Library policies

A1: Aims of the policy:  

The purpose of this document is to outline the stock management principles used in libraries across the city, and to guide staff in the effective selection, management and promotion of stock for Leeds Library Service.  

This stock policy will cover the following: 

This policy is a living document – it will adapt to reflect changes in local communities across Leeds. 

A2: Definition of ‘stock’:  

In this policy, the term ‘stock’ relates to all forms of library materials in our collections, including electronic information, books, eBooks and eAudiobooks, newspapers, periodicals, maps, microforms, photographs, printed music and ephemera. 

A3: Leeds Library Service objectives:  

Our vision is for Leeds Libraries to be one of the best library services in the country, growing and delivering innovative and creative services for the citizens of Leeds and playing an important role in the delivery of the City Council’s ambitions. 

We work with citizens to support the development of a community of readers in Leeds who are:   

B1: Scope of the policy:  
 
This policy aims to ensure: 

 
B2: Approach: 
 
Each of the city’s libraries aims to provide a varied stock relevant to community needs and appropriate to its size. However, every library is part of a large network of service points, and stock will be managed and exploited as a city-wide resource by: 

Promoting the use of electronic and online resources  

B3: Electronic and Digital Resources:  
 
The library service will deliver electronic and digital resources through a modern, accessible and coherent digital platform to promote collections, services and information literacy by: 

B4: Requests: 
 
If a book is in stock, it can be reserved in for a customer without charge at any library in the city, using the free reservations service. If we can’t supply a request from stock, but it is in print, we will buy it if it meets the criteria in this policy, providing it is available via our contracted library suppliers. There is currently a small admin fee for this service. We assess items in relation to value for money and potential usage before purchase and they must be in a format we already buy.  

Out of print items may be considered for inter-library loan, if they are available at other library locations. These can include items outside the usual scope of this policy (see section B10). We currently charge for inter-library loans (as detailed in the Leeds Libraries Fees and Charges Policy). 

B5: Legislative Framework and Government guidance:  
 
We work within the frameworks set out by the following legislation: 

B7: Censorship and Controversial Stock:  
 
Leeds Libraries subscribes to the Chartered Institute of Library and Information Professionals (CILIP) guidelines. CILIP states 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 legitimate interest. In determining legitimate interest, the librarian can 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 ground alone to satisfy any sectional interest. The public are entitled to rely upon libraries for access to information and enlightenment upon every field of human experience and activity. Those who provide library services should not restrict this access, except by standards which are endorsed by law.’ 

B8: Donations:  

We welcome financial donations or funding towards Library collection, however, Leeds Libraries does not usually accept book donations. Books purchased via contracted suppliers arrive in libraries shelf-ready and have already been catalogued and added to the Library Management System. Donated books need to be stored, assessed for quality of physical condition, then manually processed. Therefore we do not accept over-the-counter book donations due to the impact on space, time and resources. 

Items of special interest, such as antiquarian books or titles with a particular local interest, – will be considered at the discretion of the service and must meet the criteria for stock selection set out in this policy. Special conditions placed on donations cannot always be met; if a donated item is accepted, it becomes subject to the usual stock management process detailed in this policy.  

Please contact the Senior Librarian for Books, Reading and Culture to discuss a donation (contact details below). 

B9: Unsolicited and Self-published Material: 
 
Books will not be considered for purchase unless they are listed by the contracted suppliers and meet current selection criteria. Due to the high volume of submissions received, we are unable to accept unsolicited stock from authors who are self-published or have published their work by non-traditional means. Any self-published stock or unsolicited stock from publishers cannot be returned to sender.  

Writers who wish to make their work available for selection should register the details of their book with Bibliographic Data Services.  

B10: Stock Outside the Scope of the Leeds Libraries Collections: 

The following categories of stock fall outside Leeds Libraries scope for selection. These can, however, be considered for inter-library loan, subject to availability at other locations, and the payment of an administration fee to cover costs. 

C1: Overview: 

Stock is selected using a combination of librarian expertise, reader feedback, supplier knowledge and analytics. This is reviewed on an annual basis to ensure that we are providing a comprehensive, diverse range of stock for communities and readers of all ages.  

Leeds Libraries aims to provide suitable stock for people who live, work or study in Leeds, from all backgrounds and cultures. We aim to be accessible, inclusive, responsive and equitable, and aims to promote work by diverse voices of all kinds. The key aims in selection are: 

C2: Selection Criteria: 
 
Leeds Libraries staff consider the following when selecting all library materials: 

New adult fiction: 

We aim to offer the widest possible range of fiction stock, including genre fiction such as crime, romance, science-fiction/fantasy and horror. Fiction stock at Leeds Libraries also includes short stories, literature in translation, classics, debut novels and works long- and short-listed for a variety of literary prizes. Stock covers a broad range of publishers and imprints, including smaller, independent publishers and presses.  

New adult non-fiction: 

All Leeds libraries provide a range of factual material. In smaller libraries the emphasis is more on recreational materials, but we aim to always include material relevant to the needs of the community.  

Children and young people: 

We are working towards the aim of making Leeds a Child Friendly city and give high priority to services for children and young people. We buy a full range of materials regardless of age, ability and culture, to develop imagination, creativity and social skills, aid educational progress, and instil a love of books and reading.  

C3: Suppliers: 

Leeds Libraries is a member of the North West and Yorkshire Libraries Book Consortium which contracts for mainstream library stock supply.  

Editing stock for range and coverage:  
Using evidence-based stock management, we address under- and over-stocked subject areas or duplication to better reflect local need and ensure relevant provision through stock circulation. When provision does not meet community needs, we can broaden stock by ordering additional titles or make more wide-ranging changes. We also welcome customer suggestions. 

Lost and damaged items: 
Leeds Libraries stock is a Leeds City Council asset, subject to procurement procedures, and customers must pay for lost or damaged items. Standard items are charged for at the full replacement cost, plus an administration fee.  For nonstandard items, e.g. art or local history books, an individual, written assessment is sent to the customer. The receipt issued to customers on payment can be used for any insurance claim or to obtain a refund (minus an administration charge) if the book is later returned. Payment can be made by instalments over an agreed period.  

Withdrawal and disposal of stock: 

Library stocks remain relevant through the purchase of new books and the continuous withdrawal of older titles surplus to requirements. Almost all library books are eventually disposed of, except a small number of titles, e.g. local history, transferred for long-term conservation as part of a reference collection. The following criteria are used when considering books for removal: 

D2: Measurement: 
 
Leeds Libraries makes extensive use of Evidence Based Stock Management software to manage stock across the city. Stock moves between all libraries, with the system identifying demand levels in different locations and helping to direct funds to the most popular new titles and subject areas.