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Hilton M. Briggs Library Policies

Policies & Procedures

SUBJECT: Accepting Other Libraries’ Materials Returned to Briggs Library

NUMBER: 10.1

  1. Purpose

To guide the handling of other libraries’ materials returned to Briggs Library. This policy does not apply to interlibrary loan materials obtained by Briggs Library for our patrons.

  1. Policy
  • Hilton M. Briggs Library staff may accept materials to return to other libraries.
  • The library staff will attempt to return these materials to the appropriate libraries in a timely manner. Because we cannot accurately predict the efficiency of shippers and couriers, we do not guarantee a delivery date to the owning library.
  • This service will be provided free of charge at the discretion of the Head of Public Services.
  • Briggs Library does not assume responsibility for lost or damaged materials or for late return fees.
  1. Procedures
  • Interlibrary Loan staff will return materials through courier or by USPS to the owning library.
  • Exceptions to this policy will be handled by the Head of Public Services.
  1. Related Documents

Interlibrary Loan Policy – Books and Other Loans

  1. Responsibility

The Briggs Library Interlibrary Loan staff will return these materials. The Head of Public Services is responsible for implementation and the Access Services Librarian is responsible for ad hoc review of this policy.

SOURCE:

Reviewed by: Library Faculty September 9, 2015

Approved by: Chief University Librarian September 9, 2015

Origination date: September 9, 2015

Revision dates: November 30, 1998; February 23, 2010; August 24, 2015

SUBJECT: Noise

NUMBER: 10.2

  1. Purpose

To establish guidelines for appropriate noise levels and activities in various parts of the library.

  1. Policy
  • Briggs Library offers quiet locations west of the elevator on the upper and lower levels.
    • Very short conversations in very low tones are permitted. Everyone should pay special attention to those around them and avoid anything other than a short disturbance.
    • Cell phones should be set to silent.
    • Headphones are permitted but sound should not be audible to others.
  • Outside of the quiet locations, conversations and headphones are permitted and cellphones should be set to vibrate.
  • This policy applies to all persons in the library.
  1. Procedures
  • Library staff will not monitor the various quiet areas but will respond to complaints.
    • All library staff including student employees are authorized to resolve any noise complaints.
    • People whose noise levels are above the level permitted in an area may be asked by library staff to lower the noise level or move to an area where more noise is permitted.
    • If a person does not comply with requests to lower the noise level or move, library staff will follow the Behavior Problem procedure in the Briggs Library Emergency Manual.
  • Quiet locations will be noted with signage.
  1. Related Documents

Briggs Library Emergency Manual

  1. Responsibility

The Access Services Librarian or designee is responsible for annual and ad hoc review of this policy and annual review of procedures.  The Chief University Librarian is responsible for approval of policy and revisions.

SOURCE:

Reviewed by: Library Faculty October 3, 2018

Approved by: Chief University Librarian October 25, 2018

Origination date: October 25, 2018

Revision dates:

SUBJECT: Damaged Materials

NUMBER: 10.4

  1. Purpose

To establish procedures following the witness or receipt of willfully damaged materials.

  1. Policy

H. M. Briggs Library will follow state laws and university policies regarding vandalism and injury to property after the witness or receipt of willfully damaged materials.

  1. Procedures
  • The library staff member will:
    • Ask the person for their SDSU ID card or government-issued ID card immediately. Make a note of the person’s name and ID number. Take the damaged item.
    • Ask the person to explain the damage.
    • Advise the person that they will hear soon from the Chief University Librarian (CUL) or designee.
    • Give the person a copy of the state law dealing with vandalism and a copy of this policy from the Library Services Desk.
    • Return the ID card to the person.
    • Write up an incident report noting the details of the damage.
    • Give the incident report and the item to the Access Services Librarian.
  • The Access Services Librarian will:
    • Enter a note of this incident into the patron’s library record, or note on the incident report if the person has no library record.
    • Note on the incident report whether this is a first or second offense.
    • Forward the report to the CUL.
  • The CUL or designee will respond accordingly:
    • First Offense:
      • Warn the person of the consequences to self and other library users.
      • Impose charges according to the Library Charges Document.
      • Inform the University Police Department if deemed necessary.
    • Second Offense:
      • Inform the University Police Department.
  1. Related Documents
  1. Responsibility

The Access Services Librarian or designee is responsible for implementation, enforcement, and ad hoc review of this policy and annual review of procedures.  The Chief University Librarian is responsible for review and approval of this policy and associated revisions.

SOURCE:

Reviewed by: Library Faculty January 3, 2018

Approved by: Chief University Librarian January 23, 2018

Origination date: January 23, 2018

Revision dates: June 17, 2013; January 23, 2018

SUBJECT: Legal Requests for Library Records

NUMBER: 10.5

  1. Purpose

To establish the procedures to follow if and when presented with a search warrant, court order, or subpoena.

  1. Policy

Records of individual borrowing, searching activity, or reference questions must not be revealed to anyone outside of the library staff except when compelled by a search warrant, court order, or subpoena. All spaces in the library are subject to search upon official legal request.

  1. Procedures

A search warrant may require immediate action. If a search warrant is presented, a library employee should:

  • Review the official’s credentials.
  • Review the search warrant request.
  • Notify the Chief University Librarian (CUL) or designee, who will consult with legal counsel as needed.
  • Comply with the search warrant.

A court order or a subpoena typically does not require immediate action. If a court order or a subpoena is presented, a library employee should:

  • Notify the CUL or designee, who will forward the order to the University attorney.

The CUL can be reached at 688-5557 or (605) 651-9884. If the CUL is unable to be reached, one of the following people should be contacted to act as a designee:

  • Head of Public Services at 688-5572 or (541) 908-0278
  • Head of Technical Services at 688-5565 or (605) 695-4518
  • Archivist and Special Collections Librarian at 688-4906 or (515) 231-9685
  • Financial Program Assistant at 688-5106
  • Library Operations Manager at 688-5564
  1. Related Documents
  1. Responsibility

The Chief University Librarian or designee is responsible for implementation and ad hoc review of this policy and annual review of procedures.

SOURCE:

Reviewed by: Library Faculty August 6, 2002

Approved by: Chief University Librarian August 6, 2002

Vice President Michael Reger August 7, 2002

Originally adopted: August 7, 2002

Revision dates: October 6, 2016

SUBJECT: Petitions and Solicitations

NUMBER: 10.6

  1. Purpose

To provide an educational atmosphere free from commercial activities or solicitations.

  1. Policy

Petitions, solicitations, and sales of articles or services are prohibited in Briggs Library, unless approved by the Chief University Librarian. All solicitations must adhere to South Dakota Board of Regents policy as well as all local, state, and federal laws.

Approved solicitation and petition activities may be held in the lobby, group study rooms, conference rooms, or classrooms.

  1. Procedures

All solicitations or petitions will be submitted in writing to the Library Operations Manager and approved in advance by the Chief University Librarian.

  1. Related Documents
  1. Responsibility

The Library Operations Manager or designee is responsible for annual and ad hoc review of this policy and annual review of procedures.  The Chief University Librarian is responsible for implementation and enforcement of this policy.

SOURCE:

Reviewed by: Library Faculty July 13, 2016

Approved by: Chief University Librarian July 15, 2016

Origination date: July 15, 2016

Revision dates: March 1993; July 2016

SUBJECT: Public Computer Use

NUMBER: 10.7

  1. Purpose

To establish the appropriate use of library public computers.

  1. Policy

Priority use of public computers is given to students, faculty, and staff engaged in research or course related activities. All use of public computers is expected to be in compliance with state and federal laws and university policies. Unauthorized access to systems and accounts; unauthorized or illegal uploading or downloading of software; violation of copyright; violation of campus conduct, harassment, or civil rights policies; or tampering with public computer workstations or printers is not allowed. The library’s computers are part of a public network and there should be no expectation of privacy by those who use them.

  1. Procedures

Individuals observed using the library’s computer workstations in an unacceptable manner will be told to discontinue such use. The University Police Department, the Office of Student Affairs or other appropriate offices will be contacted if the individual fails to discontinue unacceptable computer use when told to do so or in the case of repeated occurrences.

Violations of this policy will be documented using the library Incident Report Form found in the back of the Emergency Manual.

  1. Related Documents
  1. Responsibility

The Head of Technical Services or designee is responsible for annual and ad hoc review of this policy and annual review of procedures.

SOURCE:

Reviewed by: Library Faculty September 9, 2015

Approved by: Chief University Librarian September 9, 2015

Origination date: September 9, 2015

Revision dates: August 2, 2001; June 28, 2006; February 22, 2010; August 24, 2015

SUBJECT: Service to Non-SDSU Users

NUMBER: 10.8

  1. Purpose

To define the library services available to people not currently affiliated with South Dakota State University.

  1. Policy

All visitors to the library may use electronic and physical collections and services (excluding Interlibrary Loan and those prohibited by license agreement) within the library.

South Dakota State University is a state-supported institution. Therefore, Briggs Library offers guest borrower privileges to any resident of South Dakota.

  1. Procedures
  • Any resident of South Dakota may be allowed guest borrower privileges upon presentation of a government-issued photo ID at the Library Services Desk. Proof of residence is required if photo ID does not show SD residency.
  • A current ID from another SDBOR institution may be used to check out materials.
  • A visiting scholar with appropriate credentials may apply to the Chief University Librarian for borrowing privileges.
  1. Related Documents
  1. Responsibility

The Access Services Librarian or designee is responsible for implementation, enforcement and ad hoc review of this policy and annual review of procedures.  The Chief University Librarian is responsible for review and approval of this policy and following revisions.

SOURCE:

Reviewed by: Library Faculty June 1, 2016

Approved by: Chief University Librarian June 2, 2016

Origination date: June 2, 2016

Revision dates:

SUBJECT: Theft of Library Property

NUMBER: 10.10

  1. Purpose

To establish guidelines that address theft of state owned library property, including prevention and detection controls, report procedures, and consequences.

  1. Policy
  • Briggs Library personnel will develop, implement, and update procedures and controls to prevent and detect theft of library property.
  • This policy pertains only to incidents that happen within the library, and not to unreturned overdue materials.
  1. Procedures
  • The Archivist & Special Collections Librarian will maintain and update security procedures to be followed in the SDSU Archives and Special Collections.
  • The library Safety Committee will maintain and update the Briggs Library Emergency Manual “Theft of Library Property” procedures (page 19).
  • If a staff member witnesses or learns of a theft or attempted theft of library property, they will follow the steps outlined in the Briggs Library Emergency Manual “Theft of Library Property” procedures.
  • Staff who are concerned about an area of the library that may be vulnerable to theft will report this to their supervisor and the Chief University Librarian.
  1. Related Documents
  1. Responsibility

The library Safety Committee or designee is responsible for annual and ad hoc review of this policy and the related procedures in the Emergency Manual. The Chief University Librarian is responsible for review and approval of this policy and associated revisions.

SOURCE:

Reviewed by: Library Faculty January 3, 2018

Approved by: Chief University Librarian January 4, 2018

Origination date: January 4, 2018

Revision dates:

SUBJECT: Care and Handling of Bound Materials

NUMBER: 10.11

  1. Purpose

To establish guidelines that extend the life of bound materials in library collections.

  1. Policy

All library personnel will follow established procedures in order to prevent damage and preserve bound materials in library collections.

  1. Procedures

To ensure proper care and handling of bound library materials:

  • Use clean hands.
  • Place books upright on the shelf or cart. If oversized, lay them flat or spine down.
  • Do not allow books to protrude over the edges of the shelves or cart if possible.
  • Adequately support the book and use bookends if necessary. Avoid ending a shelf with a small book if the hanging wire bookend can barely reach it. Use a larger book instead.
  • Avoid packing books tightly on the shelf. Leave several inches of free space on each shelf if possible.
  • Remove the book from the shelf with care by grasping the spine at the middle of the book rather than tugging on the top of the spine. Push back the neighboring books on both sides to get a good grip.
  • Send damaged books to the bindery. Do not attempt to repair it yourself.
  • Avoid using adhesive notes, paper clips, ink, or rubber bands on books.
  • Do not crack the spine of a tightly bound book, do not use books or journals as a writing surface, and do not “dog ear” fold the pages.
  1. Related Documents

Guiding Principles of Preservation in Hilton M. Briggs Library

  1. Responsibility

The Preservation Committee or designee is responsible for annual and ad hoc review of this policy and related procedures.  The Chief University Librarian is responsible for review and approval of this policy and associated revisions.

SOURCE:

Reviewed by: Library Faculty April 4, 2018

Approved by: Chief University Librarian May 3, 2018

Origination date: May 3, 2018

Revision dates:

SUBJECT: Care and Handling of Oversized, Unbound Materials

NUMBER: 10.13

  1. Purpose

To establish guidelines that extend the life of oversized, unbound materials in library collections.

  1. Policy

All library personnel will follow established procedures in order to prevent damage to oversized, unbound materials in library collections.

  1. Procedures
  • Use clean hands.
  • Store materials flat in a map case drawer. Do not overfill.
  • To retrieve from a drawer:
    • Prepare a clean viewing surface with adequate room. No part of the document should protrude over the edge.
    • Remove all materials from above the document.
    • Provide adequate support and ask for assistance if necessary.
    • To prevent tears, avoid lifting the document by its edges.
  • Do not photocopy an oversized document. Request staff assistance for photographing and scanning.
  • Roll document in or around a cardboard tube for safe transport.
  • Send damaged documents to the bindery. Do not attempt to repair them yourself.
  • Avoid using adhesive notes, paper clips, self-adhesive tape, or glue.
  1. Related Documents
  1. Responsibility

The Preservation Committee or designee is responsible for five-year and ad hoc review of this policy and related procedures.  The Chief University Librarian is responsible for review and approval of this policy and associated revisions.

SOURCE:

Reviewed by: Library Faculty December 5, 2018

Approved by: Chief University Librarian December 5, 2018

Origination date: December 5, 2018

Revision dates: 

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