Bryan College Library Policy Manual

This Manual  is a long-term work in progress. The Table of Contents below is a picture of everything that we intend to cover in the Manual and each line will eventually be a link to a policy. The links to policies which are not yet  written will be inactive until the policy is written and in place.

Table of Contents

1.                  Introduction
1.1.            How to use this manual
1.1.1.      Format
1.1.2.      Conventions
1.1.3.      Definitions
1.2.            Mission Statement
1.3.            Organizational Philosophy
1.4.            Service Philosophy
2.                   Administration
2.1.            Organizational Structure
2.2.            Governance and Policy Revision
2.2.1.      Chain of Command
2.2.2.      Policy Formulation
2.2.3.      Policy Revision
2.3.            Records Management*
*Find specific records, statistics, reports and forms with
what they relate to instead of under these headings.
These are items about  records, forms, statistics, etc.
2.3.1.     Records Kept
2.3.2.      Statistics Kept
2.3.3.      Patron Records
2.3.4.      Other records
2.4.            Finances
2.4.1.      Grants
2.4.2.      Budget Process
2.4.3.      Budget Proposals
2.4.4.      Materials Allocation
2.4.5.      Current Budget
2.4.6.      Past Budgets
2.4.7.      Ordering
2.4.8.      Receiving and Payment
2.4.9.      Managing Orders
2.5.            Ethical and Legal Issues
2.5.1.      Copyright Compliance
2.5.2.      Intellectual Freedom
2.5.3.      Equal Access
2.5.4.      Privacy
2.6.            Safety, Emergencies, and Personal Security
2.6.1.      Hazardous Actions
2.6.2.      Hazardous Environmental Conditions
2.6.3.      Unscheduled Library Closings
2.6.4.      Power Outages/Electrical Storms
2.6.5.      Fire
2.6.6.      Medical Emergencies
2.6.7.      Other Disasters
2.6.8.      Disaster Recovery Plan
2.6.9.      Student Assistants and Emergencies
2.7.            Communication
2.7.1.      Meetings
2.7.2.      Telephone & Telefacsimillies
2.7.3.      Mail
2.7.4.      E-mail
2.7.5.      Memos/Announcements
2.7.6.      Suggestion Box
2.7.7.      Web Presence
2.7.8.      Publications
2.7.9.      Reports and Forms*                        
2.8.            Outside Relationships
2.8.1.      Local Community
2.8.2.      Library Friends Group
2.8.3.      Cooperatives
2.8.4.      Vendors
2.8.5.      Professional Associations
2.8.6.      Other Libraries
3.                  Personnel
3.1.            Job Descriptions
3.1.1.      Director of Library Services
3.1.2.      Public Services Librarian
3.1.3.      Technical Services Supervisor
3.1.4.      AGS Outreach Librarian
3.1.5.      Special Collections and Serials Librarian
3.1.6.      Student Assistants
3.1.7.      Library Interns & Practicum Students
3.2.            Work Expectations
3.2.1.      Work Expectations for Regular Staff
3.2.2.      Work Expectations for Student Assistants
3.2.3.      Hours
3.2.4.      Absenteeism
3.3.            Employee Status
3.3.1.      Hiring
3.3.2.      Evaluations
3.3.3.      Rank, Tenure, and Promotion
3.3.4.      Termination
3.4.            Interaction
3.4.1.      Personal Problems
3.4.2.      Staff Relationships
3.4.3.      Grievances
3.5.            Training & Professional Development
3.5.1.      Computer Skills
3.5.2.      Reference Skills
3.5.3.      Teaching Skills
3.5.4.      Service Skills
3.5.5.      Student Training
3.5.6.      Professional Development
3.6.            Travel
3.7.            Benefits

3.8.            Individuals Files
4.                  Patrons 
4.1.            Privileges and Eligibility
4.1.1.      Privilege Levels
4.1.2.      Termination of Privileges
4.2.            Behavior
4.3.            Responsibility and Accountability
5.1.            Building Access and Security
5.1.1.      Opening & Closing
5.1.2.      Hours of Access
5.1.3.      Scheduling
5.1.4.      Use by Outside Groups
5.1.5.      ADA Compliance
5.1.6.      Security Plan
5.2.         Building  Maintenance and Ambiance
5.2.1.      Food and Drink Policy
5.3.         Signage
5.4.         Furniture
5.4.3       Study Carrels 
5.5.         Audiovisual Equipment
5.5.1.      Use
5.5.2.      Maintenance
5.5.3.      Equipment Inventory
5.6.          Computer Systems
5.6.1.      Use
5.6.2.      Security
5.6.3.      Routine Maintenance
5.6.4.      Hardware Acquisition and Documentation
5.6.5.      Software Acquisition and Documentation
5.6.6.      Programming
5.6.7.      Printing
5.7.            Image Reproduction Equipment
5.7.1.      Photocopier
5.7.2.      Microform Reader-Printer
5.8.            Telecommunication Equipment
5.9.            Other Equipment
6.                  Collections
6.1.            Print Serials Collections
6.1.1.      Check In
6.1.2.      Claiming
6.1.3.      Filing
6.2.            Print Monographic Collections
6.2.1.      General Collection
6.2.2.      Reference Collection
6.2.3.      Professional Collection
6.2.4.      Education
6.3.            Media Collections
6.3.1.      Sound Media
6.3.2.      Visual Media
6.3.3.      Audiovisual Media
6.3.4.      Microform Media
6.4.            Electronic Resources
6.4.1.      OPAC
6.4.2.      Online Subscription Resources
6.4.3.      Internet Use
6.4.4.      Remote Access
6.4.5.      Discovery Services
6.5.            Archives and Special Collections
6.5.1.      Boydell Shakespeare
6.5.2.      Stevens H.L. Mencken
6.5.3.      Humanities
6.5.4.      College Archives
6.5.5.      William .Jennings Bryan
6.5.6.      Scopes Trial
6.6.            Subject Bibliographies
7.                  Technical Services
7.1.            Collection Development/Acquisitions
7.1.1.      Selection
7.1.2.      Approval Plans
7.1.3.      Standing Orders
7.1.4.      Out of Print Materials
7.1.5.      Gifts and Exchanges
7.2.            Cataloging and Processing
7.2.1.      Copy Cataloging
7.2.2.      Shelf-Readiness
7.2.3.      Original Cataloging
7.2.4.      Authority Control
7.2.5.      Database Integrity
7.3.            Collection Management
7.3.1.      Stack Maintenance
7.3.2.      De-selection
7.3.3.      Materials Inventory
7.3.4.      Conservation
7.3.5.      Preservation
7.3.6.      Format Migration
8.                  Public Services
8.3.            Reference and Instructional Services
8.3.1.      Information Desk Duty
8.3.2.      Reference Duty
8.3.3.      Library Skills Classes
8.3.4.      Tours
8.3.5.      Consultation Services
8.3.6.      Support of Distance Learning
8.4.            Media Services
8.5.            Library Displays
8.5.1.      Content
8.5.2.      Display Areas
8.5.3.      Specific Displays
8.6.            Public Events
8.6.1.      Fundraising
8.6.2.      Art Shows
8.6.3.      People Books
8.6.4.      Evenings of Readings
8.6.5.      Book Club
8.6.6.      National Library Week
8.6.7.      International Gaming Night
8.6.8.      Other Events
8.7.            Institutional Repository
8.7.1.      Platform
8.7.2.      Content Selection
8.7.3.      Copyright considerations
8.7.4.      Publishing Services
8.8.            Academic Support Center
9.                  Planning, Marketing & Assessment of Services
9.1.            Planning
9.1.1.      Process Overview
9.1.2.      Timeline
9.1.3.      Design
9.1.4.      Sources of ideas
9.1.5.      Goals, Objectives, and Activities
9.2.            Marketing Library Services
9.3.            Assessment
9.3.1.      Assessment Cycle (Process)
9.3.2.      Measurement
9.4.            Standards & Accreditation
9.4.1.      SACS
9.4.2.      ACRL
9.4.3.      Other Standards
10.              Appendixes
10.1.        Glossary of Library terms
10.2.        Forms
10.3.        Facility Maps
10.4.        Relevant Institutional Policies   

5 Buildings and Equipment

Library furnishings are expected to be both functional and aesthetically pleasing. To this end the library holds the following general and specific policies regarding furnishings.

5.1 Building Access, Use, and Security

5.1.1 Opening and Closing

At least one Bryan College employee must be responsible for the security of the BCL and its contents any time it is occupied. During normal operating hours, said employee will be a library staff member or library student assistant. Therefore, opening and closing will be routinely done only by library staff members or student assistants following the prescribed procedure (see Procedure 5.1.1). Opening or closing outside of normal hours will also follow prescribed procedure and must have the approval of the Director or Public Services Librarian by prearrangement unless there is a legitimate overriding emergency. 

5.1.2 Library Hours of Access

The BCL hours of operation are planned with the following considerations in mind:
·         Maximize hours available for students
·          Usefulness of the hours available for students
·         Maximizing use of staff time to effectively serve student, faculty and staff needs
·         Past use
·         Present recognized trends
·         Staffing issues
Hours are reviewed regularly and revised as necessary to balance service needs with budget realities.

President’s Chapel

            The BCL will close each week during the fall and spring semesters for the designated presidential chapel hour, usually Wednesdays from 10:00 A.M. until 11:00 A.M.

Planning Table

The table below shows the normal schedules for each season with the annual exceptions. Read each row of this table: “The hours for the period known as [1st column] are [2nd column] running from the beginning of [3rd column] thru [4th column] with the noted exceptions of [5th column].” The Academic Support Center sets its own hours of operation and hours of specific services (see for details) which do not necessarily coincide with these hours of library operation.  Some service desks may not be staffed for every hour the library building is open, and/or personnel may be working during hours when the library is closed to users.



Begins on:

Ends after:



8:00a-4:30p M-F
Closed Sa-Su
Saturday of Spring Finals week in May Sunday before faculty workshop Closed Mem-orial & Inde-pendence Day

August Interim

8:00a-5:00p M-F

Monday of fall faculty workshop

Friday after 1st fall class day

1st  W, Th of classes: close at 6:45p.m.

Fall Semester

6:00p-11:00p Su
7:45a-11:00p M-Th
7:45a-5:00p F
1:00p-5:00p Sa

Sunday after the 1st fall class day

Friday of fall finals week

Homecoming: Open that Sat. additionally 9:00a-12:00p

Homecoming Week

6:00p-11:00p Su, Tu
7:45a-11:00p MWTh
7:45a-5:00p F
1:00p-5:00p Sa

Sunday before Homecoming

The following Sunday

Tu that week is the Day of Prayer & Service

Fall Break

Closed Sa-M
6:00p-11:00p Tu

Saturday beginning the break in October

The following Tuesday



7:45a-5:00p Tu-W
Closed Th-Sa

Tue. before the 4th Thursday in Nov.

The following Saturday

Open as usual on Su evening

Winter Interim

8:00a-5:00p M-F
Closed Sa-Su

Saturday of Fall finals week

Tuesday before the 1st spring class day

Closed Sa before Xmas through New Year’s Day.            

Spring Semester

6:00p-11:00p Su
7:45a-11:00p M-Th
7:45a-5:00p F
1:00p-5:00p Sa

Wednesday, the 1st spring class day

Friday of spring finals week

1st  W, Th of classes: close at 6:45p.m.

Spring Break

8:00a-5:00p M-Th
Closed F-Sa

Sat. before break week in March

The following Saturday

Closed 1st Su
Open 2nd Su

Easter Holidays

8:00a-5:00p Th
Closed F-Su

Maundy Thursday in March/April

Easter Sunday


Criteria for Changing Hours

These hours will continue until one or more of the following events create the need for a temporary or permanent change:
  1. Pre-scheduled, pre-approved special events
  2. Any emergency caused by natural disaster or other such event
  3. Change in staffing levels due to budget or other event
  4. Change in demand for service due to added, subtracted, expanded, or diminished programs
  5. A mandate from college administration to change the hours.

In such cases, hours will be set by the Director of Library Services after consulting with all permanent library staff members and with the other service outlets housed in the library building.

Communication of the Schedule

The schedule will be set before the beginning of the school year using the table above and will be listed on the BCL website, on the digital signage, in the library newsletter, and by email specifically to the Office of Operations and to the directors of Admissions and the Academic Support Center. Any exceptions will also be communicated by these means as well as through temporary signs at the main doors of the library.

5.1.3  Space Scheduling

All library spaces are reserved on a first-come, first-served basis according to the policies for each space listed below. Spaces not mentioned specifically in this document are not reserveable for non-library functions. Reservations for room spaces may only be made by library staff members, including student assistants either through the online form or direct contact. Library Student Assistants will refer all questionable reservation requests to the Public Services Librarian or the Director. Exceptions are allowed only for library-sponsored events, and the Director of Library Services reserves the right to refuse any reservation request deemed detrimental to the basic mission of the library.

2nd Floor Open Space

The library schedules this space on a limited basis for one-time events that do not monopolize the space for more than 3 normal library business hours. This does not apply during the summer or to faculty meetings and workshops. Reservations for this space must have the approval of the Director or the Public Services Librarian.

Academic Support Center Conference Room and Open Space

                These spaces are scheduled solely by the ASC staff. Request for their use are referred to the ASC.

Curriculum Lab

The Registrar schedules certain small education classes in the Education/Curriculum room, and the library does not schedule anything in this room.

Humanities Room

The Registrar schedules certain small seminar classes in this room, and the library may schedule a one-time event on rare occasions in this room. The library does not schedule ongoing classes in this room.

Research Writing Lab

The library schedules this room only for academic use requiring the computer equipment, not as general meeting space.

Spoede Café

The library does not schedule the Spoede Café for classes on a regular basis.  We recommend that the professor desiring to use this room for regularly scheduled classes contact the director of the Academic Support Center to request use of the ASC Conference Room.  The library will, however, allow reservations for one-time events that do not monopolize the space for more than 3 normal library business hours.

Study Rooms 206-208

The library will reserve Study Room 208 (and no other study room) for professors to use on an ongoing basis for small seminar type classes.  All reservations must be cleared by the Public Services Librarian. All of these rooms may be scheduled for small group use.

5.1.4 Use by Outside Groups

Use of library facilities for planned events by any group other than library or ASC staff, including both on and off-campus groups must have the preapproval of the Director or Public Services Librarian and must be supervised according to the prescribed procedure by a full-time Bryan College employee. This supervisor must remain in the library during the full duration of the function and for after-hour events agrees to take full responsibility for the security of the entire facility and all of its content during the function. (See Procedure 5.1.4 for more information.)

5.1.5 ADA Compliance

The library facility is to meet Federal ADA Compliance at all times in terms of access to all public areas for all users. Library furnishings will be arranged with these standards in mind.

5.1.6 Security Plan

The library will follow the Bryan College Emergency and Security plans, in conjunction with this policy. See Policy 2.6 Safety, Emergencies, and Personal Security for specifics.

5.4.3 Study Carrels 

The Library has 8 (eight) locking study carrels for use by Junior and Senior thesis students. 
  1. At the beginning of each semester the Public Services Librarian will send a notification to those professors teaching a seminar class reminding them of the locking carrels and request he/she  solicit requests from their eligible students regarding use of this library service
  2.  Students will make a formal request to use one of these carrels through their supervising professor.  The professor will then contact the Public Services Librarian with his/her recommendations.
  3. Each department which has students’ writing their thesis should select 2 students.  However if certain seminar classes are not writing thesis that semester, the library will ask those professors who have more thesis students to recommend more than 2 students.
  4. Keys are checked out for the semester to the student using that particular carrel.
  5. The student is responsible for the key.  A lost key will result in a replacement fee of $25.00.
  6. Reference books may not be left in the carrels.
  7. All books from the circulating collection will be checked out to the student according to the regular circulation policy.
  8. Fulltime library staff has the authority to unlock the carrels if necessary.
  9. The Public Services Librarian may assign carrels not needed by thesis students for a given semester to other users for that semester.

8.1 Circulation

8.1.1. Patron Registration

Bryan students, faculty and staff are automatically registered with the Bryan College Library when they are issued a Bryan login. Revised student information is downloaded into the library system from the campus administrative system at the beginning of each long semester and once in May. On-campus full-time students, faculty and staff need their Bryan ID cards to check out items and other Bryan students and part-time employees who are not issued an ID card by the College can get a library card at the library circulation desk to check materials out.

As a community service, the Bryan College Library is also open to the public. Area residents with a valid, official photo ID may apply for a library card and check out up to five books at time. They may also use the library’s computers for access to the Internet and the library’s online resources by signing in at the circulation desk.

8.1.2. Loan Transactions and Periods

            Reference items, periodicals, and items in Special Collections and archives are for in-library use only and do not circulate. Other items are available as shown below. Renewal periods in all cases are the same as the initial loan period, and items are subject to recall by the library after a minimum use period if there is a pressing need. Children and spouses of faculty and staff members follow community patron checkout periods. All patrons must present their Bryan ID or barcoded library card to check out materials.

On-Campus Student Check-out
·         Books, CDs, and audiocassettes         2 weeks                       2 renewals
·         DVDs, and VHS tapes                       2 days                          1 renewal
·         Reserve items     (library use only)      2 hour                          2 renewals   
·         Headphones       (library use only)      1 day                           no renewal

Faculty and Staff
·         Books                                                  To end of semester      1 renewal
·         CDs, and audiocassettes                     2 weeks                       2 renewals
·         DVDs, and VHS tapes                       2 weeks                       2 renewals
·         Reserve items     (library use only)      2 hour                          2 renewals   
·         Headphones       (library use only)      1 day                           no renewal

Community Patrons and Chat State Students
·         Books                                                  2 weeks                       2 renewals
·         CDs, and audiocassettes                     2 weeks                       2 renewals
·         DVDs, and VHS tapes                       2 days                          no renewal
·         Reserve items                                      Not available              
·         Headphones       (library use only)      1 day                           no renewal

8.1.2 Overdue/Lost/Damaged Items

Fine Policy
            DVDs: $1.00 per day.
            Reserve materials: 50 cents per hour.
            All other: 10 cents per day.
            Maximum fine per item: $10.00.

Lost or Damaged Books
In the event that material is lost or excessively damaged, the patron will be charged replacement cost plus a $10.00 processing fee. Replacement cost is the current cost of the item. If the item is no longer available, the cost of purchasing a comparable item will be assessed. Items will be considered lost if not returned by the end of the semester in which they are last checked out or renewed.

8.1.4 Financial Transactions

Copier Fees
8½ x 11 and 8½ x 14 pages are 10 cents each.
11 x 17 pages and double-sided pages are 20 cents each.
Color copies are double the cost of B&W copies.

Laminator Fees
            8½ x 11 laminations are $.75 cents each.
            Wide lamination is charged at $.50 per linear foot

8.1.5 Reserves

Reserves may only be checked out one at a time, and they may not be removed from the library.
Headphones may be checked out for one day, and they may not be removed from the library.

8.1.6    Circulation by Mail

            The BCL strives to offer equivalent library resources and services to all its academic constituents. In keeping with this policy, Bryan distance students may check out circulating physical items (print books, DVDs, etc.) by requesting that the items be sent to them by mail, much like interlibrary loan items. Eligibility is based on whether the constituent has reasonable access to these resources by coming to the library in person. The person must be a current student or faculty member, have no current classes which meet on the main campus and must be living at least 25 miles away from the Dayton campus.

The Service
·         The patron may call in or email a request to the library for any circulating item appearing in the BCL online catalog.
·         If the item is available for checkout it will be mailed to the current address for the patron as it appears in the library system from the College administration system. Patrons must keep their address updated with the Registrar’s office in order to use this service.
·         The loan period begins on the day the item is mailed and items not received back by the end of the loan period will be considered overdue with all applicable fines and fees accruing. The periods for different types of items are:
o   DVDs:            14 days
o   Books and all other items: 28 days
·         A total of 10 items may be borrowed by mail at a time including up to 2 DVDs.
·         Items checked out by mail are not renewable.
·         The library recommends return shipment by UPS.

8.2 Introduction

            Interlibrary Loan (ILL), also known as resource sharing, is a system allowing libraries to borrow materials that they do not own from other libraries on behalf of their own patrons. Participating libraries extend this courtesy to one another at little or no cost, thus allowing libraries to offer their patrons a much broader array of materials than any single library could afford otherwise. Each library’s participation is voluntary to whatever extent they choose and established policies and procedures govern the sharing to control abuse. Although the BCL participates in OCLC’s Worldshare Resource Sharing system which enables member libraries worldwide to share library materials such as books, article copies, media items and microforms, Bryan borrowers are restricted by the following policies. (Note that “lending library” is the library that actually owns the item and “borrowing library” is the one which borrows the item from the lending library for its own patron to use.)

8.2.1    Borrowing

            To request an item through ILL, a patron must fill out form found on the BCL website or email the Public Services Librarian.

Patron Eligibility

             All Bryan students, faculty and staff may request up to 5 items at a time free of charge.  Thesis students may request up to 10 books at a time. Community patrons are charged for this service (see below) and are therefore encouraged to make ILL requests through their public library first. Chattanooga State Community College students residing in Rhea County or taking classes at the CSCC campus in Dayton may use this service the same as a Bryan student.

Items Not Eligible for Borrowing
            The BCL may request any items except for the following—
·         new materials (anything published within the last year)
·         international materials (not even from Canada)
·         media (such as DVDs, CDs or VHS tapes)
·         bound periodicals
·         reference books
·         multiple copies of a certain book or article at once
Borrowing Period
            Libraries vary concerning the lending period and renewal options, and the borrowing patron must abide by the lending library’s policy. The BCL will notify the patron when the item is checked out to him or her of the due date by which the item must be returned.


            Normally, the BCL does not borrow from libraries that charge, and covers the cost of shipping or faxing items, so the service is usually free to Bryan students, faculty and staff. If a book is only available from a library that charges, the ILL worker will ask the patron if he or she is willing to pay the charge to borrow that item. Community patrons may request a book for a charge of $3.00 per book and $0.10 per page for articles.

Overdue Materials

To ensure that items are returned promptly, maintaining the good relationship between libraries, patrons with overdue Interlibrary Loan materials will be charged $1.00 per day, per item for up to seven days.  If a patron has an item overdue for more than seven days, his or her Interlibrary Loan privileges will be terminated for the rest of the semester. If ILL materials are lost, the BCL pays replacement costs and processing fees to the lending library and then attempts to recover the charges from that patron. 

8.2.2    Lending

The BCL policies for lending ILL materials are similar to the rules for borrowing. Books, photocopies of articles and some audio-visual materials are loaned to other libraries without charge. The Bryan College Library typically lends materials through ILL for 30 days, with one 2-week renewal period.

Items Not Eligible for Lending

            The BCL lends any item except for the following—
·         new materials (anything published within the last year)
·         media (such as DVDs, CDs or VHS tapes)
·         bound periodicals
·         reference books
·         multiple copies of a certain book or article at once
·         microfilm or microfiche
·         materials from special collections or rare books
·         books in poor condition.

8.2.3    ILL Agreements

The BCL participates in and abides by the policies set by OCLC’s Worldshare Resource Sharing service. The BCL has no other formal agreements at this time, although it shares the values of many groups that limit ILL sharing to libraries that do not charge for lending.
As part of a contractual agreement with Chattanooga State Community College, CSCC students residing in Rhea County or taking classes at the CSCC campus in Dayton may use this service the same as a Bryan student.