Circulation Policies (2008)
Faculty and Staff may check out books for six months. Students and community patrons may check out books for thirty days. They may be renewed for additional periods, provided that another patron has not requested the book. The book itself should be presented at the circulation desk for renewal. Patrons may renew by phone by calling 4424 and reading the librarian on duty the book’s barcode number.

There are no limits on the number of books that faculty, staff, or students can check out. However, patrons are strongly encouraged to return books that they are not using so that the campus community at large can have access to them. Community patrons may have up to ten books checked out at one time.

There are no fines for overdue books. However, students and community patrons with overdue books are not allowed to check out additional books until the overdue books are returned or renewed in person or by phone as described above.

Films in DVD and VHS format and equipment, such as laptop computers, digital cameras, and audio recorders, are available for checkout to faculty, staff, and students only. They circulate for three days, and may be renewed in person or by phone as described above. Fines of one dollar per day per film are assessed to students with overdue films. Fines of five dollars per day are assessed to students with overdue equipment items. Students must pay any outstanding library fines at the Circulation Desk before they are allowed to check out any item for use outside of the library. Students with outstanding fines may use books, periodicals, or reserve items inside the library. Students who leave campus at the end of the semester without returning films or equipment will have their student accounts billed for replacement costs. Any unpaid fines will also be billed to student accounts.

Interlibrary Loan Policies (2008)
Books and articles that are not held in Stanley Library may, in some circumstances, be ordered from other libraries for faculty and students. Students are required to work with a librarian to be sure that all of our resources have been exhausted before the library will attempt to order from another library.

After a book or article has been ordered on ILL it usually takes from three to five days for us to receive it, but sometimes it can take as long as two or three weeks; therefore, patrons should place ILL requests well in advance of the time in which they need to use the material.

Patrons are allowed to keep photocopied articles; books are usually due in two to four weeks, depending on the lending library’s policies. Some libraries allow one or more renewals, but some do not allow any. Patrons are responsible for returning ILL books on time and for paying any fines or fees incurred.

To order materials through Interlibrary Loan ask a librarian for assistance. Any questions concerning I.L.L. policies should be directed to Cheryl Hundley at extension 4420.

Policy on Cooperation with Law Enforcement Agencies (2003)
In accordance with the Code of Virginia 2.2-3705(10), Library faculty and staff will follow the procedure outlined below when approached by law enforcement agents seeking information on patrons or staff. Patrons are advised that we are compelled to comply with the terms of the USA Patriot ACT, and are encouraged to read the full policy.

The following staff members are authorized to undertake negotiations on behalf of the library for the disclosure of information to the law enforcement investigator: Director, Head of Public Services, Head of Technical Services.

The staff member who is first approached by a government investigator should notify an authorized person at once. The director should be notified without delay, as should the College Police.

In the event none of the designated librarians are available, the person on duty is responsible for working with the law enforcement official until one of the designated negotiators arrives.

The staff member in charge will follow the procedures noted below:

1. Ask to see identification of the agent(s) and write down the name and badge number. In the event that those claiming to be FBI or other agents refuse to show identification, contact campus police immediately and ask for officers to come to the library to work with the “agents”.

2. In order to search library premises for information about patrons or staff members, law enforcement officials should present search warrants or court orders authorizing this activity. Staff members in charge should always ask for such documents before searches begin.

3. Emergency situations declared by investigating officers to be “exigent” or involving immediate danger if their efforts are delayed might prevent the immediate production of search warrants. Staff members should ask that the documents be produced at a later time and take careful note of the names of agents and the reasons given by them for conducting the search before presenting court documents.

4. The following types of situations might be involved in an investigation.
A. Request to see list of Internet users. Stanley Library does not track individual Internet users.

B. Request to see borrower list.

C. Request to see list of items checked out by borrower. Only items currently checked out to patrons are available via our system.

D. Confiscation of Internet computers. Comply, and be sure to record any and all inventory numbers for the units removed.

E. General questions from agents about “any suspicious persons or activities” in the library. Answer truthfully. Avoid giving names and specific information unless asked and court order is presented or emergency situation is verified the by agent.

F. Specific question about seeing a person or persons depicted in photograph or sketch using the library -- dates, times, places, etc. Make sure that all staff present who may have been on duty in the places and times have a chance to see the photos.

G. If agents require that staff not repeat or divulge information about their investigations, inform agents that library officials, college administration, and the college attorney must be kept apprised of all investigatory actions undertaken in the library. The library, as a department of the college, is responsible for the actions of staff members in the discharge of their duties and should be charged with the maintaining of any confidences relative to investigations undertaken on library premises.

H. If you believe that you have some information about activities in the library that might be of importance to the authorities, notify the director or an authorized librarian who will decide whether to approach outside investigatory agencies. College legal counsel may need to be contacted before initiating action. However, if the staff members believe that injury to patrons or staff, or damage to college facilities, might be imminent, inform college police immediately.

Computer Printing Policy (2008)
Ferrum students are welcome to use the library’s printers at no cost to reproduce research, written work, and other items directly related to assignments in Ferrum classes. Multiple copies of class handouts are allowed if limited to two pages and required for a specific class. As stated in the Ferrum Appropriate Use Policy, waste of computer resources is prohibited.

Acquisitions Policy (2008)
The library collection is a community resource that must be sufficient to support a very wide variety of academic programs as well as meet the more general informational needs of everyone on campus. It is therefore essential that students, faculty, staff, and librarians all have the opportunity to select titles and influence acquisitions decisions.

To that end, the library director will supervise and take responsibility for a collection system that is open to everyone at the college. Book order cards will be distributed to anyone who requests them, and all potential orders will be reviewed without prejudice by the technical services librarian and by the director. Because funds for faculty purchases are allocated by Schools, the Associate Deans will be asked to approve or disapprove faculty requests before forwarding them to the library.

The library director will make the final decision on all requests based on the state of the budget, the requirements of the college's curriculum, the strengths and weaknesses of the existing collection, the book's quality, and community interest.

Audiovisual software will be purchased in a manner similar to books.

Magazine and journal subscriptions will be added or deleted by the library director in consultation with the staff and with appropriate faculty. Decisions will be based on funding, academic department recommendations, index and full-text electronic status, and student use. Interlibrary loan or other document delivery availability will also be weighed when these decisions are made.

Weeding Policy (2008)
Since the library’s core mission is to support undergraduate education, we strive to maintain a collection that will be actively used by the campus community. Damaged, obsolete, and inappropriate items are identified and weeded with the same care and criteria as new items are acquired.

Damaged, worn-out items are evaluated as to the possibility of local repair or re-binding at a commercial bindery. If neither of the above is deemed possible, the item is cancelled and withdrawn from the collection. Pending availability, items may be replaced if deemed vital to the collection.

Obsolete annuals and other serial publications are withdrawn if the older versions may be misleading (e. g., Encyclopedia of Associations). In other situations, when a new edition of a title is added, the library staff may consult with the faculty in that subject area to determine whether older edition(s) should be retained.

Faculty are encouraged to survey their subject areas of the collection from time to time and recommend titles that should be removed, including unneeded multiple copies.

The library staff may periodically examine whole sections of material to see what should be removed from the collection if the books contain out-dated information. Faculty members are consulted concerning their subject areas.

Non-annual reference books and bound magazines are weeded by consensus of the Library Director and the two associate librarians.

Appropriate Use Policy (2008)
Responsible Use Policy for College Computer & College Network Access
(Student Handbook)

The use of Ferrum College computers and its computer network is a privilege, not a right, and inappropriate use will result in disciplinary action by College officials and/or the cancellation of those privileges.

Ferrum College provides access to its computers and network for students, faculty, staff, dependents, community patrons and guests. All persons who access these computers and network shall thereby agree to the following policy. All users are expected to use the computers and network appropriately, honestly, and constructively. The following policy is meant to support and protect College students and personnel in the use of this valuable educational resource.

The following actions constitute irresponsible and unacceptable use of the Internet and Ferrum College computers:

sending or receiving copyrighted materials without permission;
using impolite, abusive, or otherwise objectionable language in public messages;
placing unlawful information on College computers;
using College computers in ways that violate local, state, federal, or international laws or statutes;
excessive use of College computers for non-school related activities;
sending messages that are likely to result in the loss of the recipient's work or systems;
sending chain letters or pyramid schemes to lists or individuals, and any other types of use that would cause congestion on College computers or otherwise interfere with the work of others;
using College computers to or its network for commercial purposes;
changing any computer file that does not belong to the user;
giving one's password to others or allowing someone else to use one's password;
using another's password without proper authorization;
using College computers to send or retrieve pornographic material, inappropriate texts or graphic files;
circumventing security measures on College or remote computers or networks;
attempting to gain access to another's resources, programs, or data without proper authorization;
vandalizing, which is any malicious attempt to harm or destroy data of another computer user;
falsifying one's identity to others while on College computers;
using computer programs to decode passwords or access control information;
attempting to circumvent or subvert any system of security measures;
engaging in any activity that might be harmful to systems or to any information stored thereon, such as creating or propagating viruses, disrupting services, or damaging files;
using e-mail or messaging services to harass, intimidate, or threaten another person; and
wasting computer resources.

The items above should not be considered comprehensive. Other inappropriate actions not listed may also be considered irresponsible and unacceptable use of College computers and its network (i.e., violations addressed in Ferrum College's Student and Staff Handbooks). Violations may also be subject to local, state, federal, and international laws and statutes.

Gift Policy (2008)
Stanley Library accepts gifts of books and other materials in addition to donations of cash. Recent gift collections have been very valuable in building our holdings, and good collections or single volumes are always welcome.
Nevertheless, these gifts-in-kind are sometimes difficult to put to good use, and the library reserves both the right to be selective in accepting gifts and the option of using the donations as the staff sees fit. Items not added to the library will be donated elsewhere.

*Copyright and Audiovisual Materials

FILMS AND VIDEO
Classroom Use
Possession of a film or video does not confer the right to show the work. The copyright owner specifies, at the time of purchase or rental, the circumstances in which a film or video may be “performed”. For example, videocassettes and DVDs from a video rental outlet usually bear a label that specifies “Home Use Only”.

However, whatever the labeling or licensing, use of these media is permitted in an educational institution so long as certain conditions are met. Section 110 (1) of the Copyright Act of 1976 specifies that the following is permitted: Performance or display of a work by instructors or pupils in the course of face-to-face teaching activities of a nonprofit educational institution, in a classroom or similar place devoted to instruction, unless, in the case of a motion picture or other audiovisual work, the performance, or the display of individual images is given by means of a copy that was not lawfully made...and that the person responsible for the performance knew or had reason to believe was not lawfully made.

Additional text of the Copyright Act and portions of the House Report (94-1476) combine to provide the following, more detailed list of conditions [from What Educators Should Know About Copyright, by Virginia M. Helm; Bloomington, IN, Phi Delta Kappa Educational Foundation, 1986]:

They must be shown as part of the instructional program.
They must be shown by students, instructors, or guest lecturers.
They must be shown either in a classroom or other school location devoted to instruction such as a studio, workshop, library, gymnasium, or auditorium if it is used for instruction.
They must be shown in a face-to-face setting where students and teacher(s) are in the same room or general area.
They must be shown only to students and educators.
They must be shown using a legitimate (that is, not illegally reproduced) videotape or DVD with the copyright notice included.

Further, the relationship between the film or video and the course must be explicit. Films or videos, even in a “face-to-face” classroom setting, may not be used for entertainment or recreation, whatever the work’s intellectual content.

Use Outside the Classroom
Besides use in classrooms, videocassettes and DVDs that are owned by the college may ordinarily be viewed by students, faculty or staff in the study carrels or the group study rooms in the Library. These videos may also be viewed at home (e.g., in a dorm room or apartment), so long as no more than a few friends are involved. Larger audiences, such as groups that might assemble in a residence hall living room, require explicit permission from the copyright owner for “public performance” rights. No admission fees for viewing a video are permitted even when public performance rights are obtained.

Copying Videotapes
Copying videotapes without the copyright owner’s permission is illegal. An exception is made for libraries to replace a work that is lost or damaged if another copy cannot be obtained at a fair price [Section 108 of the Copyright Act of 1976].

Off-Air Recording
Absent a formal agreement, “Guidelines for Off-the-Air Recording of Broadcast Programming for Educational Purposes”, an official part of the Copyright Act’s legislative history, applies to most off-air recording [from Virginia M. Helms, supra]:

Off-air recordings must be made only at the request of an individual instructor for instructional purposes, not by staff in anticipation of later requests.
Videotaped recordings may be kept for no more than 45 calendar days after the recording date, at which time the tapes must be erased.
Videotaped recordings may be shown to students only within the first 10 school days of the 45-day retention period.
The recordings are to be shown to students no more than two times during the 10-day period, and the second time only for necessary instructional reinforcement.
The taped recordings may be viewed after the 10-day period only by instructors for evaluation purposes, that is, to determine whether to include the broadcast program in the curriculum in the future.
If several instructors request videotaping of the same program, duplicate copies are permitted to meet the need: all copies are subject to the same restrictions as the original recording.
The off-air recordings may not be physically or electronically altered or combined with others to form anthologies, but they need not necessarily be used or shown in their entirety.
All copies of off-air recordings must include the copyright notice on the broadcast program as recorded.

Note that these guidelines apply only to broadcast television. Recording of almost all cable and satellite programming (HBO, Lifetime, TNT, MTV, etc.) is prohibited. Two notable exceptions to this rule are The Learning Channel (TLC) and C-SPAN (I & II).

Certain public broadcasting services (Public Broadcasting Service, Public Television Library, Great Plains National Instructional Television Library, and Agency for Instructional Television) impose similar restrictions but specifically limit use to only the seven-day period following local broadcast [Virginia M. Helms, supra].

Licenses may be obtained for copying and off-air recording, although these usually require a fee.

Due to the above viewing restrictions, off-air recordings cannot be placed on reserve in the library.

SOUND RECORDINGS
Non-Music Recordings (including books on tape)
Cassettes or disks may not be copied unless replacement recordings from a commercial source cannot be obtained at a fair price. Recording brief excerpts is considered fair use, however.

Music Recordings
A single copy may be made for the purpose of constructing aural exercises or examinations. Otherwise, the restrictions on copying non-music recordings apply.

SLIDES AND PHOTOGRAPHS
Reproduction
Whenever possible, FPC will either purchase slides and photographs from authorized sources or will borrow from institutions which offer licensing for single-copy reproduction. In either case, further copying would be prohibited.

Occasionally, slides of copyrighted images that are needed for classroom purposes cannot be obtained ready-made in a timely fashion. If the process of slide making would fail to meet Fair Use requirements, the requestor must demonstrate that the copyright owner has granted permission.

Display
Copyright ownership of slides and photographs encompasses control over display as well as reproduction. However, Section 110 of the Copyright Act of 1976 addresses the display of copyrighted slides and photographs in educational settings by allowing “display of a work by instructors or pupils in the course of face-to-face teaching activities of a non-profit educational institution, in a classroom or similar place devoted to instruction” so long as the copy of the artwork was lawfully made. Furthermore, the purpose of the display must be integral to the course.

EDUCATIONAL MULTIMEDIA
Fair Use Guidlines
Key elements of the Educational Multimedia Fair Use Guidelines are summarized here. The Guidelines specify how much of copyright-protected sources may be included in multimedia products prepared by students or faculty members for course-related work. Use of larger portions requires permission from copyright owners. Creators of multimedia products may prepare a total of three copies, one of which is for preservation and replacement purposes only. One of the copies may be placed on Library Reserve. An exception is allowed for joint projects: each principal creator may retain a copy. Fair Use status expires two years after the first instructional use of a particular multimedia product.

Motion Media (Film, video, animation, etc.)

Up to 10% or 3 minutes of a source, whichever is less.

Text

Up to 10% or 1000 words of a source, whichever is less.
An entire poem of less than 250 words, but no more than 3 poems or excerpts by one poet.
No more than 5 poems or excerpts from one anthology.

Music, Lyrics, Music Video

Up to 10% but not more than 30 seconds total from an individual work.

Illustrations, Photographs

No more than 5 images by one artist or photographer.
No more than 10% or 15 images, whichever is less, from any single published work.

Numerical Data Sets

Up to 10% or 2500 fields or cell entries, whichever is less.

Internet Sources
Though it can be difficult to determine what is copyright protected and what is in the public domain, the multimedia creator is responsible for adhering to copyright law.

OPENING SCREEN NOTICE
“Certain materials are included under the fair use exemption of U.S. Copyright Law and have been prepared according to the educational multimedia fair use guidelines and are restricted from further use.” Credit the sources and display the copyright notice and copyright ownership information if shown in the original source. Crediting the source must adequately identify the source of the work, giving a full bibliographic description where available (including author, title, publisher, and place and date of publication). The copyright notice includes the word “Copyright” or the copyright symbol, the name of the copyright holder, and the year of first publication.

INTEGRITY OF SOURCES
Any alterations of copyrighted items must be noted.

*Thanks to Wellesley College for sharing these guidelines.

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