Equality Impact Assessment - Wiltshire Libraries stock policy

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1. Scope

1.1 What is the name of the policy or service that is being assessed?

Wiltshire Libraries stock policy

1.2 What are the main aims, purpose and outcomes of policy and how does it fit in with the wider aims of the organisation?

Aims of the stock policy

• To develop a set of standards and performance measures covering all aspects of stock acquisition and management.
• To ensure that the funds allocated for stock purchase are used effectively to provide value for money; to ensure a consistent, fair and equitable approach and to maximise the availability and use of items in all libraries in the county.
• To ensure that the stock in all formats reflects the needs of all potential users.
• To support staff by encouraging their knowledge of and interest in the stock to assist them in promotion and reading development.
• To make the best use of ICT in the selection, purchasing and management of stock.
• To answer any questions from staff or the public on the acquisition, deployment or disposal of stock.

Purpose

The stock policy is a statement of the principles of how Wiltshire will select and manage the stock made available to the public through libraries.

Outcomes

If the policy is followed then Wiltshire’s library stock will

• reflect the population make up of Wiltshire
• be fairly distributed among libraries of different sizes
• provide value for money
• be what the people of Wiltshire want
• be balanced

1.3 List the main activities relating to the policy and identify who is likely to benefit from it

The main activities under the policy are;

• To provide a framework for buying appropriate stock for Wiltshire Libraries which ensures best practice.
• To ensure that the stock bought is relevant to the population of Wiltshire and represents good value for money.
• To support staff when making decisions about stock and when answering queries and complaints.

Those who benefit from it will be

• Staff who have to make decisions about stock and who have to reply to queries and complaints about stock from the public.
• Library users who will benefit from a comprehensive choice of material to borrow from Wiltshire libraries.

1.4 What do you already know about the relevance of the strategy / policy / procedure / practice? What are the main issues you need to consider?

A comprehensive stock policy will allow Wiltshire to purchase a wide selection of library stock. The policy allows and expects staff to buy material relevant for the needs and wants of the diverse population of Wiltshire.

By allowing access to such a wide range of stock Wiltshire Libraries will ensure that the widest possible range of people will find something to borrow in Wiltshire’s libraries. By promoting specific areas of stock by means of displays and events the library service will bring to the attention of library users and others material on diverse subjects. Providing this material mostly free to borrow encourages use by every member of society.

The library service consults regularly by means of the Public Library User Survey on a variety of topics. Books which are not in Wiltshire stock and which members of the public reserve, are considered for purchase. The reservation system is in itself a form of consultation as members of the public inform the service of their requirements which we then aim to meet by buying or borrowing what they have reserved. The service also responds to customer feedback in the form of complaints and suggestions which come through our “Library Enquiries” email address and in writing from branches. Groups of people are sometimes taken on trips to bookshops to buy stock either for new or refurbished libraries or for sections of libraries.

The stock policy should not present barriers to any community or group. There are translation and transcription services which the library can make use of to ensure the policy is accessible.

1.5 What data, research and other evidence or information is available which will be relevant to this EIA?

Guidance from the Museums, Libraries and Archives Council on the stocking of controversial material has been incorporated into the Stock Policy. This includes examples of good practice from library authorities throughout the country.

The Open Galaxy Library Management System can produce reports on the use of library stock including number of issues, age of stock, when items were last issued, and much more. This information can be used to see how popular certain types of stock are.

Every three years Wiltshire undertakes the national PLUS survey (Public Library User Survey) which asks a random selection of users a series of questions about the library service. The comments are analysed and form the basis of an action plan for improvement. The last Adult PLUS took place in October 2009. The Children’s PLUS is scheduled for October 2010. As the sample is random it could include members of any equality target group.

1.6 What further data or information do you need to carry out the assessment?

None

2. Involvement, Consultation and Partnerships

2.1 The table below outlines any previous involvement or consultation which is relevant to this policy.

Equality target group	Briefly describe what you did, with whom, when and where. Provide a brief summary of the responses gained and links to relevant documents, as well as any actions.
Age	The library service runs a children’s reading game every summer. As part of this the children who take part speak to a member of library staff or a volunteer about the books they have read. A survey of users of the Home Library Service is carried out every 3 years to determine their satisfaction with the service and the stock they receive. These users are generally, but not exclusively, elderly and may have disabilities.
Disability	The PLUS survey involves a random sample of library users which could include representatives from any of these groups. The survey takes place every three years with separate surveys for children and adult services. See also Home Library service survey under Age, above.
Gender	See PLUS survey statement above. Also, some specific promotions aimed at boys and fathers have taken place and stock bought to support this.
Gender reassignment	See PLUS survey statement above.
Race	See PLUS survey statement above.
Religion or belief	See PLUS survey statement above.
Sexual orientation	See PLUS survey statement above.
Human rights	The strategy does not contravene ECHR
Other	Carers. Outreach Services Librarian has consulted with carers groups to see if they are getting the stock they need. Specific stock collections were purchased as a result. Health collections are situated at 12 libraries. Health care professionals had some input into the book list for these. Books on Prescription is a scheme providing books for people suffering from some mental illnesses. Health care professionals were again consulted on suitable stock. A reading group of looked after children meets at Chippenham library. Their views on the service are considered by the staff member who runs the group. A group of young people visited a bookshop in Bristol to buy Manga and Graphic Novels for specific libraries. A readers group for people with visual impairments meets monthly at Devizes Library and their suggestions are used to shape the talking book stock.

2.2 If consultation and involvement of specific groups did not take place, please state why

See PLUS survey statement above.

2.3 What do previous consultations show about the potential take-up of any resulting activities or services?

The PLUS survey of adult customers in October 2009 had 615 individual comments on library stock, 140 were positive and 475 negative. The bulk of the negative comments were addressed in a large purchase of additional stock which took place in November 2009.

2.4 How are external partners involved, or how do you are intend to involve external partners, in delivering the aims of this policy?

Library suppliers provide the majority of the stock that Wiltshire Libraries buy. Adult fiction and children’s books are supplied by our suppliers to a specification provided by Wiltshire, so all stock supplied by them should adhere to the stock policy.

3. Data collection and evidence

3.1 What evidence or information do you already have about how this policy might affect equality, and what does this tell you?

Individual libraries have a customer comments procedure which allows customers to comment, complain or make suggestions about our services. Any comments relating to library stock will be forwarded to the stock manager for reply. Sometimes this results in additional stock being bought to satisfy particular groups or to solve a problem that has occurred.

Staff also approach the stock manager with suggestions, especially where they have noticed new groups using their libraries. Sometimes these staff suggestions are for new stock to help support work they are doing with particular groups.

3.2 What does available data tell you about the potential take-up of any resulting activities or services?

Wiltshire Libraries have over 219,000 registered members. Last year there were less than 5 complaints about stock that came to the stock manager’s attention.

3.3 What additional research or data is required to fill any gaps in your understanding of the potential or known effects of the policy? Have you considered commissioning new data or research?

No additional research necessary at present.

4. Assessing impact and strengthening the policy

4.1. How does / will the policy and resulting activities affect different communities and groups?

If the policy is wrong and does not allow for buying books and other material for a wide variety of groups, we will know by those groups telling us. In general staff will respond positively to any request for additional purchases of library stock with the limits being set by the law of the land and the available budget.

The Stock Policy was recently strengthened by incorporating advice from the Museums, Libraries and Archives Council on controversial materials. This advice included examples of good practice from throughout the country.

4.2. What measures does, or could, the policy include to help promote equality of opportunity?

The policy promotes equality of opportunity by allowing libraries to stock material of use and interest to their local communities and by encouraging them to respond to requests from their communities.

4.3. What measures does, or could, the policy include to address existing patterns of discrimination, harassment or disproportionally?

The policy allows and expects staff to buy stock which interests all sections of society.

4.4. What impact will the policy have on promoting good relations and wider community cohesion?

The policy allows libraries to stock a wide range of material for loan to anyone who wants to borrow it.

4.5. If the policy is likely to have a negative effect (‘adverse impact’), what are the reasons for this?

The main reason for not providing something requested by a borrower would be financial. A very expensive textbook of very limited appeal would not be bought for general lending stock. However it may be requested from another library authority.

Another reason would be if a prospective purchase or donation to a particular library would affect the balance of stock. For example a large donation of books from a particular religious group may not be appropriate for a small library.

4.6. What practical changes will help reduce any adverse impact on particular groups?

Make sure the policy is accessible and available for customers to consult as necessary.

4.7. What evidence is there that actions to address any negative effects on one area of equality may affect other areas of equality or human rights?

No evidence

4.8. What will be done to improve access to, and take-up of, services or understanding of the policy?

Staff will be informed of the policy through internal communication channels. Groups of customers may be involved in selecting stock for particular libraries

5. Procurement and Commissioning

5.1 Consideration of external contractor obligations and partnership working

Two of our suppliers select stock for Wiltshire in limited areas. Adult fiction and all junior books are selected by two specialist suppliers to templates provided by Wiltshire. The stock they select is monitored and the suppliers attend six-monthly meetings with us to discuss the contract. Changes to templates can be made at any time.

6. Making a decision

6.1 Summarise your findings and give an overview of whether the policy will meet the council’s responsibilities in relation to equality and human rights

The stock policy is a comprehensive document which allows the library service to respond to the library needs of the population of Wiltshire in a flexible manner. It is used with the judgement of members of staff who are experienced at keeping a balance between differing sectors of the community. The policy does meet the council’s responsibilities in these areas.

6.2 What practical actions do you recommend to reduce, justify or remove any adverse / negative impact?

N/A at this stage – we have no evidence of any adverse / negative impact in the implementation of the policy.

7. Monitoring, evaluating and reviewing

7.1 How will the recommendations of this assessment be built into wider planning and review processes?

The recommendations and the action plan will be endorsed by the Library Management Team and will be reviewed annually.

7.2 How will you monitor the impact and effectiveness of the policy?

The stock policy will be reviewed annually and changes made as appropriate. Monitoring will come as a result of requests from the staff and public for additional services or extensions to existing services. In addition there are the PLUS user surveys which occur every three years which will also help to identify gaps in provision.

However it must be recognised that resources will not allow Wiltshire Libraries to stock everything that is requested in sufficient quantity to please everyone. The Stock Policy is designed to provide a balanced stock which reflects the wants and needs of the population of Wiltshire. This means that ultimately some groups or individuals may be dissatisfied with the level of provision of particular areas of stock.

7.3 Give details of how the results of the impact assessment will be published

The assessment will be published on the Wiltshire council website.

8. Action Plan

	Actions	Target date	Responsible post holder and Directorate
Involvement, consultation and partnerships	Talk to groups of users as part of consultation for new Pewsey library. Explain stock policy and get suggestions for new stock.	June 2010	Stock manager, area librarian, DCS
Data collection and evidence	PLUS survey takes place every 3 years. Comments analysed and action plan produced.	Adult survey October 2009 Children's survey October 2009	Customer Services Manager, DCS
Assessment and Analysis
Procurement and commissioning	Ensure tendering process for new contracts is robust. Contracts to include equalities statement. Suppliers are to agree to follow Wiltshire Libraries Stock policy when selecting stock on Wiltshire’s behalf. Corporate guidance for equality & diversity procurement being produced by Corporate Procurement team	As and when contracts are renewed	Stock manager, DCS
Monitoring, evaluating and reviewing	Monitor policy annually	October	Stock manager, DCS

6. Sign off

This policy has been fully assessed in relation to its potential effects on equality and all relevant concerns have been addressed.

Author of policy - Stock Manager, Department of Community Services - April 2010.

Last updated: 27 January 2011