since the population of the school, and the community in general, is so largely homogenous and students are seldom exposed to people of other backgrounds, races, cultures, or ideologies in their everyday lives.

Selection Policy
It is the policy of the Bullitt Central Library and Media Center to select materials that support the school's academic curriculum and the goals of the library, especially, but not exclusive to, the promotion of lifelong reading and learning. At all times, the policy shall emphasize the selection of appropriate materials rather than the exclusion of materials that may be offensive to some individuals. While all purchases made with school funds must ultimately be approved by the building principal, it is the delegated responsibility of the media professionals to make final decisions as to the selection of materials for addition to the library's collection. It is expected that the librarians will invite the involvement of students, faculty, parents, and administrators in the selection of library materials. Individual requests for purchases of materials are given equal consideration regardless of the source of such requests. All requests, whether originating with one of the two professionals in the media center or from outside the library, will be considered for fulfillment by reference to the selection criteria outlined below.

General Criteria

  1. The materials are factually accurate and objective in presentation.
  2. The materials are written and prepared by the authorities in a given field.
  3. The materials are current and impartially presented.
  4. The materials are chosen in regard to reading sophistication of the users and objectivity.
  5. The materials are selected in relation to the importance of the subject matter to the collection.
  6. The materials are selected from recommended sources or selection aids, such as basic general lists, current general lists, and reviews in professional journal.
  7. The materials are considered to have literary value and thematic significance and to accurately and fairly represent the world in general, regardless of the inclusion of language or situations that may be found offensive to some individuals.
  8. Initial cost should be balanced against technical quality and the need for longevity.
Selection Criteria by Medium

Hardback Books
The bulk of the library's holdings is made up largely of hardback, print materials. Duplications are made in regard to need and overall merit of the book. Consideration of hardback over soft cover or paperback editions shall be made on the basis of the necessity for longevity.

Paperbacks
Paperback or soft cover editions are to be purchased mainly in areas of high interest where multiple copies and high circulation rates are desirable and where currency of the material is more important than the longevity of the item.

Videotapes
Development of a videotape library is a high priority. The library owns no films and films are not considered for purchase as videotape has become the dominant medium. Videotapes are chosen according to the extent to which their visual appeal and presentation enhances information that meets the general selection policy and criteria. For this reason, duplication of information already held in another medium does not necessarily preclude acquisition.

Laser disks, and DVD's
These formats are part of the library collection, but low demand and high prices call for care in selection. A wide range of subject areas is covered through this audio and visual media, but items are to be selected only when the uniqueness and appeal of the presentation makes the item particularly valuable. Because of the expense and special handling required, this type of material is duplicated only when use deems it necessary.

Recordings
Several types of recordings are maintained in the collection. Musical recordings are selected based on composition, performer, recording quality, requests and use. Orchestral and vocal recordings, representative folk music, outstanding examples of sound tracks of famous plays and musicals are appropriate for inclusion in the collection. Non-musical recordings include poetry, drama, language and business techniques and prose readings. Records are no longer purchased and emphasis is placed on cassette tapes and compact discs.

Newspapers
The library subscribes to the Courier Journal, and the Pioneer News.

Periodicals
A rich resource necessary for the support of the curriculum and for meeting the recreational reading needs of the students is the library's periodical collection. In selecting periodicals for purchase, the needs of the student body and faculty members are considered in these respects:
  1. The magazine collection supports the interests of users, represents different points of view, provides intellectual and aesthetic stimulation, and responds to the professional needs of teachers.
  2. Back issues of selected periodicals are retained for five years.
  3. The Kentucky Virtual Library and Facts On File Researcher Suite are Internet databases that include newspaper and periodical articles. These items complement the magazine index.
At all times, the library adheres to the policy set forth by the Bullitt County Board of Education. (See Appendix A)

Procedure for Acquisition of Materials
  1. A Request for Materials Acquisition form (See Appendix E.) is to be filled out by the individual or group requesting consideration of an item, regardless of the format requested or the source of the request.
  2. Reviews from professional journals (e.g. Horn Book, Alan Review, Kliatt, VOYA, Library Journal, etc.), recommendations by peers familiar with the material, and, if possible, first-hand examination by the media professional are to be used to determine the degree to which the material meets the guidelines of the collection development and selection policies. Choosing the professional journals to be used for reviews is left to the discretion of the individual librarian.
  3. If the material is determined to be undesirable for any reason, and the request for it came from someone other than the librarians, the form is to be returned to the requester and some explanation made either verbally or in writing. If the resource is to be purchased, the title, author, ISBN and other available information is recorded in the wishlist maintained by the media professionals and a source is sought in accordance with school board policy in regards to vendor selection.
  4. A purchase request (See Appendix E.) is completed and submitted to the bookkeeper who approves it according to available funds and then submits it to the principal for final approval. The PO is then assigned a number by the central office. A copy of the approved PO (Purchase Request) should be filed in the Materials Ordered file.
  5. When the purchase request is returned to the librarian with the principal's signature, and a central office PO number, an order is placed with the appropriate vendor.
Vendor Policy
As is the case with all district money spent by employees of the board of education, only vendors who hold state contract bids may be used to fill orders. It is the responsibility of the employee, in this case the librarian, to maintain an updated list of vendors approved by the state through the bid system. This information is available from the school's bookkeeper. The preferred primary supplier for the library is Baker and Taylor, but others from the bid list are used at times. In the event that a given item cannot be obtained from a bid source, the person making the purchase must document that the item is unavailable from vendors holding state contract bids and that a reasonable search has been made to obtain the best possible price.

Challenged Materials Policy
The library was founded on the premise that the freedom to read is guaranteed by the constitution, and that open communication and access to information is essential to the preservation of a free society and a creative culture. Because no library can possibly contain every form of printed material and that some materials of "free expression" are not needed in a high school collection, the Bullitt Central Library/Media Center attempts to purchase those materials that serve the educational process by helping to make available knowledge and ideas required for the increase of learning. The Bullitt Central Library/Media Center fully supports the School Library Bill of Rights (See Appendix D), and complies with the district selection policy (See Appendix A) that it is the responsibility of the school library "…to provide materials that will enrich and support the curriculum and to place principle above personal opinion and reason above prejudice in the selection of materials of the highest quality in order to assure a comprehensive collection."

Yet, in a free society, any citizen has the right to express his objection to any material (s) that he considers harmful. For this reason, the following procedure for challenging materials held in the collection of the Bullitt Central Library/Media Center has been established.

Procedure for Challenging Library Materials

  1. If a complaint is to be made, the procedures are as follows:

    1. Give patron a Patron's Request For Reconsideration of Work form
    2. Inform all staff members
    3. Upon receipt of written form, the Site-based Decision Making Council shall designate a Materials Evaluation Committee composed of the following:
      1. A representative from Central Administrative Staff
      2. A representative from building level administration
      3. A materials specialist
      4. A classroom teacher familiar with the subject challenged
      5. A parent
      6. A student where appropriate
        All members except administrative staff shall be from the challenged school.

  2. No material shall be removed from use until the Materials Evaluation Committee has made its final decision.

  3. Within 30 days the Materials Evaluation Committee shall:

    1. Examine challenged material in relation to official materials selection policy adopted by Bullitt Central High School and Bullitt County Board of Education
    2. Check general acceptance of the materials by reading reviews
    3. Weigh values and faults and form an opinion based on the materials as a whole
    4. Meet and discuss and prepare a report to the Site-Based Decision Making Council (Materials Evaluation Committee Report form)
    5. File a copy of the report with central and building administrative office

  4. If documentation is sufficient, an appeal to the school board may be warranted. Decision of the school board is final.

Gifts and Donations
Gifts and donations to the Bullitt Central Library/Media Center are gratefully accepted, but all such items are considered under the center's and the district's selection policies as outlined in the preceding pages and in the appendices of this manual. Donated materials that do not meet the selection criteria will either be returned to the benefactor, given away, or disposed of, and will not be provided with a receipt of donation. Items which do meet the selection criteria will be cataloged and processed as are purchased items, and a receipt for donation will be issued by the accounting office in an amount to be determined by the librarian. Cash donations will be spent according to the directives of the benefactor, provided the expenditure meets the selection criteria and the needs perceived by the librarians. At the request of the benefactor, donated materials will be marked with the benefactor's name in a fashion deemed reasonable by the librarians.

Deselecting
Deselecting, or weeding, of the collection is an extremely important process that is conducted in an ongoing fashion as the need arises throughout the year, and as an official annual project coinciding with the end-of-year inventory. The objectives of weeding are to keep the center's collection accurate, current, appealing, and in good physical condition. Additionally, weeding should maintain a book-to-student ratio that maximizes access to Title VI funding. Items chosen for weeding are to be considered according to the extent to which they meet the current selection policy. Items should be deselected on the basis of:
  1. circulation records
  2. accuracy and currency of information
  3. relevance to the curriculum
  4. physical condition
  5. appropriateness of format
  6. unique qualities
Weeded items may be placed in classrooms, but may not, under any circumstances, be given away to individuals or organizations, or be donated to any individual, organization or cause, or used to raise money for individuals, organizations or causes. Items not placed in a classroom in a district school must be destroyed. Assuring the destruction of these items is the responsibility of the librarian.