CWI Library Manual: Policies & Procedures
A Living Document
Last Quarterly Update: March 2, 2016 Last Annual Library Advisory Committee Review: April 22, 2016
Table of Contents
Administrative Information ...... 4 Policy Statement ...... 4 Mission ...... 4 Vision ...... 4 Circulation and Borrowing ...... 5 Library Cards ...... 5 Checkout Periods and Limits ...... 5 Overdue and Lost/Damaged Items ...... 6 Reserve Collection ...... 6 Holds ...... 6 Books by Mail ...... 6 Interlibrary Loan (ILL) ...... 7 Library Spaces ...... 8 Nampa Campus Library (NCMP Rooms 103/105) ...... 8 Ada County Campus Library (APIN Room 1301) ...... 9 Off-Site Storage (STOR) ...... 9 Library Hours ...... 9 Cell Phones ...... 10 Lost and Found ...... 10 Fliers and Promotional Materials ...... 10 Computers, Printing, and Photocopying ...... 11 Computers ...... 11 Printing & Photocopying ...... 11 Reference Help and Instruction ...... 12 Reference Help ...... 12 Instruction ...... 12 The Collection ...... 13 Online Resources ...... 13 Collection Development Policy ...... 13 Children’s Book Collection ...... 14 Popular Fiction Collection ...... 14 Materials Requests (ILL and Purchase Requests) ...... 15 Deselection ...... 16
2 | CWI Library Manual Donations ...... 16 Library Advisory Committee ...... 17 Committee Charge ...... 17
3 | CWI Library Manual Administrative Information
Policy Statement Approved by Library Advisory Committee 11/1/13
The College shall offer library services which are integral to the educational program through the College of Western Idaho Library. Library services shall include but not be limited to: Support of the College curriculum through a program of information literacy instruction that expands the ability of students, faculty, and staff to locate, evaluate, and effectively use information. The provision of access to vetted, uncensored information resources relevant to the college curriculum and in accordance with the American Library Association’s Library Bill of Rights, and the creation and maintenance of systems and services that make this information readily available to the College community in digital and/or physical format. The creation and maintenance of welcoming, technology-rich, interdisciplinary virtual and physical learning environment(s) in which students, faculty, and staff are invited to explore ideas, study individually or in groups, and collaborate to further their education and learning. The Library provides the above services to students, faculty, and staff at the College, and expands these services, where possible and with respect to licensing and other legally binding agreements, to the residents of the College’s taxation districts.
Mission
The College of Western Idaho Library emphasizes agility and innovation in support of the teaching and learning goals of the college. We are committed to serving as a partner in the learning process and are driven to foster collaborative relationships with students, faculty, and staff to advance information literacy. We support CWI's mission by ensuring that the college community can access and use critical information resources.
Vision
The College of Western Idaho Library will provide a vibrant learning environment that ensures access to relevant and reliable information in multiple formats with an emphasis on intellectual freedom. We will passionately support teaching and lifelong learning opportunities through integrated information literacy instruction and faculty collaboration. Through these endeavors, we will empower the college community to achieve greater success in their education and career.
4 | CWI Library Manual Circulation and Borrowing
Library Cards The CWI Library is funded largely by student fees and exists primarily for the use of CWI students, faculty, and staff.
Students, Faculty, and Staff CWI users are requested to present their CWI photo identification card to check out library materials. An alternative government-issued ID card may be accepted if a college ID is not available. Users may obtain a CWI ID at any CWI One Stop Student Services center (see One Stop locations). Students taking noncredit courses may receive a Community Borrower’s Card (see below).
Alumni College of Western Idaho Alumni may obtain a Community Borrower’s Card (see below) to check out materials by showing evidence of the completion of a CWI degree or certificate. Alumni are welcome to use Library resources and databases on campus, but do not have off-campus access to online resources. Alumni are welcome to submit purchase recommendations for items that fit the Library’s Collection Development Policy (see page 12).
Community Members Community members 18 years of age and older may obtain a Community Borrower’s Card to check out materials by presenting a government-issued ID showing an Ada or Canyon County address.
Checkout Periods and Limits Checkout Period: Checkout Period: Item Students and Community Members Faculty and Staff Books 4 weeks 4 months eBooks 1 or 7 days 1 or 7 days DVDs, media, & magazines 7 days 7 days Textbooks Library use only* Library use only* Course Reserves Varies Varies
Equipment Headphones 2 hours 2 hours Graphing calculator 2 hours 2 hours Video cameras with tripods 7 days 7 days Laptops (limit 1 per patron) Library use only 4 weeks
*Certain reserve items may be available for limited checkout periods, if indicated by the course instructor.
Renewals: Renewal requests can be submitted by phone, email, in person, or online through the patron’s library account. Materials may be renewed twice unless another user has requested it. At that point, it must be physically returned to the Library but may be checked out again immediately, as long as no other patron has placed a hold on it.
5 | CWI Library Manual Limits: There is no limit to how many items CWI students, faculty, and staff may check out. Community Borrowers are limited to 10 items checked out at a time.
Overdue and Lost/Damaged Items The Library does not charge fines for late items, but does charge for damaged and lost materials. Items will be assessed a charge equal to the replacement cost for the item plus a $25 processing fee. Items that are more than three months overdue will be replaced upon request or at the Library’s discretion. Individuals with $20 or more in fines will have their library privileges suspended until the charges are resolved.
Reserve Collection The Library hosts a reserve collection that includes many current course textbooks. Due to the great amount of demand for these materials, reserve item circulation is limited and varies by location. Textbooks are available for in-library use only.
Due to the location of the photocopier outside the Library, students at APIN only may temporarily check out textbooks for a one-hour period in order to make copies.
Placing Items on Reserve Faculty and staff may place personal, departmental, or library items in the Reserve Collection with a limited checkout to ensure that materials are available for use by students enrolled in a designated course.
Requests to place materials on reserve may be submitted online at http://cwidaho.cc/current- students/request-course-materials-reserve. Requests should be submitted at least three business days before the items will be needed by students if the items to be placed on reserve are already owned by the Library, or at least five business days in advance if they are not already owned by the Library.
Holds Holds enable patrons to request that an item be reserved for them at either library location, be mailed to their home, or for items currently checked out, be held for them upon return. Holds can be placed in person, online by using the CWI Library catalog, by phone (562-3115) or via email ([email protected]). Hold requests should include the following information: Patron's full name Email address where patron can be reached when item is ready Title and author of the item to be placed on hold Regular four-week circulating items are held for one week; items that circulate for shorter periods are held for two days. Holds may not be placed on non-circulating items including reserves. An item may not be renewed once a hold has been placed on it.
Items placed on hold can be picked up at either library location or sent to the patron directly using the Library’s Books by Mail Service (see below).
Books by Mail CWI Library offers a no-cost mailing service to students, faculty, and staff. Patrons may request that items from the Library be mailed directly to their primary physical address on record with CWI, or any
6 | CWI Library Manual other address they provide except PO Box addresses. The Library pays postage both ways via UPS. Items may be returned directly to either of the Library’s physical locations if desired. Staff and faculty may request that items be mailed through campus mail to their mail stop. Items that circulate for less than one week and noncirculating items are not available through this service.
Interlibrary Loan (ILL) CWI provides an interlibrary loan service for patrons to obtain materials from other participating libraries, in accordance with the following guidelines: Requested materials that are available and meet collection development guidelines will generally be purchased for the library collection in place of interlibrary loan. There are no loan fees charged to patrons. CWI Library does not generally borrow items for which the lending library fee exceeds $25 per item. Patrons may be held responsible for any fines resulting from the loss of, damage to, or late return of the item while in their possession. Loan periods are determined by the lending library; items may be renewed if allowed. CWI abides by the Interlibrary loan Code for the U.S. the Idaho Interlibrary Sharing Guidelines, and U.S. Copyright Law. Textbooks are not available via Interlibrary Loan. The service is not offered to Alumni or Community Borrowers.
7 | CWI Library Manual Library Spaces
Nampa Campus Library (NCMP Rooms 103/105) The NCMP Library provides study tables, lounge seating, and 27 computer workstations with a variety of power options. The space is available to all patrons for individual study, group work, and conversation, with priority going to CWI students, faculty, and staff. Children are welcome in the Library but those under twelve years old must be accompanied by an adult. The Library allows food and drink. Librarians are available on-call at all times during Library hours for assistance with research and related course projects.
Group Study Rooms (NCMP 105C and 105D) The Library’s two group study rooms are small meeting rooms complete with whiteboards and monitors with laptop hookups to support group work. Groups of two or more students may reserve the rooms online in advance. When not reserved, the rooms may be used on a first-come, first-served basis. Designated Purpose: Student group study activities. Who May Use: Due to high demand, students are given priority use of the group study rooms. Faculty and staff may use rooms on a first-come, first-served basis, when not in use or requested by students. Reservations: Current students may reserve rooms for nonrecurring meetings of up to two hours per day by clicking to “Book a Study Room” link on the Library homepage, which directs them to http://cwidaho.libcal.com/rooms.php?i=2247. Reservations are forfeited if group is more than 15 minutes late.
Quiet Study Room (NCMP 105A) The Library’s Quiet Study Room includes nine individual study carrels. Those using the room are encouraged to keep the door closed when entering and leaving to reduce sound from other Library spaces. Designated Purpose: Individual quiet study. Who May Use: All are welcome.
Library Instruction Lab (NCMP 103) The Library Instruction Lab is a large room with flexible furniture, multiple large whiteboards, 30 student laptops, and an instructor station. Instructor station, including projector, is for faculty and staff use only. Designated Purpose: Priority is for Library information literacy instruction sessions offered to CWI classes and groups. When not in use for Library instruction, the room is available for other academic purposes, such as one-time special events, guest lectures, class workshops, and related activities. Who May Use: When not in use for the above activities, all are welcome to use the room for individual study, group study, meetings, and other activities. However, activities that require the entire room or that interfere with others’ enjoyment of the room are not permitted. Reservations: Faculty and staff who wish to bring classes or groups for Library instruction are invited to submit their request at http://cwidaho.cc/current-students/request-library-instruction-session. Requests to schedule other types of activities may be submitted on 25Live during limited periods of the semester or can be emailed to [email protected].
8 | CWI Library Manual Note: Exceptions to this policy may be permitted on an occasional basis to accommodate last-minute requests for meeting space from CWI staff, faculty, or student groups, if the room is available at the time of the request. Last-minute is defined as within the same week.
Ada County Campus Library (APIN Room 1301) The APIN Library provides 31 computer workstations, a printer, and limited lounge seating. An additional 4 computers and a photocopier managed by the Library are available in the adjoining atrium. The space is available to all patrons for individual study, group work, and conversation, with priority going to CWI students, faculty, and staff. Children are welcome in the Library but those under twelve years old must be accompanied by an adult. The Library allows food and drink. Librarians are available on-site or on-call at all times during Library hours for assistance with research and related course projects. The Library is not reservable for use by classes or groups.
Off-Site Storage (STOR) CWI Library maintains an off-site storage facility in Nampa where lesser-used items from the collection are held. Items in storage may be retrieved at any time upon request from patrons. Requests made before noon will be filled during the same business day; requests after noon will be filled the following business day.
Library Hours
Fall and Spring Semesters The Libraries observe the following hours during regular Fall and Spring semesters.
Mon Tues Weds Thurs Fri Sat Sun NCMP Library 8:30am- 8:30am- 8:30am- 8:30am- 8:30am- 10:00am- Closed 8:00pm 8:00pm 8:00pm 8:00pm 5:00pm 2:00pm APIN Library 7:00am- 7:00am- 7:00am- 7:00am- 7:00am- 8:00am- Closed 9:00pm 9:00pm 9:00pm 9:00pm 5:00pm 4:00pm
Summer Sessions, Intersessions, & Breaks The Libraries observe a reduced schedule during summer and periods when classes are not in session.
Mon Tues Weds Thurs Fri Sat Sun NCMP Library 8:30am- 8:30am- 8:30am- 8:30am- 8:30am- Closed Closed 5:00pm 5:00pm 5:00pm 5:00pm 5:00pm APIN Library 8:30am- 8:30am- 8:30am- 8:30am- 8:30am- Closed Closed 5:00pm 5:00pm 5:00pm 5:00pm 5:00pm
Exceptions to Regular Hours The Libraries are closed on any days that CWI offices are closed, including national holidays. Notices of any other variations in library hours will be posted on the library doors and on our online calendar.
9 | CWI Library Manual Cell Phones As many students value a quiet library, the Library requests that patrons set phones on silent mode and leave the Library to receive or make calls.
Lost and Found The Libraries transfer items left behind to the nearest college security desk.
Fliers and Promotional Materials CWI students, staff, and faculty are welcome to post materials on Library bulletin boards that are of interest to the CWI community. Postings must be approved and date-stamped by CWI Security. Items may not be taped to Library walls. Items may not be of a commercial, political, or promotional nature, except where they relate directly to CWI events, elections, or activities. Items relevant to important and timely CWI student services may be posted in plastic holders on the Library’s front desks for short periods (1-2 weeks) with approval from a staff member. Half-sheet or smaller fliers promoting specific CWI events or classes may be distributed within the libraries at relevant times of year.
The Library reserves the right to remove postings that are not in accordance with these guidelines. All materials will be removed after thirty days, or, for events taking place on a particular date, on the next business day thereafter.
10 | CWI Library Manual Computers, Printing, and Photocopying
Computers The NCMP Library provides 27 desktop computers and the APIN Library provides 35 desktop computers for use by current CWI students, staff, and faculty that may be accessed using a college username and password. Both libraries offer wireless internet access for CWI users and guests. The Libraries additionally provide 14 laptop computers for checkout by staff and faculty that may be used for college purposes.
The NCMP Library has one electric lift wheelchair-accessible computer station. There is a switch in the front of the station that students can use to raise the table as needed. Students in wheelchairs always have priority on the use of electric lift station, although others are welcome to use the station at other times.
All computer resources are the property of the College of Western Idaho and are provided for educational and research purposes only. All computer users must abide by rules set forth in the CWI Administrative Procedure 5521: Electronic Technology Usage, available at http://cwidaho.cc/info/file- sharing. Public computer access is available upon request.
Printing & Photocopying The Libraries provide unlimited free black and white printing and photocopying for students, faculty, and staff. Individual jobs are limited to 40 pages at a time. Library users are responsible for adhering to the provisions of state and federal copyright laws and regulations. In general, no more than ten percent of a published work may be photocopied under Fair Use guidelines. For more information about Fair Use, see Stanford University Libraries’ guide at http://fairuse.stanford.edu/overview/fair-use/what-is-fair- use/. NCMP Library additionally provides faxing services for students upon request.
11 | CWI Library Manual Reference Help and Instruction
Reference Help Library staff are available anytime the library is open to assist students, faculty, and staff with information seeking and research. The library offers support and assistance through a variety of platforms. Our Information Desk is open during all library hours to provide students with assistance in person and via phone and email. In addition, the library provides a chat help service that may be accessed on the website.
Instruction The Library offers library tours and in-class instruction sessions. Sessions are tailored to meet class needs, learning levels and current class assignments, and can be requested online at https://cwidaho.cc/current-students/request-library-instruction-session. Every attempt will be made to accommodate any class location and meeting time. The library instruction lab is available for these sessions. Online webinars, targeted instructional videos, and web-based research guides may also be requested. Current online instruction tools can be found at http://cwidaho.cc/current-students/library.
12 | CWI Library Manual The Collection The Library’s collection encompasses approximately 25,000 books, audiobooks, and DVDs, over 100,000 electronic books (eBooks), and full-text access to approximately 12,000 periodicals. More than 50 online databases cover a wide variety of subjects and media types. A full list of available databases may be viewed on our website.
Online Resources The majority of the library’s collection, including databases and eBooks, is available online. CWI users may log in from off-campus with their regular CWI username and password.
Collection Development Policy
Introduction CWI Library’s Collection Development Policy is intended to describe the types and characteristics of materials that we collect and provide for the college community. Materials may be purchased, accepted as donations, or licensed as subscriptions. The policy directs library staff in making selection and deselection decisions that determine the composition of the collection.
General Collection Development Criteria CWI Library seeks to create a well-rounded collection that represents a wide variety of ideas, beliefs, perspectives, and research approaches with an emphasis upon scholarly resources. The library purchases and maintains access to resources based on the following selection criteria: Relevance to the current CWI curriculum Faculty, student, and staff requests Authority and accuracy Circulation of related items Favorable reviews by field experts Appropriateness of format, including ADA accommodation Purchase and/or maintenance costs Currency of information (where appropriate) Physical space requirements
Additional Selection Criteria by Format 1. Books: The major emphasis is on acquiring recent titles, although important retrospective titles will be acquired when appropriate for the collection. The Library will attempt to obtain the most authoritative edition of a title that is available. Hardcover books are preferred for their greater durability. However, paperback editions will be purchased when hardcovers are unavailable, disproportionately expensive, or unnecessary. Where books are accompanied by CDs, DVDs, or other supplementary materials, those items will be included unless they are limited to one user only, in which case they are discarded. 2. eBooks: Electronic book formats are offered based upon availability and patron preference. eBooks that accommodate unlimited simultaneous users are preferred. 3. Course Reserves: Course Reserves are defined as any items required for an active CWI course or listed in the course syllabus as a supplementary text. Many CWI departments and students
13 | CWI Library Manual donate current textbooks to the Library. The Library purchases additional textbooks and other materials that are actively in use in CWI courses based upon availability, cost, and demand. The Library does not typically purchase textbooks on request for the general collection. a. Due to cost restrictions, the Library will purchase at most two copies of any individual textbook, one for each Library location. b. Textbooks are available on reserve during the semester(s) in which they are required by CWI courses, after which they are reviewed for potential addition to the permanent collection. c. Where textbooks are accompanied by CDs, DVDs, or other supplementary materials, those items will be included unless they are limited to one user only, in which case they are discarded. 4. Periodicals: Online subscriptions to periodicals, including newspapers, magazines, and academic journals, are preferred. A limited number of magazines are subscribed to in print. Newspapers are retained in print for one week. Only the current issues of magazines are retained. 5. Media: The Library purchases audio and video items in the most current formats available. The Library prefers streaming video over physical formats, but DVDs may be purchased where streaming video is unavailable. Audiobooks are not typically purchased for the collection unless requested, in which case unabridged editions are preferred. 6. Online databases: The following criteria considered in database selection, in addition to the General Criteria: Usability and ease of access Full-text availability Licensing requirements Availability of usage statistics from the vendor Availability and adequacy of support Ability to provide off-campus access through EZProxy
Children’s Book Collection CWI Library’s Children’s Book Collection supports the curricular needs of the Early Childhood Education program and English courses focused on children’s literature at CWI. Items are selected for the Children’s Book Collection based upon the two-fold goals of (i) responding promptly to student and faculty requests, and (ii) maintaining a balanced and relevant collection of appropriate size, level, quality, and diversity to suit the needs of our users.
The library will purchase materials at the age levels deemed appropriate for the relevant courses. At this time, CWI Library will not be purchasing middle readers (age 8-12) or young adult (age 12-18) literature, except that the latter may be purchased for the Popular Fiction Collection. Series and chapter books may be purchased on a limited basis and at the librarians’ discretion. Materials not selected for the collection may still be acquired via interlibrary loan upon request.
Popular Fiction Collection
14 | CWI Library Manual Introduction CWI Library plays a major role in creating smart consumers of information and believes that information literacy begins with basic literacy. To this end, the Library maintains a dynamic, popular fiction collection for CWI students, staff, and faculty. The collection is intended to support CWI’s vision of “learning for life,” and encourages members of the CWI community to pursue recreational reading in addition to the Library’s academic literature.
The popular fiction collection is intended primarily for CWI students, staff, and faculty, with a regular checkout period of 4 weeks. Local community members are welcome to browse and check out items but are unable to place holds on any material in the collection. The collection is ineligible for circulation via interlibrary loan. The collection is not intended to be a comprehensive collection but, rather, a small selection of popular works. For a larger selection of popular literature, students, faculty, and staff will be referred to local public libraries, and to CWI Library’s Interlibrary Loan (ILL) service.
Popular Fiction Collection: Development Guidelines New titles for the Popular Fiction Collection will be purchased on a limited basis at the discretion of the library and as funding allows. Books will be selected in a variety of genres, topics, and reading levels. Examples of collection genres include young adult fiction, science fiction/fantasy, romance, western, graphic novels, and mystery. Paperback editions are preferred over hardcover for their portability and lesser cost. At this time, we are collecting English language titles only. The Library will select items that reflect the needs of our campus community.
Works selected for the Popular Fiction Collection should meet the following main criteria: New works of a popular author o A popular author is defined as an author whose work is not generally afforded literary acclaim or considered noteworthy, but whose work is enjoyed by a large population of the general public o New works are books published within the last 2-3 years o Old works of a popular author may be considered Titles that have been well-reviewed Titles that are difficult to obtain via interlibrary loan due to popularity
Additional criteria that do not guarantee purchase but that may supplement the above criteria include: Works that provide a variety of social and cultural perspectives New titles by local authors Award-winning titles (Award-winning titles are also prioritized in the Library’s general collection)
Patron ILL requests will be added to the popular fiction collection as dictated by the above criteria. Multiple requests by the same patron will be added under the constraints of budget and collection size.
Deselection Guidelines Deselection of the collection will be done annually by the Public Services Librarian, based on circulation statistics, and withdrawing in general those books not circulated within the past two years.
Materials Requests (ILL and Purchase Requests) CWI students, staff, faculty, and alumni may request that the Library purchase items for the collection. Materials requests are received in two categories: Purchase Requests, items that patrons suggest for
15 | CWI Library Manual addition to the library collection, and items requested via Interlibrary Loan for borrowing from other libraries. The Library will purchase requested items where available and if they fit the Collection Development Policy; if not, items requested by students, staff, and faculty will be routed to interlibrary loan.
Deselection Deselection, the permanent removal of materials from the library’s holdings, is an important part of the overall collection development process. Building a viable collection of materials to serve the college community is a dynamic process that includes regular assessment and removal of materials that are obsolete, damaged beyond repair, or no longer relevant to the curriculum.
Library staff will review the library collection at least every 5 years to identify materials that no longer contribute to the collection. In addition, faculty members are encouraged to review library holdings in their subject areas to identify items that should be withdrawn and bring such materials to the attention of the library staff.
General Deselection Criteria The following categories of materials will be considered for removal from the collection. Poorly circulated materials Materials of questionable relevance to the current CWI curriculum Outdated materials Superseded editions Excessively worn or damaged materials Multiple copies Deselected items will be sold, offered to library users, or donated to other not-for-profit organizations.
Donations The College of Western Idaho Library appreciates donations of materials that support teaching and learning at CWI. The Library makes purchases and adds donated materials to its collection based on its Collection Development Policy. Donations must be dropped off during open library hours with the understanding that the Library does not guarantee that donated items will be added to the collection. Items left with staff become Library property. Items left during closed hours will be brought to Lost and Found at the discretion of library staff. Individuals donating large amounts of material are requested to make arrangements in advance by contacting the Library.
Donated books and other materials that fit collection development criteria are integrated into the general collection. Gifts that do not meet collection development criteria may, at the discretion of the Library, be offered to other libraries, agencies, CWI students, faculty and staff; sold; or discarded.
The Library will, upon request, provide an official acknowledgement of the gift stating the quantity of items received. The Library regrets that we are not able to provide an official evaluation of gifts; this is the responsibility of the donor in consultation with a tax adviser.
16 | CWI Library Manual Library Advisory Committee The Director of Library Services consults regularly with the Library Advisory Committee, a body made up of students, faculty, staff, and community members. The committee meets at least twice a year during fall and spring semesters, with additional meetings on an as-needed basis.
Committee Charge To provide feedback and guidance related to CWI Library procedures, resources, and activities in order to ensure that the Library continuously improves to meet the needs of all CWI students, faculty, and staff, and the Idaho community.
17 | CWI Library Manual