Library policies

1. Introduction

The purpose of this document is to guide Community Hub staff in the effective selection, management and promotion of stock for the library service in Hartlepool and to inform elected members, stakeholders, library members and the people of Hartlepool about the stock management principles used in libraries across the town.

Hartlepool Community Hubs aim to provide opportunities to promote reading, literacy and lifelong learning and to build informed and active citizens by providing resources which are of a high standard, relevant, current and wide-ranging in coverage.

2. Community hub aims

Hartlepool Community Hubs and Libraries combine the statutory library provision with wider community support to help reduce social isolation, build skills and confidence, provide easier access to services and bring our communities together. Along with support from wider council services and community organisations, we deliver a huge amount of activity for the entire community across our seven venues each week.

3. Library service objectives

To achieve the service purpose, our main objectives are to;

• provide free, consistent and customer focused access to high quality resources for reading, information and learning.
• provide neutral community spaces which are welcoming both externally and internally.
• encourage and facilitate reading for leisure, knowledge and self-fulfilment.
• support and facilitate access to information and digital literacy.
• facilitate access to genealogical and local history material.
• help to build vibrant communities by encouraging community involvement and locally based activity thus promoting inclusion.
• provide reading materials appropriate for adults learning to read or improving their reading ability. 
• provide reading materials in various formats to support members of the local community with additional needs to access reading materials including the supply of both physical and digital audio stock as well as 'dyslexia friendly' books for children. 

4. Stock management objectives

Overall, our stock provision supports the Library Service objectives by;

• providing stock which meets the information, learning and recreational needs of the people of Hartlepool.
• providing stock which is of a high standard, current and wide-ranging in coverage.
• managing stock as a townwide resource, in an efficient and cost-effective manner.

4.1 Stock management policy statement

• All stock will be purchased and managed as a townwide resource and will be managed to optimise use throughout its life.
• Each service point will provide a balanced collection, reflecting the reading tastes, the information needs and the nature of the communities which we serve.
• A stock rotation facility is utilised to maximise the use and lifespan of all material.
• Additional copies will be purchased in response to demand for new and popular materials to reduce waiting times.
• All members of the Library Management Team will have a responsibility to ensure the future development and effective implementation of the Stock Management Policy.
• The Stock Management Policy will be reviewed by the Library Management Team on a bi-ennial basis to ensure continuing relevance.

5. Controversial stock

Hartlepool Community Hubs and Libraries support the Chartered Institute of Library & Information Professionals statement on Freedom of Access to Information that;

When a library and information service is funded by the public it should provide access to all publicly available information as far as resources allow.

Access should not be restricted on any grounds but the law and the legal basis of any restriction should always be stated. Library and information professionals should have full control over collection development, management and access within broad policies set by their organisation.

For more information visit https://www.cilip.org.uk/page/FreedomOfAccessToInformation

6. Feedback and performance management

6.1 Feedback

We actively encourage feedback from staff, customers and current non-users through the channels detailed below regarding the relevance, standard, currency and range of stock.

• Customer comment cards.
• Letters, e-mails and telephone calls.
• Readers’ requests.
• Suggestions for purchase.
• Social media commentary.
• Reading group suggestions.
• Event evaluation forms.

Resulting information will be considered by the Library Management Team and where appropriate applied to the selection process within the guidelines of the Stock Management Policy.

6.2 Stock performance

Stock performance is closely monitored and reviewed at each location (using criteria such as issue performance, genre and format) to ensure resources are positioned appropriately and are responsive to user demand. This ongoing review process is used to inform future purchasing and planning.

7. Stock acquisition policy statement

The main aim of our acquisition policy as part of the service objectives is to demonstrate effective & efficient use of resources.

The key principles of our acquisition procedures are;

• to obtain stock efficiently & economically.
• to facilitate rapid ordering & receipting of stock through the use of Auto EDI and web-based online ordering.
• to ensure that stock is made available to the reader/user as quickly as possible.

The service benefits from discount levels and terms and conditions of supply negotiated for all North East authorities through the NEPO framework.

We also reserve the right to source materials from other local and specialist suppliers where it is more suitable for example for foreign language materials, local interest titles or specific reference works.

We will exploit suppliers to the full to ensure efficient selection and delivery of stock through use of websites and stock management systems.

Stock selection will be carried out in the most efficient and effective way by experienced library staff or use of supplier selection where appropriate.

8. Stock selection

8.1 Stock selection policy statement

Based on the selection criteria outlined below we aim to provide stock which;

• is as wide in range and as possible within budgetary constraints and which meets the diverse needs of the people of Hartlepool including printed, electronic, audio visual and online formats.
• includes as wide a range of UK and locally produced material as possible with due consideration to content, cost and quality.
• encourages reading or listening for relaxation and enjoyment.
• is appropriate for those who wish to acquire new skills, seek employment or participate in lifelong learning.
• allows individuals and/or organisations to satisfy their information requirements across a wide range of subjects.
• provides for the study of local history and heritage.
• is as wide in range of formats and languages as available in the current market and dependant on budgetary constraints.
• includes materials representative of the range of world literature available.

8.2 Selection process

Space constraints and resource limitations dictate that it is not possible for the library service to purchase everything from the immense volume of published material. Library staff are guided by the following selection tools to ensure informed and consistent decisions are made to provide a representative range of stock;

• professional expertise.
• awareness of local needs.
• trade & professional journals.
• independent review material.
• promotional agencies.
• publishers’ catalogues and websites.
• literary Award-winning material.
• personal recommendations.
• Public Lending Right data.
• on-line book suppliers.
• literary websites and blogs.
• visits to local bookshops.

In all categories materials will be purchased in a wide range of formats in response to customer need. In each case careful consideration will be given to the standard of binding, quality of paper, font and overall presentation.

8.3 Criteria for rejection

The decision not to purchase a particular item for library stock may be influenced by any of the following factors;

• unsuitable format (for example loose leaf, workbook, audio cassette).
• prohibitive price (particularly for lending material).
• poor content or presentation.
• dated information.
• subject matter with limited appeal or interest.

Selection Criteria

8.4 Adult Stock

Adult Fiction

Coverage

• A wide range of modern, classic, world literature and literary award winning novels will be purchased.
• Appropriate quantities of popular titles will be purchased to meet established and anticipated demand.
• Resources will be purchased in selected languages other than English to meet established and anticipated demand.
• A range of formats will be offered including large print, audio and eContent
• A range of high interest, low reading ability materials (e.g. Penguin Readers & Quick Reads) will be maintained for reluctant and emerging adult readers.

Content

• The widest range of writing styles representing all interests and including controversial and experimental literature will be covered.

Adult Non-Fiction

Coverage

• Resources which enable people to gain access to information, undertake detailed research, promote health and wellbeing, assist in job seeking and pursuing an interest or hobby.
• Resources of particular local interest.
• Resources which people will read, listen to or view for relaxation and enjoyment.

Content

• Consideration will be given to the accuracy of content.
• Resources selected should have current or enduring relevance.
• Consideration will be given to quality of indexing, illustrations, citations and the authority of author and publisher.

8.5 Stock for Children & Young People

Fiction

A wide range of material including popular fiction and classic titles will be purchased to suit the needs of children and young people of varying ages and abilities.

Coverage

• Board books for babies and toddlers.
• Picture books for young children.
• Easier to read books for emergent readers.
• Popular fiction for confident readers.
• Challenging fiction for advanced readers.
• ‘Dyslexia friendly’ books from specialist publishers.
• Dual language titles to meet the needs of minority ethnic groups.
• Audio books to meet the needs of children and young people with visual impairment or other requirements.
• Age-appropriate graphic novels.

Content

• A wide range of writing styles.

• A wide range of subject matter.

• High quality illustrations.

Non-Fiction

Coverage

A wide range of material including resources to complement the curriculum and support homework and leisure interests will be purchased to suit the needs of children and young people of varying ages and abilities.

Content

• A wide range of subject matter to meet the educational and recreational needs of children and young people.
• High quality illustrations.
• Accuracy of content.

8.6 Graphic Novels & Manga

Content

Library staff will be responsible for selecting adult and children’s graphic novel stock from approved library suppliers using the following criteria;

Consideration will be given to:

• the quality of the illustrations.
• the legibility of text and language used.

8.7 Electronic Resources

• We provide electronic access to relevant online services which are current and provide instant access to multiple users, either remotely or on library premises (as determined by individual resource licensing).
• We provide a range of material in accessible e-formats for leisure reading including eBooks, eAudiobooks, eMagazines and eNewspapers.
• The provision of online services maximises use of the resource budget while also ensuring the library service is responsive to developments in technology.

9. Stock Management & Maintenance

9.1 Stock Presentation & Reader Development

In promoting our stock, we aim to;

• ensure accurate stock arrangement together with clear, well-placed signage and guidance to assist users in locating items.
• raise awareness of the full range of stock by arranging as much material as possible face-on, making best use of available space and where possible interfiling reference and lending copies to maximise subject range.
• provide a clean, safe and welcoming library environment.
• introduce users to a wider range of stock by means of attractive, creative displays which are refreshed on a regular basis. These themed arrangements will bring together elements of stock normally dispersed by the Dewey classification system, and will include various formats such as audio books and large print.
• encourage library staff to develop a current awareness of emergent authors and publishing trends and to anticipate future interest and demand.
• deliver materials selected in accordance with borrowers’ individual reading preferences through the Home Library Service.
• closely monitor waiting lists for popular titles and acquire additional copies in response to demand as appropriate and where financial resource allows.
• provide users with opportunities to enhance their reading experience by organising reading groups in all libraries.
• support independent reading groups in the local community by providing multiple copies of selected titles.
• give users the opportunity to meet authors via a programme of author talks.
• provide ongoing reader development training for frontline staff, to ensure they have the knowledge and confidence to promote books and reading in an appropriate way to users and potential users of all ages and reading abilities.

9.2 Library Catalogue

The library catalogue is available online and is accessible via the library website http://www.hartlepool.gov.uk/communityhubs. The catalogue is kept up to date to ensure items can be easily and speedily located and facilitates searching, reservations, renewals and access to certain electronic resources 24/7.

eBooks, eAudiobooks, eNewspapers and eMagazines and can also be accessed via links from the library catalogue or through the relevant apps.

9.3 Requests

Hartlepool Libraries cannot purchase all published materials, but will consider obtaining any item requested by a customer either by purchasing the title or by borrowing from another library through inter library loan. The normal selection criteria will apply (see Section 8).

Items which are requested will incur an initial fee. Items purchased will be subject to no further charge, however items borrowed as an inter library loan will be subject to an additional fee dependent on the supplier. We will contact you to see if you are happy to pay this charge before we proceed. 

Customers will be contacted when requested items become available or, where items are not obtainable, informed of the reason.

Items which are on loan, on order or in stock at another location within the service may be reserved free of charge.

We reserve the right to refuse to purchase items outside the scope of the Stock Management Policy

9.4. Editing and Maintenance

The Stock Management objective of, “managing stock as a townwide resource, in an efficient and cost effective manner” is recognised as essential in achieving best value from all items of stock.

We aim to present a selection of clean, attractive and up-to-date material to our readers, irrespective of the size of the library or the amount of shelving available.

Staff in all locations review, maintain and edit stock on a daily basis to ensure that the physical condition remains attractive and that the contents are current and relevant to user needs.

The editing and maintenance process is further facilitated by performance data provided by the library management system.

Stock editing is an ongoing process and library staff will refer to the following criteria when considering how to make best use of resources;

9.4.1 Resources which should be considered for reserve stock

• Items of local interest.
• Items covering a unique subject area.
• Popular out-of-print material.
• Copies of the classics.
• Items which are potentially active but no longer appropriate for display on open access (e.g. in poor physical condition, missing cover, dated appearance.)
• The final copy of any work within the system (unless of a purely ephemeral nature such as westerns and romances or in poor condition) should be considered for retention where possible and without exception for local interest materials.

Reserve stock will continue to be accessible via the library catalogue and available for reservation and lending.

9.4.2 Resources which should be considered for withdrawal;

• Items worn through use, unless of lasting reference value.
• Books with missing pages that cannot be replaced.
• Resources which have been soiled, defaced or marked and cannot be cleaned.
• Copies of fiction which have not been issued for a period of 24 months.
• Copies of non-fiction which have not been issued for a period of 60 months.
• Non-fiction containing information which is out of date, except where required for reference purposes.

If considered to be of continued interest like for like replacement of items should be considered.

Items withdrawn may be made available to the public through library book sales, all items will be offered for sale for a minimum of 4 weeks.

After being offered for sale suitable discarded items may be sent to Better World Books, a social bookselling business which works with charities in the UK and abroad to promote literacy and reading.

9.5 Stock Auditing

Each library will carry out a comprehensive stock take every two years to update and consolidate information on current holdings supported by the Bibliographical services team.

An ongoing programme of catalogue maintenance tasks further ensures that information held within the library catalogue is kept as up to date as possible, thus promoting ease of access to materials for library users.

9.6 Stock Rotation

Each library aims to provide a varied stock which is relevant to the needs of its community. To further maximise usage and cost-effectiveness and to allow users access to a wider range of material certain categories of stock are rotated around various locations. Items on rotation spend a minimum of six months at each location. At the end of the rotation items are checked for condition and allocated to a location.  

9.7 Donations & Gifts

• Donations of good quality books will be accepted and are subject to the same selection criteria as purchased stock.
• Due to licensing restrictions we do not accept donations of DVDs, audiobooks or recorded music.
• We reserve the right to decide what action will be taken with donated items. Items deemed unsuitable for addition to stock due to content or condition may be added to library sale stock, recycled or donated to charity as appropriate.
• Accepted donations will belong to the library service as a whole. We reserve the right to decide on the most suitable library location.
• Information cannot be provided on the performance of individual titles donated to the library.

9.8 Unsolicited Materials

Where possible we will acknowledge receipt of unsolicited free items sent to us but do not guarantee we will add them to stock or keep them. A letter or e-mail of acknowledgement will be sent to the sender where contact details are supplied.

We will consider purchasing unsolicited items with reference to the selection criteria outlined in Section 8. However, if we decide against purchase, we will not return them to the sender unless the cost of postage is provided in advance. Such items will be held for a period of 6 months then discarded.

9.9 Preservation

Items which are assessed as rare, unique or of important local significance are regularly considered for binding or conversion to microfilm and conserved for future heritage within budgetary and physical storage constraints.

9.10 Security & Stock Recovery

We recognise stock is a valuable asset. A range of procedures are in place and every effort is taken to protect stock and minimise loss through theft, damage and non-return including;

• management of membership.
• management of loans via the Library Management System.
• set overdue reminder procedures.
• clear guidelines for staff on charges to borrowers for lost and damaged items.
• reduced opportunity for theft via CCTV facilities.
• staff monitoring of condition of stock on issue and return.
• measurement of loss through stock taking process.

10. Staff Training & Development

We aim to train, develop and support library staff in all aspects of stock management practice through induction and workplace training to foster and encourage;

• knowledge of books, products and emergent publishing trends.
• awareness of service objectives in relation to stock policy.
• skills including stock maintenance, display and reader development.
• enthusiastic approach to engaging with customers over books, reading and library services.

10.1 Staff Responsibilities

Basic maintenance and promotion of stock are recognised as key activities underpinning all aspects of the service. It is essential that all staff and especially frontline staff take responsibility and use initiative in maintaining and promoting stock on a daily basis.

11. Contact Details

In case of queries please contact us using the details below;

Denise Sparrowhawk – Operations Librarian

Community Hub Central, 124 York Road, Hartlepool, TS26 9DE

Email: Community.Hubs@hartlepool.gov.uk

Phone: 01429 242909