As adopted by the Board of Trustees The following are the rules and regulations of the Hepburn Library of Madrid, as of May 11, 2017. Reviewed and revised December 2020.
The purpose of the Hepburn Library of Madrid is to provide all individuals in the community with carefully selected books and other materials to aid the individual in the pursuit of education, information, research, pleasure, and the creative use of leisure time.
Because of the volume of publishing, as well as the limitations of budget and space, the library must have a selection policy with which to meet community interests and needs.
The Materials Selection / Acquisitions Development Policy is used by the library staff in the selection of materials and also serves to acquaint the general public with the principles of selection.
The Library Bill of Rights and The Freedom to Read Statement have been endorsed by the Hepburn Library of Madrid Board of Trustees and are integral parts of the policy.
The materials selection/collection development policy, like all other policies, will be reviewed and/or revised as the need arises.
Responsibility for Selection
The ultimate responsibility for selection of library materials rests with the Library Director who operates within the framework of the policies determined by the Hepburn Library of Madrid Board of Trustees. This responsibility may be shared with other members of the library staff; however, because the director must be available to answer to the library board and the general public for actual selections made, the director has the authority to reject or select any item contrary to the recommendations of the staff.
Criteria for Selection
1. The main points considered in the selection of materials are:
a. individual merit of each item
b. popular appeal/demand
c. suitability of material for the clientele
d. existing library holdings
Reviews are a major source of information about new materials. The primary source(s) of reviews is (are) NY Times, Amazon, Goodreads, and Bookpage, in addition to other types of reviews.
The lack of a review or an unfavorable review shall not be the sole reason for rejecting a title that is in demand. Consideration is, therefore, given to requests from library patrons and books discussed on public media. Materials are judged on the basis of the work as a whole, not on a part taken out of context.
Because of limited budget and space, the library cannot provide all materials that are requested. Therefore, interlibrary loan is used to obtain from other libraries those materials that are beyond the scope of this library’s collection.
In return for utilizing interlibrary loan to satisfy the needs of our patrons, the Hepburn Library of Madrid agrees to lend its materials to other libraries through the same interlibrary loan network, and to make an effort to have its current holdings listed in a tool that is accessible by other libraries throughout the state.
Gifts and Donations
The library accepts gifts of books and other materials with the understanding that they will be added to the collection only if appropriate and needed. If they are not needed because of duplication, condition, or dated information the Director can dispose of them as he/she sees fit. The same criteria of selection which are applied to purchased materials are applied to gifts. Memorial gifts of books or money are also accepted with suitable bookplates placed in the book. Specific memorial books can be ordered for the library on request of a patron if the request meets the criteria established by the Board. It is desirable for gifts of or for specific titles to be offered after consultation with the library director. Book selection will be made by the director if no specific book is requested. The Hepburn Library of Madrid encourages and appreciates gifts and donations.
By law, the library is not allowed to appraise the value of donated materials, though it can provide an acknowledgment of receipt of the items if requested by the donor.
An up-to-date, attractive, and useful collection is maintained through a continual withdrawal and replacement process. Replacement of worn volumes is dependent upon current demand, usefulness, more recent acquisitions, and availability of newer editions. This ongoing process of weeding is the responsibility of the library director/library manager and is authorized by the Board of Trustees. Withdrawn materials will be handled in a similar manner and under the same authority as donated materials.
Potential Problems or Challenges
The Hepburn Library of Madrid recognizes that some materials are controversial and that any given item may offend some patrons. Selection of materials will not be made on the basis of anticipated approval or disapproval, but solely on the basis of the principles stated in this policy.
Responsibility for the reading of children rests with their parents or legal guardians.
Selection of library materials will not be inhibited by the possibility that materials may come into the possession of children.
Library materials will not be marked or identified to show approval or disapproval of their contents, and no library material will be sequestered except to protect it from damage or theft.
Although materials are carefully selected, there can arise differences of opinion regarding suitable materials. Patrons requesting that material be withdrawn from or restricted within the collection may complete a Request for Reconsideration of Library Material form which is available in the library. The inquiry will be placed on the agenda of the next regular meeting of the Hepburn Library of Madrid Board of Trustees.
- Anti-Discrimination Policy
- Anti-Harassment Policy
- Circulation and Interlibrary Loans Policy
- Citizen’s Request for Review of Library Materials
- Community Meeting Room Policy
- Conflict of Interest Policy – Officers, Board Members and Employees
- Cost of Services Policy
- Disaster Policy
- Display and Exhibits Policy
- Employee Handbook
- Freedom to Read Statement
- Interlibrary NCLS/Due North Loans Policy
- Internet, WiFi, and Computer Use Policy
- Links from the Library’s Website
- Materials and Monetary Donations Policy
- Materials Selection/Acquisitions Development Policy
- Operation Policy
- Patron Behavior Policy
- Patron Confidentiality Policy
- Programming and Event Policy
- Public Employer Health Emergency Plan for Hepburn Library of Madrid
- Public Notice Bulletin Board Policy
- Public Relations Policy
- Sexual Harassment Policy
- Social Media Policy
- Strategic and Long Range Plan for Hepburn Library of Madrid
- Tobacco Use Policy
- Volunteer Policy
- Whistleblower and Ethical Behavior Policy