Policy Manual, Krannert Memorial Library
- Storage Locations of Library
- Library Materials Circulated
- Circulation Desk Operations
- Interlibrary Loan
- Reference Services
- Selection of Library Materials
- New Books
- Patron Behavior
- Security Gates, Theft, False
- Emergency Alarms
- Use of Library Equipment
- Explicit Materials
- Gifts and Donations
- Use and Scheduling of Library
- Staff Class Teaching/Taking
- Other Services
- Frederick D. Hill Archives
- Final authority for library policies and operations is the responsibility
of the Library Director who reports to the university's Associate Vice President of Information Systems and Instructional Technology Services.
- When the Library Director is not immediately available, responsibility
for the library falls to library staff with expertise in the area of concern. Matters requiring immediate attention that cannot be resolved by library personnel may be referred to the Associate Vice President of Information Systems and Instructional Technology Services.
- The library adheres to the following policy statements formulated by
the American Library Association (ALA) and the Association of College and Research
Libraries (ACRL): "Library Bill of Rights," "Code of Ethics," and "Intellectual
- In the event the library has no established policy in place when an unanticipated circumstance arises, the acting supervisor for the library has the authority to make a decision about how to proceed. The situation will be reviewed by library administration at the earliest possible opportunity in order to determine whether a policy is needed and whether any further action is required.
Storage Locations of Library Materials
- Circulating books - open stacks,
by call number (open stacks are located in basement and on 2nd and 3rd floors)
- Current volume of periodicals (except newsletters) - 1st floor browsing
shelves [Note: "current volume" is usually but not always the same as the current
- Previous volumes of periodicals - open stacks, by call number
- Rare books - Fouts Rare Books Room on the 2nd floor
- Theses - basement storeroom
- Honors Papers - behind main Service Desk
- Education and Textbook Collection (ETC) - ETC Room, northeast side of 3rd floor
- Juvenile Collection - basement stacks, near glass double doors
- New art exhibits catalogs - labeled shelf unit near west end of 3rd
- Folios - west end of 3rd floor
- Microforms - basement
- New books - New Books Shelf on 1st floor (and open stacks by call number)
- Reference books - Reference Collection on 1st floor
- Media (except LP records and slides) and realia - cabinets in Tech Services
- LP records (R and RM collections) and slides - basement storage room
- Atlases - Atlas Case on 1st floor [Note: some small-sized
atlases are shelved in open stacks, by call number]
- Newspapers – current issues are located at the front of Current Periodicals browsing shelves on the first floor / back issues are stacked on the last shelving unit in Current Periodicals
- Reserves – behind the main Service Desk
- Blue Family law collection - 3rd floor, northeast side
Library Materials Circulated
The following categories of materials may by borrowed:
- Books in the circulating collection
- Media and realia
- Reserves materials (2-hour reserves generally must be used on the library premises)
- Keys to individual study rooms
- Laptop computers (UIndy students only and may not leave library premises)
- Juvenile periodicals (Ladybug, Cricket, Spider, etc.)
- Honors Papers and Theses (checked out for 2 hours and may not leave library premises)
The following categories of materials are not circulated. They must be used on the library premises:
- Periodicals [Exception: certain Juvenile titles]
- Rare books
- Reference books
Circulation/Service Desk Operations
At all times that the library is open, there must be at least one staff
person in the library designated as Circulation Desk Supervisor. The library
will never be left totally in charge of student assistants, except with
the approval of the Library Director in certain, rare instances.
Confidentiality of Circulation Information
- As noted above, the library adheres to the ALA "Code of Ethics" and the ACRL
"Intellectual Freedom Principles," which forbid releasing any information
about patrons' use of library materials or equipment to access information
- Staff must take the utmost care not to reveal who has
materials checked out presently, who checked out what items in the past,
who has a Hold placed on an item, etc.
- Staff must not comment on items being checked out in
order to protect borrowers' privacy.
- Staff must never give out to the public home addresses,
phone numbers, or other personal information about anyone on campus, even
library staff members.
- If anyone ever questions these privacy policies or attempts to force
staff to reveal privileged library information, the Library Director and the Associate Vice President of Information Systems & Instructional Technology Services of the University must be notified immediately.
- Telling a patron whether an item is presently checked out and when it
is due back is not a violation of these principles.
- Student assistants may not use Circulation Desk computers to view personal
information about patrons.
||UIndy Faculty & Staff
|Books from stacks
||Full-time faculty/staff: next occurring August 1st
Adjunct faculty: 3 weeks
|Rare Books Room items
||2 hours (may not leave library premises)
||2 hours (may not leave library premises)
||2 hours (may not leave library premises)
||2 hours (may not leave library premises)
||2 hours (may not leave library premises)
||2 hours (may not leave library premises)
2 hours, 24 hours, 3 days, 5 days or 7 days (at professor request)
(2-hour reserves may not leave library unless authorized by professor)
|2 hours, 24 hours, 3 days, 5 days, or 7 days (at professor request)
(2-hour reserves may not leave library unless authorized by professor)
Laptops and other materials that cannot leave the library (such as keys, theses, honors papers, and 2-hour reserves) may be checked out up until 15 minutes before closing. They must be returned by closing time.
Number of Items That Can be Borrowed at One Time
- For University students, staff, and faculty, there is no limit on the number of books assuming that the patron has
a clear record with no overdues, fines, etc.
- No more than two 2-hour Reserve items checked out (study room key,
headphones, and laptops do not count)
- Three 24-hour, 3-day, 5-day, and/or 7-day items checked out
- Community Borrowers are limited to no more than 5 items checked out
Identification Cards Required for Borrowing Books
One of the following identification cards is required for borrowing books from the library. There are no exceptions to the policy that a valid ID card (as listed below) must be provided to check out materials - driver's license, car keys, etc. are not accepted as a substitute for the required ID card(s).
- UIndy ID card - student, faculty, staff, alumni, trustee
- Community Borrower card (issued by supervisors at Circulation
- must be 18 years of age or older
- must be Indianapolis metropolitan area resident
- may NOT be a student at another university
- applicants must provide residence and contact information and
may borrow only books from the stacks (not media or Reserves)
- borrowing privileges are for one year; regular Circulation policies
apply, as for students (fees, period, recall, etc.)
- Indiana United Methodist ministers - Minister ID card
- Campus ID card from any institution belonging to the Private Academic Library Network of Indiana (PALNI) (student, faculty, staff) [PALNI institution list
is available at http://www.palni.edu]
Academic Libraries of Indiana (ALI ) Borrower's Card (issued by home institution) plus a current Indiana campus ID card, and a photo
ID card with current address (e.g., driver's license) [ALI institution
list is kept at the Circulation Desk]
- UIndy Trustee ID (if trustee has not been issued a UIndy card, a Community Borrower card can be
issued by the Circulation supervisor)
Identification Cards Required for Borrowing Media or Materials on Reserve
UIndy student, faculty, or staff
Other categories listed above for borrowing books do not apply
Books checked out for three weeks may be renewed up to 5 times unless a Hold or Recall has been placed
on them. Faculty must bring books to the library for renewal. Other renewals may be made in
person, by telephone, or online.
Anyone with borrowing privileges may place a Hold on a book that is checked out. When the item is returned, library staff shall notify the person who has placed the hold, and shall hold the item at the desk for up to one week. If the held item is not picked up within one week, it will be returned to the Circulation Stacks. Reserve
materials may not be placed on Hold.
Anyone with borrowing privileges may request a Recall of an item that has been checked out for more
than two weeks. Circulation staff will attempt to contact the current borrower by phone and/or
email and request that the item be returned. When the item is returned, library staff shall notify the patron and hold the item at the desk for up to one week. If the recalled item is not picked up within one week, it will be returned to the Circulation Stacks. Reserve
materials may not be recalled.
Overdue, Lost, Damaged
Notices of overdue materials are sent via email
or regular mail as a courtesy.
Items overdue for 4 weeks are declared Lost after a final check
of the stacks - see section on Fines and Fees.
Items declared Lost after two years of continued, periodic searching
are withdrawn from library holdings by the cataloging department and the
information is given to the librarian in charge of collection development
to decide whether to replace.
Items returned damaged will be examined by the Circulation Supervisor
to determine the extent of the damage; if the damage is attributed to
the patron's negligence and the item is not reparable, Lost fees apply;
if the damage is deemed accidental or the result of normal wear and tear,
no charges apply; reparable damage is repaired in-house after consultation
with the Library Director for a repair/replace decision.
Books found with markings in ink or highlighting will have a note to
this effect written into the front cover so that future patrons will not
be accused of damage.
Fines and Fees
All money collected is deposited back into the library budget account
by the Library Director.
There are no fines for books or media overdue by less than 4 weeks.
(Fees are charged for materials declared "Lost," as described below.)
Two-hour Reserve items have overdue fines of $1.00 per hour. Other Reserve items have overdue fines of $5 per day.
Items declared Lost (through the automatic process) or by a borrower
are billed at a flat rate of $50.00 for replacement ($40) and processing ($10); if
a Lost item is returned before replacement, the $40.00 replacement charge
is returned by the Library Director but the $10.00 processing charge remains.
Items damaged beyond repair will be considered Lost and billed as such.
Library contact about overdues or renewals via phone, email, or letter is only
a courtesy, not a requirement.
Due dates and fees apply whether or not the patron has received courtesy notification relating to an overdue item.
At the end of each academic year (August), any Lost books still not
paid for by patrons will be reported to the head of Information Systems,
along with actual replacement values for his/her information.
- A transcript hold will be placed if a student has accrued fines/fees of $50 or more. The hold will be removed when all fines on the library account have been settled.
Any circulating book owned by the library may be placed on Reserve
by a faculty member.
Library owned periodicals (which do not circulate) may not be placed
Reference books, rare books, theses, and honors papers (which do not
circulate) may not be placed on Reserve; books borrowed through interlibrary
loan may not be placed on Reserve.
Personal materials may be placed on Reserve.
Photocopies of articles from periodicals may be placed on Reserve,
subject to the U.S. copyright code.
The university alumni directory, phone books, and other sources of
personal information are kept on Reserve and at the Circulation Desk; they may
only be used by patrons at the desk - information from them will not be
provided by telephone.
- For items that are not in their proper place on shelves or in cabinets
and are not waiting for reshelving or otherwise in process a Book Search
form is filled out.
- If a book being searched for a patron is found, the patron will be
- Circulation Desk staff will search for all missing items every few
- Items still not located after one month of searching are declared Missing.
After two years of continued, periodic searching Missing items are withdrawn
from library holdings by the cataloging department and the information
is given to the librarian in charge of collection development to decide
whether to replace.
Interlibrary Loan - Borrowing Policies
- Any student, faculty, or staff member currently affiliated with UIndy may use
this service [note: students and adjunct faculty not currently taking
classes or teaching are excluded; alumni and community borrowers are
also excluded]; articles will be delivered electronically and books/media must be picked up at the Circulation desk; requested articles will be ordered worldwide, but books will be
borrowed only from libraries in the U.S. and Canada.
- Fees: there is no charge to patrons for Interlibrary Loan (ILL) items borrowed; overdue fines
are $1.00 per day per item with no limit; borrowers are responsible for
replacement costs for any borrowed item.
- Requests are filed electronically using ILLiad.
- There is no limit to the number of requests a person can make, within
reason (as determined by the ILL and Digital Resources Librarian).
- Items which may be borrowed:
Items which may not be borrowed:
- books and journal articles not owned by the library either in print or in
- books owned but missing/lost and articles from missing/lost journals
- media and theses according to the policy of the library which owns them
When items are received, requesters are notified by phone or email;
failure to pick up received materials result in a $5.00 fine per item.
Borrowed books must be returned; photocopied articles become the property
of the requestor; lengthy or multiple failures to return books will result
in loss of ILL privileges.
Because renewal decisions are made by the lending library, renewal requests
must be submitted by phone, in person, or through the requesters' ILLiad account prior to the due date.
- Complete and/or bound issues of periodicals
- Textbooks used in classes
- Test Manuals
- Materials on Reserve in the library
- Articles from Dissertation Abstracts International
- Items owned by the library but currently checked out to someone else
- Items the ILL department has obtained for a requester in the past. This is strictly enforced for items that we have paid fees for.
- Articles denied due to copyright limitations on the number of articles
that can be requested from a single title
Interlibrary Loan - Lending Policies
- Items that may be loaned: books from the circulating collection that are
available on the shelf; articles from print journals owned by KML and some electronic journals depending on license agreements.
- Items that may not be loaned: books that do not circulate, whole issues of periodicals, media, items on Reserve, theses and honors papers
(these may not be photocopied), and electronic journals whose publishers do not allow ILL priveldges.
- Loan period: six weeks (with four week renewals until there is a Hold).
- Requests to lend materials are accepted
through the OCLC ILL process; in special occasions requests may be filled
from email, fax, mail, or phone; rush requests are accepted.
- Requested articles will be sent worldwide electronically, but books will be loaned only to
libraries in the U.S.
- Articles and books are sent free to reciprocal borrowers and members of Libraries Very Interested in Sharing (LVIS);
books are also sent free to Academic Libraries of Indiana (ALI) members; other requested items are
charged at a flat fee of $15.00; ILL Fee Managment Service (IFM) billing is preferred, but invoices can
be sent; lost books are charged at a flat fee of $65.00.
- Service is provided to all patrons during hours of Reference Librarian (or
surrogate) availability; priority is given to students, faculty, and staff
of UIndy; the depth of service provided is the responsibility of
the Reference Librarian (or surrogate) to decide.
- Requests for assistance in completing assignments and writing papers are referred
either to the student's professor or the Writing Lab.
- Advice in personal areas is not provided, e.g., medical, legal, taxation.
- Development of the Reference Collection (both print and electronic) is the
responsibility of the Reference Librarian, with input from the Library Director.
Selection of Library Materials
- The library retains a budget for books and media items, and a separate budget for periodicals. Primary selection for these materials is by a Faculty Liaison designated by that individual’s department. In many, but not all cases, this person is the Chair or Dean, but a department may appoint another faculty or staff member. This Liaison relays his/her department’s book and media recommendations to the Cataloging and Acquisitions librarian for purchase. Recommendations for periodicals are reviewed by the Library Director. Deadline for requests is yearly on March 1st so items may be purchased, received and cataloged by end of budget year, June 30.
- The Library Director may also select materials for the library for new purchases or lost/damage replacements.
- Books and periodicals subscriptions are purchased through vendors, except in cases where vendors cannot supply requested items, necessitating direct ordering from publishers; the periodicals renewal list is processed and paid each July in order to receive a vendor discount.
- Classroom textbooks are not purchased in most cases, although donated copies may be accepted through the Gift Books process.
- Duplicate copies of materials are not purchased or added as gifts, except in special cases approved by the Library Director.
- A copy of any book published by a UIndy faculty member while an employee of UIndy will be purchased for display by the Frederick D. Hill Archives; if a second, circulating copy for the stacks is desired by a unit, it must be purchased through the regular allocation; display copies are not marked with ownership marks.
- Hardback copies of books are ordered unless unavailable, in which case paperback copies are ordered; paperbacks receive no binding process.
- Gift subscriptions to periodicals are added to the collection only at the approval of the Library Director.
- Periodicals are no longer bound but are stored in the stacks either in boxes or flat, depending on size.
- Materials may be need to be withdrawn from the collection due to factors such as excessive wear, replacement with a newer edition, or being no longer relevant to the University curriculum. Withdrawn books are sent to Better World Books, which sells, donates, or recycles them. However, if a faculty member requests a deselected book for a personal or departmental collection, the library director may donate the book to that individual or department. If more than one person/department wants a specific book, departments will have first priority. Individuals will be given requested book(s) on a first come/first served basis.
- Dust-jackets are returned to new books after processing of ownership labels,
call number stickers, etc. are affixed so that they can be displayed on the New Book Shelf
in their original dust-jackets for a short period of time before being shelved in the stacks.
- New books to be moved to the stacks have their dust-jackets removed and any
blurb information on the book or author cut out and pasted inside before
- Any book on the New Books Shelf can be checked out; the dust-jacket is kept
for processing when the book is returned.
- The library does not routinely have new paperback books commercially bound.
- Food and drink are not prohibited from the library; the use of any tobacco
products in the library is prohibited, as for all university buildings.
- Cell phones are not prohibited from the library.
- If patrons complain about noise being caused somewhere in the library, a staff
member will investigate and, if necessary, ask the offending parties to
keep quiet because they are disturbing others.
- Patrons causing disruptions or public nuisance can be asked to leave by library
staff at their discretion; if the offence is egregious or appears dangerous,
library staff may call Campus Police to handle it.
Security Gates, Theft, False Alarms
- All non-Library staff entering into the library are required to exit
through either the security gate at the Circulation Desk.
- The security gates sound an alarm if an item owned by the library is carried
through it. At the Circulation Desk a sign is clearly posted in front of
the exit pathway telling patrons to "Please present all library materials" to
the staff person at the Circulation Desk; this procedure permits staff to
pass the item(s) around the security gate and avoid setting off the alarm.
NOTE: Occasionally, the alarms are triggered by items other than library materials,
including books from other libraries, tagged items from commercial establishments, certain
beepers, or certain types of ID cards. Computers, cell phones, and other electronic devices
will not set off the alarms, and the security system will not damage photographic film
or digital data storage devices. Because staff cannot know whether the alarm is from library
materials or one of these other reasons, any alarm is handled in the same way.
- If the gate into Media Services sounds, Circulation Desk staff ensure that the person
returns into the library; if the Circulation Desk alarm sounds, library staff
working at the Circulation Desk act according to the following procedures:
- Ask the patron to return to the desk (on the exit side of the gate).
If the patron fails to comply, again ask the patron to return to the desk. If the patron
persists in exiting or refuses to return to the desk, call Campus Police immediately
to report a possible theft of library materials is in progress.
- Ask the patron if he/she has any library materials on his/her person or
in a carried container or bag. If so, make sure that they have been
checked out by looking at their due dates and keep them on the exit
side of the gate. Ask the patron to pick up all other items he/she
has and walk back through the gate to be sure that the library
materials already presented were the only ones setting off the
alarm. If the alarm does not sound, permit him/her to recover all materials and exit.
If the alarm does again sound, follow the next
a. If the patron states that he/she has no library materials, ask him/her to remove
all items from his/her bag and, assuming none are library materials, ask him/her
to carry the bag through the gate again to ensure that something previously
removed was setting off the alarm. If this is the case, explain that sometimes the
system picks up a non-library item, apologize for the inconvenience, and allow
the patron to exit.
b. If the patron should refuse to empty his/her bag or to permit a staff person to
do so, warn him/her that you will have to call Campus Police to resolve the
matter. If the patron still refuses, call Campus Police and let them handle it.
c. If a search of a patron's belongings reveals unchecked-out library materials,
and the person claims it is a mistake or oversight, a judgment must be made
whether the person is telling the truth. If you deem so, ask him/her to return
to the other side of the Circulation Desk and properly check out the item(s).
If the patron admits an attempt to steal or otherwise seems very suspicious,
ask the person for his/her UIndy ID card. The name and ID number should be noted, and the incident reported to the Dean of Students and/or University Police.
- Attitude and enforcement
- Any person who sets off a security alarm is likely to be embarrassed or
upset which may result in inappropriate defensive actions and/or
words. It is important that library staff maintain composure and
not argue with patrons but, instead, focus on implementing the
above described procedures.
- Staff should keep voices calm and low in volume to minimize the levels
of concern and to avoid making the incident into a public scene. It
may be helpful to point out to the patron the sign asking for all
library materials to be presented.
- If an door alarm sounds for the emergency exit door in the basement, first
floor west end, or second floor into Sease Wing, an attempt will be made
to catch the person violating the door and to ask them to return to the
library and exit properly through the front door; an explanation of their
violation of the door will be provided; if it appears likely that the person
has attempted a theft or other unlawful activity, Campus Police are called.
- If the weather emergency radio sounds, staff will listen to ascertain whether
there is a true emergency; if so, an evacuation of all staff and patrons to the
basement is initiated using the intercom and rounding up people by foot - all
persons in the library must either comply with the evacuation to basement order
or leave the building at their own risk.
- If the building fire alarm sounds, everyone in the building will automatically
be evacuated outside through use of the intercom and by foot; do not use
the elevator; staff and patrons are required to stay out of the building until
the "all clear" signal is given by fire department personnel or university
- All library books and periodicals are descriptively cataloged following
the The Anglo-American Cataloguing Rules Second Edition, Revised (AACR2), and variations used by the Library of Congress are accepted.
- Books and periodicals are assigned Dewey Decimal System numbers for
shelving (except for the Educational Textbook Collection (ETC).
- All media items are descriptively cataloged but assigned sequential numbers.
- Priority for cataloging materials is: Rush items, media, Reference, new
periodicals, faculty authors, and other.
Use of Library Equipment
Equipment - Computers, Printers, Copiers, Visually Handicapped
Machines, and Scanner
- Equipment for visually handicapped patrons is available. The scanner
may be used by others but is primarily intended for visual reading purposes
by those with special visual needs.
- Library computers are to be used for library research and working on academic projects; other uses,
such as reading e-mail and communicating via chat rooms and other social networking sites, are discouraged.
- Use of library computers to view pornography is prohibited (see statement
below on Explicit Materials).
- Only persons with a current UIndy e-mail account may use the library computers. In certain special circumstances, the Client Services Help Desk may issue a guest log-in to campus visitors.
- Photocopiers require a UIndy ID card or a guest access card with a positive balance in the card-holder's Crimson Cash account. Guest access cards may be requested at the Circulation Desk.
Equipment for Staff Use - Computers, Copier/fax Machine, Printers
- Persons other than staff to whom specific pieces of equipment are
assigned are not permitted to use staff equipment.
- Students workers may only use staff equipment to fulfill job
assignments - not for personal purposes.
- Staff may not use library equipment for personal purposes without the
permission of the library director.
- Staff telephones and computers are to be used for work related
purposes; game playing, shopping, Web 'surfing', political
lobbying, conversations with friends, family business, etc. for
personal use may not be done during working hours.
- Staff telephones and computers are not to be used for economic gain;
home businesses, stock trading, auction sales, product or service
advertisement, etc. are not to be conducted on library time or with
university equipment; staff should not load private files for storage
on university computers.
- No one is to use a staff computer to access, upload, download, transmit,
or otherwise distribute defamatory, abusive, obscene, profane,
sexually oriented, threatening, harassing, racially offensive,
illegally discriminatory, or other illegal materials, files, etc. unless
in the course of appropriate library work or research.
- No one shall violate any university, local, state, or federal statute, rule,
regulation, code, or ordinance; no one shall access another
person's computer materials, information, or files, except with
- Staff may not commit the library to any unauthorized financial
obligation online or by telephone.
- Staff should remember that neither telephone conversations nor files
stored on library computers are private and may be reviewed by
the administration at any time.
- Each laptop will receive a number which will be clearly marked in various
places on the machine.
- The library's policies for borrowing the laptop are attached to it.
- Laptops will be stored at and checked out from the KML Circulation Desk.
Laptops will be treated as Reserve items with a two-hour check-out period
, but if no hold is present, a laptop check-out may be renewed throughout the day.
- Students may ask for a hold to be placed on a machine, if none are available
at that time (which prevents a renewal). Otherwise, laptops may not be booked for use at
- Check-out is available only to UIndy students. They must present a valid
UIndy ID card (no driver's license, etc.); faculty and staff will be referred
to Media Services which does check out laptops to them.
- Check-out will be for two hours only and not overnight.
- Laptops may not be taken out of the library.
- Laptops may be checked out up until 15 minutes before closing. They must be returned by closing time.
- $5 for each hour or portion thereof overdue
- If a laptop is overdue by two hours, it will be reported as a theft
to Campus Police
- If a laptop is not returned by closing time, it will be reported as a theft to Campus Police
- Damage to equipment will not be charged to the borrower.
- When a patron reports equipment damage or software malfunction on a
laptop, it will be set aside in a designated location with a note about
the patron's report. The library's Technology Systems Coordinator will
be notified for repairs.
- All laptops are equipped with wireless cards so that they can function
without network cables.
- A power cord will always be issued with every check-out
in case the battery has been previously drained. When returned, each laptop
will be plugged into an electrical outlet for recharging.
- The library follows the statements of the ALA which
guarantee access to any information by anyone, within the local policies
and procedures of this library (The full text of ALA's statements can be
located in documents titled "Library Bill of Rights," "Freedom to Read,"
"Intellectual Freedom," "Freedom to View," "Challenged Materials," and
"Statement on Labeling."
- Materials which could be considered too explicit or otherwise objectionable
by some persons (on moral, religious, political, racial, or other biased
grounds) will not be censored through the selection, shelving, or
circulation policies or procedures.
- Computers in public locations may not be used to view pornography because
this violates the rights of others wishing not to see it; if a patron can
demonstrate the need to view pornography for library research purposes,
a more private location for doing so will be provided.
Gifts and Donations
- The library accepts any donated books, periodicals, and media if the donor
surrenders ownership and understands that the library has the options of
keeping or disposing of the donated material as it sees fit; acceptance of
these conditions must be shown by signing a donor card.
- The donor may request a letter
acknowledging receipt of the donated materials; any intention of the donor
to use donated materials for tax purposes is a matter between him/her and
the U.S. government - the library does not provide appraisals or
statements on disposition of the donated materials. The Library Director will forward a copy of the donation form to the Executive Director of Development (Office of University Advancement), who will issue the letter of acknowlegement.
- Money gifted to the library is sent to the Office of University Advancement
for proper disposition and handling.
- The library does not put bookplates in donated books or in response to
Use and Scheduling of Library Rooms
- No rooms in the library may be scheduled except for the Library Instruction
Room, KML 330, which is primarily to be kept available for library use. Contact the library regarding details on scheduling.
- The four study rooms on the third floor (KML 301, 302, 303,
and 304) may be checked out for 2 hours at a time. Keys for the rooms are checked out at the Circulation Desk.
- Study rooms 305 to 310 are assigned by the Library Director.
- Normally, only regular library staff and student assistants are permitted to
be in library work spaces, including behind the Service/Circulation
Desk, in Technical Services, and in librarians' offices; others may be
invited by library staff (e.g., relatives, faculty, friends, salespersons)
either for business or visitation; a few non-library, university personnel
are also permitted, including mail deliverers, courier service staff, Information Systems staff members, etc.
Staff Class Teaching / Taking
Librarians with faculty or professional ("exempt") staff status are eligible
by invitation to teach UIndy classes in fields of their proficiencies or other
educational background, and any university employee may take classes under guidelines
enumerated in staff handbooks. In order to coordinate these opportunities with the
library mission and daily work, the following guidelines apply:
- Teaching university classes
- All opportunities to teach classes result from interactions between librarians
and administrators from the teaching faculty; there is no library
requirement to teach non-library courses; note-the university prohibits
teaching at other institutions without permission.
- A class taught at times outside a librarian's regular schedule of employment
does not require the permission of the Library Director, but classes taught
within regular employment hours must be approved in advance by the
Library Director to arrange for make-up time.
- If the librarian is paid for teaching a class, teaching preparations may not
be made during library working hours; (the salary is intended to pay the
librarian's preparation and class time above and beyond the regular library
- If the librarian is not paid for teaching a class, but the Library Director has
given approval, library time may be used for class preparation and class
time may be taken without compensatory library hours being worked;
staffing coverage for unavailable periods should be worked out with the
- Taking university courses
- Any staff member may take a course outside his/her assigned working
hours without permission from the Library Director.
- A staff member wishing to take a course during working hours must obtain
prior permission from his/her supervisor AND from the Library Director.
Coverage of the absent time and plans for making up the missed time must
be worked out.
- Journal Table of Contents and Article Delivery - any faculty or staff member
may request that the library provide him/her with the table of contents from one
or more journals that the library receives; if he/she would like to have copies of
articles delivered, library staff will provide them; for reasons of copyright law and of staff time, the limit for the delivery service is two articles from any
- The library maintains display cases for all books published by faculty while
employed by UIndy, not including dissertations;
other cases for display are assigned by the Library Director.
- The library provides the following support for distance education students
(defined as UIndy students participating in courses remote from campus):
- Access to electronic catalog and databases, accessed with a UIndy
email account username and password.
- Electronic research assistance through the "Ask a Librarian"
button on the library website.
- For information on Interlibrary Loan and Document Delivery services for distance education students please go to http://kml.uindy.edu/ill/distance.php.
- All library staff wear name tags during working hours so that patrons and
colleagues can identify them by name; student assistants wear generic
name tags showing that they are library student assistants; the name tags
assist patrons in knowing who they are interacting with.
- Routine statistics kept by the library:
- Book titles and volumes owned, added, and withdrawn - total and by
- Active periodicals subscriptions
- Media owned, added, and withdrawn - by format
- Items circulated, both outside and as Reserves
- Library classes given and number of student participants
- ILL borrowing and lending requests and fills
- Bound/volumes of periodicals
- Microforms, by format
- Other statistics may be generated using Aleph reports or manual counts.
Frederick D. Hill Archives
- Anyone wishing to view or research collections of the Archives must contact
- Collections may or may not be accessible depending on their designation by
the University Archivist who must balance access to information versus
privacy rights of individuals and the university.
- Unprocessed materials may only be used by the Archivist and the donor.
- The Archives primarily collects documents and memorabilia related to the
history of the university, following written statements of criteria for
acquisition; in unusual cases, approved by the Archivist and
the Library Director in consultation with superiors, other materials of
historical value may be collected.
- The Archivist not only assesses materials offered for donation but also
proactively seeks appropriate documents from university units to maintain
a record of the university's history; campus wide standards for donations
and transfers of materials to the Archives are developed and followed.
- Occasionally, materials may be deaccessioned from the collections of the
Archives by the Archivist, following written statements of criteria for
removal; careful records of this transaction are maintained.
- Materials belonging to the Archives are handled with special care defined by
standard archival practices; patrons will be instructed how to handle
materials for research so as to do minimum damage, and other procedures
for registering in-house patrons and borrowers apply.
- Every effort is made to document ownership of donated materials and their
legal transfer to the Archives.
- Requests for photographic or digital reproductions of materials owned by the
Archives are handled by the Archivist according to criteria including
fragility of the item, copyright, cost recovery, credit notice, etc.
Last updated: April 23, 2013