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Collections Policy

Collection Management Policy


The Belgrade High School

Library Learning Commons


Officially Approved by

Belgrade School District #44’s

Board of Trustees on April 11, 2022


Table of Contents

Mission Statement

Purpose of Collection Policy

School User Groups Defined

Patron Needs & Library Services

Copyright, Fair Use, & Academic Integrity

Outreach Efforts

Facility Rentals

Brief Collection Description

Cooperative Collection Development

District Interlibrary Loan Protocols

Formats, Multiple Copies, & Foreign Language Resources

In-Depth Collection Assessment

Future Collection Goals

Funding Considerations

Collection Responsibility & Selection Procedures

Selection Criteria & Considerations

Gifts & Donations Policies

Collection Maintenance: Weeding Procedures

Library Checkout Policy & Fines

Long Term Student Laptop Checkout Procedures

Lost Material Fines

Damaged Material Fines

Overdue Fines

Payment of Fines

Material Challenges & Censorship

Confidentiality Statement

Policy Implementation

Mission Statement:

The media literacy program at the Belgrade High School Library Learning Commons strives to provide quality educational opportunities for all students and is part of a district-wide K-12 library media program. All elements of the program, including our required-for-graduation Library Media Orientation class, are aligned to Montana’s K-12 Library Media Standards (see Appendix C). The district’s library media program provides fair and equal access to library services, information, and resources that fairly represent diverse perspectives while encouraging life-long learning and recreational reading.  Library materials and services are available in a variety of relevant formats and reading levels to support the diverse educational needs, maturity levels, and interests of our school community and curriculum.  The library media program also offers a pleasing environment conducive to supporting patrons as they learn, develop essential 21st century skills, and explore personal interests. 

Purpose of the Policy:

The purpose of the High School Library Learning Commons Collection Management Policy is to guide Teacher-Librarians in the selection of materials, equipment, and instruction.  It is also meant to inform the public of the principles on which these decisions are made and specifically outlines procedures used in the High School Library Learning Commons.

School User Groups Defined:

The Belgrade High School Library Learning Commons serves all Belgrade High students (grades 9-12), their Teachers, Administrators, and other high school staff members.  The bulk of our patronage includes students and Teachers who use library resources for academic work and collaboration.  Those resources primarily include use of our diverse learning workspaces, technology, print and non-print resources, and educational support from Teacher-Librarians on how to efficiently plan, locate, access, evaluate, use, and responsibly present reliable information.  Students and school staff also use our resources for recreational reading, independent study, positive social interaction with peers, and to explore interests leading to personal growth.    

Patron Needs and Services:

The Library Learning Commons is mandated to provide a wide range of materials and services to support classroom curriculum and to meet the diverse educational, research, recreational, and socio-emotional needs of our school community. To help meet these needs, the learning commons is open 25 minutes before the first period bell, open through the lunch hour, and will close 15 minutes after the last bell.  If staffing and circumstances allow, we will remain open for student use during teacher Professional Learning Community time.  These hours extend access to library resources and Teacher-Librarian support beyond the standard student school day. Please Note: operational hours may shift on holidays, early release days, during unforeseen circumstances, or as directed by the administrative staff.     

To better accommodate modern learners and educators, the Library Learning Commons hosts a webpage which offers 24-hour access to our online card catalog, eBooks (through Gale and Follett), online data-bases (i.e. GALE and World Book Online), and links to other helpful resources.

Copyright, Fair Use, and Academic Integrity:

We recognize the importance of helping our students and staff build safe, ethical, and legal media literacy habits, especially when using, creating, and sharing information in the digital age.  We work to actively educate, support, and promote copyright and fair use practices in our school community. We also work to promote academic integrity, educate our community about plagiarism, and offer support to help prevent it.  Please note, plagiarism is considered a “major offense” in the Belgrade High School Student Handbook. Copyright law and compliance are noted in school board policy (R2312 P).  See appendix G for further information and support resources regarding copyright, fair use, and plagiarism prevention.  See appendix D for copyright-related school board policy.     

Outreach Efforts:

Library staff engages in various outreach efforts to encourage use of our dynamic collection and services.  The goal of this outreach is to encourage continued library use from patrons who visit often and to reach those who rarely, if ever, visit.  These efforts could include, but are not exclusive to the following:  library tours; co-taught lessons with classroom teachers; teacher and student resource support; maintenance of an up-to-date library webpage; sponsorship of literacy and educational-related activities & events (including our required-for-graduation Library Media Orientation class); creation of student learning spaces; book clubs (for students and staff); professional development opportunities; recommended reading and resource lists; and frequent communication with students and staff (ex: Teen Advisory Board, newsletters, email reminders, etc.).

Facility Rentals:

The Library Learning Commons may also be used events after hours so long as the appropriate district facility rental requirements and procedures have been met and are followed (approval from administration is required).

Brief Collection Description: (a more specific description can be found in our “Collection Assessment”)

The High School Library Learning Commons collection reflects the diverse and dynamic demands of a 21st century curriculum for grades 9-12 and the educational, research, recreational, and social needs of our growing school community.

The collection contains 8,112 items available for checkout (as of January 2022).  These items include print-books (fiction, non-fiction, graphic novels, atlases, children’s picture books); audio books (including playaways and CDs); eBooks (from Follett and Gale) and eReaders (Nooks); laptops (for long term student checkout), desktop computers with printer access, headphones, graphing calculators, DVD & Blue Ray discs; televisions with VCR, DVD, and Blue-Ray players; classroom posters, educational games (breakout boxes and various board games); digital video recorders (and necessary accessories); CD players, and more.

Our physical collection is divided into several different sub-collections:  Fiction, Non-fiction, Graphic Novels, Juvenile, Montana, Professional (for educators), Audio Books, Audio Visual, and Games.  Within these collections, copies written in foreign languages (ex: French and Spanish) or titles dedicated to assist in language acquisition for our English as a Second Language students are noted as such in the call number (ex: SPANISH or ESL)  Our digital collection includes eBooks (Gale and Follett eBooks), eReaders (Nooks), subscriptions to online databases through World Book Online and the GALE Research group, and a comprehensive library webpage linked to a wide variety of reliable resources and research help tools.

The Library Learning Commons does its best to offer reliable access to essential technology and resources necessary for 21st century learning, especially for our students and staff who may not otherwise have access.  Currently, we offer a variety of learning and collaboration workspaces, wireless internet connectivity, and house 24 desktop computers (with internet access), individual laptops available for long-term student checkout, and a copier/scanner exclusively for students and library staff. 

Cooperative Collection Development:

The Belgrade High School Library Learning Commons supports the concept of resource-sharing and encourages interlibrary loan within the school district.  Teacher-Librarians also encourage patrons to visit area public libraries, the Montana State University library, and to consider rich community resources (i.e. local experts, museums, and archives).

District Interlibrary Loan Protocols:

In the event students or staff from another building request an interlibrary loan, the patron must not have any outstanding library fines and have their assigned Teacher-Librarian approve and facilitate the interlibrary loan request.  Teacher-Librarians (in either library) can request general written parent-permission to access materials in other Belgrade School libraries, especially when younger students request access to materials from upper-grade libraries. The titles of the requested loan, however, cannot be disclosed in the permission process as per the library confidentiality statement. 

Ultimately, the Teacher-Librarian hosting the desired title has the final discretion to approve or reject the loan.  An interlibrary loan rejection, for example, could be based on (but is not limited to) the title’s condition, availability, existing demand, and/or its role in the building’s existing curriculum.

Formats, Multiple Copies, and Foreign Languages:

The majority of our materials are collected in print, audio-visual, or digital form.  New formats or multiple copies of a resource may be purchased to accommodate our ever-growing and diverse patron population.  Frequent use, popular patron interest, or specific educational events are some of the criteria used to determine the need for these materials.

To accommodate our English as a Second Language (ESL) students and students attempting to learn foreign languages, an appropriate number of materials and support resources in target languages will be purchased.  The specific number, type, and languages represented will be determined by curricular and patron needs.

In-Depth Collection Assessment:

Each item from our collection is cataloged in our electronic card catalog system and is assigned a specific call number.  Non-fiction materials are classified by the Dewey Decimal Classification System.  Our fiction, audio visual, and juvenile collections are generally categorized by author or title.

Each broad classification number and independent collection will be assessed according to present collection levels and future acquisition goals.  In addition, eBooks (and readers), digital subscriptions, and audio visual materials will be assessed in this document.

Key phrases used to describe the collation can be defined as follows:

Out of Scope: material is not collected on the subject and/or does not fit with collection goals.

Minimal Level: very few titles are available related to this part of our collection.

Basic Level: relevant and current materials on the subject are available, and they offer  introductory-level information with tips on how to locate more specific information.

Basic-Study Level: some subsections of the collection are at study-level whereas others are at    the basic level.

Study Level: several relevant and current materials are available on the topic and are specific       enough to support an independent study on the topic.

Research Level: several current and relevant master-level materials are available on the subject and could support professional-level research.

Evaluation Process:

  1. Evaluate each item in the collection as a separate entity and also on its purpose in subject location.
  2. Evaluate the total Dewey classification area even though specific sections have been targeted as areas of concentration.
  3. Evaluate all formats—print, non-print, and equipment

Please Note: Collection Assessment below is based on library records from January 26, 2022.

000-099: General Works

Basic Level.  We have 23 materials in this collection with an average publication year of 2010 [average age 12 yrs].  The total circulation rate of this section is .28%

100-199: Philosophy

Basic-Study Level. We have 26 materials in this collection with an average publication year of 2006 [average age 16 yrs].  The total circulation rate of this section is .67%

200-299: Religion

Basic-Study Level. We have 60 materials in this collection with an average publication year of 2002 [average age 20 yrs].  The total circulation rate of this section is .43%.

300-399: Social Studies

Study Level. We have 360 materials in this collection with an average publication year of 2007 [average age 15 yrs]. The total circulation rate of this section is 2.8%.

400-499: Language

Minimal-Basic Level. We have 19 titles in this collection most of which are dictionaries, phrase books, and a few short-essay books in various foreign languages.  The average publication year of this section is 2010 [average age 12 yrs].  The total circulation rate of this section is .07%.  

500-599: Science

Basic-Study Level. We have 212 materials in this collection with an average publication year of 2005 [average age 17 yrs]. The total circulation rate 1.22%

600-699: Useful Arts

Basic-Study Level. We have 253 titles in this section with an average publication year of 2008 [average age 14 yrs]. The total circulation rate of this section is 1.77%

700-799:  The Arts and Sports

Basic-Study Level. We have 273 titles in this section with an average publication year of 2006 [average age 16 yrs]. The total circulation rate of this section is 2.38%.

800-899: Literature

Basic-Study Level. We have 231 titles in this section with an average publication year of 1993 [average age 29 yrs]. The total circulation rate of this section is 3.13%.

900-999: History and Geography

Basic-Study Level. We have 769 titles in this section with an average publication year of 2003 [average age 19 yrs].  This is one of more popular non-fiction sections with 5.70% total circulation rate.

Reference Collection:

Basic Level.  We have 57 materials that include dictionaries, thesauruses, almanacs, and occupational encyclopedias.  The average publication year in this section is 2006 [average age 16 yrs].  The total circulation rate of this section is .85%. 

Fiction Collection:

Study Level.  3,612 titles (44.53% of our collection).  Our goal is to maintain a collection to support independent reading assignments and recreational reading.  The circulation rate for this collection is 57.55%-- our most circulated collection.  The average publication year of this collection is 2006 [average age 16 years].

Graphic Novels:

Basic-Study Level. 548 titles.   This section is very popular with an 11.59% total circulation rate (second only to our fiction collection).  It has fiction titles great for recreational reading and several non-fiction texts to support classroom curriculums and diverse student needs. The average publication year of this collection is 2010 [average age 12 yrs].   

Juvenile Fiction:

Basic Level. 66 titles.  Although basic, this section contains intriguing and award-winning picture books.  It also features a few non-English language translations of children’s books.  The total circulation rate for this collection is .30%. The average publication year of this collection is 2001 [average 21 years].


Minimal Level. 6 Nooks.  Each Nook is loaded with a set number of fiction titles or biographies.  Circulation has been very minimal on these devices--.06% total circulation rate.  

Follett eBooks:

Basic-Study Level.  235 materials.  COVID-19 Relief funds allowed us to substantially add materials to this collection.  We have a wide variety of both fiction and non-fiction titles.  These titles can be opened and checked out through the Destiny Discover Card Catalog.  Students can also download and read these books wirelessly through the Destiny Read App.  Most titles allow students to adjust font, font size, background, and offer audio options—catering to our visually impaired patrons and those who are struggling readers.  The total circulation of this items is low-- .06%.  The average publication date is 2012 [average 10 years].

Gale eBook Collection:

Study-Research Level.  188 full-text, non-fiction titles with unlimited digital access.  All titles are at the study or research level and cover a wide range of topics.  They feature all of the standard Gale database access features including a wide range of accessibility tools to help accommodate our diverse student population. We acquired the majority of these titles with COVID-19 Relief and Indian Education for All funds during the 2020-21 school year. We chose materials to support the needs of our teaching staff at the time and sought their input in the selection process.  There have been a total of 3,511 full-text retrievals of these titles from their acquisition to present (January 26, 2022)—a significant percentage of our overall library material circulation.  The average publication year of this collection is 2016 [average 6 years].    

Montana Collection:

Basic-Study Level. 342 Titles that cover a wide variety of topics related to Montana.  This is a collection used frequently by school projects related to history and/or historical fiction.  It also contains several Indian Education for All texts.  The circulation rate for this collection is 1.05%.  The average publication year of this collection is 1999 [average 23 years].   

Professional Collection:

Study Level. 162 Titles.  This collection is meant to offer helpful pedagogical texts and educator resources.  It often features texts that reflect the district’s professional development initiatives or relevant topics within education.  It also features a number of educational guides for Indian Education for All lessons.  The circulation rate for this collection is .49%.  The average publication year of this collection is 2010 [average 10 years].

Audio Collection:

Minimal-Basic Level: 46 audio materials and 28 CDs.  This collection features our playaways and audio versions of various titles in our collection.  These materials are primarily checked out by Teachers or as a scaffolding for texts taught in the classroom (i.e. To Kill A Mockingbird). The average publication year of the audio collection is 2010 [average 10 years].  The average publication year of our CD collection is 2005 [average 17 years].    

Video Collection:

Basic-Study Level. 366 DVD/Blue Ray materials; 5 VHS tapes. Our collection contains fiction and non-fiction materials that relate and support classroom curriculum.  A number of Indian Education for All titles are among this collection.  These resources are only checked out to Teachers.  Its circulation rate of our DVDs is 1.5%.  The average age of our DVD collection is 2007 [average 15 years].  The age of our VHS collection is 1989 [average 33 years] with a 0% circulation rate in 2022.   

*Note:  The district recently bought a subscription to a video streaming service: SWANK.  It allows teachers to legally stream and share films with students.  When possible, we share the SWANK video link within the records of our existing DVD/VHS collection which will likely impact the user statistics of our DVD/VHS collection.

Educational Games & Supplemental Materials:

Minimal Level. 9 materials including 2 Breakout-EDU kits and various educational and recreational games for Teacher-checkout or in-library use.  Its circulation rate is .04%. 


Basic. Headphones: 32 sets; 3 AV Units including TV/VCR/Disc units, and 1 digital video recorder.  Headphones have a circulation rate of 1.88%.  The TV and recording units tend to go in waves of popularity depending on the status of availability and condition of classroom technology.

Online Database Subscriptions:

Study and Research-Level.  We currently subscribe to the following online data bases:  World Book Online and 9 academic databases from the GALE Research Group (General One-File, Academic OneFile, U.S. History in Context, Opposing Viewpoints in Context, Science in Context, Health & Wellness Resource Center, Global Issues in Context, World History in Context, National Geographic Virtual Library- added in 2021-22). 

The user statistics for our Gale databases have increased exponentially since the start of our Media Literacy Orientation class (staring in the 2019-20 school year).  There were 399 total sessions in 2016-17; 2,164 total sessions in 2017-18; 1,958 total sessions in 2018-19; 7,104 total sessions in 2019-20*; 11,351 total sessions in 2020-21.  User statistics for the 2021-22 school year continue to trend upward.  Our Gale databases have now become a significant part of our circulation statistics. 

World Book Online user statistics are not available given it is a district-wide subscription, and specific high school user statistics cannot be extrapolated.

Future Collection Goals:

The Belgrade High School Library Learning Commons strives to keep its services and collections appealing, relevant, and useful to students and staff alike.  In 2018 we completed a deep 2-year deselection process both to meet these goals and to prepare for our upcoming transition into our remodeled space.  We are now actively rebuilding our collection and have added well over 1,000 titles since the completion of our move and deep-weeding process. 

Technology Goals:

As of the fall of 2019 we were issued 24 new-to-us refurbished desktop computers as part of the remodeling of our space; however, these machines are no longer updated by our technology department (as of the 2021-22 school year) and are on their last leg.  We hope to get our desktop lab updated in the near future as it is the only desktop lab available to students and classroom teachers in our building. 

We also hope to update our long-term checkout laptops to a set of 20 chrome books.  Our current long term checkout laptops have been in high demand, and the set we have is incredibly outdated. 

Additionally, we would like to acquire a new chrome book cart for classroom checkout.  We don’t yet have a computer cart for checkout; it would help relieve some of the pressure on our small desktop lab and improve accessibility for teachers without access to carts in their classrooms.

Reading & Research Material Goals:

Presently, we purchase new materials to meet patron needs and interests and actively work to bolster the areas of our collection that underwent extensive deselection.  Priorities will be placed on purchasing multiple copies of frequently circulated books, maintaining an appealing fiction and graphic novel section, increasing our number of materials for our English Language Learners and struggling readers; and updating our language, math & science, religion, and philosophy sections.

Funding Considerations:

Annual funding for the high school Library Learning Commons is allocated by the Belgrade School Board and is a separate line-item in the high school operating budget.  Teacher-Librarians request use of these funds from building and district administrators to purchase up-to-date, relevant materials and equipment necessary to support the diverse and dynamic demands of a 21st century curriculum as well as the educational, research, recreational, and socio-emotional needs of our growing school community.  When possible and appropriate, Librarians request Indian Education for All funding to further diversify the collection and support current state curriculum standards.

The Belgrade Library Learning Commons also generates revenue for materials, equipment, and replacement items through lost and damaged material fines.  This money is put into a separate library fine fund and is used to repair and replace materials.  This fund is also used for reading and media-literacy promotional activities (i.e. promotion materials and prizes for various promotional programming). 

Grant money has made it possible for library staff to acquire new materials. The library was awarded a $2,025 grant from the Montana Masonic Foundation in January of 2022 which was used to purchase the first part of the Gale National Geographic Virtual Library: 1888-1994

Collection Responsibility and Selection Procedures:

The certified Teacher-Librarians will select materials and equipment that are supported by district selection criteria (see “Selection Criteria & Considerations"), our latest state curriculum standards, school curriculum, patron needs (see appendixes B-D), principles of the School Library Bill of Rights, Freedom to Read Statement, and The Freedom to View statement.  Materials are also selected through student and staff recommendations.  All purchases should also demonstrate fiscal responsibility and stewardship of library funds.

As per school board policy, The School Board of Belgrade School District #44 is the final authority for acquisition of materials and equipment for the Library Learning Commons.  However, “The Board, acting through the Superintendent, thereby delegates authority for selection of library materials to the principal in each of the schools.  The principal further delegates that authority to the librarian in the school” (R2310 of Belgrade School District #44 Board Policy).

Selection Criteria & Considerations:

Library materials will be carefully evaluated based on the following six selection standards and guidelines.  In most instances, the selected materials should meet a significant number of the criteria, although a single resource need not meet all of the criteria in order to be selected.  Materials will be selected for their strengths rather than be rejected for their weaknesses. 

Guiding Principle: Materials shall be consistent with and provide both support and enrichment for the district’s general educational goals, selected program goals, and the objectives of specific courses.

  • Consideration 1:  Materials shall meet high standards of quality in content and format.
  • Consideration 2:  Materials shall be appropriate for the ability level and socio-emotional development of the students for whom the materials are selected.
  • Consideration 3:  Materials shall promote growth in factual knowledge and critical thinking.
  • Consideration 4:  Materials shall stimulate growth in the areas of literacy appreciation, social, and aesthetic values, and ethical standards. 
  • Consideration 5:  Materials shall fairly represent a variety of diverse viewpoints even when those perspectives represented are controversial.  The inclusion of controversial materials does not imply the endorsement of those ideas by the Belgrade School District.
  • Consideration 6:  Materials shall represent the contributions of all people around the world regardless of race, age, sex, religion, social orientation, wealth, heritage, ethnicity, or cultural origin. 

Gifts & Donations Policy:

Gifted Library Materials & Equipment: Gifts are accepted as long as no restrictions are attached and they are subject to the same selection criteria which are applied to purchases.   In accepting gifts, the library reserves the privilege of deciding where and how the gifts will be put to best use.  Once a gift is added to the collection, it will be treated in the same manner as items purchased for the Library Learning Commons.

A receipt for the number of gift materials will be issued for tax purposes if requested.  The value of the donated material(s) will be determined by certified library staff.  

Monetary Gifts & Donations:  The Belgrade High School Library Learning Commons greatly appreciates monetary donations.  These are usually memorials to or for a particular person, group, or event.  When the Library Learning Commons receives a cash gift for the purchase of a memorial, a tribute, or other materials/equipment, Teacher-Librarians will make the purchase selections.  The general nature of the item or its subject area will be based upon the interests of the deceased, the wishes of the donor, and the needs of the Library Learning Commons.  When the donor does not specify how the gift should be used, the Teacher-Librarian will make the selection.  If requested, a receipt will be given for monetary gifts and donations.   

Collection Maintenance:

Weeding Procedures:

Deselection (or weeding) of the collection is the responsibility of certified Teacher-Librarian(s). Deselection is necessary to keep the collection current and relevant to patron and curriculum needs and is further supported by Belgrade School board Policy 2310P.  It should be completed on a constant cycle using the C.R.E.W. method (Continuous Review Evaluation Weeding), a systematic 10-step deselection process outlined by the Texas State Library & Archives Commission.  

Teacher-Librarians are also encouraged to use the widely accepted M.U.S.T.I.E. criteria when deciding whether or not to discard individual items. (If the item is Misleading; Ugly; Superseded; Trivial to the collection; Irrelevant to the collection; or can be found Elsewhere—i.e. public libraries—it  should be considered for deselection).  Books of lasting value that are in poor condition will first be evaluated for possible repair or replacement (if available) before being discarded. 

Every effort will be made to discard obsolete or misleading materials.  Various parts of the collection should be updated or weeded as follows: Materials in the math, science, medicine, and technology sections should be updated every 5 to 7 years.  Materials in other areas of the collection should be weeded if they have not circulated in the past 5-7 years or are otherwise qualified by the CREW or MUSTIE criteria.   

Materials should not be discarded due to lack of circulation if they are an essential part of school curriculum, are related to Belgrade’s rich local history, or appear on recommended reading lists.  Relevant history and literature books may also be deliberately retained for historical purposes.

Deselected materials will be offered first to Administrators, staff members, and to students before being permanently discarded as per school board policy 2310P.  Once a material is discarded from the collection, it is no longer the property or responsibility of the school district.

Library Checkout Policies & Fines:

Students may have up to 3 items checked out.  It is at the discretion of the Teacher-Librarians whether or not a student may exceed this limit.  If this privilege is granted, however, it will only be extended to students with no library fines and no overdue materials.

To ensure fair access of our materials and to be good stewards of items in our collection, students may incur library fines if they lose or damage our materials.  Staff members and students will not be charged for overdue materials, but they may be charged for lost or damaged items as per school board policies R3520 and R3210 (see appendix D for official school board policy).

Students with a fine balance of $7.00 or greater will not be allowed to check out materials until the balance is below $7.00.  This is our attempt to prevent students from incurring large fine balances that may be difficult to reconcile.

Long-Term Student Laptop Checkout Procedures:

The Belgrade High School Library Learning Commons has laptops exclusively available for students with long-term computer access needs.  These laptops are for student use only and can be checked out for up to one school year.  To complete a long-term student laptop checkout, students must be referred by a teacher, school counselor, or administrator.  Students must also complete the library’s laptop user agreement form and return it with the appropriate signatures.  Students are expected to follow all appropriate use guidelines established by the Belgrade Public School District when using the device.  If the laptop is damaged or lost, students will be charged for the cost to repair or replace the device.  

Lost Material Fines:

In the event a student loses a library item, the student will be charged for the replacement cost of that item.  If, however, a student is able to find a replacement copy of the lost item that is in better or comparable condition to the lost item, the Teacher-Librarian may use his/her best discretion on whether or not to accept the replacement in lieu of a replacement fine.  Lost material fines may also be waived or refunded when the missing item is returned it in acceptable condition.

Damaged Material Fines:

Students may also incur fines for returning damaged materials.  Damaged material fines should be appropriate for the damage incurred, are at the discretion of the Teacher-Librarian, and will not exceed the replacement cost of the material.  If the damage is beyond repair, students will be charged the replacement cost of the item or may have the option to present a replacement copy of the material.  Acceptance of a replacement copy in lieu of a fine is at the discretion of the Teacher-Librarian.

Overdue Fines:

In the spirit of encouraging students to read, starting January 25, 2022, students will no longer be charged for overdue materials.  When students have overdue materials, they will be given notice via email and have a 45-day grace period to return the item(s).  If material(s) are still not returned within this grace period, the item will be considered lost and students will be fined for the replacement cost of the item.   If at some point, the item (or comparable replacement) is returned in acceptable condition, the lost fine will be waived and/or refunded, as also noted under the “Lost Material Fines” section of this policy. 

Payment of Fines:

Students can pay their fines in the Library Learning Commons with cash or a check.   Students will be issued a receipt.  Receipts are also logged by library staff as part of their record-keeping process.  If the Library Learning Commons is closed (i.e. summer break), fines can be paid in the main office of the high school or at the district administrative offices; funds will then be distributed to the appropriate library account by office and administrative staff.

In the event a student is unable to pay a library fine, the student will be given the opportunity to work off that fine by helping with odd jobs around the Library Learning Commons.  This will be at the discretion of the Teacher-Librarians.  Teacher-Librarians and Administrators also have the authority to waive a student’s library fines when appropriate.  Brief explanations of waived fines will be documented in library records.

Material Challenges & Censorship:

The School Library Bill of Rights, the Freedom to Read Statement, and the Freedom to View Statement will be supported by the Belgrade High School Library Learning Commons (see appendix B).

Challenges to library materials will follow a specified procedure as detailed in the School Board’s “Uniform Complaint” policy and in Appendix A of this document.  Challenges will not be honored unless the process is followed.  Occasional objections to resources will be made despite the care and procedures followed in their selection.  Therefore, Teacher-Librarians should be prepared to defend the principle of the freedom to read, their professional responsibility, and the resources themselves.

Confidentiality Statement:

In recognizing the library’s position of special trust with members of our school community, this statement is to clarify our policy and responsibilities with regard to confidential information about patrons and patron use of the Library Learning Commons, its resources, and/or materials borrowed/shared through district interlibrary loan.

As the choice of books, resources, and library resources is essentially a private endeavor on the part of individual patrons, the Library Learning Commons shall make every safe, reasonable, and responsible effort to see that the information about that patron and his or her selection choices remains confidential. 

For patrons to make full and effective use of the Library Learning Commons and its resources, they must feel unconstrained by the possibility that others may become aware of the books they read, the 

materials they use, and the questions they ask.  The awareness of the existence of such a possibility inhibits free use of the Library Learning Commons, its resources, and facilities; it also contrary to the American Library Association Bill of Rights, the Freedom to Read Statement, and the Freedom to View Statement (see appendix B).   

Therefore, the following guidelines concerning the disclosure of information about the Library Learning Commons have been adopted:

No information regarding or including the following will be given out without due process:

  1. The Library’s borrower records, interlibrary loan records, circulation records or their contents.
  2. The number or character of questions asked by patrons.
  3. The frequency or content of a patron’s visits to the Library Learning Commons or any other information supplied to the library (or gathered by it) shall not be given, made available, or disclosed to any individual, corporation, institution, or government agency without a valid process, order, or subpoena.  Upon presentation of such a process, order or subpoena the Library Learning Commons shall resist its enforcement until such time as proper showing of good cause has been made in a court of competent jurisdiction.
  4. All Library Learning Commons employees (including student assistants and community volunteers) are hereby instructed to comply with these guidelines.  The Trustees of the Belgrade School District recognize that it is only through the implementation of these guidelines that the school community can maintain the confidence in the Library Learning Commons.  This confidence is vital to the Library Learning Commons’ role in in the school community. 

The only exceptions to the above guidelines include:

  1. Student overdue lists may be printed (or emailed) for use only by the adult employees in the Library Learning Commons for the purpose of collecting fines and getting overdue materials returned.  These lists, however, will not disclose book titles or other identifying publication information. 
  2. A list of students having library obligations will be submitted to the office and to appropriate Teachers so students are aware of their responsibility to return materials and pay fines.   

Individualized email notices will be sent to students and their guardian(s) at various points throughout the year so students and their guardians(s) are aware of their responsibility to return materials and pay fines.  These notices, however, will not disclose book titles or other identifying publication information.

Policy Implementation:

  1. This policy will go into effect upon approval of the Belgrade Superintendent and the Belgrade School District’s Board of Trustees.
  2. The Teacher-Librarians will have the responsibility to review this collection policy every five years starting immediately after initial school board approval.  This will allow it to serve as a valuable library collection and protocol assessment tool. 
  3. The school board policy for Belgrade School District #44 is the authoritative policy in the district.  The Collection Management Policy of the Belgrade High School Library Learning Commons will always yield to and be in compliance with the most current school board policy.  In the event school board policy changes before this version of the collection management policy is up for revision, the new school board policy will supersede any potential conflicts between policies.


This policy was approved on April 11, 2022.

Dee Batey, Chairperson, Belgrade School District Board of Trustees

Godfrey Saunders, Belgrade School District Superintendent of Schools.

Mark Halgren, Belgrade School District Curriculum Director.

John Blackman, Belgrade School District Human Relations Director.

Shanna Smith, Principal, Belgrade High School

Melanie Korthas, Licensed Teacher-Librarian(s) of Belgrade High Library Learning Commons

Emily Nelson, Licensed Teacher-Librarian(s) of Belgrade High Library Learning Commons





Please contact the administrative office if you have additional questions regarding the information on this page, or If you are experiencing difficulty accessing the information on this page. Please call 406-924-2492.