SIX ELEMENTS OF COLLECTION DEVELOPMENT

by Stephanie Greene/SLM 506/ July 2004

In order to develop, maintain and improve upon a school library media collection, the LMS must be aware of the importance of the six elements of collection development and how to implement each portion. These elements of collection development are: community analysis, policies, selection, acquisition, weeding, and evaluation. The LMS is responsible for providing the community with an unbiased, objective collection that is stimulating, learning oriented, and age appropriate. The LMS must support the needs of the community as well as the direct needs of the students and staff.

The LMS should always be aware of the state of the community. Staying abreast of current political and social issues within the community will assist the LMS when addressing the changing dynamics of the population as well as adapting the collection accordingly. Understanding the location, income level and diversity will allow the LMS to focus on collection areas that may be weak or need to be weeded. Community analysis also allows the LMS to connect with the students on a more personal level as well as show the parents in the community the dedication and commitment on the part of the Specialist. Community analysis is an on-going process.

In addition to establishing a connection with the community, establishing a policy for selection, acquisition and evaluation is also necessary. These policies will support and justify the development of the collection and must be approved legally through the Board. The LMS must develop policies that include what sources are appropriate for selection, when and how much to weed, the “official stance” on intellectual freedom, censorship, copyright issues, and Internet use. These policies should be reevaluated yearly to maintain the accuracy and dependability of the collection. At the same time, these policies must remain accessible to the community and administration for perusal and if necessary, adjustment.

The selection process in collection development will be supported by the LMS policies, but the procedures must also be created and adhered to. The LMS is responsible for developing, maintaining, and improving upon the collection for the benefit of the learning community. It is necessary to be objective and provide materials that reinforce Intellectual Freedom. Selection is not always a “one woman” job. By developing positive relationships with the staff, students and community, the LMS will be able to benefit from the expertise of teachers, the needs of the curriculum and the wants of the students. The selection process includes from where the items will be selected, what is the criteria for selection, how the items will conform to intellectual freedom, the objectives of the school and school library, and the reevaluation of materials.

After selecting age appropriate, positively reviewed items for a collection, the LMS must acquire these items into the collection. This step in the process is limited by budget restraints and possibly state or county level policies. In some cases, bulk book orders may be placed through a specific book jobber who processes the materials, saving time and money. In some counties, these orders are requested to be compiled by a certain point in the school year, ideally in time for the students of the current year to use the materials. Again, based upon budget, funds from fundraising and small accounts, materials can be purchased throughout the year directly from acquisition sources such as individual catalogs, Amazon, and Barnes & Noble. If possible, when teachers make requests, sometimes it is possible to purchase these items immediately to reinforce the efficiency and commitment of the LMS. It is also important, if not available through the county, to purchase supplies for processing books within the media center. In many cases, however, the county will have a consistent, standardized manner in which to process books and link to the circulation system. In this case, the LMS should still be aware of classification strategies and repairs.

Collection development also includes the “deconstruction” of the media. That is, it is necessary to remove items from the collection that are no longer needed, up to date, worn out, smelly or just not used. Due to limited time, space and budget, weeding could be a process to follow throughout the year but better yet, after inventory. Keeping track of circulation and curriculum needs, it is possible to remove items that are no longer used or needed. At the same time, items will not circulate if they are not appealing in look and smell. In general, a collection can be weeded of 5% of the total collection. This may not seem like much when faced with an outdated collection, but the shelves cannot be bare. (Unless, you want to prove a point.) An individual who is aware of the use and circulation of the items as well as the needs of the students/staff should complete weeding. The public and staff do not need to be made aware of the weeding process, necessarily. The LMS should, however, maintain a weeding policy including criteria and procedures. This policy may state that the LMS circulates collection areas and focuses on one section at a time. In some scenarios, however, spot-checking areas will keep the collection looking new and appealing.

It all comes down to which items are actually being used. Evaluating the items in the media center is important to maintaining a collection that will be inviting and useful. The learning community must have confidence in the collection and depend upon it. If the selection process is not developed with the assistance of the staff and students, there is a risk that the items may not be as appropriate or valuable as the LMS intends. Establishing an evaluation process once the items are introduced into the collection is an important step in maintaining an effective collection. The process may include requesting the staff and students to fill out evaluation forms. In all likely hood, monitoring the circulation and being aware of the interest in the items will provide the most feedback.

If the LMS is aware of and implements the six elements of collection development, the learning community will be assured of the dependability and quality of the media center materials. By providing the community with accessible and effective materials, the LMS will also be able to promote reading and information literacy due to the established positive relationships within the community and administration. Collection development, although only one role of the LMS, is quite possibly the anchor to developing a worthwhile media program.