policies
COLLECTION MANAGEMENT
COLLECTION MANAGEMENT
Approved May 23, 2018; Revised March 25, 2025.
The Collection Management Policy addresses the selection, deselection, maintenance, and reconsideration of items for collections, including gifts and donations to the library. This policy supports the library’s mission and values to provide equitable access to diverse resources and to foster lifelong learning and community engagement. “Selection” refers to the procedure by which designated staff known as “selectors” determine whether to add or retain collection materials. The Collection Management Policy provides the library staff with guidelines for the curation and management of the collection and informs library patrons of the principles upon which the library makes decisions regarding the development and maintenance of the collection. The Board of Library Trustees supports the American Library Association’s Library Bill of Rights, Freedom to Read Statement, and Freedom to View Statement.
The purpose of Downers Grove Public Library’s collections is to meet the informational, educational, cultural, and recreational needs of the community. The Collection Management Policy outlines the library’s approach to acquiring, curating, and enhancing collections across all formats. The library endeavors to maintain a diverse collection that supports varied viewpoints, represents a wide array of cultures and experiences, and allows for all members of the community to be included and represented. Maintaining a diverse and equitable collection is an integral part of the materials selection and collection development process. The library is committed to upholding the principles of intellectual freedom and, as such, does not censor or emphasize any particular political, social, or religious viewpoint. The Board of Library Trustees, as guardians of the people’s freedom to read, is dedicated to defending against any efforts by individuals or groups seeking to limit or impose their points of view upon the community. The inclusion of a title in the collection does not imply endorsement of the ideas presented in the material, nor does the absence of a title from the collection imply disapproval or censorship.
Parents and guardians are responsible for guiding their own children’s use of library materials and are encouraged to make informed decisions about materials for themselves and their families. In supporting the right of all individuals to choose freely, the library staff will provide assistance on finding materials to patrons, including children based on their age group. However, the library does not assume responsibility for the suitability of materials children or teens choose. Selection and display of materials are not restricted by the possibility of access by children or other specific audiences.
The library is committed to resource sharing at local, state, and national levels as demonstrated by membership and participation in Reaching Across Illinois Library System (RAILS), Suburban Wide Area Network (SWAN), Illinois Library and Information Network (ILLINET), and WorldShare Interlibrary Loan. Membership in resource-sharing consortia demonstrates the library’s commitment to providing access to materials beyond the scope of local collections for its patrons. The library adheres to intellectual property laws and copyright regulations.
The Board of Library Trustees delegates the responsibility of selecting library materials to staff. The final responsibility rests with the Library Director, who operates within the framework of Board-approved policies and delegates collection management responsibilities to staff. Selectors are tasked with maintaining collections that reflect community needs and diverse viewpoints, without bias or undue influence from personal, organizational, or community beliefs. No employee will be disciplined or dismissed for the selection of library materials when made in good faith and following this policy (75 Illinois Compiled Statutes 5/4-7.2). All library materials selected within the general guidelines or intent of this policy are considered to be approved by the Board of Library Trustees.
The library provides resources to support the interests, information needs, and enrichment of all members of the community. The majority of the library’s collection is curated to be popular, accessible, and actively used by the community. Efforts are made to provide materials that will support learning curricula from preschool through adult education. However, the library does not generally purchase textbooks or specialized technical or professional resources, except select textbooks used by Downers Grove Grade School District 58 and Community High School District 99.
The library provides users of all ages with access to a wide range of materials in an array of formats including physical, digital, downloadable, and streaming. The library actively evaluates emerging technologies and formats to adapt to changing community needs. While the popularity of formats varies over time, the library’s goal of serving community interest drives the selection process. The collection also includes world language materials in multiple formats and for all age groups to support our diverse population and language learners.
Each year, far more titles are published in print, audiovisual, and electronic formats than the library can purchase. Therefore, staff must be selective in what they choose for the library’s collections. Material selection is guided by the professional expertise of staff; circulation data; national and international news and events; publishing and social trends; and informed by equity, diversity, and inclusion principles. Community recommendations are welcomed and are subject to the same selection criteria as any other material. The library adopts “digital curation” as an umbrella term for practices and strategies used to manage and preserve digital assets. Digital assets include electronic resources, software and hardware, and devices. The process ensures the library’s digital assets remain relevant, sustainable, and accessible. Digital curation considers factors such as product lifespan, currency, and compatibility.
4.4.1 General Criteria
The library’s selection procedures and criteria include factors such as space, budget, availability, and materials that may be acquired through resource sharing at the local, state, and national levels.
Professional and credentialed reviews are the principal methods used in the selection of materials. Selectors are also assisted by publisher and vendor advertising and demonstrations, media coverage, and requests from patrons holding a current Downers Grove library card.
Staff use professional judgement and expertise to evaluate items and make selection decisions, including choosing titles, identifying quantities for purchase, and designating locations for materials. Priority is given to materials with the broadest appeal. Multiple criteria may be used to evaluate items for the collection; however, selected items are not required to meet all criteria, which include:
- Authenticity, accuracy, and value of information
- Authority and reputation of the author or creator
- Currency of material
- Curriculum support
- Diversity of subjects, ideas, and viewpoints
- Literary quality
- Connection to local history or geographic interests
- Physical features and format
- Popularity
- Cost
- Availability of material for purchase
- Availability of material from other libraries
- Readability and style
- Relevance to the experience and contributions of diverse populations
- Suitability for circulation by a public library
- Relationship to the existing collection
- Ease of accessibility and use
- Quality of presentation
- Alignment with library programs, initiatives, and staff training
Consideration will be given to the work as a whole. No work shall be excluded because of specific content taken out of context. Once an item has been accepted under the Collection Management Policy, it will not be removed at the request of those who disagree with its inclusion in the collection unless the retention of the item would violate this policy.
4.4.2 Selection Criteria for Special Collections
The library may use different selection criteria for special collections designated by format, age of intended audience, or area of interest. Examples of special collections include world languages, literacy, parenting, periodicals, puzzles, kits, and video games, in addition to the following:
Art Work
The library acquires works of art for installation in its building and on its grounds. These works enhance spaces and enrich the intellectual, cultural, and aesthetic experience of patrons. The Board of Library Trustees may commission an artist to create a work or purchase existing works of art. The Board may employ a qualified adviser such as an art critic, art professor, art dealer, museum professional, or practicing artist to assist with this process. The Board will base its decision-making on specific criteria such as professional training of the artist, exhibition history, gallery representation, publications, critical opinion, physical durability, and cost. Funding for purchase of artwork may be included in the budget of a major capital project or secured from the Downers Grove Public Library Foundation or other donors. The library will provide appropriate installation of and maintenance for works displayed. The library will not guarantee the permanent retention or display of any work of art. The library may remove, sell, or otherwise dispose of any work for any reason.
Local Authors Collection
The library maintains a collection of materials set in or created by authors from the metro Chicago area or in which the content may be of interest to the Downers Grove community. A physical copy for this collection must be donated to the library for consideration. The final determination for the addition to the collection is made by the Local Author Coordinator.
Local History
The library maintains a local history collection that includes materials in a variety of formats on the Village of Downers Grove and DuPage County history.
Local Government Documents
The library maintains a collection of current documents provided by various Downers Grove and DuPage County governmental bodies, including departments of the Village of Downers Grove, Downers Grove Park District, Downers Grove Grade School District 58, and Community High School District 99. Documents relating to the library are kept on the library’s website.
The library cannot be a permanent repository of all materials that have been acquired. To ensure a relevant and vibrant collection, staff regularly reviews and evaluates materials for retention, repair, replacement, and deselection, guided by the same principles as selection.
4.1.1 Deselection Criteria
Factors that are considered when deselecting materials include:
- Low usage, including cost per circulation analysis
- Space considerations
- Superseded editions or formats
- Outdated or inaccurate information
- Items that are worn, soiled, aged, or otherwise damaged or in disrepair
4.1.2 Disposal of Deselected Materials
Materials that are deselected from the collection may be used for library outreach programs, such as Rack at the Track, giveaways at outreach events, or given to other agencies that will use them for the public good. Downers Grove public school districts are given first priority, while other public libraries are given second. Deselected materials may be offered for sale to the public at a nominal cost. Items that are not repurposed or donated will be recycled or otherwise discarded.
The Downers Grove Public Library encourages gifts, donations, and contributions that will help the library better serve the needs and wants of the community. All gifts, donations, and contributions to the library are subject to applicable law as well as the library’s existing policies and guidelines, including those relating to the selection of and provision of access to books and other resources. The library, Through the Board of Library Trustees, the Library Director, or designated staff, makes the final decision on the acceptance, use, or other disposition of any gift, donation, or contribution and also reserves the right to decide any conditions of display, housing, or access. The library is granted unconditional ownership of each gift, donation, or contribution, and the donor does not retain or obtain any property rights or interests based on their gift, donation, or contribution.
Donations of materials are rarely accepted and will be considered on a case-by-case basis. The Library Director or designated staff are authorized to act for the Board of Library Trustees in accepting or declining offers of gifts in the form of books, audiovisual items, recordings, and other library materials or resources. The Library Director, or designated staff, in accordance with existing library policies and guidelines, may exercise discretion concerning which materials shall be retained for the library’s own collection.
Trustees, staff, and/or volunteers will not make promises to donors, accept favoritism, or agree to any changes in the mission, values, policies, services, collections, or programs as a result of a donation. Additionally, vendors will not be selected based on a donation to the library. Donors are encouraged to consult a professional advisor for questions about gift valuation or tax deductibility. While the deemed value of non-monetary gifts, donations, or contributions may be a factor for consideration, neither the library staff nor the Board of Library Trustees will issue a written or verbal statement of monetary value to the donor. The Library Director, or a designated staff member, may provide, on request, a letter of acknowledgment to a donor describing the gift and its apparent condition.
The library reserves the right to terminate donation agreements that conflict with its best interests. All donated products, materials, and services must meet the standards used by the library in the purchase of similar products, materials, and services. All donations are subject to the library selection and deselection criteria. The Downers Grove Public Library reserves the right to accept or reject any donation, in-kind donation, endowment, memorial, or bequest. For donations from the Downers Grove Public Library Foundation, see General Policy, Section 2.15 Downers Grove Public Library Foundation.
The following principles will guide the Downers Grove Public Library in the solicitation and acceptance of gifts, donations, and contributions, to enhance or develop library programs and services:
- All gifts, donations, and/or contributions must align with, but not drive, the library’s mission, goals, objectives, and priorities.
- All gifts, donations, and/or contributions must safeguard equity of access to library services. Sponsorship agreements must not give unfair advantage to, or cause discrimination against, sectors of the community.
- All gifts, donations, and/or contributions must protect the principle of intellectual freedom. Donors may not direct the selection of collections or require endorsement of products or services.
- All gifts, donations, and/or contributions must ensure the confidentiality of user records. The library will not sell or provide access to library records in exchange for gifts or support.
- All gifts, donations, and/or contributions must leave open the opportunity for other actual or potential donors to have similar opportunities to provide support to the library.
- All gifts, donations, contributions, or in-kind support given with special requirements must be approved by the Library Director. The solicitation of gifts, donations, contributions, or in-kind support by library staff and valued at over $500 must receive prior approval by the Library Director.
4.6.1 Honor and Memorial Books
Parties providing monetary donations for Honor and Memorial Books may recommend a subject area or format. Selectors will attempt to honor the donor’s wishes if the recommendations are consistent with this Collection Management Policy. The Library Director or a designated staff member will work with donors in selection and processing of such purchases.
4.6.2 Monetary Donations
Monetary gifts, donations, or contributions are most useful to the library in unrestricted form. Any restrictions or conditions attached to such gifts must align with the mission and values of the library and be acceptable to the Board of Library Trustees. If a monetary donation is unrestricted, the funds may be expended by authorization of the Library Director or designee. If a donation of restricted funds is accepted, it must align with the library’s mission, values, policies, services, collections, or programs and be expended according to the donor’s conditions.
4.6.3 Gifts, Donations, or Contributions of Securities
Marketable securities received by the library as gifts may be accepted by the Board of Library Trustees. Such securities will be sold or held at the discretion of the Board, and the net proceeds used as directed by the donor, subject to library policies, or if received without restrictions, may be used as approved by the Board. Gifts, donations, or contributions offered to the library consisting of securities which are not readily marketable will be submitted to the Board for a decision as to acceptability.
4.6.4 Gifts of Real Property
Policy Statement
This portion of the policy sets forth the procedures which the library shall follow to accept title to gifts of real property, including unimproved and improved land. The policy is intended to safeguard the library against accepting gifts of real property that are difficult to manage or are encumbered with defects that could put the library at risk once the library is in the chain of title. In addition, the library must be sensitive to the long-term cost of owning the property, including the distribution of maintenance money. Gifts of real property may be outright gifts, bargain sales (i.e., part sale/part gift transactions), or part of a charitable life income plan (i.e., a gift held in trust with a life income to the donor). It is the general policy of the library not to accept partial or fractional gifts in real property except for the situations where acceptance of such an interest would present an extraordinary benefit for the library based on the recommendation of the Library Director and the approval of the Board of Library Trustees. Types of gifts accepted:
- The library shall not accept any real estate encumbered by a mortgage or other liens except when approved by the Board of Library Trustees based on a recommendation by the Library Director.
- The library may accept gifts with a retained life use but generally only if the life tenant agrees to pay for all ongoing carrying costs, including but not limited to real estate taxes, upkeep, insurance, maintenance, and repairs to the property and utilities. The gift agreement for a retained life use shall contain the stipulation that if the life tenant defaults on the payment of these carrying costs, the retained life tenancy ceases.
- Where real property is being conveyed to the library, every effort should be made to take the property free of any encumbrances such as possibilities of reverter to the donor’s heirs if the property is no longer used for library purposes. Reverter or other restrictive use clauses could lead to the real property reverting to the heirs of the donor with no compensation to the library. The library attorney should be consulted about the best course of action if such clauses are to be included in the property deeds. If the library decides to accept a gift of real property with a reverter clause, the library may request that the prospective donor agree that the library will be entitled to be reimbursed for any of the carrying costs of the real property, including but not limited to property insurance, repairs, and maintenance while the library holds title to the property. If the donor declines to accept these terms, the library must determine if it is in the best interests of the library to accept the gift and agree to pay these carrying costs.
Review Process
As donations and gifts vary in their impact on the library, the review process should be tailored according to the proposal’s complexity. The donor should meet with the Library Director at the earliest possible time to discuss the review process for the specific gift. The process of establishing the library’s interest in accepting a gift of real estate shall begin with the initial gathering of the following basic information by the Library Director:
- The name, address, telephone number, and email address of the proposed donor. At the request of the donor, anonymity will be honored.
- A statement of the relationship of the donor to the library, if any.
- A statement of the reasons for the donor’s desire to make the gift and the reasons for the library to accept the gift, including a history of prior donations by the donor.
- A general description of the property including street address, any structures (above and below ground), past uses of the property, neighborhood characteristics, pictures, setting, and zoning.
- A statement as to whether the contribution is of the donor’s complete or partial interest in the property. (Generally, the library will not accept partial interests in real property.)
- A list of any personal property to be included with the gift.
- Copies of current real estate tax bills and special assessment bills.
Library staff will review land use requirements, legal requirements, potential pubic concerns, maintenance issues, and library issues associated with the proposed gift. If it is determined that the library could potentially benefit from this donation of real property, the following additional documents are to be provided by the donor at the donor’s expense, before the library can make a final decision to accept title to the property. If the donor declines to provide at their cost the documents required to perform the necessary due diligence and to close on the property, and the Library Director determines that it is in the best interests of the library to further advancement of the gift by paying these costs, the library may agree to pay these costs.
- A recent legal description and survey of the property showing any easements and right-of-ways.
- If the parcel of land is improved with a building which is occupied, the name of the persons or business occupying space, together with copies of the leases relating to those occupancies.
- Proof of donor ownership of the property in form of a title policy or title report.
- An Environmental Assessment of the property in a form and content which would be satisfactory to the library.
- Any other information needed to determine liability risks or unacceptable restrictions on use or disposition of the real property.
After the Library Director receives this information, they will evaluate the gift’s potential and make a recommendation to the Board of Library Trustees. The Downers Grove Public Library may decline any gift or bequest for any reason.
4.6.5 Other Donations
Personal property, works of art, displays or plaques, portraits, artifacts, antiques, museum-quality objects, and similar materials will be considered for acceptance on a case-by-case basis by the Board of Library Trustees. The library will not accept any materials that are not outright gifts, nor will the library accept any materials that attach the condition of periodic or permanent display. The library does not guarantee permanent display or retention of any donated items.
4.6.6 Recognition of Donors
Donors of library materials may request a receipt at the time of the donation. All monetary donations will be acknowledged with a letter of appreciation. A monetary gift toward materials, including Honor and Memorial Books, will be recognized with a donor bookplate affixed to the item(s) purchased. In the case of a monetary gift given in memorial, tribute, bequest, or recognition of someone, a letter will be sent to the person, or to the family of the person being honored. Donation of personal property, equipment, works of art, etc. valued at $500.00 or more will be recognized with a donor plaque, including the donor’s name, to be placed on or near the item.
4.6.7 Use of Gifts, Donations, or Contributions
All gifts, donations, or contributions are accepted with the understanding that it may someday be necessary that they are altered, sold, or disposed of in the best interest of the library. The library cannot commit itself to perpetually housing a gift, donation, or contribution.
The Downers Grove Public Library welcomes community feedback about its resources. The library will only respond to library resource concerns raised by Village of Downers Grove residents and/or other patrons holding a current Downers Grove library card. The Downers Grove Public Library encourages residents of other communities to speak with the public library in their community about their concerns.
Village of Downers Grove residents and/or other patrons holding a current Downers Grove Public library card who wish to provide input about library resources must fill out, in full, a Request for Review of Library Resources form and submit it to the Library Director. The form will be given to the appropriate Department Manager, who will review the material using the Collection Management Policy and communicate the resolution to the requesting party. If the initial response is not satisfactory, the requesting party may request, in writing, a review by the Assistant Director and Library Director. If the reviewed response remains unsatisfactory, the requesting party may request, in writing, a review by the Board of Library Trustees. The written request, Request for Review of Library Resources form, and previous responses, will be given to the Board President, who will place the request on the agenda of the next regularly scheduled Board meeting and notify the requesting party of the meeting date. The Board will then review the request and respond to it. The decision of the Board of Library Trustees is final.
Email info@dglibrary.org.