Cobb County School District Administrative Rules

RATIONALE/OBJECTIVE:

Each school in the Cobb County School District (District) shall have a library media center adequately staffed and containing the quality, quantity and variety of print and non-print materials and equipment to support the school's curricular offerings and to challenge individual students at their developmental level.

The District provides instructional media materials through the classrooms and library media centers of the local schools in order to accommodate the varied learning needs of students. Implementation of the library media program and allocation of funds for this purpose shall be such as to ensure compliance with State Standards and accreditation standards of the Southern Association of Colleges and Schools (AdvancEd).

The District respects the right of an individual to make independent decisions about reading materials. Further, the District acknowledges the right of parents/guardians and other citizens to be involved in the library media programs of the schools and the use of supplementary materials and to raise questions through established procedures when materials appear inappropriate for public school use.

RULE:

A. GENERAL PROVISIONS:

1. Appointment of System Library Media Contact Person:

The Superintendent shall appoint a system library media contact person to serve as a

liaison between the District and school library media programs and the Georgia

Department of Education.

2. Library Media Committees:

a. Library Media Committees shall be established at the District and school levels.

b. Members:

Each Library Media Committee shall be composed of at least one representative

each of administrative, instructional and library media personnel, student,

community and parent representatives. The committees shall act in accordance

with the current rules of the Georgia Board of Education .

c. Duties:

The Library Media Committee shall:

(1) Make recommendations and decisions related to planning, operation, evaluation

and improvement of the library media program;

(2) Annually develop a multi-year library media plan for budget and services

priorities; and

(3) Act in accordance with the current rules of the Georgia Board of Education.

3. The District shall involve the District Library Media Committee or a School Library

Media Committee in identifying educational specifications for constructing and

renovating library media centers in accordance with guidelines provided on the

Georgia Department of Education: Facilities Services Resources.

4. District personnel shall adhere to all Policies and Rules related to library media

programs and facilities which have been adopted by the Cobb County Board of

Education (Board) and/or Georgia Board of Education and to any relevant state and

federal laws.

5. Alternative Assignments:

Professional discretion of the Principal or designee and staff must be used in the use

of supplementary materials which might include topics of a sensitive nature as

perceived by the community served. Parents/guardians of a student always have the

option of requesting alternative assignments. (See Form IJK-1 [Guidelines for

Selection and Use of High School Parallel Reading Materials] and Form IJK-2

[Guidelines for Selection and Use of Supplementary Guidance Materials].

     6. Inspection:
         Parents/guardians may conduct a reasonable inspection, upon request and before
         administration or use of instructional material used as part of the educational
         curriculum as provided in Administrative Rule ILD (Educational Research and
         Surveys).

7. Preview/Permission:

a. Preview:

Library media materials are supplementary in nature and may include items that

are not appropriate for required reading/viewing in every classroom. Teachers are

responsible for completely previewing all supplemental materials (regardless of

their source) before using them for whole-class instruction.

b. Permission:

The Teacher, Principal or designee of a school may require written permission

(Form IJK-4 [Parent/Guardian Permission Form for Supplementary Materials])

of parents/guardians prior to the reading/viewing of supplementary library media

materials if in his/her opinion the content may be of a sensitive nature within the

school’s community or the age group served by the school.

B. LIBRARY MEDIA PROGRAM:

The following regulations shall be observed in the selection of library media materials

and the implementation of programming for the District:

1. Library Media Program Goals:

a. To maintain a climate conducive to the students' growth in factual knowledge,

literary appreciation, aesthetic values and ethical standards;

b. To assist students in the development of the attitudes and skills which will enable

them to become independent, lifelong learners;

c. To assist students by supporting the curriculum and instructional program of the

school;

d. To provide access to materials that support a wide range of student needs,
abilities and interests;

e. To provide a framework for cooperatively planned instructionally related, unified

library media programming developed at the local level.

2. Planning for Instruction:

Library media specialists and teachers shall plan collaboratively to ensure use of

library media resources and services which support classroom instruction. To ensure

opportunities for students to develop information access skills:

a. The library media specialist shall have the primary responsibility for planning with

the teacher to link information resources and for recommending opportunities for

students to apply these skills during instruction;

b. The library media specialist shall have the responsibility for providing opportunities

for instructional staff to acquire, develop and improve their own information access

skills and those of their own students;

c. The classroom teacher shall have the primary responsibility for planning, instructing

and evaluating all units of study in which students and library media specialists are

involved.

3. Accessibility of Facilities and Resources:

a. The library media center shall be available for student and teacher use throughout

each instructional day of the school year. Flexible scheduling should make resources

available at the point and time of need.

b. Parents/guardians wishing to review instructional materials should make an

appointment with the Principal or designee in order not to interrupt the instructional

program of the school.

c. Provision shall be made for access to library media resources to support instruction

in any Georgia Board of Education-approved course when offered outside the

instructional day.

d. The library media specialist shall facilitate the use of information sources outside

the school which are available through cooperating agencies.

4. Organization of Materials and Equipment:

a. All school owned print and non-print instructional materials and equipment except

basic textbooks, items purchased with categorical funds and items useful only in

one specific instructional content area shall be organized and made available

through the library media center.

b. Materials shall be organized based on nationally recognized systems and designs

for school media centers.

c. Equipment shall be organized so as to provide accurate circulation, maintenance

and inventory records.

5. Accounting Procedures:

The District shall provide a system for school personnel to account for library media

materials. School personnel shall use the system in a manner that accurately records the disposition of library media materials:

a. The system shall be used to account for library media materials only. (Textbooks,

classroom equipment, and other items useful in only one content area shall be

accounted for using the systems provided for those items.)

b. An inventory of all library media materials and equipment shall be taken at least

once every two years.

c. Worn, outdated, expended and unused instructional materials shall be discarded or

withdrawn. Equipment shall be removed from inventory when no longer functional

or needed.

d. School personnel shall follow all acquisition and accounting procedures and

instructions provided by the District.

6. Operational Procedures:

The library media specialist in each school, in consultation with the School Library

Media Committee, shall provide a procedural manual describing collections, services,

facilities and procedures governing library media center operations.

7. Library Media Program Evaluation:

a. The library media specialist and the School Library Media Committee will conduct

an annual evaluation of the library media program.

b. Findings of the annual evaluation will be used to:

(1) Determine program goals,

(2) Expand and/or delete services,

(3) Revise procedures as necessary, and

(4) Develop a three (3) year library media plan that identifies budget and service

priorities.

8. Copyright Laws:

a. Adherence to fair use guidelines and other relevant copyright stipulations shall be

assured. In no instance shall library media materials and/or equipment be used in

such a manner as to violate Board Policy, District Administrative Rules or state and

federal law.

b. The library media specialist shall be responsible for ensuring the availability of

            copyright information, dealing with copyright and clearance questions
            (Administrative Rule EGAD [Intellectual Property] and Administrative Rule IJNDB
            [Use of Technology Resources in Instruction]). Provisions for copyright clearance
            are outlined on Form IJNDB-2 (Permission to Use a Third Party Work Copyright
            Permission Request).

C. MATERIAL SELECTION:

1. Supplementary Materials:

Supplementary materials are those materials needed for instruction in the curriculum

such as books, periodicals, video and audio recordings, computer software and online

resources, instructional television programs and other appropriate materials that will

enable the District to achieve the goals and objectives of its instructional program.

2. Responsibilities and Criteria for Selection:

Selection of library media materials by a process of competent evaluation is the

responsibility of qualified personnel at the District and school level. The school and

District Library Media Committees may serve in an advisory capacity for the selection

of library media materials. The Library Media Committee, whether District or

school, shall consider the following criteria before making recommendations for

purchase:

        a. The District’s philosophy, curriculum and objectives;
       b. Teaching strategies encouraged by the District;
       c. Nature of the school population to be served;
       d. Existing collection; and

e. Budget priorities.

f. Technology Items:

In addition to the above criteria, computer software programs and Internet

delivered resources with access fees should be tested for compatibility with existing

computer equipment and network systems as part of the selection process. To

assure the most efficient use of resources, assurances should be obtained from the

vendor that all of the features of the software will work in the environment in which

it is to be used. To provide this assurance, vendors should be expected to provide

an evaluation copy for testing and/or accept returns of software that cannot be

made to work in the designated environment within a 90-day period.

3. Specifications for Purchase:

Library media materials are considered for purchase on the basis of the following:

a. The author or producer should be qualified as a subject specialist;

b. Concepts, content, and vocabulary should be appropriate for the potential user;

c. Facts presented should be accurate and up to date;

d. Information should be logically arranged;

e. Subject matter should hold the attention of the student;

f. Format of the material should be attractive and durable;

g. Illustrations should be pertinent and well executed;

h. Items should meet a real or potential need;

i. Evaluations from standard selection aids should be given consideration;

j. Topics of a sensitive nature (i.e. social, political, religious) should be given a

balanced treatment, with both pros and cons represented;

        k. Equipment for purchase shall be considered on the basis of the following:
           (1) Quality;
           (2) Durability;
           (3) Ease of use;
           (4) Ease of maintenance and serviceability;

(5) Functionality;
(6) Safety; and

(7) Cost.

4. Gifts:

The acceptance of instructional materials as gifts to library media centers must

comply with the provisions of Administrative Rule KH (Solicitation and Advertising on

School Property) and may be subject to the review and decisions of the School Library

Media Committee. Gifts must contribute to the furtherance of the objectives of the

instructional programs and shall be subject to the same evaluation criteria as those

used for purchasing materials. Donated material addressing controversial issues must

give a balanced treatment of the issues if they are to be accepted for the school library

media center. The library media specialist shall keep records of the disposition of gifts

for a period of three years.

5. Non-school Owned Materials/Outside Presenters:

All non-school owned print and non-print materials utilized in the instructional

program by teachers, students and guest presenters shall be supportive of the

adopted curriculum for the course being taught and appropriate for the targeted

audience. It is the responsibility of the teacher to preview non-school owned materials

prior to use and to inquire of a guest presenter information regarding his/her

objectives and the contents of his/her presentation prior to the presentation.

6. Materials Provided by Business and Commercial Concerns:

a. The intent of the business or commercial concern contributing the material must be

judged to be of a community service nature rather than a matter of

commercialism.
b. The use of instructional materials provided by business and commercial concerns

must be in keeping with District procedures intended to protect students from

commercial exploitation and to preserve instructional time from non-educational

interference. The District’s procedures are detailed in Administrative Rule JJE

(Student Activities: Fund Raising Activities) and Administrative Rule KH

(Solicitation and Advertising on School Property).

D. RECONSIDERATION OF MATERIALS:

Objections may be raised to instructional materials used in the District’s educational

program despite the fact that the individuals selecting such material were duly qualified

to make the selection, followed proper procedure and observed the criteria for selecting

such material. To have standing to either initiate a complaint or intervene through the

    appeal process, a person must be a citizen of Cobb County excluding the city of
    Marietta. When an individual raises a question concerning the content of any material,
    the person and the question should be treated with respect for the rights of the
    questioning individual and the rights of others who may view the material differently.

1. Initial Objection:

The material in question shall remain in use unless removed through the procedure

in this section. The Principal or designee should:

a. Listen to the person's objection and make reasonable efforts to resolve the issue;

b. Explain the selection process utilized and offer alternative assignments if

appropriate and consistent with curriculum requirements;

c. Refrain from voicing personal opinion;

d. The Principal’s designee should file written documentation of this contact with

the Principal; and

e. In the event the person making an objection to the material is not satisfied with

this initial resolution of the situation, the Principal shall explain the selection

process and the appeal procedure for challenged materials while refraining from

expressing personal opinion.

2. Formal Complaint: School Level:

If, after consultation, the complainant desires to file a formal complaint, a copy of the

Instructional Materials Appeal Form (Form IJK-3) should be given to the complainant

by the Principal or designee.

a. The Instructional Materials Appeal Form (Form IJK-3) shall be:

(1) Completed and signed by the complainant,

(2) Filed with the Principal, and

(3) A copy should be forwarded to the Supervisor of Library Media Education and

the Assistant Superintendent for Curriculum and Instruction.

(4) Any Instructional Materials Appeal Forms received within the last thirty (30)

calendar days of the school year may be referred for Committee action the

following school year.

b. The complainant should be notified in writing that the Instructional Materials

Appeal Form (Form IJK-3) has been received and that the District’s appeal

procedure has been initiated.

c. If the challenged material has been checked out from the school by the

complainant, the material must be returned to the school before the appeal will

be considered.

d. A complainant may request alternative assignments to the challenged material for

his/her student. Any alternative assignments must be appropriate and consistent

with curriculum requirements.

e. Complaint Review:

The complaint should be considered by the School Media Committee. The review

process is as follows:

(1) Any action taken related to challenged materials should be taken by action of

the entire School Library Media Committee and not by an individual, including

the Principal.

(2) The School Library Media Committee should meet and render a decision within

forty-five (45) working days after receipt of the Instructional Materials Appeal

Form (Form IJK-3).

(3) Prior to evaluating the complaint, Committee members should:

(a) Read, view, or listen to the material in question in its entirety,

(b) Read the Instructional Materials Appeal Form completed by the

complainant, and

review. The Library Media Specialist and/or Supervisor of Library Media

Education should compile necessary professional evaluations of the material

in question.

(4) When Committee members have completed the steps outlined in Section (3)

above, the School Library Media Committee should meet to:

(a) Review the concerns expressed,
(b) Discuss the materials relative to appropriateness to grade level and

curriculum. In determining the suitability and value of the material, the

Committee should consider the following:

                       1) Relevance;
                       2) Pervasive vulgarity;
                       3) Quality, content and manner of presentation, and appropriateness to

age, sophistication and grade level of students; and
4) Space limitations and obsolescence.

quorum is present. The decision should be communicated to the Principal

and may be to:

1) Take no removal action;
2) Remove the challenged material from the local school if the Committee

finds the material is pervasively vulgar and/or lacking in educational

                             value throughout;
                         3) Place the material at another school level; or
                         4) Regulate the assignment of the material.

(d) Review a subsequent appeal on the same item at the discretion of the

School Library Media Committee.

f. Notification:

Within five (5) working days of the School Library Media Committee decision, the

Principal or designee should:

(1) Officially notify the complainant in writing by first class mail of the decision

                reached and advise of the procedures to appeal including the ten (10) work
                day limitation; and
           (2) File a copy of the Committee’s decision with the Supervisor of Library Media

Education and the Assistant Superintendent for Curriculum and

Instruction.

g. Implementation of a decision rendered by the school or District Library Media

Committee should be held in abeyance until the appeal process is exhausted.

3. Formal Complaint: District Level:

a. Any appeal to reverse a school Library Media Committee's decision must be made

at the District level. Such written appeals may be filed by the complainant or any

administrator, library media specialist, teacher or parent/guardian from the school

where the complaint was filed.
b. Appeals resulting from the decision of the school Library Media Committee must be

made in writing within ten (10) working days of the date the school Library Media

Committee’s decision was mailed to the complainant.

c. The final decision on any item challenged to the District Library Media Committee is

binding only at the school where the complaint was initiated. A subsequent appeal

on the same item may be reviewed at the discretion of the District Library Media

Committee.

d. Complaint Review:

(1) The complainant shall address a written request for appeal using the

Instructional Materials Appeal Form (Form IJK-3) to the Assistant

Superintendent for Curriculum and Instruction.
(2) If the complainant does not initiate an appeal within ten (10) working days the

case is considered closed.
(3) Upon receipt of the appeal, the Assistant Superintendent for Curriculum and

Instruction or designee should:

                  (a) Notify the complainant in writing that the appeal has been received and
                       the District level appeal procedure has been initiated;
                  (b) Convene the District Library Media Committee who should render a

decision within forty-five (45) working days after receipt of the Instructional

Materials Appeal Form; and

                  (c) Notify the Principal of the appeal and the action taken by the District
                       Library Media Committee.
        e. Notification:

Within five (5) working days of the school Library Media Committee decision, the

Supervisor of Library Media Education or designee should:

(1) Officially notify the Principal of the decision reached and advise of the

procedures to appeal including the ten (10) work day limitation; and
(2) Officially notify the complainant in writing by first class mail of the decision

reached and advise of the procedures to appeal including the ten (10) work

day limitation; and
(3) File a copy of the Committee’s decision with the Assistant Superintendent for

Curriculum and Instruction and the Chief Academic Officer.

f. Implementation of a decision rendered by the District Library Media Committee

should be held in abeyance until the appeal process is exhausted.

4. Formal Complaint: Board of Education:

a. Appeal beyond the District Library Media Committee must be in writing using the

Instructional Materials Appeal Form (Form IJK-3) directed to the Chief Academic

Officer who should provide information to the Superintendent and the Board of

Education.

b. Appeals must be made within ten (10) working days after written notification has

been mailed, first class mail, to the complainant of the decision of the District

Media Committee. If an appeal is not filed within the ten (10) working days, the

case is considered closed.
c. Upon receiving a written appeal, the Board of Education should schedule a response

in a timely and expedient manner.
d. The Chief Academic Officer or designee should notify the principal of the appeal and

the action taken by the Board of Education.

e. The principal or designee should notify in writing by first class U.S. mail the parties

involved in the appeal apprising them of the decision reached .

5. Procedural Organization for School or District Media Committee:
The Media Committee considering a complaint or appeal, may appoint a

subcommittee of members to review and resolve challenges. The composition of this

subcommittee should approximate the representation on the full committee.

Additional community members should be added to the District or school committees

so that community representatives outnumber District representatives by one.
6. Review of Selection and Appeal Procedures:

a. The Principal or designee should review the selection criteria and appeal

procedures for challenged materials with all staff annually.
b. The staff should be reminded that the right to object to material is one granted by

the Board.

c. The Supervisor of Library Media Education should annually communicate selection

criteria and the appeal procedures with all library media specialists and Principals.

d. The District Library Media Committee should annually review the selection and

appeal procedures to determine if revisions are needed.

E. Adopted Textbook and Adopted Supplementary Materials:

See Administrative Rule IFA (Textbook Selection and Adoption for Special Education

Courses and Programs) and Administrative Rule IFAA (Textbook Selection and Adoption)

for textbook selection and adoption procedures.

Adopted: 8/9/78
Reclassified an Administrative Rule: 9/1/04
Revised: 4/28/83; 8/8/84; 4/13/88; 7/14/94; 7/28/94; 8/26/02; 12/14/06; 5/9/07; 6/11/08