Robert F. Kennedy Library | Policies

Policies

Robert F. Kennedy Library | Policies


Purpose of the RFK Memorial Library's Policies:

The policies of the RFK Memorial Library are meant as guiding instruments to facilitate the goals of the institution, they are not inflexible laws.  Reasonable discretion must remain with the staff on duty to achieve the highest levels of service.

 

  • The licensed electronic resources made available by the RFK Memorial Library are for research, instruction, and related activities of current University of Guam students, faculty, staff, and other authorized users. U.S. Copyright Law (including the protections of “fair use”) and contractual license agreements govern the access, use, and reproduction of these resources.  Authorized users may access such resources for noncommercial, educational, scholarly and research purposes. Prohibited actions generally include:
    • Sharing of passwords or authorized access codes
    • Large-scale systematic downloading of articles or other information
    • Use of robots, spiders or intelligent agents to access, search and/or systematically download content
    • Posting copyrighted materials on a publicly accessible web site
    • Resale or commercial exploitation of licensed information
  • Please be aware:
    • Sharing an access password with unauthorized users— including family, friends, or co-workers— may result in suspension or revocation of library privileges. Non-affiliated users may, however, access most electronic library resources from computer terminals in a campus library.
    • Downloading entire issues of electronic journals, or attempting to create large databases from bibliographic files, is generally prohibited by publisher license agreements. Systematic downloading of content— manually or with specialized software— is detectable by publishers and traceable to specific computer addresses.
    • Engaging in actions intended to circumvent or defeat access control mechanisms of the Library or information provider may result in revocation of library privileges and other campus or civil disciplinary measures.

 

Version 1.5 (8-25-17)

  • The Copyright Law of the United States (Title 17, U.S. Code) governs the making of photocopies or other reproductions of copyrighted material. Photocopies or other reproductions can be furnished only under certain specified conditions. One such condition is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship or research." Use of the reproduction may make the user liable for copyright infringement.
  • An essential part of our mission is to make information and resources available for educational and scholarly purposes consistent with copyright law. We evaluate copyright before making collections material available online. When possible, we provide rights information in catalog records, finding aids, and other information that accompanies collections or items. It is the user’s obligation to evaluate rights issues in light of their own use. Transmission or reproduction of protected items beyond that allowed by fair use or specific agreement requires the permission of the copyright owners.
    • Users are free to cite and link to digital content without asking for permission.
    • You do not need permission to use public domain materials or specific creative commons licenses.  If you do reproduce or republish public domain content from our collections, please credit the RFK Memorial Library as the source of the original.
    • For works protected by copyright, the RFK Memorial Library recognizes and encourages fair use and similar copyright provisions in jurisdictions outside the United States.

 

Version 1.5 (8-25-17)

  • Confidentiality as a guiding principle
    • The RFK Memorial Library’s policy is that its circulation records and other records and user account information linking a library user with specific materials or services are confidential in nature.
  • The USA PATRIOT Act
    • The Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act) became law on October 26, 2001. Under provisions of the act, the Federal Bureau of Investigation (FBI) and other law enforcement officials may seek court orders for library records for investigations relevant to national security or terrorism. Libraries or library staff served with these search warrants may not disclose, under penalty of law, the existence of the warrants or the fact that records were produced as a result of the warrants. Borrowers cannot be told their records were given to law enforcement agencies or that they were the subjects of FBI investigations.
    • The Director of the RFK Library will handle all USA PATRIOT Act requests.
    • For more information about the USA PATRIOT Act see http://www.ala.org/advocacy/advleg/federallegislation/theusapatriotact
  • Minimum Records Kept
    • The RFK Memorial Library keeps the minimum number of records necessary to maintain operations. For example, when a user logs off a library computer, the library does not retain information that connects the user to activities performed during the session. When a borrower returns materials to the library, if no fines or fees are assessed, information about the materials checked out is deleted.

 

Version 1.5 (8-25-17)

  • Reservations must be made in-person
  • An individual may only have one reservation scheduled at any time
  • If you are ten minutes late for your scheduled time, you forfeit your reservation
  • UOG students have priority in using the rooms
  • One person in the room must be at least 18 years old
  • At least two people must be using the room
  • Reservations are for four (4) hours
  • RFK staff have discretion in how the rooms are used

 

Version 1.5 (8-25-17)

  • Undergraduate Students
    • 25 items
    • Twenty-one day checkouts
    • One renewal
  • Graduate Students
    • 50 items
    • Twenty-one day checkouts
    • Three renewals
  • Faculty, Staff, Administrators, and Proxies
    • 50 items
    • 180 day checkouts
    • One renewal
    • Proxies must deliver a permission form signed by the appropriate party,  proper ID, and the user granting a proxy library privileges must send an email from their official UOG email account granting permission to uogcirc@triton.uog.
  • Friends of the Library
    • 10 items
    • Twenty-one day checkouts
    • One renewal
  • G-Share
    • Same as UOG undergraduate
      • EXCEPT
        • 3 item limit
        • GCC is billed for lost items
  • User and Borrower Responsibility
    • Users and borrowers are expected to treat library materials and equipment in a responsible manner which will help to preserve them and to ensure availability for other users.
    • Borrowers are responsible for returning or renewing (if renewal is available) materials by the date/time due.  The responsibility ends when the materials are checked in at an appropriate location. Restrictions are posted at individual book returns. Return receipts are issued upon request. If an item is recalled, it will be due on the date stated on the recall notice.
    • Borrowers are responsible for maintaining with the University of Guam and the RFK Memorial Library their current email, postal mailing address information, and phone number.
  • Searches
    • Any user may request the library to locate an item which is not on the shelf or currently checked out. The requestor is notified of the results of the search. Items from the general collection are held for the requestor for eight days. Items which circulate for library use or other short loan periods are not held, but the requestor is notified that they have been located.
  • Definition of Loan Periods
    • Materials are due on the date or at the time indicated on the date due slip, as stated when borrowed, or as noted on the online renewal screen in My Library Account. The materials must be checked in by that date/time to avoid a fine.  The library’s circulation desk closes fifteen minutes before the library closes.  Book returns are cleared on a regular basis, daily, or as posted. Restrictions are posted at individual book returns.
    • Loan Periods are as follows
      • Twenty-one-day (three week): Due twenty-one days from the date checked out.  If the circulation desk is closed on the twenty-first day, due the next day the circulation desk is open following the twenty-first day
      • 180 day (six month): Due 180 days from the date checked out.  If the circulation desk is closed on the 180th day, due the next day the desk is open following the 180th day
      • Any other duration specified by library staff
  • Notification to Borrower of Overdue Material
    • Materials are due on the date or at the time indicated on the date due slip or checkout receipt, as stated when borrowed, or as noted on the online renewal screen in My Account. The library is not responsible for notifying borrowers that materials are overdue but does send reminders and overdue notices as a courtesy. Failure to receive a reminder or overdue notice does not excuse the borrower from the responsibility of renewing or returning items by the due date and time.
    • Items that are on hold cannot be renewed.  Users will be assessed a fee of one dollar per day that the book is overdue.
    • Items that are recalled will be assessed one dollar per day after a three-day grace period.
  • Library Fees and Item Costs
    • Fees
      • Processing Fees
        • A processing fee is assessed when an item is billed as overdue, or declared by the borrower to be lost. The processing fee covers the costs of updating records, and, if necessary, acquiring and cataloging a replacement.
      • Damaged Material Fees
        • A damaged material fee is assessed for the repair or replacement of material damaged while in use by or checked out to the user or borrower.
    • Item costs
      • A borrower is assessed an item cost when an item is billed as overdue or declared by the borrower to be lost. The cost assessed is either the current replacement cost or a default cost based on the average item cost of the subject area as determined by the appropriate librarian plus processing fees for re-acquisition, cataloging, and labeling.
      • An item cost may be cancelled or refunded if a billed item is returned. Instead of the item cost, a replacement copy of the item may be accepted if provided by the borrower. The library reserves the right to determine whether a replacement is acceptable.
      • A billed item which is returned after its records have been withdrawn must be forwarded to the appropriate librarian in order to be considered for reinstatement.
    • Replacement Charges
      • A user or borrower is assessed replacement charges when an item is damaged, when an item is declared lost by the borrower, or when an item is billed as overdue by the library. Items are billed as overdue if they have not been renewed or returned within a specified time after the due date, depending on the loan period.
      • The replacement charge represents the cost to the library when an item is billed or lost, including the cost of purchasing and processing a replacement where applicable. The charge may include the following:
      • $25.00 processing fee
      • If lost, replacement cost of the item
      • $25.00 binding fee, if applicable
        • If there is a question as to the default cost assigned to a specific item, library staff may change the assigned cost to reflect the actual cost of the item, as determined from available sources of cost information. The cost assessed for lost equipment is the actual market cost, at the time of loss, of replacing the lost item with identical or comparable equipment.
  • Billing and Payment
    • Borrowers receive statements of library charges or bills by e-mail. If there is no e-mail address in the borrower's record, the bill is sent by postal mail. Failure to receive the statement of charges or bill does not excuse the borrower from paying the bill. Charges are due within 30 days of the billing date.
    • Library charges are transferred by batch processing to the University's Business Office.
    • Borrowers may pay bills at the Business Office
  • Penalties for Non-Payment of Charges
    • Unpaid overdue charges trigger a University financial bar. A financial bar prevents a person from registering, receiving a diploma or obtaining an official transcript. Other borrowers may have their checkout privileges blocked.

 

Version 1.5 (8-25-17)

  • Library privileges may be suspended for borrowers and users who fail to abide by these provisions or who have unpaid library assessments.
  • The library may refer cases of irresponsible use of library materials or equipment to the appropriate administrative or legal authorities for sanctions. Irresponsible use includes, but is not limited to:
    • allowing water, food, or other substances to damage items,
    • alteration, unbinding, or mutilation of materials or files,
    • deliberate misplacement within the library,
    • deliberately keeping materials known to be needed by others in order to gain an unfair academic advantage
    • theft.
  • Borrower Right to Appeal
    • Borrowers have the right to appeal library assessments or the suspension of library privileges. Initial inquiries concerning an assessment or the suspension of privileges should be made at the circulation desk which initiated the assessment in question.

 

Version 1.5 (8-25-17)

  • RFK Memorial Library users are expected to:
    • Refrain from disruptive behavior.  Disruptive behavior includes, but is not limited to the following:
      • Assault or intimidation of staff or users through language or actions
      • Any behavior that creates excessive noise or commotion
      • Refusing to leave the library at closing time or during an evacuation
      • Entering areas of the library marked “Staff/Employees Only”
      • Engaging in sexual harassment and/or over sexual behavior
      • Being under the influence of alcohol/illegal drugs, and selling, using or possessing alcohol/illegal drugs
      • Having offensive body odor or personal hygiene that unreasonably interferes with other patrons’ ability to use the library
      • Using restrooms for bathing or shampooing, doing laundry, etc.
      • Leaving packages, backpacks, or other personal items unattended
      • Neglecting to provide appropriate supervision of children
      • Bringing pets, other than service animals, into the library
      • Using audible devices without headphones or with headphones set at a volume that disturbs others
    • Do not damage library materials
    • Do not handle the art in the library
    • Consume food and drinks responsibly (on first floor and conference rooms only)
      • Non-alcoholic drinks in durable, no-spill or capped containers and food are allowed in public areas and study rooms
      • Use care with greasy, sticky or crumbly foods
      • Foods with a strong odor are not allowed
      • Please leave your study area clean for the next person
      • Report spills to library staff
    • Sleeping is not allowed due to health and safety risks
    • Treat staff and other library users with courtesy and respect
    • Do not install unauthorized software or change setups on computer equipment
    • Do not post signs, distribute literature, gather signatures, solicit contributions, or conduct surveys inside RFK without library authorization
    • Without the RFK Library’s authorization, non-UOG organizations and businesses are prohibited from using library spaces to conduct business or to recruit or solicit potential customers.
  • NOTE:  Anyone engaging in disruptive behavior may be denied further access to the RFK Library.
  • The RFK Library adheres to the UOG Tobacco Policy http://www.uog.edu/smoke-free-uog
  • Children under the age of 14 must be accompanied by a person of at least 18 years of age at all times.

 

Version 1.5 (8-25-17)

  • Please comply with RFK Library staff requests in emergency situations

Version 1.5 (8-25-17)

  • Please contact the RFK Library’s administrative officer or other appropriate person for scheduling events

 

Version 1.5 (8-25-17)

  • Please contact the RFK Library’s administrative officer or other appropriate person for filming and photography.  In general, we allow filming and photography that does not interfere with our users or our mission.

 

Version 1.5 (8-25-17)

  • Turn off your ringer
  • Only take calls outside of the library

 

Version 1.5 (8-25-17)

  • Our interlibrary loan and document delivery program operate on a cost recovery basis and are available to students and faculty with funded departmental interlibrary loan accounts.

 

Version 1.5 (8-25-17)

  • Permanent Reserves
    •  Policy in progress
  • Course/Faculty Reserves
    • Must renew or remove at end of academic year

 

Version 1.5 (8-25-17)

  • The RFK Memorial Library is committed to providing access to our collections and services in compliance with the Americans with Disabilities Act.  Our policy is to provide, whenever possible, arrangements that enable library users with disabilities to work independently.

 

Version 1.5 (8-25-17)

  • Instructional and audio/visual equipment is the responsibility of the user.  If the items are damaged, lost, or stolen, it is the user’s responsibility to replace, reimburse, or repair the item.

 

Version 1.5 (8-25-17)

Acquisitions

The RFK Library collects material in all formats in support of the University's teaching and research mission. When scholarly materials are published in multiple formats, the Library will usually acquire material in one format only in order to efficiently steward the University's financial resources.  In terms of access, we seek to strike an appropriate balance for print and non-print resources.

The Library develops its collections and plans information access strategies based on a continuing analysis of the University's evolving academic programs, research interests, and user needs. In light of these policies, the Library acquires or provides access to a wide variety of resources in formats ranging from manuscripts to digital online content supporting inquiry in all areas of knowledge.

The Library purchases and makes available materials that represent a wide variety of viewpoints.  Selection of materials may involve resources which could be considered controversial by some individuals or groups.  These materials are acquired to support approved teaching and research programs of the University and to represent all aspects of controversial issues, as well as the diverse needs of the University community.  The acquisition of such material does not imply approval or endorsement of the content by the Library. For more information, see the American Library Association's Bill of Rights.

The following acquisitions, retention, and withdrawal policy has been developed by Library faculty to meet the information needs of our community by ensuring that the RFK collection contains current, accurate, and historically relevant materials that support the research needs of the University of Guam students, faculty, and surrounding community. Available acquisitions funding and the professional judgment and discretion of librarians and other university faculty, when appropriate, will be also be taken into consideration in conjunction with the factors listed below.

Retentions & Withdrawals

Quantitative Standards.  Quantitative benchmarks will be used in the initial stage of isolating books for possible withdrawal, but will not be the only criteria used in the decision of whether materials should be kept or removed.  These benchmarks will include the age of the material and the frequency of use. It is important that the material included in the library’s collection supports the academic efforts of students, faculty, and the community and therefore should be up to date and accurate.

Age.  Library faculty will collaborate with educators and discipline experts to develop a schedule of when library materials should be considered for currency and accuracy. Exceptions will be made for works considered to be foundational texts in a field or with significant historical value.

Circulation.  With the exception of the categories listed below, books that have not circulated in 15 years should be considered candidates for withdrawal.

Qualitative Standards.  Materials that do not relate or contribute to the educational missions of UOG programs or to the research and/or professional development of faculty are candidates for withdrawal. Titles may be retained if they contribute to scholarly progress on a particular subject.

Duplicates.  Superseded works should be considered for withdrawal if they are considered to be of little historical value. In the case of materials whose updates are considered of historical value, an earlier edition may be retained for use in comparative research.

Physical Condition.   Materials that are no longer in acceptable condition should be considered for withdrawal with the exception of rare or difficult to obtain titles which will be considered for repair or reproduction. Items that are still in demand and meet the needs of the University community should be considered for replacement if they are available for purchase.

Exceptions

Canon Books.  The canonical books of a field are those titles that any professional versed in the literature of her or his field would know to be core titles in both foundational and theoretical realms. While the determination of what is a canon book in particular fields should draw upon expect opinion (e.g. University faculty), it should be stressed that the majority of a subject field’s books do not fall into a canon. The University faculty should ideally identify canon books in their respective subject areas. Canonical books should not be held to the same standards of age and circulation as the majority of the collection.

Regional Materials.  Materials documenting the history, literature, geography, economics, art, music, etc., of Guam and Micronesia will not be withdrawn from the collection. If these materials are ever considered for removal they will be sent to the Micronesian Area Research Center for consideration.

UOG Faculty.  Works authored by current or former faculty members chosen for withdrawal will be sent to the Micronesian Area Research Center Manuscript Collection as part of the University of Guam archive.

Federal Documents.  The Federal Documents Department will weed its collection per the United States Depository Program guidelines.

Audio/Visual Materials.  As AV formats become more obsolete (e.g. records, 16mm film, and slides) and user needs for these materials diminish substantially, such formats will be withdrawn. The value of AV materials to the overall collection, their relevancy for classroom use, and the physical condition of media will also be used as factors in making withdrawal decisions. University-generated content and items borrowed within the last five years will be retained and converted to digital format.

Withdrawal Procedures

Withdrawals are critical to the health of a library collection. Therefore, for the withdrawal procedures to be sensitive to the inadvertent loss of valuable library material, two elements of the process are particularly important when, after following the standards outlined above, there are still legitimate questions concerning the possible discarding of materials and its impact upon programs and research – faculty input and an adequate review period.

Faculty Involvement.  While computerized circulation records provide quantitative data for isolating possible candidates for withdrawal, the notification of faculty most likely to be affected by the removal of these titles also provides an opportunity to obtain important feedback from subject experts. The faculty serves as the most direct source for a qualitative analysis that can complement the quantitative standards noted above. Faculty may provide their recommendations as to the materials that they would want retained in the collection.

Adequate Review Period.  When questionable candidates for withdrawal in subject areas have been identified, UOG faculty will be notified that they may review these candidates for a thirty day period. In addition, the Library will place the materials in an easily accessible location for screening of the material. Withdrawal of the titles from the collection will only begin after the faculty has been given this opportunity to provide their feedback. If the Library does decide to weed the material that a faculty does not want withdrawn out, the faculty will be given the first chance to house the material in a college/personal library.

Authority to Withdraw.  Final decisions for withdrawal will be made by the collection development librarian.

Disaster Preparedness.  Because of Guam’s history of typhoons, a sufficient amount of relevant and timely print resources must be made available to the university community at all times.

 

Version 1.3 (8-25-17)

The RFK Library makes computers, software, and network resources available to our community to provide access to library collections, other information resources, and production software to support learning and research.  The intent of this policy is to ensure that facilities and resources are used most effectively to benefit the greatest number of academic users.  This policy refers to computers in public (non-staff) areas.

 

Use must be in accordance with University of Guam policies and Guam and U.S. federal laws.  Users who are in violation of these policies may be subject to penalties for infractions, including but not limited to verbal warnings and the loss of the use of library computers, software, and network resources.

 

Academics First.  Academic activities take priority over non-academic activities.

 

Software.  The Library makes a number of software programs available to support research and learning.  In addition to providing access to and maintaining the infrastructure for software, Library staff assist with basic software information needs by helping users locate technical documentation, instructional videos, or IT forums that assist in identifying answers to specific questions.  More in-depth technical support is available through IT support provided by the software company. Students may not install software without RFK Library permission. Students should seek assistance if particular software is needed.

 

Downloading.  Computers requiring user authentication have USB ports. Downloading from Library computers is allowed to the desktop, downloads, and My Document directories; but files will be erased after shutdown. The University or the RFK Library is not responsible for the loss of property or damage to storage devices, electronic files, data hardware or software.

 

Priority Users.  University of Guam students, faculty, Friends of the Library, and staff are priority users of library computers, software, and networks.  Some computers, software, and networks may be restricted to priority users.  Others may be asked to relinquish computers and/or discontinue network access at the discretion of the Library staff. Any user may be asked to show valid UOG identification or proof of status as a priority user. Exceptions to the above will be made for users accessing official U.S. government information available through the Federal Depository Library Program.

 

Appropriate Use.  Disruptive use is not permitted.  Due to the public nature of the Library, individuals should demonstrate respect for individuals’ rights to privacy and freedom from intimidation or harassment. You are asked to be sensitive to the fact that some on-screen images, sounds, or messages create an atmosphere of intimidation or harassment for others. The Libraries may take steps to maintain an environment conducive to study and research.

 

The following is considered unauthorized computer use and is prohibited:

 

  • Knowingly or carelessly performing an act that will interfere with the normal operation of computers, peripherals, or networks;
  • Disrupting or interfering  with network users, services or equipment through the propagation of worms, viruses or similar devices;
  • Send intimidating, harassing, threatening or forged electronic communications;
  • Use public computer equipment for commercial purposes or financial gain;
  • Attempting to circumvent data protection schemes or uncover security loopholes;
  • Using the network to gain unauthorized access to any computer systems or networks;
  • Masking the identity of an account or machine, which includes, but is not limited to, sending mail anonymously;
  • Attempting to monitor or tamper with electronic communications of other users, or reading, copying, changing, or deleting files or software of other users;
  • Using hardware, computer, or computer account that you are not authorized to use.
  • Implementing one’s own network infrastructure. This includes, but is not limited to basic network devices such as hubs, switches, routers, network firewalls, and wireless access points.
  • Offering alternate methods of access to UOG IT resources, such as modems and virtual private networks (VPNs). Users must not offer network infrastructure services such as DHCP and DNS.”

 

Wireless Network.  Students who wish to access the student Wi-Fi connection must register their device(s) at the UOG Computer Center and must abide by their policy. Free guest access is provided, although the terms and conditions must be accepted once prompted. The University or RFK Library is not responsible for damage caused by using guest access Wi-Fi.

 

Wireless is shared media and easily intercepted by a third party. Wireless users are encouraged to use some type of encryption (such as SSL for E-mail and privacy applications for your mobile devices).

 

Ethernet Ports.  There are no publicly available Ethernet ports in which to plug in personal devices.

 

Library Equipment.  Users may not unplug library equipment or cables for any reason.         

 

Violations.  Users who violate this policy may be denied access to RFK Library resources and may be subject to disciplinary or criminal action.

 

 

 

Versioning.

     Version: 2.0

     Last Amendment Date: 8/10/2017

     Amended By: RFK IT Policy Committee (Jefrey Libao, Systems & Networking Services Librarian; Ian Baes, IT Technician; Angel Petros, Technician II; Wai Yi Ma, Technical Services Librarian)

NOTE:  We appreciate your kindness, but the Library does not accept walk-in donations or unapproved “drop-offs.”  We require advance notice, including an inventory list of the collection being offered, and reserve the right to select only particular materials from the collection that fit within the Library’s collections’ current needs and scope.  Donations that do not provide the required detailed inventory information will not be considered.  All donations must be approved by the collection development librarian before they are accepted.  This is not because we don’t appreciate your gift—it’s simply that our collection is specialized and we have limited space.  Please consider giving to the library in another way.

 

The RFK Library welcomes and appreciates gifts of books and other materials that extend and complement existing collections.

However, due to limited space, a specialized collection, and the high cost of storage and processing, we are unable to accept every gift. 

We do not accept:

  • Textbooks
  • Newspapers
  • Trade paperbacks
  • Popular magazines
  • Scattered or single issues of periodicals
  • Materials in poor condition
  • Titles the library already owns (unless in high use or an otherwise special edition)
  • Out-of-date materials

Appraisals

The RFK Library cannot provide valuations of materials due to conflict-of-interest rules.  Donors are advised to contact tax experts or visit the IRS web site www.irs.gov/ for details of taking a tax deduction.  Any in-kind donation valued at $5000 or more will require an appraisal by a qualified appraiser but most gifts to the Libraries fall below this threshold.

 

 

Version 1.2 (8-25-17)

The RFK Library is a designated member of the United States Federal Depository Library Program. Information on access to government documents can be seen using the following address:

https://www.fdlp.gov/requirements-guidance-2/guidance/9-access-to-collections