Library Policies

Behavior (Approved by Library Board February 1, 2007)

Collection Development (Approved by Library Board July 10, 2008)

I. The Policy

The Madison Public Library Collection Development Policy provides a framework for the growth and development of collections in support of the Library’s mission to “promote lifelong learning by creating welcoming spaces that offer collections and services to inform, inspire, enrich, and entertain.”

It is the Library’s goal to provide a diverse Madison community with library materials that reflect a wide range of views, expressions, opinions and interests. Specific acquisitions may include items that may be unorthodox or unpopular with the majority or controversial in nature. The Library’s acquisition of these items does not constitute endorsement of their content but rather makes available its expression.

The Library provides free access to materials in a number of formats (print, media and electronic) to all customers. Library users make their own choices as to what they will use based on individual interests and concerns. Madison Public Library supports the right of each family to decide which items are appropriate for use by their children. Responsibility for a child’s use of library materials lies with his or her parent or guardian. Madison Public Library adheres to the principles of intellectual freedom, adopted by the American Library Association, as expressed in the Library Bill of Rights and the Freedom to Read and Freedom to View Statements.

II. About the Library and Its Community

Madison is a city with a unique culture. It’s home to a world-class university, a growing bio-tech industry, the seat of state government, and a growing and increasingly diverse population—culturally, linguistically and ethnically. Madison is a highly educated community and people in Madison make good use of their public libraries. Still, challenges remain. Families in poverty are a concern—43% of children in the public schools qualify for free lunch. The number of people whose first language is not English and the issues of early literacy and school readiness require targeted public library collections and services.

The Madison Public Library consists of a Central Library, eight branches and a mobile library service. As well as serving the needs and interests of people who live and work downtown, the Central Library provides extensive, in-depth collections and centralized support for library services throughout the City. The Central Library is also the resource library for all public libraries in the seven-county South Central Library System, all of which have access to the more than 500,000 general, specialized and historic items in its collection. The branch libraries provide collections and a full range of services to the people in their immediately adjacent neighborhoods; they also attract substantial use from a larger geographical area, to a greater or lesser degree, depending on their unique circumstances of site, convenience and access.

III. The Collection

Madison Public Library’s collection of approximately one million books and other media provides a wide range of literary, cultural, educational, informational and recreational materials for people of all ages. Collections include popular and in-demand materials as well as special formats, such as large print books, government documents, foreign language materials, test and study guides, financial, tax and business information, company and telephone directories, school and career information, consumer, health and medical information. In addition, the Local Materials Collection preserves and documents the history of Madison and Dane County and provides a broad scope of information about local news, events and businesses.

The variety of formats collected include:

Print: books, documents, magazines, newspapers, pamphlets, and maps.
Audiovisual Media: videos on DVD and tape, books on CD and tape, music on compact disc.
Electronic Media: databases, software, electronic books, downloadable audio books, videos and music. The library also provides access to the Internet. Selected Internet sites are cataloged and linked to the Library’s website.
Other: multimedia kits, microforms, framed art prints, educational toys, devices for the visually impaired, and selected audiovisual equipment.

IV. Criteria for Selection

General criteria for selecting library materials are listed below. An item need not meet all of the criteria in order to be acceptable.

public demand, interest or need,
contemporary significance, popular interest or permanent value
attention of critics and reviewers
prominence, authority and/or competence of author, creator or publisher
timeliness of material
relation to existing collections
statement of challenging, original, or alternative point of view
authenticity of historical, regional or social setting
accessibility for multiple users of electronic formats

V. MPL Website

The Madison Public Library website provides a link to LINKcat, the on-line catalog of materials and to other electronic resources. It also offers links to subject-focused websites recommended by professional staff. In linking other websites to its home pages the Library follows the selection criteria cited above. Beyond this, the Library has not participated in the development of these other sites and does not exert any editorial or other control over these sites. Any link from the Library’s website to another website is not an endorsement from the Library. The Library does not warrant that its website, the server that makes it available, or any links from its site to other websites are free of viruses or other harmful components. Internet use policy

VI. Responsibility for Selection

Responsibility for the initial selection of library resources rests with the Library’s professional staff, based on the criteria cited above. Designated staff are responsible for specific areas of the collection, under the overall direction of the Collection Development Coordinator. The responsibility for selection ultimately rests with the Library Director operating within the framework of policies determined by the Board of the Madison Public Library.

VII. Suggestions for Additions to the Collection

To assure the acquisition of resources desired by Library users, customer suggestions are always considered for their addition to the collection. Customers can request that specific items be purchased by filling out a Recommendation for Purchase form online or at any Madison Public Library location.

VIII. Collection Maintenance, Replacement and Weeding

Professional library staff regularly review items in the collection to ensure that they continue to meet customers’ needs. Materials that are worn, obsolete, unused, old editions or unnecessarily duplicated are removed. It is the responsibility of professional staff to assess the need for replacing materials that are damaged, destroyed or lost. Items are not automatically replaced. Decisions are based on need, demand and budget.

IX. Gifts

Madison Public Library accepts gifts of new or gently-used books, magazines, DVDs, and music or books on compact disc. Decisions on whether and how donated items will be added to the Library’s collections are based on the same evaluative criteria that are applied to purchased materials.

With rare exceptions, we do not return items that are given to us. Items that are not added to the collections are given to the Friends groups supporting Madison Public Library.

X. Request for Reconsideration of Materials

The Library welcomes citizens’ expressions of opinion concerning materials purchased. Requests to remove materials will be considered within the context of the policies set forth in this document. Anyone who wishes to request that a specific item be reconsidered for inclusion in the collection of materials is asked to complete and sign the Request for Reconsideration Form, available at any Madison Public Library location. The form will be forwarded to the appropriate staff –the Collection Development Coordinator for adult materials and the Youth Services Coordinator for children’s materials, who will consider the request in a timely fashion, in consultation with the Director. The questioned material will be reviewed, in its entirety, and once a decision has been made regarding the retention or removal of the material, a letter will be sent to the person, explaining the decision. If the person indicates dissatisfaction with the resolution, he/she may appeal to the Library Board. The Board will reconsider the decision based on whether or not the particular title conforms to the Board-approved Collection Development Policy, as outlined in the “Criteria for Selection,” above.

Confidentiality of Library Records (Approved by Library Board April 28, 2004)

All Madison Public Library circulation and other records which indicate the identity of library users, especially as they connect library users with material or services used, are confidential. This confidentiality extends to information sought or received, including library materials consulted or borrowed, database search records, reference interviews, circulation records, registration records and all other personally identifiable uses of library materials, facilities or services.

Such information may not be disclosed, except to:

Persons acting within the scope of their duties in the administration of the library or library system.
An agency or individual or any local, state or federal government, pursuant to a process, subpoena or court order authorized pursuant to a federal, state, or local law relating to civil, criminal, administrative or legislative investigative power. Library staff will seek legal counsel from the City Attorney's Office in the event of such request for release of library records, and will respond to the request according to advice of counsel.
Persons authorized by the individual to inspect the individual's record.
A custodial parent or guardian who requests library records relating to the use of the library documents or other materials, resources, or services by the child under the age of 16 of the custodial parent or guardian."

See below: Wisconsin Statute 43.30, Public Library Records, and statement from the American Library Association on release of records.

Wisconsin Statute 43.30. Public library records.

(1) Records of any library which is in whole or in part supported by public funds, including the records of a public library system, indicating the identity of any individual who borrows or uses the library's documents or other materials, resources or services may not be disclosed except by court order or to persons acting within the scope of their duties in the administration of the library or library system, to persons authorized by the individual to inspect such records or to libraries as authorized under subs. (2) and (3).

(2) A library supported in whole or in part by public funds may disclose an individual's identity to another library for the purpose of borrowing materials for the individual only if the library to which the individual's identity is being disclosed meets at least one of the following requirements:

(a) The library is supported in whole or in part by public funds.
(b) The library has a written policy prohibiting the disclosure of the identity of the individual except as authorized under sub. (3).
(c) The library agrees not to disclose the identity of the individual except as authorized under sub. (3).

(3) A library to which an individual's identity is disclosed under sub. (2) and that is not supported in whole or in part by public funds may disclose that individual's identity to another library for the purpose of borrowing materials for that individual only if the library to which the identity is being disclosed meets at least one of the requirements specified under sub (2) (a) to (c).

History: 1981 c. 335; 1991 a. 269.

From the American Library Association:

"Confidential library records should not be released or made available in any format to a federal agent, law enforcement officer, or other person unless a court order in proper form has been entered by a court of competent jurisdiction after a showing of good cause by the law enforcement agency or person seeking the records."

Revised 4/28/04

Internet Use (Approved by the Library Board June 26, 2002)

Meeting Rooms: Central and Branch (Approved by the Library Board July 2002)

Posting of Public Notices at Madison Public Library - Display and Distribution of Materials from Other Agencies, Organizations, and Individuals (Approved by Library Board December 1, 04)

Community notices of a cultural, recreational, educational or community service nature will be posted at Madison Public Library locations subject to the following priorities:

1. Library programs.
2. Programs co-sponsored by the Library.
3. Programs sponsored by other tax-supported agencies.
4. Programs of a cultural, recreational, educational or community service nature sponsored by non-profit organizations.
5. Programs of a cultural, recreational, educational or community service nature sponsored by for-profit organizations.

Display items should be of reasonable size for the display space available. The appearance and content of the notice must be suitable for the Library's general public service area.

The Library will not display posters, petitions or notices for political parties or candidates or those advocating a position on a public issue. The Library also will not display product advertisements, legal notices or notice of fund raising drives.

The Library may distribute multiple copies of on going publications, informational brochures, pamphlets, etc of a cultural, recreational or educational nature. Consideration of distribution of non-library materials is subject to distribution guidelines with library materials distributed first. Distribution or requests to distribute materials will be made through the Library Business Office.

The Library may accept copies of newspapers and other periodicals for in house display and use. Questions about this policy may be directed to the Library Director in writing.

Reference Assistance (Approved by Library Board August 16, 2001)

Madison Public Library staff provides knowledgeable, personalized assistance to help customers find information and select and use library resources.

Library staff treats all requests, and the customers who make them, with respect. Appropriate assistance is provided courteously and impartially to all, regardless of age, background, disability, origin or views.

Staff uses information based on accurate and authoritative print or online sources, or learned from a reliable authority. The source for an answer is cited.

No two reference questions are the same. Simple queries are usually answered quickly and fully. More complex questions may require the customer's participation in the information search, with staff providing professional assistance and instruction. Staff can serve as a research consultant, providing guidance and advice on the search strategy and process. In some instances, staff may need to limit the amount of time and level of response provided to a customer.

For those people seeking recommendations for books or other library materials to suit their particular tastes and interests, staff suggests a selection of specific titles. In addition to relying on their professional knowledge and experience, staff consults print, on-line and other sources.

Formal and informal instruction in the use of information resources is provided.

Customers make their requests by telephone, on-line, fax, letter, or in person at any location of the Madison Public Library. Responses are provided in the most expedient and convenient way possible for the customer.

Madison Public Library provides reference services to the residents of Madison and the seven-county South Central Library System, as well as to people from other areas of the state based on contractual agreements and the statewide resource-sharing plan. Requests about the Madison area received from people who reside outside the South Central Library System are also accepted. Others are handled as time permits, or the customer is referred to his/her local library.

All library transactions are confidential under Wisconsin Statute 43.30.

The Library follows the standards set by the Code of Ethics of the American Library Association, 1995, and complies with the Code of Ethics set forth in Madison Public Library Policy and Procedures section 2.25 and the Madison General Ordinances section 3.47.

Request for Reconsideration of Library Materials (Approved by Library Board September 12, 2001)

The Library welcomes citizens' expressions of opinion concerning materials acquired for the Library collections. Requests to remove materials will be considered within the context of the policies set forth in Collection Development Policy.

Anyone who wishes to request that a specific item be reconsidered for inclusion in the collection of materials should complete and sign the Citizen's Request for Reconsideration of Library Materials form. The completed form will be forwarded to the appropriate staff -- the Collection Development Coordinator for adult materials and the Youth Services Coordinator for children's materials.

The Collection Development Coordinator/Youth Services Coordinator will consider the request in a timely fashion, reviewing the questioned material in its entirety and conducting the necessary research in order to re-evaluate the item's appropriateness for inclusion in the Library's collection. The Coordinator will consult with the Library Director and a decision made regarding the retention or removal of the item.

Once a decision has been made regarding the retention or removal of the material, a letter explaining the decision, and the reasons for it, will be sent to the person who submitted the Reconsideration form.

If the person indicates dissatisfaction with the resolution, he/she may appeal to the Library Board. The Library Board will reconsider the decision based on whether or not the particular item conforms to the Criteria for Selection outlined in the Board-approved Collection Development Policy.

Naming of Library Buildings (Approved by the Library Board March 3, 2004)

The naming of all new Library buildings and of all existing Library buildings undergoing significant renovation and expansion is the responsibility of the Library Board, guided by the following criteria.

New library facilities shall be named and existing library facilities shall be renamed

with a preference for geographic or functional designation, or
when the Board chooses to honor an individual for significant, outstanding contribution in keeping with the nature and mission of the Library (in which case the name should be generally recognized within the community and be able to stand the test of time), or
when the Board chooses to accept the gift of a donor (or donors) who requests naming rights and who contributes a minimum of 51% of the total project costs, including construction, equipment, furnishings and collections for the building.

Further,

The Library Director, in consultation with the Library design team and the Madison Public Library Foundation's Campaign Committee for that facility, will be responsible for determining the manner in which the name is recognized (e.g.signage.)
No naming opportunities will be considered for corporations or religious entities.
The term for the naming of the new facility shall be 25 years, after which the building could be renamed, based on the above criteria.

Naming of Interior Spaces

Other naming opportunities are available within the new building or existing buildings undergoing significant renovation and expansion. These opportunities are identified by the Library Director in consultation with the Library's design team and the Madison Public Library Foundation's Campaign Committee for that facility, and could include such areas as meeting rooms, auditoriums, reading lounges, special use areas, collections, equipment, gardens or other interior and exterior spaces.

Naming opportunities are available for individuals, families, foundations and corporations making a significant contribution to the project, as determined by the square footage costs of the specific area of interest, plus the cost of new equipment or collections for that area.
The Library Director, in consultation with the Library design team and the Madison Public Library Foundation's Campaign Committee for that facility, will be responsible for determining the manner in which the name is recognized (e.g.signage.)
A list of the interior naming opportunities and costs for each facility under construction will be submitted to the Library Board for approval.

Art Display Guidelines for Central Library

Each of our nine agencies has unique exhibit opportunities. This information pertains to the Gallery at the Central Library (for information on exhibit opportunities in branches, please call a specific branch library.) The Central Gallery is on the second floor of the Library and can include the stairwell between the first and second floors. The space best accommodates 2D art. Shows should compliment the mission and service philosophy of the Library.

We accept shows from individual artists and groups of artists. The requirements are somewhat different.

Both groups and individuals are asked to submit a show proposal, including information about the nature (theme) of the show, the medium, and information about the group or (for an individual) a resume. In addition, individuals are asked to provide a letter of reference from a gallery where they have exhibited or a letter from an art instructor (art professor, for example). Photos of potential works are helpful, however we do not currently have a jury system.

We remind potential artists of the following:

the Gallery is a thoroughfare used by families and children to get from first to second floor, and this should be considered when choosing works to exhibit
the Gallery is not intended to be a commercial venue and prices are not posted. A price list can be made up and we will keep it at our second floor adult reference desk with artist contact information
the artist(s) is (are) responsible for hanging and taking down the shows. The Library provides a ladder and hooks and chains
artists may create and post an artist’s statement or other description of the show
the Library does not insure artworks and assumes no liability in case of damage or theft
shows are one month in duration, and can be installed the first of the month and must be removed by the last day of the month.

We ask that each artist or group sign a contract about three weeks before installing the show. This contract includes information we can use for a monthly Gallery press release and information to be posted on our website.

For other questions, please contact Trent Miller at 266-6345 or tmiller @ scls.lib.wi.us. Our art policy is a work in progress and may become more formalized in the future.

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