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Hilton M. Briggs Library Policies

Policies & Procedures

SUBJECT: Archives Reading Room Reservation and Use

NUMBER: 4.1

  1. Purpose

To outline the special considerations and procedures that must be followed when scheduling events in the SDSU Archives and H.M. Briggs Library Special Collections Reading Room and Thomas A. Daschle Congressional Research Study, because it is a functioning archives and research destination.

  1. Policy
  • The SDSU Archives and H.M. Briggs Library Special Collections Reading Room and Thomas A. Daschle Congressional Research Study may be reserved for Library, University, and Community events.
  • An event organizer wishing to reserve the space must do so in accordance with the procedures outlined in the Events with Collaborating Partners Policy (see Related Documents).
  • At least one Archives staff member must be present during the entire event. Archives staff will adjust their working hours to accommodate events held on evenings, weekends, or holidays.
  • Food and drink are permitted in the Reading Room, but not in the Daschle Congressional Study or in the Archives storage area.
  • The event organizer is responsible for setup, cleanup, and ensuring that furniture, supplies, etc. needed for the event are procured and, if necessary, transported to the Archives.
  • To comply with fire code, the room can accommodate up to 50 people.
  1. Procedures
  • The event organizer submits a Request for Event Form (see Related Documents) to the Events and Publicity Committee. The Events and Publicity Committee contacts the Archivist to make arrangements.
  • Archives staff will make special arrangements for researchers when events are held during normal business hours (8 am-5 pm, Monday - Friday) and post appropriate signage notifying patrons that the room will be unavailable during the event.
  • The event organizer makes arrangements with the library liaison who is listed on the Request for Event Form to provide adequate seating and equipment and to set up for the event.
  • The event organizer makes arrangements for catering. A food table may be set up along the windows just inside the Archives. Disposable dishes are required.
  • The event organizer provides staff to clean up after the event and return furniture and equipment to their original locations.
  1. Related Documents
  1. Responsibility

The Archivist or designee is responsible for enforcement and ad hoc review of this policy and annual review of procedures. The Chief University Librarian is responsible for all revisions to said policy as well as approving the policy and all future 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: Classroom Use

NUMBER: 4.2

  1. Purpose

To establish guidelines for the use and scheduling of library classrooms, including Room 125 and Room 130.

  1. Policy
  • The classrooms are primarily for library teaching use; when not in use by librarians, they may be reserved for other single-session instruction sessions or meetings.
  • Reservations may be made up to four weeks in advance and will be granted on a first-come/first-served basis.
  • The classrooms are available without reservations for individual or group use when they are not already scheduled.
  • Only authorized library or information technology personnel are permitted to modify, install, or relocate equipment or software in the classrooms.
  1. Procedures
  • To reserve a library classroom or to obtain more information about the library’s instruction program, contact a librarian at 605-688-5107 or email your Subject Librarian.
  • Room 125 and 130 seat approximately 30.
  • Room 125 equipment: instructor’s station, document camera, DVD player, ceiling mounted projector, multiple white boards, five tables with workstations including computer, large monitor, and laptop hookup.
  • Room 130 equipment: instructor’s station, document camera, DVD player, two ceiling mounted projectors (can display the same or different things), white boards, smart board.
  • The room should be restored to its original condition before leaving, including clean boards, no paper clutter, and all software applications closed.
  • Contact the librarian on duty if you encounter difficulties with the equipment or software.
  1. Related Documents
  • Group Study Room
  • Events with Collaborating Partners
  1. Responsibility

The Head of Public Services or designee is responsible for implementation, enforcement, and ad hoc review of this policy and of procedures. The Policy and Procedures Committee is responsible for review of this document every four years. The Chief University Librarian is responsible for review and approval of this policy and associated revisions.

SOURCE:

Reviewed by: Library Faculty September 28, 2000

Approved by: Chief University Librarian September 10, 2019

Originally adopted: September 28, 2000

Revision dates: September 10, 2019; May 6, 2015; June 17, 2013; December 11, 2006; September 28, 2000

SUBJECT: Events with Collaborating Partners

NUMBER: 4.3

  1. Purpose

To establish the process of working with collaborating partners on events that promote learning, diversity, and cultural enrichment.

  1. Policy
  • The library encourages collaboration with campus, community, and other academic organizations.
  • The decision to co-host an event is based on three major criteria:
    • Meeting the library’s goal to provide programs that promote learning, diversity, and cultural enrichment.
    • Coordinating a manageable calendar of events.
    • The availability of at least one full-time library employee to serve as a liaison for the event.
  • This policy pertains to events such as author talks, receptions, lectures, and panel discussions to which campus and/or community members are invited. It does not apply to individuals or groups reserving library spaces for study or class use.
  1. Procedures
  • Persons interested in partnering with the library to hold an event should contact either the Library Financial Program Assistant or the Library Operations Manager.
    • Interested parties will fill out a Request for Event form and give it to the Library Financial Program Assistant or the Library Operations Manager who will forward it to the chair of the Events and Publicity Committee.
    • The Committee would like the form at least two months in advance.
  • The library encourages other departments located in the building to notify the Chair of the Events and Publicity Committee, the Chief University Librarian, or the Library Operations Manager if they are hosting events in the building, even if they are not collaborating with library staff. This will help the Events and Publicity Committee coordinate events and avoid conflicts.
  • The Events and Publicity Committee will communicate with the library liaison listed on the Request for Event form.
  • The library liaison is responsible for ensuring the availability of the event location and for communicating with collaborating partners.
  • The library liaison need not be a member of the Events and Publicity Committee, but should keep that Committee informed of the event’s progress.
  • The library’s Events and Publicity Committee monitors a library-wide calendar of events in consideration of coordinating a manageable calendar.
  1. Related Documents
  1. Responsibility

The Events and Publicity Committee is responsible for making recommendations whether or not to approve events to the Chief University Librarian. The identified library liaison is responsible for working with collaborating partners to carry out the event and for on-going communication with the Events and Publicity Committee. The Events Committee Chair is responsible for reviewing this policy annually.

SOURCE:

Reviewed by: Library Faculty October 8, 2014

Approved by: Chief University Librarian October 8, 2014

Origination date: October 8, 2014

Revision dates: April 13, 2016; September 7, 2016

SUBJECT: Exhibits with Collaborating Partners

NUMBER: 4.4

  1. Purpose

To establish the process of working with collaborating partners on exhibits in the library.

  1. Policy

Outside partners may display exhibits in the library with approval from the Exhibits, Art, and Signage Committee (Exhibits Committee).  The committee maintains a schedule of exhibits.

  1. Procedures

Guidelines for Exhibits:

  • Exhibits will call attention to educational, cultural, and recreational opportunities at South Dakota State University (SDSU). Emphasis will be on scholarship, education, or university activities. Displays will attempt to inform and educate the public, and will not editorialize personal opinions or viewpoints. Exhibits must conform to SDSU standards of appropriate speech.
  • Library exhibits must be scheduled and approved by the Exhibits Committee with final approval by the Chief University Librarian.
  • The Exhibits Committee may invite faculty to display their work or their students’ work, and faculty may request to host a display at the library.
  • Exhibits will be considered for approval according to their content, quality, and appropriateness.
  • Library collections and services displays may be given priority in order to promote library interests.
  • The Exhibits Committee reserves the right to review exhibits and recommend necessary changes.

Scheduling:

  • The Exhibits Committee chairperson will screen and schedule exhibit requests and maintain an exhibits calendar. Contact information for the chairperson may be requested from the Financial Program Assistant by calling 688-5106.

  • The schedule may be altered when necessary to accommodate exhibits of timely interest. No single issue, event, or project will be permitted to use all the exhibits cases at the same time.

Temporary Library Signs:

  • Under normal circumstances, signs should not be taped to the library’s doors, windows, walls, support columns, or shelves unless they have been approved and posted by the library Exhibits Committee or its designee. Such temporary signs are unattractive and impede the visibility of more permanent signs.
  1. Related Documents

Facilities and Services website: Signage and Postings

  1. Responsibility

The Exhibits Committee or designee is responsible for implementation, enforcement, and ad hoc review of this policy and biennial review of procedures.  The Chief University Librarian is responsible for reviewing 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: December 4, 1998

Revision dates: June 17, 2013; May 3, 2018

SUBJECT: Emeritus Administrator Study Room

NUMBER: 4.5

  1. Purpose

To provide guidelines for the assignment of library spaces to and the use by emeritus administrators.

  1. Policy
  • Study rooms 012 and 013 are available for assignment to emeritus presidents and provosts upon their retirement.
    • Study room assignments are made upon request and in consultation with the Chief University Librarian.
    • If not assigned, these rooms can be checked out to graduate students in accordance with the Graduate Study Room policy.
  1. Procedures
  • A key to the room is issued by the Library Administration.
  • Access is restricted to when the library is open.
  • The library provides a desk, chair, and bookcase.
  • Wireless connectivity is available in Briggs Library at no cost.
  • A name will be posted on the door upon request by the assigned occupant.
  • Non-circulating library materials taken to a study room should be returned to the Library Services Desk before the user leaves the building.
  • Circulating materials must be checked out or returned before the user leaves the building.
  • Study rooms are checked at least once per semester by library staff.  The occupant will be notified of any non-circulating and circulating materials not checked out so this can be remedied.
  • The space will be available until the person opts to leave or this benefit is denied by the current SDSU President or Provost.
  1. Related Documents
  • Group Study Room Policy
  • Graduate Study Room Policy

Responsibility

The Chief University Librarian is responsible for the application and ad hoc review of this policy and procedures in addition approving the policy and all future revisions. The Policy and Procedures Committee is responsible for review of this document every four years.

SOURCE:

Reviewed by: Library Faculty September 5, 2019

Approved by: Chief University Librarian December 6, 2019

Originally adopted: December 6, 2019

Revision date: December 6, 2019

SUBJECT: Graduate Study Room

NUMBER: 4.6

  1. Purpose

To govern the assignment and use of the library’s graduate study rooms.

  1. Policy
  • All registered graduate students are eligible to apply for graduate study rooms.
  • Study room assignments are made for one semester, renewable for one additional semester at a time, depending on availability.
  • If necessary, assignments will be prioritized as follows, with new applicants given higher priority than those who have previously had an assigned study room:

1. Doctoral candidates in their last year of residency who are actively engaged in research for dissertations or research papers.

2. Master’s candidates in their last year of residency who are actively engaged in research for theses, design papers, or research papers.

3. Other graduate students.

  • The library is not responsible for any personal property left in study rooms.
  1. Procedures
  • Applications may be obtained from and returned to the Library Services Desk or through e-mail at circ@sdstate.edu.
  • Wireless connectivity is available in Briggs Library at no cost.
  • The library has provided essential furniture for each study room. Additional library furniture may be included with authorization from Library Administration in Room 108.
  • Names are not to be posted on the doors.
  • Mail and messages will not be delivered to study rooms by library staff.
  • Signs, pictures, posters, etc. are not to be attached to any surface of the study room, including the windows.
  • Non-circulating library materials taken to a study room should be returned to the Library Services Desk before the user leaves the building.
  • Circulating materials must be checked out at the Library Services Desk.
  • Study rooms will be checked at least once per semester by library staff. All non-circulating and circulating materials not checked out will be removed and placed on hold in Alma for the occupant of the room. The occupant will be notified when the room has been checked and will receive a “Hold” notice by email listing any items that were removed.
  • If a key is not returned within ten business days following the end of the study room assignment, the person who checked it out will be charged according to the provisions the Library Charges Document.
  1. Related Documents
  1. Responsibility

The Head of Access Services or designees are responsible for application and ad hoc review of this policy and annual review of procedures.  The Chief University Librarian is responsible for all revisions to said policy as well as approving the policy and all future revisions.

SOURCE:

Reviewed by: Library Faculty October 9, 2019

Approved by: Chief University Librarian October 31, 2019

Origination date: 1989

Revision dates: March 8, 2017; June 6, 2007

SUBJECT: Group Study Rooms Reservation and Use

NUMBER: 4.7

  1. Purpose

To govern the use of the library’s group-study rooms. Large rooms are intended for use by groups of three or more. Small rooms are intended for use by 1-2 individuals.

  1. Policy
  • Selected group study rooms may be reserved for up to 4 hours per day per person.
  • Regular, semester-long, SDSU classes may be scheduled in these rooms Monday through
  • Friday from 8:00 a.m. through 5:00 p.m. SDSU organizations may schedule regular recurring meetings in these rooms Monday through Thursday from 5:00 p.m. through 10:00 p.m.
  • Room reservations will be held for 15 minutes.
  • Selected open study rooms are available on a first-come, first-served basis.
  • Patrons are responsible for any personal property left in these rooms.
  1. Procedures

Open Rooms

Locked Rooms

  • Locked rooms may be reserved online at http://libcal.sdstate.edu/booking/GroupRooms. Each of these rooms has a sign posted on the door directing patrons to check out a key at the Library Services Desk.
  • The room key must be returned to the Library Services Desk by the end of the booking. Keys should never be given to another group or individual.
  • If a key is not returned to the Library Services Desk when due, the person who checked out the key will be charged according to the overdue policy for four-hour reserve materials as stated in the library’s Library Charges.
  • Charges for an overdue key will continue to accrue until the key is returned to the Library Services Desk or until they reach the maximum limit for reserve materials (Library Charges).
  • If a group is more than 15 minutes late, library staff will cancel their reservation and another group may use the room.
  1. Related Documents
  1. Responsibility

The Access Services Librarian is responsible for implementation, enforcement, and annual review of the policy and procedures.

SOURCE:

Reviewed by: Library Faculty July 2, 2014

Approved by: Chief University Librarian August 12, 2015

Origination date: August 12, 2015

Revision dates: August 12, 2015; March 7, 2018

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