Collection Management Policy Table of Contents 1.0 The Collection Function 1.1 Users 1.1.1 Internal Users 1.1.2 External Users 1.2 The Collection Goals 2.0 Selection Principles 2.1 Responsibility for Selection 2.2 Formats Incorporated 2.3 Other Selection Limitations: English, Japanese and French Resources plus other languages 2.4 Duplicate Copies 2.5 Cooperative Acquisition 2.6 Criteria for Selection 2.6.1 General Criteria for Selection 2.6.2 Specific Selection Criteria – Non-fiction 2.6.3 Specific Selection Criteria – Electronic Formats 2.7 Donations and Gifts 2.8 Lost Items 2.8.1 Internal Users 2.8.2 External Users 3.0 Acquisition Policy 4.0 Collection Evaluation Policy 4.1 Collection Appraisal 4.2 Deselection of Resources 4.3 Review of Controversial Resources Appendix A Donation to the Resources Centre: Policy and Information for Parents Appendix B Complaints and Controversial Resources Review Procedure Introduction The Procedure Useful Reference Appendix C Request for Consideration of a Resource Form Collection Management Policy The British School in Tokyo The users must feel that it is their library. That it exists to provide them with relevant and interesting material that they want to borrow and use. That they have a say in what is stocked and what happens there. Ecclestone, 2001, 62 1.0 The Collection Function 1.1 Users 1.1.1 Internal Users l Students (both present and future) For all the school’s students from pre-school to the end of Year 11, including future students accepted by the school and awaiting to enter school. l Staff Borrowing rights both from the Staff Reference Collection as well as the Main collection and Parents’ Collection. l Parents, Grandparents and Other Family Members Borrowing rights from the Main Collection as well their own Parent’s Collection. 1.1.2 External Users l SKG (Junior High and High School) staff and students Borrowing rights from the Main Collection l Schools in the Shibuya Education Authority Borrowing rights from Main Collection and Staff Reference Collection (Big Books only) l Other International Libraries in the Kanto Plain Inter-library loans are arranged when ever requests are put in and are possible. 1.2 The Collection Goals l Support and enrich the recreational reading of all groups of users by providing resources in print and audio-visual formats giving them the widest, richest range of choice possible. l Support and enrich the students’ language skills in English, Japanese and French both at native and additional language level; German, Italian, Spanish, Dutch/Flemish, Swedish, Danish and Finnish at native level to support languages spoken at home or in a previous home country. l Support and enrich the educational needs of the entire student and staff population at what ever level they are working at. Resources will be provided in print, audio-visual, electronic formats and board games to aid their learning l Provide materials that will give as wide a range of views as possible so that students can learn to develop their own critical thinking and make informed judgements themselves l Provide materials that are current, factually correct and attractive that users will want to borrow l Provide materials that users have expressed they would like to see available and want to use l Provide materials that show a healthy balance representing a true and accurate representation of the religions and many cultures of our own school and the world at large. Use reasoning and principles to guide the selection of materials rather than personal prejudice. We are looking of a wide range of resources to provide as full a picture as possible. l Provide as much variety as possible in the presentation of information in as many different formats as possible 2.0 Selection Principles 2.1 Responsibility for Selection The teacher-librarian has the overall view of selection and the final say as to what will be purchased and join the main collection. The staff-resources shelves and teaching resources are selected, financed and ordered by Heads of Department. The teacher-librarian will be responsible for cataloguing and must be consulted before they are housed in the library due to possible space limitations and/or duplication. Suggestions for the Main Collection are welcomed from all users at any time through out the year. 2.2 Formats Incorporated At present the following formats are kept with in the collection: l Print: books, magazines, newspapers, pamphlets, posters and maps l Audio-visual: CDs, CD-ROMs, audio cassettes and videos (both PAL and NTSC) l Electronic: web links, on-line search engines and data bases l Board games l Topic boxes for use in lessons by staff 2.3 Other Selection Limitations: English, Japanese and French Resources plus Other Languages There are ten main different language collections which together form the Main Collection: English, Japanese, French, German, Italian, Spanish, Dutch/Flemish, Swedish, Danish, Norwegian and Finnish. The ten different fiction collections are shelved separately English, French, German, Italian, Spanish, Dutch/Flemish, Swedish, Danish, Norwegian and Finnish by author in alphabetical order (left to right), Japanese by author in kana order (right to left). In the case of German, Swedish, Danish, Norwegian and Finnish the books will be shelved in the language’s own alphabetical order: Swedish and Finnish: A – Z, Å, Ä, Ö Danish and Norwegian: A – Z, Æ, Ø. Å German: Ä = AE, Ö = OE, Ü = UE,  = SS The non-fiction print and reference collection is made up of resources in all three languages shelved and catalogued together in Dewey order, irrespective of language. Non-English language resources will only be bought if they are in the original language or translations in exceptional circumstances. Normally no copies of books translated from English will be added to the collection apart from in French and Japanese to encourage reading by non-native learners. The resources in English, Japanese and French are selected to be suitable for either native and/or non-native speakers learning in school. It is the aim of the library and the school to support bilingualism and multilingualism as much as possible. Resources in other languages do exist in our collection when it is felt that they be of value for the whole collection. 2.4 Duplicate Copies Due to spatial and economic constraints as a general rule duplicate copies in the Main Collection are set at three copies for fiction and six for non-fiction. Further additional duplicate copies can be purchased for the two satellite libraries in Nursery and Showa. These limits can be exceeded by library staff in special circumstances. Parents’ resources have no limit of duplicate copies, the number being decided in joint agreement between the teacher-librarian and the head of the PTA. These duplicate copies, normally parenting non-fiction resources, are paid for by the PTA. 2.5 Cooperative Acquisition At the moment this does not happen though the library is investigating starting up cooperative acquisitions with the SKG library next door to allow us to pool together certain English and Japanese resources in the future. It is also being looked into in the case of non-English/Japanese resources by some of the international schools in Tokyo. 2.6 Criteria for Selection The teacher-librarian will use his/her own knowledge and expertise together with that of heads of department to select and evaluate items for the collection. The same criteria will be used both for purchased and donated resources. 2.6.1 General Criteria for Selection l Suitability for the collection as a whole and in terms of the needs of the user as they are seen to be now and could be in the future according to the National Curriculum of England and Wales or actual expressed needs l Suitability in catering for the needs of the students of The British School in Tokyo l Suitability according to the ages and maturity of students to be to access the curriculum at whatever level of achievement and understanding they are capable of working at l Suitability of the item in how it would expand and enrich the collection and what way it will improve the collection rather than just duplicate information in resources already available l Suitability of format to ensure that there is a wide range of different formats giving accurate and truthful information without be disrespectful of race, ethnic culture, gender l Suitability in terms of being by a qualified or experienced author, using reputable sources of information and published or produced by a recognised company l Suitability in terms of furthering professional development of staff l Suitability of cost relative to the value that the resource would contribute to the collection as a whole l Suitability in terms of space and storage in the Resource Centre l Suitability in terms of durability of bindings 2.6.2 Specific Selection Criteria - Non-Fiction (Non-fiction print and electronic resources including all reference works, periodicals, newspapers) l Purpose Ø Fulfils the purpose in that it is easy to use and supports and enriches the National Curriculum of England and Wales and the school’s own curriculum l Accessibility Ø Information clearly laid out and easy to access Ø Clear print of a reasonable size Ø Well written and easy to follow text Ø Interestingly written that students will want to read and use it Ø The layout of the page is easy to follow without being too cluttered, using good use of colour and illustrations where and if necessary Ø The resource has all the relevant functions need to allow the user to find their own way around (list of contents, index, suitable headings in the case of printed resources; help buttons and clear user manuals in the case of electronic resources) Ø Reading level matches that of proposed users’ level according to the National Curriculum. However resources should also be selected that further stretch able students and support others who are challenged in that they can not access other resources. l Accuracy Ø Information presented is up to date and correct Ø A fair and accurate view is presented Ø The subject matter has not been oversimplified thereby omitting important facts Ø Biased opinions are not given Ø Stereotypes are not acceptable Ø Principals of race and gender equality must be adhered to 2.6.3 Specific Selection Criteria – Electronic Formats l Ease with which the resource can be used by users l Accessibility to multiple users through out the school’s three sites l Ability to run on equipment already in school l Cost effectiveness – the resource further enhances the collection or would be suitable to allow more students to access the curriculum l The resource should be educationally sound and accurate 2.7 Donations and Gifts (Please see Appendix A for Donation Information Letter to Parents) The School gratefully accepts donations and gifts on the understanding that they meet the following criteria: l Donations should be in good physical condition: adequate binding, good cover, all pages present and unmarked and no ripped pages. l Donations meet the Selection Criteria laid out in the Collection Management Policy. Donators should be aware of the following: l It is not possible for donations once accepted by the teacher-librarian to be returned. l The teacher-librarian will evaluate the donations and decide on the suitability and need as part of whole collection. l If a donation or part of the donation is not needed then the teacher-librarian can dispose of them as s/he sees fit. l The school can not appraise the value of a donation though it can write a letter in acknowledgement of the donation. 2.8 Lost Items All losses and damaged resources will be charged for unless the resource has become invalid due to the fact that it has become out of date. If a lost resource turns up after charging, then the user may keep the original resource. The user may keep the damaged resource. 2.8.1 Internal Users l On entering the school all parents and staff are made aware of the fact that lost and damaged resources will be charged for. This is part of a letter sent out by the Admissions Secretary, before final acceptance. The cost of replacing the item and the postage will be charged. l Staff are expected to return resources that they may have borrowed in a reasonable condition. Failure to do so by the end of the school year will lead to the school asking for the money to replace the resource, including the cost of postage. Amazon Japan prices will be quoted where ever possible. 2.8.2 External Users l External Users will be expected to pay for the replacement and postage. All External Users to be told this when making their first loan. Amazon Japan prices will be quoted where ever possible. 3.0 Acquisition Policy 3.1 Resources will be selected according to reviews in the wide range of selection tools that the Resources Centre uses, both print and on-line, and on recommendations from other libraries and other personal sources 3.2 Resources will be selected that reflect the criteria laid out in the Collection Management Policy 3.3 Wherever possible resources will be reviewed in other libraries or in book shops before purchasing while on visits abroad. (Inspection copies are usually not available in Japan.) 3.4 No purchases can be made without prior approval from the Business Manager in line with general school policy 3.5 Orders will be placed with approved suppliers only. The prices (including the cost of postage) will be compared when ever possible in the different countries. 3.6 The final decision to acquire or subscribe to a resource is made by the teacher librarian alone, who has an overview of the whole collection. The only exceptions being the non-fiction collection in Showa when the resources are being paid for out of a non-library budgets which are to be ordered by the Heads of Department having consulted the teacher-librarian from their own budgets. 4.0 Collection Evaluation Policy It is essential to keep the collection up to date and to make sure it truly reflects the needs of the users. This is important if the collection is to remain a strong and useful resource for the real benefit of everyone. 4.1 Collection Appraisal The collection will be appraised once a year during the Spring Term to assess the relevance and usefulness of the resources available. This will be through: l Age and condition of resource l Circulation statistics for the resource l User surveys/SWOT analysis of the whole collection l Collection mapping l Long term or historical interest (in the case of school yearbooks and other school produced resources) 4.2 Deselection of Resources Deselection or weeding of the resources will be carried out at the end of the Summer Term in June during the annual stock take. However resources may be deselected at any time of the year. The criteria for removing resources are: l Out of date l False/incorrect information l Worn out/Damaged l Missing parts/components (in the case of board games) l Unattractive and not in demand with users l Inappropriateness of content 4.3 Review of Controversial Resources (For Complaints and Controversial Resources Review Procedure please see Appendix B. It is also available in pamphlet form at issues desks, the school’s reception office and the school’s main office. It is hoped that it will be included in the school’s new website to relaunched next year.) We have a responsibility to provide all our users with a wide range of resources which reflect a number of differing points of view in order to encourage our users to mature into students who can think critically and make informed decisions based on all the facts that are available to them. This is in accordance to the school’s Mission Statement, the wish of the board of trustees and is reflected in the Australian School Library Association’s Bill of Rights. The Resource Centre welcomes any feed back on any of the resources available. This is the democratic right of everyone in Japan. It is only right and proper for everyone to have an opinion and to share that with others. However, as part of these democratic rights we need to listen to the views of everyone. Therefore no one person has the right to judge, ban or limit the learning possibilities of anyone else. If a complaint should arise, it is to be taken to the teacher-librarian who will follow the procedures as laid out in the Complaints and Controversial Resources Review Procedure. The decision of the review panel, which will be recorded and filed, will be final. The decision will be based on the text as a whole, the selection criteria of the Resource Centre, the school’s Mission Statement and The Australian School Library Association’s Bill of Rights. Until that decision has been reached the resource will not be taken out of circulation. There are four possible outcomes that the review panel can recommend: Ø Justification of the resource with the decision to keep the entire resource as it is in the collection as before the complaint. Ø The resource would be moved to the staff resource area where it would only be able to be used by teachers to demonstrate a point of view under adult supervision. Ø The resource is to be relocated to a different area of the library where it will be available only to older students. Alice the library computer system would not allow younger the children to borrow it. They would be automatically refused. Ø The resource would be permanently removed from the collection. Policy updated in June, 2008 Richie Steven, Teacher Librarian Kuniko Kikkawa, Library Assistant To be reviewed in June 2009
Appendix A Donation to the Resource Centre Policy and Information for Parents The school gratefully accepts donations to the Resource Centre. Many parents have asked for advice about what sort of materials would acceptable. We hope that these guidelines will be helpful. The Resource Centre is guided by the Collection Management Policy, copies of which are readily available in the library. With in this policy are laid out the Selection Criteria for the collection. The collection comprises of print, audio-visual and electronic materials as well as board games in the form of books, videos, audiocassettes, CDs, CD-ROMs, weblinks, newspapers, magazines and board games. These resources are constantly being added to. All these resources are selected to support and enrich goals of the National Curriculum of England and Wales. If you would like to donate a resource please bear in mind the following points: l Donations should be in good physical condition: adequate binding, a good cover, all pages present and unmarked and no ripped pages. l Donations need to meet the Selection Criteria laid out in the Collection Management Policy. When donating non-fiction resources it is important to realise that they should not be more than ten years old. It is important for children to have up to the date and accurate information for their studies. For the most part, older books are not so suitable in achieving this goal. Donators should be aware of the following: l It is not possible for donations once accepted by the teacher-librarian to be returned. l The teacher-librarian will evaluate the donations and decide on the suitability and need as part of whole collection. l If a donation or part of the donation is not needed then the teacher-librarian can dispose of them as s/he sees fit. l The school can not appraise the value of a donation though it can write a letter in acknowledgement of the donation. Thank you for your show of interest in the Resource Centre. It is really wonderful to have such supportive and active parents. Richie Steven, Kuniko Kikkawa, Kazumi Nono and Andrea Hall, Resource Centre
Appendix B Complaints and Controversial Resources Review Procedure Introduction We have a responsibility to provide all our users with a wide range of resources which reflect a number of differing points of view in order to encourage our users to mature into students who can think critically and make informed decisions based on all the facts that are available to them. This is in accordance to the school’s Mission Statement, the wish of the board of trustees and is reflected in the Australian School Library Association’s Bill of Rights. The Resource Centre welcomes any feed back on any of the resources available. This is the democratic right of everyone in Japan. It is only right and proper for everyone to have an opinion and to share that with others. However, as part of these democratic rights we need to listen to the views of everyone. Therefore no one person has the right to judge, ban or limit the learning possibilities of anyone else. If a complaint or objection should arise, the following will procedure will be followed by all parties. The Procedure 1. Acknowledge the complaint taking details of: (Parent to fill out a Request for Reconsideration of a Resource Form) Ø Name of complainant Ø Name of the children of the complainant together with their class numbers Ø Telephone and e-mail address of the complainant Ø Title of the challenged resource Ø Specific details including page number(s) and context Ø Copies of the challenged item resource and details will be sent to the parent by e-mail (or mail) plus the Review Panel together with copies of the Selection Criteria from the Collection Management Policy and a copy of the Australian School Library Association’s Bill of Rights. The Management Team to be informed by e-mail. If possible this e-mail should be written with the parent while they are still in the Resource Centre. 2. Teacher-Librarian to convene The Review Panel to be made up of six adults. Make up for academic Year 2003 – 2004: Ø Sue Aspinall, Head of Primary or Michael Farely, Head of Secondary Ø Richie Steven, Teacher-Librarian, father Ø Kuniko Kikkawa or Kazumi Nono, library assistant in Shibuya and mother or Andrea Hall, library assistant in Showa Ø Kerry Harper, Head of English in Showa Ø Dr. Elizabeth Gillies, Child Psychologist, former Trustee of the school, mother of two children in the school If the item is a non-fiction resource the head of department may be called on for consultation if appropriate. 3. Date for meeting of the Review Panel to be set by Teacher-Librarian together other members of the panel. The meeting should take place within two working weeks of the complaint. A decision should be made during the course of this meeting. 4. Chair of Review Panel to notify the complainant in writing of the decision immediately. The reasons for the decision are to be given in this communication. Copies to be sent to all member of the panel, one hard copy being kept in for the record in the library. The Management Team to be informed of decision. 5. If the complainant is still unhappy, they may refer the resource to the Board of Trustees. 6. The challenged resource will remain in the collection until the final decision of the Review Panel is known. Created: June 2003 Updated: June 2008 To be reviewed in June 2009 Useful Reference: The Australian School Library Association’s Bill of Rights can be viewed at this website http://www.asla.org.au/policy/p_bor.htm A hard copy can be supplied from the Resources Centre.
Appendix C The British School in Tokyo Resources Centre Request for Consideration of a Resource Form Your name: E-mail address: Telephone: Name of your child(ren) and class: Title of the Resource: Page number: Details of the complaint: Signed: Date: Received by: Date:
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