Collection Development

What We Buy and Why

Profile

Kingston Frontenac Public Library serves the citizens of the City of Kingston and the County of Frontenac. It currently serves a population of approximately 119,600 urban residents and 27,000 rural residents.

Purpose

The purpose of this policy statement is to clarify for the public and the library staff the criteria used for selecting and acquiring materials, as well as the responsibility for maintaining the collections.

Philosophy

Kingston Frontenac Public Library is recognized as both a repository of and an entry-point to the collective wisdom of society. It is the goal of the Kingston Frontenac Public Library to provide its public with equitable access to ideas and knowledge through print, audiovisual and online resources for its information and leisure pursuits. To that end, the library seeks to purchase and retain the best and most useful material to fulfill its goals.

Goals of selection:

To maintain a well-balanced and broad collection of materials for information, reference and research
To foster intellectual growth, lifelong learning and the formal and informal education and enlightenment of the community
To provide materials for the recreational and leisure pursuits of the public
To stimulate thoughtful participation in community affairs by providing access to a variety of opinions and ideas

Objectives:

To meet these goals, the following objectives have been set forth:

To serve the citizens of Kingston - Frontenac by making information available in many formats for personal use
To act as a cultural and educational resource by inviting displays, lectures and discussions to take place in library buildings
To enhance the acceptance of new technologies by training and example and by continually expanding the collection of materials in those areas
To identify groups of people with specialized needs and to purchase materials iin appropriate formats

Responsibility for selection

The responsibility for the selection of material rests legally with the library board. It, in turn, delegates the selection and withdrawal of materials to the professional staff who are responsible for the collection on a day-to-day basis. Suggestions for purchase are also welcomed from members of the public.

Clientele

The clientele of the library includes adult, teen, and children and may include adult independent learners, all racial, religious and ethnic groups within the community, the physically and mentally disabled, housebound, and the institutionalized.

Levels of the collection

Popular or recreational level (for satellite or small branches): the library buys current titles from lists of bestsellers or from experience of what titles and authors are likely to be in high demand or are the “hot” topics of the day.
General informational level (for neighbourhood or medium-sized branches): the library buys a large number of current titles and a limited number of retrospective titles on any subject that would include those beyond the bestseller lists.
Instructional level (for district or large branches): the library buys a good selection of current titles available on subjects of general interest and a selection of retrospective titles. These branch(es) offer a larger materials collection and provides more reference and information materials and service.
Reference level (Central Library/Core Collection): in addition to providing all three levels of collections, the Central library serves as the headquarters for Administration, Technical Services, Special Collections and Stacks (reserves) collections. It houses additional reference resources and provides the most comprehensive reference and information services in the System.
Outreach: Kingston Frontenac Public Library delivers library materials and services to people unable (usually for physical reasons) to reach one of its branch facilities. In urban areas, this service is provided with the assistance of volunteer drivers. In rural areas, the service is provided through Books-by-Mail.

Collection Maintenance

To keep the collection timely and attractive, materials are withdrawn when they are considered to be outdated, worn or no longer useful. If still needed, these may be replaced or rebound. Replacement depends on the demand for the title, the availability of more current materials on the topic and the extent of the coverage of the subject in the collection. Older, but historically useful, material is moved to the Stacks area.

Discarded materials may be destroyed, forwarded to other libraries, or donated to charitable organizations.

Intellectual Freedom

Basic to the library’s Policy for Selection of Library Materials are the Statements on Intellectual Freedom of the Canadian Library Association (1985) and the Ontario Library Association (1963). (See Appendix #2)

Controversial Material

The Kingston Frontenac Public Library Board regards the right of access by an individual to information, controversial or non-controversial, through the public library as an important element of a democratic society.

The presence of any material in the library does not indicate an endorsement of its contents. The library recognizes that many library materials are controversial and that any given item may offend some patrons. Selection will not be made on the basis of any anticipated approval or disapproval, but solely on the evaluation of the item’s literary merit, authenticity, honesty of presentation and use to the community. In the case of controversial issues, an effort is made to see that all points of view are represented. While the library staff will attempt to guide individuals and groups to materials suitable for their use, the ultimate responsibility for the choice made by the patron, lies with the patron.

Request for reconsideration of material must be made in writing and on the understanding that selection will not be determined by pressure from any group or individual nor will material serving the purpose of the library be removed from the collection. (See Appendix #3 for Request for Review of Library Materials or Displays form.)

If the patron is still not satisfied, the complaint will be forwarded to the Board for their consideration. The Board and the Chief Librarian will jointly rule on the complaint and report the decision to the complainant within 30 days of the next Board meeting.

Parental responsibility

Responsibility for a child’s or teen’s choice and use of materials rests with her/his parent(s) or legal guardian(s). The Kingston Frontenac Public Library believes in the freedom of the individual, and the right and obligation of parents(s) or legal guardian(s) to guide, develop, interpret and maintain their own code of values in their family.

Library users of all ages have open access to the library’s collections. Selection for the adult collection is not restricted by the possibility that children or teens may access materials their parent(s) or legal guardian(s) may consider inappropriate

Selection Principles

The materials purchased for the library are selected with the purpose of carrying out the goals of the institution. To help in the process of selection, the following principles are used to judge the quality and the quantity of the items that are chosen:

Contemporary materials representing various points of view, which are of current interest and possible future significance, including materials which reflect current conditions, trends and controversies.
Materials designed to increase the individual’s ability to function effectively as a member of society.
Materials which provide access to practical information which develops the individual’s dependence on self, thereby enhancing the quality of life.
Materials which provide an aesthetic experience, stimulate imagination and increase the individual’s potential for creativity.
Materials, including the experimental or controversial, which may extend the individual’s capacity to understand the world in which he lives.
Materials which entertain and which may enhance the individual’s enjoyment of life.
Source materials which thoughtfully interpret, document or illuminate the past.

Selection criteria:

The fundamental criteria for the selection of material are:

Non-fiction

Purpose and importance
Authority and reputation
Accuracy
Style, clarity and presentation
Access
Format
Need
Demand
Price
Relationship to other items in the collection
Quality of illustrations or art

Fiction

Style
Creativity
Characterization
Literary merit
Appeal
Demand
Price
Need
Relationship to other items in the collection
Quality of illustrations or art

The majority of items selected for inclusion in the collection are chosen on the basis of positive reviews in the recognized library reviewing sources. On occasion, an item may be selected which has not been reviewed or has been reviewed negatively. Such an item may belong on the shelves in order to familiarize the public with alternative views and opinions.

Children’s Collections

The Library’s children’s collections serve children from infancy through age twelve. Materials for these collections reflect the wide range of reading and interest levels that this age group includes. The children’s collections exist to encourage children to develop a lifelong habit of reading for both recreational and informational needs. Materials for children shall be chosen in accordance with the Kingston Frontenac Public Library’s overall collection development policy.

Textbooks/Homeschooling needs

School libraries serve the curriculum needs of students. The Library does not attempt to acquire textbooks or other curriculum-related materials except as such materials may also serve the general public. The Library recognizes the need to provide a wide variety of cultural and recreational reading matter for students in traditional schools and those being homeschooled, and to provide basic materials for students seeking to complete assignments outside school hours.

Teen Materials

Teen materials are selected to meet the informational and recreational needs of teens aged thirteen through eighteen. An effort is made to provide materials that address the developmental stages of all teens. The teen collections are not intended to be comprehensive serving all the needs and interests of teens, nor is it the Library's intention that teens should be confined to the use of these materials. Teens may use a wider range of library materials than any other age group. Some items are purchased only for the teen collection. However, some items found here are duplicated in the children's collection, in the adult collection, or in both. Materials for teens shall be chosen in accordance with the Kingston Frontenac Public Library’s overall collection development policy.

Labelling of collections

The Library does not label materials to indicate approval or disapproval of the content, nor does it expurgate any material in the collection. No catalogued book or other item will be placed on closed shelves, except due to space limitations or to protect it from damage or theft.

For information purposes and the guidance of borrowers, restricted videos are labelled with the Ontario Film and Video Review Board Viewer Classification code.

Other Collection Criteria

The following criteria are applied to areas of the general library collection outside of the areas discussed above:

Canadiana and Canadian Materials - Recognizing the responsibility of a Canadian public library to make works on Canada and works by Canadian writers widely available, the Library shall acquire Canadian materials in all categories, generally following the selection guidelines established. Canadiana items are purchased if deemed important to readers of this country.
Local Authors - Every effort is made to acquire works by local authors provided that their work meets the standards of the library’s selection policy. In the case of important local materials, a copy will be purchased to be housed in the Kingston collection and additional copies may be purchased for the general collection.
Government Documents - The Government Documents Collection is a Reference, Circulating and online instructional collection consisting of documents produced by the local, provincial and federal governments. Much of the collection is non-circulating but monographs are catalogued and do circulate. The Central library has the responsibility of collecting and retaining the resource collection according to the government’s retention guidelines. At the discretion of the government documents librarian, duplicate items from the checklists may be selected or purchased for the branches.

Selection criteria:

Municipal, regional, county and district records, including School Boards - KFPL has the responsibility for collecting and retaining local government documents including official plans, budgets, minutes, reports and by-laws. Queen’s University Archives is the official archives for the city.
Provincial Documents - KFPL is a selective depository for Ontario government publications, including Statutes, Ontario Gazette, bills, debates, annual reports, and special reports and studies.
Federal Documents - KFPL is a selective depository for Canadian government materials, including Statues, Canada Gazette, bills, debates, annual reports, standing committees, Royal Commissions and special reports and studies.

KFPL is a selective depository for Statistics Canada Publications.

KFPL retains Census publications from 1900 to the present.

KFPL subscribes to up-dating services and citators.

Vertical File - A Kingston vertical file of newspaper articles, pamphlets and ephemera is maintained at the Central library only.
Reference Materials - The library maintains an up-to-date, comprehensive reference collection at the Central library and networks a variety of electronic reference sources via the Internet to many other branches. The smaller branches maintain basic reference collections consisting of encyclopedias, dictionaries, atlases, almanacs, and consumer guides.
Local History - The Local History collection is a reference and circulating research collection consisting of works which relate to the history, geography, geology, culture and socio-economic composition of Frontenac County and Kingston. Collection emphasis is on secondary source material; it is the role of Queen’s University Archives to collect and preserve original manuscripts relating to the local history of Frontenac County. Copies of these original manuscripts may be collected.

The Central library houses the collection belonging to the Kingston chapter of the Ontario Genealogical Society whose materials are available for patrons to browse in-house but not to be borrowed from the library.

Selection:

Primary sources

The following primary sources are collected currently and retrospectively in both hardcopy and microfilm format:

Horsey, Fireplans, Kingston City Directories, Kingston phone books, voters lists, Kingston newspapers, cemetery listings.

Periodicals: Magazines and Newspapers - The Library provides a circulating magazine collection in each of its branches for both adults and children. The collection is contemporary and generally popular in nature. Magazines are selected on the basis of need, interest and cost. Titles are subject to replacement or discontinuation upon expiry if interest or demand for a specific title is not maintained.

An attempt is made at the Central library to maintain a comprehensive collection of magazines representing a variety of subjects of interest to patrons.

Local newspapers are bought or acquired for most branches. The Central library collects other regional and national newspapers depending on interest and budget factors. The Central library also houses a collection of the Kingston Whig-Standard and its predecessors on microfilm from 1810.

Unsolicited magazines by religious, fraternal or sectarian organizations may not be accepted by the Library. Space limitations and proven lack of reader interest govern the restriction of this material.

French language material - As the library recognizes the need to provide information in both of Canada’s official languages, informational and recreational materials are purchased in response to community needs. This includes the provision of materials to supplement the French immersion students’ resources.
Multilingual material - Material in other languages is acquired through participation in the Southern Ontario Library Service’s multilingual rotation pool. Other foreign language material may be acquired by donations from various language groups.
Materials for the Handicapped - Books on cassette and CD and large type books are purchased according to the general selection policies and are available at every branch. The Central library also offers a selection of CNIB material to patrons with visual handicaps.
Maps - A small collection of local topographical maps is maintained at the Central library.
Multi-media -Recognizing that the Public Libraries Act provides for the collection of and free access to multi-media materials, thereby giving them the same importance as print material, the Library endeavoursto develop this collection at no detriment to the book budget.

DVDs

Selection of DVDs is based on and consistent with the stated overall purpose of the library, namely “to offer library service which will stimulate and support the educational, cultural and recreational interests of people of all ages, and be adaptable to the changing demands of the community.” In its choice of titles, the library also seeks to offer a non-profit alternative which enriches available choice and does not depend on the patron’s ability to pay. To this end, the library concentrates on providing programmes which are not readily or consistently available elsewhere in the area. While popular feature films may be purchased, selection emphasizes classic films and titles considered to be contemporary classics, documentaries, self-help, lifestyle, foreign titles, notable Canadian productions, and children’s titles.

Sound recordings

Selection of audio material is based on and consistent with the stated overall purpose of the library. Depending on budgetary considerations, an attempt will be made to purchase audio material in the classics, jazz, popular, and folk categories, as well as to purchase quality Canadian recordings.

Audiobooks and Ebooks

Books on CD are purchased for adults, teens and children. Depending on budget and availability, an attempt is made to purchase unabridged over abridged material. The library also subscribes to online downloadable services. Selection is carried out according to the same criteria for printed materials.

While no longer collecting books on cassette, the library will maintain its tape collection as long as demand warrants.

Electronic resources

The library subscribes to a substantial number of proprietary databases and electronic reference resources in its endeavour to network these resources throughout our system. Purchasing is done either individually or, where practical and possible, through consortial arrangements. Depending on licensing agreements with vendors and broadband availability, we network resources within our branches and remotely to patrons at home or at work. Electronic resources consist of citation and full-text databases of newspapers, magazines and reference works.

Games

[To be added]

Donations and gifts

The library welcomes donations of new books and material (or money) in memory of loved ones or in honourof various celebrations. If requested, book plates will be placed inside donated items. Tax receipts may be issued upon request.

The library will accept gifts of used books, magazines, videos and DVD’s, music and other materials on behalf of the Friends of the Library for their fundraising book sales. The library will not accept donated books in lieu of payment for lost or damaged books.

Duplication of titles

Duplication of materials depends largely on the size of the collections budget and the demand for an item. We attempt to have no fewer than 1 copy for every 6 holds. Titles with multiple holds will change to a two-week-loan status for the period of time in which they remain in demand.

Review of Collection Development Policy

This policy shall be reviewed on an annual basis.

Appendix #2

Statement on Intellectual Freedom, amended by the Canadian Library Association, 1985

The Kingston Frontenac Public Library accepts this statement without reservation. (Approved by the former Boards of Kingston Public Library and Frontenac County Library and remaining in force)

“Every person in Canada has a fundamental right, as embodied in the nation’s Bill of Rights, to have access to all expressions of knowledge, creativity and intellectual activity, and to express his thoughts publicly. This right to intellectual freedom is essential to the health and development of Canadian society.”
“Libraries have a basic responsibility for the development and maintenance of intellectual freedom.”
“It is the responsibility of libraries to guarantee and facilitate access to all expressions of knowledge and intellectual activity including those which some elements of society may consider to be unconventional, unpopular or unacceptable. To this end, libraries shall acquire and make available the widest variety of materials.”
“It is the responsibility of libraries to guarantee the right of free expression by making the library’s public facilities and services available to all individuals and groups who need them.”
“Libraries should resist all efforts to limit the exercise of these responsibilities while recognizing the right of criticism by individuals and groups.”
“Both employees and employers in libraries have a duty, in addition to their institutional responsibilities, to uphold these principles.”

Statement of the Ontario Library Association on Intellectual Freedom, 1963

Updated and approved, 1998

In affirming its support of the fundamental rights of freedom of the press and freedom to read, the Ontario Library Association declares its acceptance of the following propositions:

The the provision of library service to the Canadian public is based upon the right of the citizen, within the limits of the law, to judge for himself on questions of politics, religion or morality.
That it is the responsibility of librarians to maintain this right and to implement it in their selection of books, periodicals, films and recordings, subject only to the provisions of federal and provincial laws governing the suppression of treasonable, seditious and obscene literature.
That freedom of the press requires freedom to examine other ideas and other interpretations of life than those currently approved by the local community or by society in general, including those ideas and interpretations which may be unconventional or unpopular.
That freedom of the press requires freedom of the writer to depict what is ugly, shocking and unedifying in life when such depiction is made with serious intent.
That the free traffic in ideas and opinions is essential to the health and growth of a free society.
That it is therefore part of the library’s service to its public to resist any attempt by any individual or group within the community it serves to abrogate or curtail the freedom to read by demanding the removal of any book, periodical, film or recording from the library.
That it is equally part of the library’s responsibility to its public to ensure that its selection of materials is not unduly influenced by the personal opinions of the selectors, but determined by the application of generally accepted standards of accuracy, style and presentation.