Mena Middle School Library

Policies and Procedures


Staci Brooks, LMS

Library Media Specialists

Library Home


Library Bill of Rights

Acceptable Computer Use Policy

Selection of Materials

Media Services

School Board Policies Regarding Library

Ordering of Materials


Processing of Materials

School Board Policies Regarding Challenged Materials

Materials Evaluation Committee and Forms

Weeding Library Material

Backing Up Library


Our library serves as a central hub of knowledge and research in all levels of education.  People of all ages, backgrounds and beliefs come together to explore their interests.

Library Rules and Procedures:

1.     Students may check out two books at a time for a period of two weeks.  However, the  books may be returned at any time to renew or obtain other materials.

2.      Fines for overdue material will be charged after a two-day grace period.

3.      Students use ID numbers to check out books.

4.      Reference materials may be checked out for one period or checked out overnight for special projects, but periodicals may not be checked out.

5.      Students will realize that the use of the Internet is a privilege, and that misuse could result in that privilege being revoked.

6.      Students are asked to be polite and quiet while using the library.


Mena Public Schools Philosophy


                Education is especially important in a democratic society.  People who govern themselves must learn to recognize and preserve their freedoms, form intelligent opinions, vote thoughtfully, and hold office effectively.  Therefore, the educational program of this school is concerned with preparing the future men and women who will direct and carry out the varied activities required in a modern society.

                Public education is not only free but compulsory.  Arkansas law requires a student to attend school until completing grade eight or reaching the age of seventeen.  This opportunity for self-improvement shall be continued beyond this requirement for each individual for as long as he/she can profit from attendance and his/her conduct is compatible with the welfare of the group.

                Good teaching has always been individualized teaching, but society now recognizes that an education is more than acquisition of subject matter and skills, which makes the teacher’s task much broader than it once was.  Helping children to grow in moral, cultural, civic, and social stature requires that the school focus its attention on the individual child.  The school must understand the learning process and also the rate of learning of each child, as well as the way his environment affects him.

                The school in a community involves adults as well as children of that community.  Where one finds the public schools functioning well, one also finds behind them a school-conscious, well-informed, and actively cooperative public.  Maintaining and strengthening this liaison between the public and its classrooms is a responsibility of teachers, administrators and, in fact, all school personnel.


Library Bill of Rights

The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services.

I. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.

II. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.

III. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.

IV. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.

V. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.

VI. Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

Adopted June 18, 1948, by the ALA Council; amended February 2, 1961; amended June 28, 1967; amended January 23, 1980; inclusion of “age” reaffirmed January 24, 1996.

A history of the Library Bill of Rights is found in the latest edition of the Intellectual Freedom Manual.


Mena Public School

Student Acceptable Computer Use Policy


Before you are allowed access to Internet and email at Mena High School, you must have on file with the Business Education Department a copy of this Mena High School 2007-2008 Student Acceptable Use Policy which states the following and is signed by both you and your parent/guardian.


􀂾 I WILL respect and use with care all the technological resources that I use at Mena High School.􀂾 I DO understand and agree that it is a privilege, not a right, to have access to the Internet and email at Mena High School.

􀂾 I WILL at all times use technology in a moral and ethical manner and observe network etiquette. I will not access any kind of objectionable material using the computers in any respect. I agree that if something is questionable ordangerous to the integrity of the school network, I should not access it or share it with anyone in any way.

􀂾 I DO understand and agree that I am representing my school when using the Internet and email and should abide byall classroom and school rules when using these services. I WILL NOT access chat lines or outside email providers (Hotmail, Yahoo Mail, etc.).

􀂾 I WILL NOT fill out any form (giving out personal information about myself, including telephone number and address) on any web page without express permission from the instructor. I will not send instant messages.􀂾 I WILL NOT download anything (sound files, pictures, programs, etc.) without the express permission of the instructor. Nor will I run a program over the Internet connection (play on-line games, listen to music, etc.) without permission. 

􀂾 I WILL NOT access on-line journals or blogs of any type.

􀂾 I WILL NOT print from the Internet or email without permission.􀂾 I will never tell my password(s) to anyone, will not allow anyone to use my account(s), and will log off the system when I need to move away from the computer for more than a few minutes. I understand that all activity using my personal computer account(s) is my responsibility. 

􀂾 I WILL NOT insert any file from any type of media into any computer except that which is used in the classroom. Anyfiles brought from outside the school may not be used in any computer without the express permission of the instructor and may be confiscated if attempted.

􀂾 I WILL notify the instructor immediately of inappropriate messages I receive or become aware of. I WILL NOT forward email to more than two people at a time and will inform the instructor of any chain letters I receive. I will not attach files to email messages without the express permission of the instructor. I will not forward inappropriate messages to anyone at anytime.

􀂾 I DO understand and agree that my email account at Mena High School is not my private property, and will never assume I am the only person who can read my email messages.

􀂾 I DO understand and agree that if I abuse it, the privilege of using the Internet and email might be revoked at the discretion of the teacher and/or administration of Mena Public Schools.

􀂉 I DO understand that my picture and/or my work may be displayed on web pages created at Mena High School.



Printed name                                    Student signature (in ink)                                            Date


􀂉 I understand that my child has Internet and email access at Mena High School and that he/she will be held accountable for the above statements.

 􀂉 I agree that my child’s picture and/or classwork may be displayed on web pages created at Mena High School.



Parent/guardian signature (in ink)                        




Selection of Materials




The responsibility for the selection of instructional materials and equipment is delegated to the professionally trained personnel employed by the school system.  Selection of materials and equipment involves many people: principals, teachers, supervisors, materials specialists, students and parents when applicable.

        Materials for purchase are considered on the basis of the following criteria:


A.       overall purpose

B.       timeliness or permanence

C.       importance of subject matter

D.       quality of writing/production

E.        readability and popular appeal

F.        authoritativeness

G.       reputation of publisher/producer

H.       reputation and significance of the author/artist/composer/producer, etc

I.         format and price


      In selecting materials for purchase the materials specialist evaluates the existing collection and consults:


A.       The library media specialist welcomes books and other resource materials from individuals and organizations, but they reserve the right to refuse unsuitable materials.  To be acceptable, the materials must be of the quality to meet the standards established for the selection of materials.  It is understood that gift collections will be integrated into the general collection and do not warrant special housing.

B.       Multiple items of outstanding and much in demand media are purchased as needed.

C.       Worn or missing standard items are replaced periodically

D.       Out-of-date or no longer useful materials are withdrawn from the collection.



16.02 Media Services

16.02.01                Sufficient resources shall be budgeted and spent yearly for purchasing and maintaining an appropriate, current collection.

16.02.02                A process to provide for input from teachers, parents, and students in the acquisition of instructional materials shall be implemented. These materials shall enhance and support the goals of the school improvement plan.

 16.02.03                The role of the library media center shall support technology as a tool for learning. Each school with fewer than three hundred (300) students enrolled shall employ at least a half-time, licensed library media specialist. A school with three hundred (300) or more students enrolled shall employ a full-time licensed library media specialist. Schools enrolling fifteen hundred (1,500) or more students shall employ two full-time, licensed library media specialists. The library media specialist(s) shall ensure that access to records and resource data bases shall be available to students. The media specialist(s) shall assist students in the development and use of research skills.

16.02.04                The school media collection shall consist of a balance of print, nonprint, and electronic media adequate in quality and quantity to meet the needs of the developmentally appropriate curricular program. The minimum book collection, exclusive of textbooks, shall be three thousand (3,000) volumes, or at least eight (8) books per student enrolled, whichever figure is larger. A minimum technology requirement will be one (1) computer per media center with multimedia/networking capacity for administrative purposes only. 

Taken from page 21 of the Arkansas Department of Education Rules Governing Standards for Accreditation of Arkansas Public Schools and Districts, updated June 2008.


Mena School Board Policies

Mena School District

June 2008

pages 48-52



1.  The library shall be organized on the basis of needs in the instructional area for the entire educational program. The library and reference books, newspapers, periodicals, pamphlets, audio visual materials, vertical files, and other teaching aids shall be adequate to meet the needs of the students in all courses of instruction.

2.  The minimum annual expenditure for library purposes shall meet the recommendations of the accrediting association that the school is accredited under. The volumes, percentage wise, in each category, will meet the accrediting association's standards.

3. The Mena Board of Education has adopted the following policy to guide instructional and media specialists in the selection of materials, media and equipment.




The American Association of School Librarians reaffirms its belief in the Library Bill of Rights for the American Library Association.  Media personnel are concerned with generating understanding of American freedoms through the development of informed and responsible citizens.  To this end the American Association of School Librarians asserts the responsibility of the school library media center is:


To provide a comprehensive collection of instructional materials selected in compliance with basic written selection principles, and to provide maximum accessibility to these materials.


To provide materials that will support the curriculum, taking into consideration the individual’s need, and the varied interests, abilities, socioeconomic backgrounds, and maturity levels of the students served.


To provide materials for teachers and students that will encourage growth in knowledge, and that will develop literacy, cultural and aesthetic appreciation, and ethical standards.


To provide materials which reflect the ideas and believes of religious, social, political, historical and ethnic groups, and their contribution to the American and world heritage and culture, thereby enabling students to develop an intellectual integrity in forming judgments.


To provide a written statement, approved by the local Board of Education, of the procedures for meeting the challenge of censorship of materials in school library media centers.


To provide a qualified professional personnel to serve teachers and students.



Ordering of Materials




                It is the policy of the Mena Public School Libraries to order books from companies/and or jobbers and when the books arrive, to place the books into the hands of the students as quickly as possible.

                The purchase of other types of materials shall be done with reputable

firms or companies specializing in office equipment, video services, government agencies, school supplies, and general products.

                All purchases will be authorized with a purchase order number and a signature of a member of the administration.



                After an item has been recommended for purchase and the item has been approved by a reputable institution (see Selection of Materials policy), the Library Media Specialist is free to order the item as the budget allows.  Purchase Orders will be completed and signed by a member of the administration.  A copy of the Purchase Order and invoice should be kept on file.




The Library Media Specialist welcomes books and other resource materials from individuals and organizations, but they reserve the right to refuse unsuitable materials.  To be acceptable, the materials must be of quality to meet the standards established in the Selection of Materials policy.  It is understood that gift collections will be integrated into the general collection and will not warrant special housing.  Board Policy Manual, 2005-2006, page 52.  Gift items will be deleted when they meet the same criteria listed in the Policy for Deleting Materials.


All gifts shall be recognized by a letter of appreciation sent by the Library Media Specialist. Gifts will then be processed in the manner directed in the Processing of Materials policy.


Processing of Materials




                It is the policy of the Mena Public School Libraries to process incoming materials as quickly and efficiently as possible to get the information into the hands of the patrons.


                As soon as an article arrives, it should be checked against the order and shipping receipt.  It should also be checked for any damage.  Return a copy of the Purchase Order and the signed invoice to the secretary to be paid.  The Media Specialist will attach a copy of the invoice to the original purchase order for own records.

                The article then needs to be processed and integrated into the collection.


Mena School Board Policies

Mena School District


pages 51-54



 The care taken to select valuable materials for student/teacher use and the qualifications of persons who select the materials, there will be occasional objections made.

 The principles of freedom to read and the professional responsibility of the staff must be defended.  If the complaint is made, the procedures are as follows:

A.         Be courteous, help the complainant determine all facts related to the issue, but make no commitments.

B.          If the complainant is not satisfied, invite him/her to file his/her objections in writing and offer him/her a copy of “Patron’s Request for Reconsideration of a Work” (see attached documents) to be submitted to the Library Council of the Mena Public School System.  Inform all staff members concerned.

C.          Upon receipt of a written request for reconsideration, the Library Council shall designate a Materials Evaluation Committee composed of the following:

a.        A representative from the Central Administrative Staff

b.       A representative from building level administration

c.        A library media specialist

d.       Two classroom teachers familiar with the subject matter of the material involved

e.       Two parents

f.         A student, where appropriate

D.         No material shall be removed from use until the Materials Evaluation Committee has made a final decision.

E.          Within thirty (30) days the Materials Evaluation Committee shall:

a.        Examine the referred materials

b.       Check general acceptance of the materials by reading reviews

c.        Weigh values and faults against each other and form opinions based on the materials as a whole

d.       Meet to discuss the materials and to prepare a report (see attached documents)

e.       File a copy of the report in the school and administrative offices.  Send a copy of the report to the complainant.

F.          The findings of the committee will be implemented.

G.         Adopted procedures of appeal to the Mena Board of Education are available.  Instructional materials should be selected with the aim of achieving approved objectives in the most efficient, effective manner possible.  Guidelines for selection are found in the Media Selection Policy. When a teachers has reasonable cause to believe that selected materials ( including resource speakers) may conflict with the values or beliefs of some students or their parents, in a manner or to a degree that either may object to the student being exposed to the material, one of the following procedures should be used:

 1. Give advance notice to the students and parents of the intent to use such material.  The notice shall include the following items:

a.  Information about the nature of the materials to be studied (language, sexual references, religious theme, general topic, etc)

b. a rationale for the inclusion of the materials in the curriculum

      c.  an opportunity for parents to review the materials, if possible

d.  an opportunity for the student or the parent to request, in writing, alternate materials.


2.       Discuss the materials with the principal who will advise in one of the  following ways:

a.        He/She does not believe reasonable cause exists to believe that the materials meet the criteria requiring notice to students and parents

b.       He/She believes reasonable cause exists to believe that the materials meet the criteria requiring notice to student snad parents set out in item one above.

c.        He/She believes the teacher should choose other materials.


3.       In the case of a high school elective where the teacher(s) of the course (at the time the course selection guide is being prepared for the pre-registration of students) believe reasonable cause exists to believe that a substantial part of the materials may meet the criteria requiring notice to students and to parents, the teacher(s) shall request that the principal include in the course selection guide:

a.        A warning that a substantial portion of the materials used in the course may conflict with the values or beliefs of some students or their parents to a degree that either may object to the student being exposed to the materials.

b.       A statement informing parents and students that it may be impractical to provide alternative materials for a substantial portion of the materials used in the course, and

c.        A statement informing students and parents that more information concerning the materials may be obtained from the principal.  In such case, the teacher(s) shall prepare a notice that includes the items described in item one (1) of this procedure and an invitation to students and parents concerned about exposure to the materials to discuss the degree to which alternate materials may be considered practical by the teacher(s).  if the procedures set out in this item three (3) are carried out, the notice described in item one (1) is not required for individuals works as they are used.

 Nothing in this procedure is intended to limit a teacher’s freedom to choose those materials considered most appropriate for a particular objective or class.  However, the procedure is intended to acknowledge the fact that the Mena Public Schools serve a diverse clientele and that, from time to time, materials chosen to serve the needs of most students may conflict with the values or beliefs of individual students or their parents.  At such times, staff members are expected to make appropriate accommodations, within the bounds of professional responsibility.


Materials Evaluation Committee Forms

Reconsideration Committee Packet: The packets are prepared for each committee member and contain copies of the following: the patron’s completed Patron’s Request for Reconsideration of a Work form, the Checklist for Reconsideration Committee, the Reconsideration Committee Report form, the material being reconsidered, and reviews of the material from standard professional and scholarly review sources.

School Board Review Packet The packets are prepared for each board member and contain: the patron’s appeal of the Reconsideration Committee’s decision, an itemized listing of the materials included in the Reconsideration Committee Packet, and the completed Materials Evaluation Committee Report Form filed by the Reconsideration Committee. At the School Board President’s discretion, the Board may also request the entire Reconsideration Committee Packet which would include a copy of the challenged material.


In order for a Request for Reconsideration of a work to be handled effectively, requests may only be accepted beginning the first day of any school year through the last student contact day in May. To assure that all materials will be dealt with fairly, no more than two requests for reconsideration of a work will be accepted from one patron at a time. When a Request for Reconsideration is in process, no other requests concerning the same material filed at any other school will be heard until the request on file is complete. In order to establish a process to allow all materials to be dealt with fairly, these procedures allow no more than a total of 4 books to be under reconsideration within the district at any given time.



Form must be completed in full to be considered


Title: ________________________________________________________________________________

Author, composer, producers, artists, etc.: __________________________________________________

Publisher (if known): ___________________________________________________________________

Request iniated by : ____________________________________________________________________

Telephone:  ____________________   Address: _____________________________________________

Location of the material (classroom, library):_________________________________________________

Complainant represents: 

      _____ himself                    ______Name of group/organization ________________________________

  1. Did you read, view, or listen to the entire work?  ________

  2. What do you believe is the theme or purpose of this work? ______________________________

  3. To what in the work do you object? Please be specific, cite exact passage, page or scene. 

  4. What of value is there in this work?  _______________________________________________

  1. What do you feel might be the result of reading, viewing, or listening to this work?

  2. Are you aware of the teacher’s purpose in using this work?

  3. What reviews of this material have you read? _____________________________________________________________________________

  4. For what age group would you recommend this work? __________________________________

  5. What would you prefer the school do about this work?

_____ Do not assign or recommend it to my child

_____ Begin the reconsideration process by the Materials Evaluation Committee






 Source of material (circle one) Library Classroom Online


1. What is the overall purpose of the material?


2. Is the purpose accomplished? ____Yes ____No





1. Is the information authored or otherwise sourced?


2. What is the reputation and significance of the author and

publisher/producer in the field?


3. Is the material up-to-date? ______Yes ______No


4. Are translations and retelling faithful to the original? _____Yes ____No

5. Are information sources well documented? _______ Yes ______ No




1. Does the material promote the educational goals and objectives of the curriculum? ___________Yes ____________No


2. Is it appropriate to the level of instruction intended?

____________ Yes ___________No


3. Are the illustrations appropriate to the subject and age levels?

____________Yes _________ No



1. Is the content of this material well presented by providing adequate

scope, range, depth and continuity? _________Yes _________No


2. Does this material present information not otherwise available?

______Yes ____No


3. Does this material give a new dimension or direction to its subject?

______Yes ____No


4. Does the material give a realistic picture of life?

______Yes ____No _____NA

5. Is factual information presented accurately?

______Yes ____No _____NA

6. Are concepts presented appropriate to the ability and maturity of the intended audience? ______Yes ____No


7. Do characters speak in a language true to the geographic location or the time period in which they live? ______Yes ____No


8. Is there a preoccupation with sex, violence, cruelty, brutality or aberrant behavior that would make this material inappropriate for the intended audience?

______Yes ____No


9. If there is use of offensive language, is it appropriate to the purpose of the text for the intended audience? ______Yes ____No


10. If there are graphics or photographic reproductions, are they appropriate to the purpose of the text for the intended audience? ______Yes ____No


11. Does the material give a broader understanding of human behavior

without stressing the differences of class, race, color, sex, education, religion or philosophy in any unfavorable way? ______Yes ____No


12. Is the material well written or produced? ______Yes ____No


13. Does the material make a significant contribution to the history of

literature or ideas? ______Yes ____No




  (Attach extra pages if needed to complete statements)

Physical description of challenged material: (author, title, publisher, copyright, producer, etc.)________________________________________________

Justification for inclusion of material (include theme and purpose)



Critics judgment of material: (if possible include copies of reviews indicating the source)


Review Committee’s decision and comments: (include statement from majority and minority positions)


_____ Recommend retention of material

_____ Recommend removal of material from this school

_____ Recommend removal of material at district level



Date ___________________


Copies sent to:


Principal _________                                              


Library Council_____                                              


SLMS _________                                                    


Signatures of Committee Members:



District Procedures for Weeding Library Materials

General Guidelines

 he professional knowledge of the librarian will be used in making the final decision about a particular item. Keep in mind that these criteria are used as a ‘rule of thumb,’ but for some criteria, recent use may be an important factor in deciding to retain an item that might otherwise be removed from the collection. If the item is outdated or contains erroneous information, the item will be replaced with a newer title on the same subject.  

Poor Content:

Outdated and obsolete information (especially on subjects that change quickly or require absolute currency, such as computers, law, science, space, health and medicine, technology, travel)

Inaccurate or false information, including outdated information and sources that have been superseded by new titles or editions

Superseded editions (in general, it is unnecessary to keep more than one previous edition, discarding as new editions are added)

Unneeded duplicates, especially if they are worn or tattered

Self-published or small press materials that are not circulating, especially if they were added as gifts

Materials/Books of Poor Appearance:

Worn out, ragged items

Poorly bound or poorly printed editions

Rebound editions that are worn and shabby or have torn pages

Items that are dirty, shabby, warped, bug infested, or otherwise marked up, mutilated, or ‘edited’ by patrons

Books with very small print or poor quality pictures

Scratched CDs or DVDs, brittle film or magnetic tape (in the case of video and audiocassettes)

Media that is beaten up from wear or has broken or missing parts

Books with yellowed, brittle, torn, taped, or missing pages

Books with dust jackets or cover art that is dated.

Unused Materials:

Items that have not circulated within the past 3-5 years and not actually used for reference or in-house research

Duplicate copies that are no longer needed, regardless of condition

Unneeded titles in subject areas that are less frequently used

More books than are needed on any single subject

Deleting Materials


           It is the policy of the Mena Public Schools to delete weeded materials as well as items that are lost, paid for, or missing for an extended period of time. 


  • Remove item from the circulation system as well as the shelf list file.

  • If item is a book, cross out appropriate markings.

  • Remove accession number sticker on item if possible.

  • Discard in an appropriate manner; e.g. book sale, give to teachers or students, throw away, place in a school auction, etc.


Backing Up




                It is the policy of the Mena Public School Libraries to have the Integrated Library System backed up every afternoon before the Library Media Specialist leaves.  Backing up the system is essential so valuable information about the collection and the circulation is not lost.


                Backing up the system is essential but not hard to accomplish.  A specific icon is placed on the desktop of the computer used most often by the Library Media Specialist.  After inserting a flash drive into the computer, the backup can be performed by clicking on the icon on the desktop.  When the prompt is issued, choose to back up ALL circulation system files.







                It is the responsibility of the Library Media Specialist to conduct an inventory of the Library Media Center.  It should be included in the end of the year report completed by the Library Media Specialist.



·         Those materials found on the shelves of the main library should be inventoried at least every year.  This is conducted using the circulation system and a hand held barcode scanner.  Notations should be kept on missing and lost items.

·         Periodicals should be discarded after one year of storage.  At that time, subscriptions should be evaluated, and any periodicals not being used should have their subscriptions terminated. Periodicals may be given to those teachers that desire them and any remaining may be discarded.

·         Non-print materials and resources should be inventoried at least every two years.

·         Print encyclopedias and reference materials should be evaluated after ten years using the criteria developed for weeding.

·         Equipment should be evaluated every three years.






Website designed and created by Daphane Burnett, Business Education, Mena Middle School--Copyright April, 2010