3.8 Request for Reconsideration of Library Programs or Resources
Purpose: To provide a process by which someone may make a formal Request for Reconsideration of a library resource or program.
Statement of Policy: The choice to use library resources by a library user is an individual matter. The Springfield Town Library recognizes that individuals may not agree with the content of some materials and programs. The Library has established, and abides by Collection Development, Intellectual Freedom, and Programming policies. The Library also endorses and abides by the ALA Bill of Rights, ALA Core Values of Librarianship, and ALA’s Freedom to Read Statement. (See Appendices A-C). This policy has been developed to assure that requests made by patrons or residents of the Library service area, defined in section 3.1 above, who disagree with the inclusion of specific items in the collection or scheduled programs or events are handled in an attentive and consistent manner. Neither the Director nor any other Library staff member shall remove the item from circulation or cancel an event or program until this process is complete.Patrons or residents of the Library service area may only submit three (3) Requests for Reconsideration each year.
In order to ensure that all First Amendment rights are protected, all identities are affirmed, and dignity respected, this policy prohibits the removal of library materials or the cancellation of library programs for the following reasons:
partisan approval or disapproval;
the author’s race, nationality, gender identity, sexual orientation, political views, or religious views;
elected officials’ or members of the public’s discomfort, personal morality, political views, or religious views;
the author’s point of view concerning the problems and issues of our time, whether international, national, or local;
the race, nationality, gender identity, sexual orientation, political views, or religious views of the protagonist or other characters; or
content related to sexual health that addresses physical, mental, emotional, or social dimensions of human sexuality, including puberty, sex, and relationships.
The following steps shall be used when a formal request for reconsideration is made.
Procedure for Addressing Requests for Reconsideration
If a patron or resident in our Library service area (collectively termed “Concerned Party” herein after) who is dissatisfied with Springfield Town Library material or programming expresses such to a staff person, that staff person will direct the concerned party to the Library’s policy statements.
If the Concerned Party wishes to make a request to have the material removed or program/event canceled, Library staff will direct the concerned party to the Library Director.
The Library Director will have a conversation with the concerned party to try to resolve the issue. Those who are unsatisfied with the results of the informal discussion with the Library Director may make a formal Request for Reconsideration of the work, program, or event in question.
To make a formal Request for Reconsideration, the concerned party must complete the Request for Reconsideration Form (Appendix U) and submit it to the Library Director.
The Director shall review the Reconsideration Request and the material, program, or event in question to determine whether its selection follows the criteria in the Collection Development, Intellectual Freedom, Programming, and other Policies contained herein. The Director shall also review the Reconsideration Request to ensure that the material, program, or event has not been the subject of a similar Reconsideration Request within the last three (3) years.
An expedited timeline will be followed if the subject of a Request for Reconsideration is a one-time program or event that is scheduled to occur within fifteen (15) business days from a Request submission. Reconsideration Requests of materials or recurring events will not be expedited. Events or programs scheduled less than seven (7) business days from the Reconsideration Request submission will go ahead as scheduled.
The Library Director shall make a decision and send a written response, stating the reasons for the decision, to the person who requested the reconsideration. If the program or event in question requires an expedited timeline, the Library Director, or their designee, will respond within two (2) business days. Otherwise, the response will be sent within ten (10) business days.
While a Request for Reconsideration is active, the material in question shall remain in circulation in the Library collection. If the Request for Reconsideration is for an event or program, the event or program in question will remain scheduled.
If the concerned party is not satisfied with the decision, they may appeal the decision to the Library Board of Trustees. The appeal must be written and submitted to the Library Director within five (5) business days of the director's response.
Similar Requests may be reviewed together and the Board may decline Requests that are substantively similar to other Requests reviewed or arguments made within three (3) years of the Request.
The Library Director will research whether similar requests have been decided within the last three (3) years. The Library Director will then notify the Board Chair and the Vice Chair that an appeal has been filed and whether or not it is a similar request.
If an expedited review is required, the Chair or Vice Chair will organize and warn a special meeting of an ad hoc Review Subcommittee, in accordance with Vermont’s Open Meeting Law. (1 V.S.A. § 310-314). The subcommittee will render a binding decision at least 24 hours before the scheduled program or event.
If an expedited request is not required, the item will go on the next full board agenda. All materials relevant to the appeal will be sent prior to the Trustee meeting. At this meeting, the Board of Trustees may:
Vote to make a determination on the appeal immediately;
Vote to review the Request as a whole Board and set a date and warn a Review Meeting within 30 days from the date of the initial Trustee meeting; or
Vote to convene an ad hoc Review Subcommittee that will set a date for and warn a Review Meeting within 30 days from the date of the initial Trustee meeting.
The concerned party will also be notified of the date and time for this meeting and invited to participate.
Materials relevant to the appeal may include, but are not limited to:
The Request for Reconsideration form,
Copies of the Library’s Collection Development, Programming, and Intellectual Freedom policies,
The Challenged Materials interpretation of the Library Bill of Rights,
A copy of the resource, material or program description in question,
Printed reviews of said material,
Staff input, and
Any other appropriate resources.
The Review Subcommittee shall:
hold an open meeting at which the concerned party can present their case and at which patrons and residents of the Library service area may be heard at the meeting.
be composed of an odd number and shall include the Board Chair or Vice Chair, the Library Director or their designee, and at least one other Trustee. A Library staff subject matter expert may also be included on the Subcommittee.
consider the Request relative to the documentation it received and come to a decision to retain the material; take other action; or to hold or cancel the program or event in question, as the Board sees fit.
publish a written record of the decision within five (5) days of the meeting. The record shall include the rationale and narratives describing concurring and dissenting opinions.
The decision of the Subcommittee is final. If the decision is to expunge or cancel, the materials will be removed from public view or the event canceled immediately.
Information contained in the Request form, with identifying complainant information removed, will be reported to the ALA Intellectual Freedom Committee in accordance with ALA Requests for Reconsideration guidelines.
Initial Adoption Date: July 10, 2024 - Created the Request for Reconsideration Policy; incorporated extensive suggestions for readability and clarity; and reviewed timelines for expedited and regular reviews to ensure that they are feasible.