PROCEDURE FOR EXAMINATION OF SCHOOL LIBRARY MATERIAL

• It is the complainant’s responsibility to arrange a conference with the principal. At this conference, the principal invites the complainant to file his/her objections on the Request for Examination of Materials Form.
• Should the complainant not complete and return the board adopted form, no further consideration is mandated.
• Principal reads the Handling a Challenge of School Library Material and the Procedure for Examination of School Library Material sections of the Print and Digital Materials Procedures document.
• Upon receipt of the signed Request for Examination of Materials Form, the principal will notify his/her Regional Superintendent that such a review is being conducted. District Library Media Services will assist with the challenge process, locating additional copies of materials and reviews upon request. The questioned material is not to be withdrawn from use during the period of examination.
• The principal requests review of the challenged material by sending the School Library Media Committee Notification Letter to all committee members. This committee must meet and reach a decision within two (2) weeks from the date of the initial complaint. When a textbook or other curricular material is being reexamined, the principal should make certain that the appropriate grade/content area is represented at the meeting. All members of the School Library Media Committee shall participate. Included with this letter:
  o Print and Digital Materials Policies and Procedures
  o Checklist for Material Evaluation
  o Reviews – provided by Library Media Services
  o Book/Material – if there are enough copies for each person. If not, explain in the letter how the copies will be provided.

• Each member of the School Library Media Committee will be provided with a copy of the material, reviews, the Checklist for Material Evaluation, and the Print and Digital Materials Policies and Procedures. Each member will read, view, or listen to material in its entirety and consider the extent to which the material supports the curriculum and meets the selection criteria. Each member then fills out his/her individual copy of the Checklist for Material Evaluation prior to the scheduled committee meeting.
• Using the Invitation to Complainant document, the principal will notify the Regional Superintendent and the complainant of the meeting’s date and time. The complainants shall be allowed to attend as observers only. If addressed by the committee, the complainant(s) may respond only to stated questions.
• Communication with the press and other interested members of the community should be through the Public Relations & Strategic Partnerships Department.
• Committee members read the book or view the media and complete the Checklist for Material Evaluation.
• The principal, or his/her designee, will convene the meeting of the School Library Media Committee. The committee will follow the approved Agenda for Examination Request and the Ballots.
• The meeting is held. Minutes of the meeting will be taken. The vote by the committee must be by signed ballot.

The committee’s recommendation for the treatment of the material will apply to the local school only.

• The principal or his/her designee shall immediately convey the decision of the committee to the Regional Superintendent, the complainant, and Senior Coordinator for Library Media Services by telephone and in writing.
• The Superintendent Notification of Decision Packet should also be sent to the Regional Superintendent ‘s office with a copy to District Library Media Services. The packet includes the Memorandum of Decision, Checklists for Material Evaluation, and Ballots.
• The principal or his/her designee notifies the complainant of the committee’s decision.
• The Complainant Notification of Decision Letter is sent if the complainant is unable to attend the School Media Review Committee meeting.

If the complainant wishes for an appeal, the principal notifies the Regional Superintendent and the Senior Coordinator for Library Media Services.

• Regional Superintendent receives the request for an appeal and appoints his designee.
• Regional Superintendent designee reads the School Board Policy for Procedure for Examination of School Library Material.
• Regional Superintendent asks the District Library Media Services staff to find reviews of the material.
• Regional Superintendent schedules a meeting of the District Media Review Committee. Regional Superintendent completes the Invitation to Complainant advising the complainant(s) where and when the meeting will be held and inviting them to attend. The complainant does not need to attend but must be allowed to attend.
• Regional Superintendent completes the School Library Media Committee Notification Letter scheduling committee members to attend the meeting and explaining the procedure they will follow. Included with this letter:
  o Print and Digital Materials Policies and Procedures
  o Checklist for Material Evaluation
  o Reviews – provided by Library Media Services
  o Book/Material – if there are enough copies for each person. If not, explain in the letter how copies will be provided.

• Committee members read the book or view the media and complete the checklist. Regional Superintendent prepares Agenda for Examination Request and the Ballots.
• The meeting is held, and a vote is taken on the examined material.
• The Chairman of the District Review Committee and/or the Chief Academic Officer shall immediately convey to the superintendent by telephone and in writing the decision of the committee and forward all pertinent documentation to the Regional Superintendent’s office and a copy to Library Media Services. Superintendent Notification of Decision Packet – The packet includes the Memorandum of Decision, Checklists for Material Evaluation, and Ballots.

• The superintendent’s designee notifies the superintendent (and the appropriate supervisor) of the committee’s decision using the Memorandum of Decision.
• Should the complainant be unable to attend the District Review Committee meeting, the superintendent or superintendent designee shall notify the complainant(s) in writing of the decision of the District Review Committee using the Complainant Notification of Decision Letter.
• The superintendent shall present the report of the District Review Committee to the School Board.