Library policies

November 2022

Introduction

The purchase, provision and promotion of books and other materials is a key resource for Coventry Libraries and Information Services. It is imperative that budget is spent, and stock provided within a policy framework which supports, and is derived from, the strategic objectives of both the Library Service and Coventry City Council.

This Stock Management Policy aims to explain how stock is selected and managed, the ways the process has and will develop and how stock will be promoted. The policy will employ performance management, reader-centred and retail approaches to maximise usage and meet customer needs.

The Policy aims to provide a clear and consistent approach in all Coventry Libraries. It is impossible for any library system to purchase every title published and it cannot hope to provide the multiplicity of copies required to immediately satisfy the public’s demand. The objective of any public library should be to achieve the highest level of satisfaction within the limits of its resources.

The Stock Management Policy explains:

• How the library service contributes to achieving the priorities of Coventry City Council in terms of its stock
• How we select books and other materials for the library service
• How we maintain and promote those materials
• How we circulate stock to ensure all libraries are able to provide the widest choice of reading material
• How we measure stock performance and how this helps to inform stock development

Corporate Objectives, Policies and Priorities

One Coventry Plan 2022-2030

Coventry City Council’s “One Coventry Plan” sets out the vision and priorities for the City and how these will be achieved. Its main stated aims are:

• Increasing the economic prosperity of the city and region
• Improving outcomes and tackling inequalities within our communities
• Tackling the causes and consequences of climate change
• Continued financial sustainability of the Council
• Council’s role as a partner, enabler and leader

Library Service Strategy

The Library Service Strategy 2019-2023 outlines how the Service will continue to evolve, respond to local need and build open the flexibility and innovations that have been vital to service delivery in recent years.

Libraries are uniquely placed to change lives for the better – providing access to resources and enabling people to help themselves and improve their opportunities. Above all the Library Service aims to empower people to realise their potential, especially those from disadvantaged communities.

The strategy showcases how Coventry Library Service have made a real difference to people in Coventry and also looks into the future highlighting library interventions which will significantly improve life chances for people in Coventry.

Strategic Aims:

• Improved reading, literacy and educational outcomes
• Healthier, happier lives and a reduction in health inequality
• Stronger, safer and more resilient, active communities
• Access to Information and learning opportunities
• Digital access and literacy
• Culture, arts and creative enrichment
• Helping everyone achieve their potential and helping local people into jobs

Legislative Framework and other Government documents

• Public Libraries and Museums Act 1964
• Obscene Publications Act 1959, 1964
• Equality Act 2010
• Race Relations Act 1976 and (Amendment) Act 2000
• Video Recordings Act 1984
• Framework for the Future – the government’s vision for public libraries for the next decade 2003
• MLA Guidelines on the Management of Controversial Materials in Public Libraries
• Sex Discrimination Act 1975
• British Phonographic Institute/Library Association Agreement 1994
• Copyright Design & Patents Act 1988
• Disability Discrimination Act 1995
• Human Rights Act 1998

Stock Management Policy

The policy sets out the principles by which books, audiovisual materials and other resources are acquired, managed and made available for the benefit of the people of Coventry within the budget available.

Stock will be managed to provide resources that customers want, when they want them, in a format appropriate for their needs. Beyond that, stock should be provided, promoted and made available in such a way as to interest, inform and excite our customers and provide a modern service with relevant diverse collections that support reading, information and learning.

Objectives include:

• to provide an overall stock that will meet the needs of the whole community, recognising the needs of people with disabilities and those from diverse cultural, social and economic backgrounds

• to challenge independent learners with resources that meet their current needs but encourage them to take a step further
• to open up reading choices by promoting a breadth and range of fiction and non-fiction stock while also providing popular material which will enhance our customers' quality of life through reading
• to ensure that the most relevant and cost-effective resources are made as accessible as possible
• to increase participation and encourage new members

Stock Selection Criteria

Material is selected principally from designated suppliers that are the subject of a tendering process administered by the central buying consortium.

Sources of selection include:

• library supplier selection process and standing orders
• readers' requests and suggestions
• bestseller lists
• specialist suppliers
• literary prize lists

Selection criteria include:

• Content - authority and reputation of the author or publisher, educational or recreational value, quality, currency and accuracy of information where applicable.
• Potential popularity - potential popularity of the author, subject or genre is assessed using information from the library management system, available published information and identified customer needs.
• Format - quality of production and durability in terms of library usage
• Publishing history - new edition of a proven title or new title in a proven series or from an authoritative information source
• Cost - the cost of an item will be balanced against the benefits of the item to the overall stock and its potential usage
• Coverage - consideration is given to the existing coverage of the subject or genre and whether an item adds anything new
• Electronic resources - the authority subscribes to a number of online subscription services to support reading and information provision. These entail additional selection criteria, for example, licence agreements, access methods and a place within any regional or national acquisition arrangements. Where possible we will offer resources which allow home access to enhance the service provided
• Self-managed Community Libraries may also select stock independently
• Stock outside the scope of our collections

The following categories of stock fall outside the scope of our collections:

• items containing out of date information
• expensive luxury editions
• items banned under UK law
• items restricted for purchase by UK publishers
• items containing information that is inapplicable to UK conditions and regulations
• items intended for individual ownership, such as books with additional objects which form part of an integral package or textbooks, reading schemes or workbooks primarily intended for use by or with a teacher
• items with a format unsuitable for their purpose, such as ring-bound books

Stock Selection Guidelines

It is not possible, within the resources available, for all libraries to have the same level of coverage, in terms of breadth and depth of Library stock. It is also the case that the physical constraints of existing buildings make it impossible to offer all services and complete stock coverage at every library. However, each library has a role as a gateway to the full range of resources available within the local library service and the overall library stock collection as a city-wide resource.

Materials selected for each library will be relevant and appropriate to the needs of the community it serves. To make the most effective use of resources not all libraries will provide all services or materials. The collection in any library will be based on an assessment of community need, levels of use and its place in the hierarchy of library provision.

Stock selection aims to provide all Library service points with a wide range of titles from stimulating challenging titles to popular blockbusters.

Material is also purchased to support:

• General reading interests across all fiction areas
• Lifelong Learning needs
• Formal education to undergraduate level i.e., GCSE, A Level, NVQ, GNVQ, but excluding school textbooks
• Information needs to enable readers to take a full and active part in the life of the city
• Recreational interests both at a popular level and at a level that would satisfy the in-depth interest of the general reader
• Needs for general Non-Fiction subjects both at a popular level and a level that would satisfy the in-depth interest of the general reader
• Understanding of the City and the region through its history, geography and its contribution to literature (see Local Studies Collection criteria document)

New stock is selected on a co-ordinated city-wide basis, to ensure effective coverage, and informed by the stock specification based on the library bandings.

Electronic Resources

The Library Service provides access to a variety of electronic resources at a City Wide level which can be accessed both inside and outside of a Library building 24 hours a day 365 days a year.

The Library Service also provides a range of online resources – some of these can only be accessed from a Library building.

Income Generation

The need for some services to contribute to income generation through charges made for borrowing, means the level of potential use of these items will always be considered when deciding the level of provision.

Controversial Stock

The Chartered Institute of Library and Information Professionals (CILIP) states in its guidelines that:

“The function of a library service is to provide, as far as resources allow, all books, periodicals etc., other than the trivial, in which its readers claim a legitimate interest. In determining what a legitimate interest is the librarian may safely rely on one guide only – the law of the land. If the publication of such matter has not incurred penalties under the law it should not be excluded from libraries on any moral, political, religious or racist grounds alone, to satisfy any sectional interest”

Using this guidance, Coventry Libraries will make available the broadest range of material within its policy of freedom of access to all legally available information. It is acknowledged that on occasion individuals may find items in Coventry Libraries offensive. However, we do not label items to warn customers of potentially sensitive content and would only restrict access to material in order to protect it from damage or theft, not as a form of censorship.

The MLA guidance on controversial stock provides guidance to library authorities on the provision of library stock that may be considered controversial in nature, i.e., inflammatory and extremist.

Controversial material will be evaluated according to this stock policy. Decisions will assume that the adult reader can make his or her own critical and reasoned evaluation of views expressed in the content of the item. Where appropriate the stock team will enlist the assistance of relevant external agencies and advisory groups. In the interests of intellectual freedom material should not be rejected solely because it is considered controversial.

The library service welcomes suggestions for stock and feedback on stock policy. We will not, however, add or remove any item from our shelves solely at the request of any individual or group. Library staff are responsible for the management and disposal of stock following the principles outlined in this stock management policy. The final decision as to whether an item is considered suitable for library stock rests with the Head of Service.

It is the responsibility of parents, guardians or carers rather than the library staff to determine the suitability of materials used by their children.

Religious texts

Religious and sacred texts purchased by the library are managed in the same way as other stock items. They will be shelved in the same way as other items and may be withdrawn or replaced as part of the routine stock management process. Shelving of religious texts will be in accordance with the cataloguing system in place in any library and is not meant as a comment or reflection on that text.

Meeting Customer Needs

While meeting the needs of individuals is the prime focus of the Library Service, specific collections of material are offered to ensure that an equality of access is available to all.

Diverse Communities

People from all backgrounds and cultures have an equal right of access to Library services. Coventry is home to many different communities and the library service reflects this diversity in its physical and digital stock. Material is provided in a range of community languages where a significant need is identified and can be borrowed through any service point.

Every library stock books and other materials in English that reflect a wide diversity of cultures, experiences, and perspectives. Libraries stock resources for speakers of other languages who are learning English.

Children and Young People

The library service regards children and young people as a priority group and will provide an appropriate range of stock at every service point. The aims of Library Services stock provision for children and young people are:

• to encourage a love of books and reading from the earliest age
• to supply material and support for education, information and recreational
• needs
• to encourage all forms of literacy through a variety of media
• to promote children’s literature of a high quality
• to extend children’s personal development and knowledge through imaginative learning experiences
• to introduce children and young people to a variety of life situations and
• cultures, to encourage them to be sensitive to others
• to support children’s independent reading/learning
• to provide material suitable for children of all abilities to enable them to make informed life choices
• to provide material in appropriate formats for children with special needs
• to promote positive images
• People who have difficulties reading standard print

Coventry Libraries aims to provide an equality of access to information and reading material across all libraries via its stock. Library stock is bought in:

• large print and ‘talking books’
• Subtitled DVDs at Central Library
• Extra-large books for children

The charging policy reflects this provision as there are no loan charges for people who experience a visual or hearing impairment.

All Coventry libraries stock materials for people who wish to improve their literacy skills. Specialist collections are available at all Libraries for emerging and developing readers.

Feedback and Consultation

Finding out about the needs of users and potential users of the Library Service is vital to ensure that stock is customer-focussed and responsive to local needs and wider product and market trends. The Library and Service uses a range of mechanisms to find out about customer stock needs:

• Front-line staff with direct contact with customers have responsibility for keeping up to date with product and market knowledge
• Customer Comments are dealt with locally and monitored by local Library Managers
• Requested items and customer suggestions are considered for selection using the Library Services selection criteria
• Involvement of members of the community via Customer comments and feedback
• Work with other authorities and specialist agencies
• Use of activities and events to gather feedback, including reading groups, special promotions
• Stock performance management information
• National surveys highlighting trends

Performance Management and Benchmarking

The Library Service aims to make the most effective and efficient use of stock in line with Best Value principles. The service measures the effectiveness of its stock management through several performances' indicators. These are:

• user satisfaction levels for the range of stock available

• the number of new titles purchased for each Library
• number of items added to stock through purchase per 1000 population per annum
• the percentage of the library’s stock out on loan (volumes in circulation)
• the length of time it would take to replace all items in stock (replenishment rate)
• the number of issues per volume for different categories of stock
• additional information provided through the Library Management System

Stock Audits and Reports

The Library Service uses the Library Management System to assist in the management of all stock. By analysing data from the Library Management System the Library Service, identifies stock that needs to be

• removed from the shelves as it no longer issues
• removed and potentially replaced as the item has been so popular that a newer copy should be made available
• transferred from one library to another to maximising usage and increase choice
• purchased to fulfil user demand based on existing Library stock issues.

The running of these reports will aid the Library Service in ensuring that users do not face a high number of items that have laid dormant on their shelves or are physically unattractive. By continually reviewing both understocked and overstocked subject areas the Library Service will be better informed to ensure that stock provision is matched to Library users borrowing patterns.

Editing and Replacement

The Library Service uses the stock audits and reports to issue clear guidance to library staff who are able to directly interact with the library stock.

Coventry Libraries editing strategy for materials within the library states items should be:

• Attractively displayed (shelves should not be more than three quarters full, bays should always contain at least one display shelf)
• Undamaged
• Clean
• Up to date (non-fiction)
• Accurate in content (non-fiction stock)

To aid staff the following guidance is given on withdrawing stock

Stock should be discarded if it is in poor physical condition. Consideration will be given on replacing if the item has been borrowed by Library users.

An item of stock can also be withdrawn if it is out of date or beyond its sell by date in terms of physical condition and age.

The following criteria can be used:

• Hardback Non-fiction; seven years old
• Paperback non-fiction: six years as above
• Hardback fiction; eight years old
• Paperback fiction, six years old
• Children's non-fiction; seven years old
• Children's fiction; hardback – eight years old
• Children's fiction; paperback – five years old
• Picture books and picture fiction – four years old
• The book has not issued in last 12 months

Circulation and Rotation

Library stock will be transferred between locations to ensure the meeting of Library user needs. All large print and talking book stock will be rotated between Library buildings to ensure customers have a wide choice to select from.

Donations and Gifts

Coventry Libraries accept donations of stock, they will only be added to stock if they are in an acceptable physical format and add value. Any donations not accepted will be subject to the same disposal guidelines as our own stock.

If the material is not in English acceptance will depend upon somebody with the appropriate language skills evaluating the donation in accordance with our Stock Policy.

Some authors and publishers send stock that we have not ordered, in the hope that we will buy a copy. Items will not be accepted unless they are wanted for our collection. All unrequested stock will be needed to be collected from one of our libraries as we will not pay the costs to return.

Sale

Items of no further use to customers will be sold, if possible, to generate income to support the service. Items may be offered for sale in libraries. No items may be earmarked for individual purchasers; as such a system may be open to abuse.

Items that remain unsold after the book sale are sent to a non-profit making company Better World Books to sell on our behalf. The library and literacy charities nominated by us receive an income from any stock sold.

Stock Acquisition

Tendering and Consortia

The Library Service is a member of the Central Buying Consortium which is a collection of Library Services who have come together to procure stock to ensure value for money. All arrangements with the Consortium follow Coventry City Council Procurement Policy.

A substantial portion of the media fund is spent purchasing stock from our principal supplier, currently Askews/Holts. This ensures that the library service can obtain discounts and achieve best value. We also purchase stock from specialist suppliers e.g., large print, books in other languages.

We will purchase stock from other suppliers e.g., Amazon if it is of value to our collections.

Supplier Selection

The majority of Library stock is selected through an automated supplier selection stock system provided by Askews/Holts based on a specification created by the stock team. This is monitored by the Stock Development Manager.

Selection procedures have been streamlined as a work task, as the Library Service recognises that staff involvement in stock selection processes must be time and cost effective. The balance of time between selection and stock management processes will reflect greater staff emphasis on stock promotion and presentation, to ensure stock is customer-focussed and actively promoted to customers

Only books and other formats that are legally available will be considered for purchase. If any item becomes subject to legal proceedings it will be removed from our shelves

Books in other languages are also selected through supplier selection based on a specification created by specialist Library staff.

Large Print and Talking Books are purchased using standing order plans.

Library Bandings

To enable automated stock selection Library service points are banded together to create purchasing profiles

1. Band 1: Central
2. Band 2: Foleshill, Jubilee Crescent, Stoke, Tile Hill
3. Band 3: Bell Green, Coundon, Willenhall
4. Band 4: Aldermoor, Allesley Park, Canley, Caludon Castle
5. Band 5: Hillfields, Holbrook

For the stock to reach the shelves as quickly as possible the Library Service is constantly reviewing the preparation process required of new stock and has automated the majority of all our ordering and adding of stock to the library management system.

Library user requested items and customer suggestions are considered for selection using Coventry Libraries’ selection criteria

Reader Development

The key aim of reader development is to open choices to reach new audiences and to move the reader on beyond their established pattern of reading.

The Library Service will do this through specialist collections of stock and stock arrangement within a Library.

Reading Groups

A collection of multiple copy paperback books is held at Central Library for use with reading groups. The collection contains a wide range of classic, literary and contemporary fiction, along with works in translation and a selection of non-fiction titles. Reading groups are encouraged to suggest titles for inclusion in the collection.

Specialist Collections

Libraries will develop specialist collections e.g., Reading Well aimed at targeted communities and will be placed in each library across the city

Presentation and Promotion of Stock

Stock promotion is undertaken to:

• make the best use of stock
• raise awareness of the range of stock and services available, including on-line access
• promote books, reading, literacy, lifelong learning, digital skills and social inclusion
• offer choice and opportunities for reader development, inspiring and encouraging users and potential users to try something new

Displays

Are used to highlight the range and choice of stock available to customers and will use a range of approaches to maximise opportunities for promotion, e.g., dump bins, power positions and display tables.

Displays will:

• target new and younger audiences, as well as highlighting stock for existing users
• present imaginative and challenging reading material and choices
• bring together areas and formats of stock dispersed by the Dewey classification scheme and fiction stock categories, and feature under-used stock
• use a high quality of presentation, e.g., headings
• exploit professionally produced promotions
• take advantage of new books sections
• take advantage of local and national promotional opportunities
• enable smaller libraries to highlight stock not normally available

Face-forward

Display of stock will take advantage of professionally marketed book covers. Face forward displays will be:

• refreshed on a regular basis as part of shelving, tidying and maintenance routines
• feature a wide range of stock, again featuring material that will appeal to new, young and minority groups
• used as an opportunity to represent books that may have been ‘shelf-sitting’ and not issuing
• Used to highlight less accessible stock, for example from lower shelves

Signs and Shelf Guiding

Signage and guiding will be used to highlight areas of the library that are helpful to users, to enable access and raise awareness of stock in all areas. Fiction will be arranged to maximise choice and browsing, with a limited number of bookshop categories, and non-fiction in Dewey order and themed sections.

Staff Competencies

Coventry Libraries and Information Services fosters a culture of learning, to train, develop and support its staff, through induction, training sessions, workshops and visits to other authorities. The following staff competencies are required to fulfil the Coventry Libraries and Information Services Stock Policy:

• Knowledge - product awareness, the latest publishing and market trends, service and corporate objectives, local customer needs and community profiles, and equality and diversity awareness
• Skills – active listening skills, asking relevant questions, use stock maintenance and rotation procedures, create displays and face-forward, identify readers' needs and how they might be met, support literacy, encourage wider and deeper reading
• Abilities – build knowledge of books that will appeal to different target groups in libraries and outside the library in community settings
• Behaviour – proactive and, above all, enthusiastic promotion of stock in both day-to-day contacts with customers and in community settings