Policy Corner: Collection Development

 Originally published September 09, 2025

Library Developments Blog  |  Library Development and Networking Division

Texas State Library and Archives Commission

Imagine that the Gotham Public Library, a small rural library in Texas, has recently received a request for help from its group of local homeschool families—the Arkham Angels—that is looking for appropriate young adult graphic novels for this year’s book club. In the past, the library had a brief, outdated collection development policy that didn’t explicitly outline how materials were selected. So, the staff often relied on ad hoc decisions which risked appearing inconsistent or even biased. But, Director Gordon recognizes that a collection development policy is more than just a set of rules about what books, media, and digital resources the library purchases. It’s a practical expression of the library’s mission that shows how the library’s values and goals are translated into day-to-day decisions about what materials to provide. Thus, revisiting it ensures that every addition to the collection contributes to the library’s larger promise to educate, enrich, and empower the people it serves.

And right now, it matters more than ever: in April, the Texas State Library and Archives Commission (TSLAC) approved updated accreditation criteria for Texas public libraries. These new minimum standards, outlined in the Texas Administrative Code, officially went into effect September 1, 2025, and will first be used for accreditation with the 2026 Annual Report. Among the revisions is a new requirement that every library have written policies for circulation, collection development, technology use, and information security and privacy. Libraries will certify these policies in the 2027 Annual Report, with a deadline of July 31, 2027, to meet the new minimums. So, as you look at your collection development policy, here are some questions and resources to help make sure it’s not only accreditation-ready but also a bridge between the library’s aspirational mission statement and the practical service it delivers to its community.

Questions to Consider While Revising or Creating a Collection Development Policy:

• What is the library’s mission statement, and how is it reflected in the policy?
• If a library’s mission emphasizes lifelong learning, the policy may prioritize materials that support education at all ages—children’s early literacy resources, test prep guides, career training materials, and online learning platforms.
• If the mission highlights being representative of and responsive to its community, the policy might specify acquiring large-print, multilingual, or audio materials to reduce barriers for use.

• How will you manage the collection?
• How will staff identify, review, and choose new materials (based on community requests, professional reviews, selection aides, local interest)?
• How will materials be purchased or licensed (direct purchase, vendor contracts, donations, consortia)? And, who will have final authority for acquisitions?
• How will new materials be cataloged, labeled, and prepared for circulation to ensure consistency and attainability?
• How will staff regularly evaluate and remove materials that are outdated, damaged, inaccurate, or no longer used? Which system of professional standards will guide this process?
• What will be the process for replacing lost, damaged, or outdated materials and for updating collections in fast-changing subject areas?
• How will donated materials be evaluated, accepted, or declined—including criteria for adding them to the collection or redirecting them elsewhere?
• What will be the process for handling formal challenges to library materials, including forms, review committees, timelines, and communication with patrons?

• Is it legally enforceable? Library policies are enforceable only if they are in writing and adopted formally. In addition, these policies will be valid only if they meet the four tests of legality, reasonableness, nondiscriminatory application, and measurability. Policies which do not meet these tests could be ruled invalid if challenged in court. Prior to adopting a new policy or when reviewing a current policy, ask the following questions to test the policy for legal enforceability:
• Does the policy comply with current statutes?
• Is the policy reasonable (including reasonable penalties)?
• Could there be discriminatory application of the policy?
• Is the policy measurable?

• Are you working with an attorney?
• Only an attorney can provide legal advice. This could be a City or County Attorney, an attorney on retainer, or an attorney on the board.
• If you’re not currently working with an attorney, have you contacted other libraries in your area to see if there is someone they’d recommend?

General Suggestions for Library Policies:

• Use plain language: aim for a clear and concise summary that can be understood by any community member, even those that have never been to the library.

• Separate policy from procedure: a policy explains what the rules are, while a procedure explains how staff and patrons carry them out in practice. For example, a circulation policy might explain how materials can be borrowed, renewed, and returned, while balancing access for patrons with the library’s responsibility to protect and preserve the collection. Whereas, a circulation procedure might provide step-by-step instructions, workflows, and system-specific notes about issuing cards, renewing material, checking in items, etc. Keeping policies and procedures separate will ensure that each document can be updated easily.

• Review regularly: reviewing all policies on a regular schedule will help ensure they’re up to date and useful for patrons. It might be helpful to question: Is it a simple change in wording or is it broken? Could your grandmother understand the policy? Does your policy reflect the actual practice? Has the policy kept up with the times? Is there still a viable reason to have the policy? Finally, incorporating legal review by an attorney (a City Attorney, County Attorney, board member, etc.) is highly recommended.

• Have policies approved by the library's governing authority: this adds legitimacy to library policies, and helps the governing authority understand how the library operates.

Trainings and Resources Related to Library Policies:

Writing Support

• Write for your audience - plainlanguage.gov website
• Clear & to the Point: The Importance of using Plain Language in your Communications - TSLAC, Literacy Advance of Houston webinar
• Jargon-Free Libraries: Using the Language of Our Patrons - Colorado State Library webinar

Legality

• SB 412 - Texas Library Association
• SB 13 Implementation (School Libraries) - Texas Library Association
• HB 900 Implementation (School Libraries) - Texas Library Association
• Top Legal Issues for Texas Public Libraries (2021) - TSLAC Webinar
• Library Law Spotlight: What Makes a Good Policy - Library of Michigan Webinar

Policy Basics

• Library 101: Policies - North Dakota State Library short video
• Determining Whether a Document is a Policy, Procedure, or Guideline - University of Wisconsin Madison
• Notes on Library Policy - Vermont Department of Libraries
• Developing and Writing Library Policies and Procedures - By Stephen Henson of BE&K Engineering. Includes an excellent list of additional sources.

Example Policies

• Library Policies: Collection Management - Central Kansas Library System
• Public Library Sample Policies - Colorado Department of Education
• Library Policies - Central Kansas Library System
• Public Library Director Toolkit - North Dakota State Library

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If you’d like a thought partner or assistance finding Texas-specific examples while developing your
library’s collection development policy, we’re here to help. Contact the Library Development and Networking team at ld@tsl.texas.gov