LIBRARY POLICIES
Circulation Policies and Procedures
Library Code
All Clarendon College students are issued a QR Code which is used as their library
card. It just takes a few minutes to add your library QR Code/number to the library’s
computer. Students MUST have a card/code at time of check out. This includes materials
on faculty reserve that are used in the library only. Residents and non-residents
of the Clarendon College service area are encouraged to use the library by presenting
a valid participating Harrington Library Consortium (HLC) member library card.
Checkout Procedures
All library users must present valid library code/card to checkout materials including the
reserves material which cannot leave the library. There is no limit to the number
of items that can be checked out for CC students. Non-students are limited to two
items per visit. Items are checked out at the Circulation Desk or by a library staff’s desk.
Loan Periods|
Books are checked out for two weeks. Toward the end of the semester the checkout period
will be shorter to allow books to be returned by the end of the semester. Reserve materials
are checked out for two hours. Loan period for Inter-library Loan materials are set
by the lending library, and it is generally three weeks. DVDs are checked out for three
days; compact discs and Magazines are checked out for one week. Reference materials
do not check out; they are in-library use only.
Closing Policy
Fifteen minutes prior to closing staff will inform patrons that the library is about
to close. Patrons must save their work, print documents, complete needed photocopying, and
check out all books or items at this time.
Return Policy
Place materials in the Book Return located at the circulation desk in the library.
All materials are due on or before the due date.
Renewals
Renewals are available upon request if the items are not overdue, have no late fees
or delinquent charges on the patron account, and there is no request for the title.
Books may be renewed in person or telephone by calling (806)874-4815 or (800)687-9737
ext. 118.
Overdue Notices
Overdue notices are sent out by text or email depending on what is designated on the
user's registration form. This service is offered as a courtesy. It is the responsibility
of the student to return materials to the library.
Late Charges
Fines will be imposed for late, lost and damaged materials. Transcripts may be withheld
if a student does not return materials and/or pay fines by end of the semester. Books and Magazines .10 cents per day - Videos $1.00 per day – Compact Disc $1.00 per
day - Reserve Items $1.00 per hour, Inter-library Loans $1.00 per day. Borrowers are responsible for all fines, fees, and all items checked out on their account.
Failure to Checkout Materials
A non-refundable fee of $10 per item will be charged if an attempt is made to remove
materials from the library in an unauthorized manner. Materials include magazines,
reference material designated in-house use only, circulating books that have not been
checked out at the time of the breach, audiovisual material and/or equipment, and
any other library material not listed.
Lost/Damaged Materials
Student must pay the replacement cost of lost or damaged items, plus a non-refundable
$3.00 processing fee per item, and any fines incurred during this time. All lost
and damaged items should be reported to the library immediately as fines are being
charged up to the time the loss is reported and paid for.
Equipment
Equipment may be checked out by Clarendon College faculty or staff. Students may
use equipment in the library only or have faculty approve the checkout. Equipment
that is not returned on the day it is due is subject to a fine of $10 per day for
the LCD projector, laptop, and $5.00 per day for all the other equipment.
Refund Policy
To receive a refund for the cost of the item reported lost, student must present paid
receipt, and the item must be returned to the library in good condition.
Financial Obligation to the Library
Students incurring financial obligations to the library as a result of unpaid fines,
fees, and items not returned or lost, or insufficient checks will have administrative
action taken against them by the college, such as withholding of transcripts.
Privacy of Patron Information
The primary purpose of patron information is to maintain control of library materials.
• All information on the "Library Application Form" is for library use only and
is confidential.
• Due date information for circulated library material will be made available
upon request.
• If overdue material is requested, library personnel will contact the current
user and request the return of the library material. The requesting user may place
a "hold" on the item and will be contacted when the material is available.
• If requested, faculty is informed of the number of times and who in their class
reserved item. A sign-in sheet needs to accompany the reserve item, otherwise only
the number of times the item is checked out can be obtained.
• Personal and circulation information will be released only for the purposes
of retrieval of overdue library materials or fines.
Library Use and Conduct Policy
The library seeks to provide users with a clean and safe environment appropriate for
study and research. The College Library Use and Conduct Policy are established for
the benefit of all library users and is applicable to all. Violations should be reported
to library staff, who will take appropriate action. This policy is enforceable by
all members of the library staff. Violators will be reported and pursued to the full
extent of federal and state laws. Disruptive behavior may result in expulsion from
the library. To ensure that the environment is conducive to study and research, all
users are asked to abide by this Library Use and Conduct Policy. Warning will be documented
and kept in the library to be reviewed by coach or dean.
Noise and Cell Phones
Users must help to maintain an environment that does not interfere with the normal
use and operation of the library by others. Cell phone conversations need to be short
and quiet in any area of the library.
Food and Drink
Meals are not allowed in the library except in staff areas and at special Library
scheduled events. Bottled drinks are preferred when in the library. Policy subject
to change if problems start to affect the library environment.
Smoking/Vaping and Tobacco
Smoking/ Vaping and tobacco use is not permitted in the library or in the entrance
of the Library.
General Rules of Conduct
1. Individuals — either library users or employees — must not engage in verbal
or physical abuse, intimidation, sexual harassment or harassment on account of race,
religion, ethnic or national background, gender or sexual orientation.
2. Users engaging in vandalizing, altering or damaging library buildings, furniture
or equipment, including computer systems, networks, programs or data, are in violation
and will be prosecuted to the full extent of that law.
3. Users are responsible for their personal property.
4. Users are required to leave the library at closing and during emergency situations,
drills or following a violation of this Library Use and Conduct Policy.
5. Only animals trained to assist people with disabilities are allowed into the
library.
6. Firearms or other deadly weapons, explosives and/or explosive devices, or
other dangerous devices are not permitted in the library.
7. Users must not interfere with an employee's performance of his/her duties.
8. Users must not enter areas of the library restricted to authorized staff.
Computer and Audiovisual Equipment Use
Clarendon College (CC) students, faculty, and staff have priority for accessing electronic
resources and using library computer and audiovisual equipment. Affiliated users may
be asked to limit their use of computers and/or equipment if others are waiting. Nonaffiliated
users may be asked to relinquish their use of the computer and/or equipment to CC
students, faculty, or staff at any time. Any user may be asked to show a valid CC
or Harrington library card or identification. Users must avoid any activities that
may be disruptive to other library users. The library is not responsible for damage
to patron’s flash drives, loss of data, nor damage that may occur from use of the
library’s computer. Users should notify library staff immediately if they encounter
any problems with the computers or programs.
Internet Use
The Internet is an information resource that enables the library to provide information
beyond what is in our own collection. It also has access to some material that may
be offensive or illegal. The library does not monitor the information accessed through
the Internet and cannot be held responsible for its content. The library user must
be mindful and respectful of the rights of others (particularly children) not to be
inadvertently exposed to explicit material and images they may find personally unsuitable.
Staff members may request that a patron remove such images or text from a workstation
screen and refrain from viewing it in the future. Users may not use the Internet for
any illegal or criminal activity including slander, or the transmission or display
of pornography.
Electronic Databases
The library subscribes to some electronic databases for student, faculty, and staff
use. Clarendon College students have automatic access to the databases when on the
library’s computers. Students who wish to access these databases from home can find
the username and password in the Student Portal.
Library Satisfaction Survey
The library is interested in user’s comments, observations and suggestions about the
services, programs and resources provided to our students. The library administers
a survey at least once a year; however, we encourage students to take this opportunity
throughout the semester to let us know if we are meeting your academic needs. Surveys
can be found on the library’s webpage; students may be asked to fill one out in class
as well.
Policy Violation
Any person who violates the library policies may be asked to leave the library and
may be refused future access to the building. Such people may be subject to the sanctions
of suspension, prosecution, forfeiture, warning and restitution, as well as criminal
penalties and civil fines, and may be accountable to college and civil authorities
(city, state, or federal). The authorities will be called if serious offenses or failure
to leave the premises when instructed. The Clarendon College Library Use and Conduct
Policy supplement the College’s Student Conduct Code and other College policies.
Academic Integrity
Plagiarism- What is it? Most students know that plagiarism is illegal, and it's a punishable offense, but many don't know quite what it is or how to avoid it. In short, plagiarism is taking credit for someone else's words or ideas - either
intentionally or not. Examples might be taking an idea from an article and putting
it in a research paper or presentation without crediting the original source, using
someone's exact words without citing them, or even going so far as to buy a paper
off the Internet and turning it in as your own work. Plagiarism is a violation of
copyright law to use all or any part of a document, either verbatim or with trivial
changes, except when applying the Fair Use guidelines. Plagiarism is "a form of academic misconduct in which an individual submits or presents the work of another person as his or her
own". Plagiarism is the most serious academic offense you can commit. Plagiarism destroys
the integrity of your research and is a misuse of academic freedom.
1. If you use someone else's ideas, you should cite the source.
2. If the way in which you are using the source is unclear, make it clear.
3. If you received specific help from someone in writing the paper, acknowledge
it.
What is copyright?
Copyright is a form of protection grounded in the U.S. Constitution and granted by
law for original works of authorship fixed in a tangible medium of expression. Copyright
covers both published and unpublished works. The library supports the copyright law
and recognizes “fair use” by educational institutions.
Collection Development Maintenance Policy
Purpose
The purpose of the Collection Development Policy is to guide the growth and maintenance
of the Library Collection in accordance with the College and Library’s mission statement,
and to ensure that the library builds and maintains a balanced, well used, relevant,
and quality collection.
Responsibility for Collection Development
All library users, regardless of status, are encouraged to make requests for library
purchases by contacting the library director. If the item requested is consistent
with the collection policy guidelines, and if money is available, the material will
be acquired. The library director acts as the liaison to the academic departments
for collection development. The director consults with faculty to obtain purchasing
recommendations, and utilizes selection tools such as review publications, bibliographies,
and publisher catalogs to select materials. Ultimate responsibility for collection
development lies with the library director.
Budget
The Library receives funding from the college to purchase new print and non-print
materials. These resources may be supplemented by grants and donations. There is no
specific allocation for individual disciplines. This allows for greater flexibility
in meeting departmental and program demands, as well as patron requests.
Selection Philosophy
The library collects a wide variety of materials in various formats. Selections are
based on quality rather than quantity. Budget considerations preclude purchasing materials
that do not support the curriculum and fulfill the mission of the college and the
library.
Selection Guidelines
1) Support of the college’s educational curriculum
2) Correlations with the existing collection
3) Appropriate level
4) Accuracy and objectivity
5) Reputation of author and/or publisher
6) How current and permanent is the material?
7) Price appropriateness
8) Demand
9) Condition
Standing Order Resources
The library has a few standing order reference titles that are automatically received
by the library upon their publication.
Approval Plans
The approval plan allows the library to acquire current, high interest, bestseller,
print titles supplied by a vendor soon after publication. The plan allows the library
to return titles that are no longer in high demand and allows the library to purchase
titles at a minimal rate.
Government Publications
The Library is not a depository for federal or state government documents. Government
publications are selected according to our regular collection development guidelines
and are shelved in the library collection with other books or periodicals.
Gift and Donation Policy
The library accepts donations of books and other materials, as well as monetary donations
for the purchase of materials in accordance with the overall collection development
policy. Gift and donation materials that do not meet the collection guidelines will
be disposed of as the library sees fit, either through discard or donation. Library
staff will provide a letter of acknowledgement of receipt to the donor but will not
appraise the value of the materials donated.
Reconsideration of Materials
The Library recognizes that some materials are controversial in nature and may offend
some library users. Selection of material is made based on the principles stated in
the selection guidelines. Anyone may request reconsideration of material by completing
the “Request for Reconsideration of Library Materials” form located at the circulation
desk in the library and submitting it to the Library Director to discuss with the
Library Committee. Final authority and decision rests with the Library Director.
Collection Maintenance
Library Director periodically evaluates the collection to identify materials for withdrawal
that no longer meet the collection criteria such as outdated, damaged, non-circulated,
and/or materials that contain inaccurate information will be removed. Faculty members
are consulted when materials in their discipline are being considered for withdrawal.
Damaged and missing materials are not automatically replaced but are subject to a
reorder review process. If the item still meets the collection development policy
criteria, the item will be replaced, if available.
DE-SELECTION (WEEDING)
The CREW method is used when considering removing items from the collection. The CREW method
uses the acronym MUSTIE to indicate when an item should be removed:
M – Misleading and/or factually inaccurate.
U – Ugly, worn out beyond mending or rebinding.
S – Superseded by a new edition or a better source.
T – Trivial or of no discernible literary or scientific merit.
I – Irrelevant to the needs and interests of your community of users.
E – Elsewhere - the material may be easily borrowed from another source.
Additional weeding criteria
When weeding the following is considered: age, frequency of use, multiple copies,
appropriate coverage in a changing world, and does the material include stereotypical
or biased information and illustrations.
The Library staff works on weeding any medical books that have a copyright date older
than five years when inventory is done on the collection. Medical books that have
historic value remain in the collection and are labeled Historical.
Inventory
To keep the collection balanced and to ensure a quality, relevant and used collection,
an inventory of the library collection is done every other year. Inventory is a vital
element of collection maintenance. The library remains open for normal circulation
and a designated section(s) of the collection is targeted for inventory. When the
entire collection is done all at once, it is usually done at the end of the spring
semester.
• Staff conducts a search for unreturned, overdue and/or missing items.
• If an item is missing during the first inventory, a note is made on the printed
report. If it is still missing during the second inventory, it is considered missing.
Items reported missing during the second inventory are deleted from the system and
the print report is placed in a file for consideration to reorder.
• If an item is lost and paid for, it is marked L&P (Lost & Paid) in the system.
• If an item is withdrawn, it is marked (W). All items are up for consideration
to reorder and/or update.
• When the inventory is complete, all missing, lost and withdrawn items are recorded
and removed from the online catalog database.
Policy Review
The Collection Development Policy is reviewed annually by library director, library
staff, college faculty, and the Learning Resource Committee for revision when appropriate.
Intellectual Freedom
Clarendon College Library upholds the principles of the “Library Bill of Rights” and
"Freedom to View" statements. The library strives to select material that represents
all sides of various issues. Because of this, certain groups and/or individuals may
consider some materials in the collection controversial. It is our intent not to offend
anyone or endorse a certain issue. Our goal is to provide materials that support the
diverse viewpoints of the college’s academic offerings, and the diverse backgrounds
and cultures of our students, faculty, staff and service area. If a library user has
a complaint regarding the material in the collection, they may fill out a “Request
for Reconsideration” form located at the circulation desk. The Library Director and
the Learning Resource committee will review the form, and a decision will be made
regarding the challenged material, and the complainant will receive a written copy
of the decision.
First Amendment
Congress shall make no law respecting an establishment of religion or prohibiting
the free exercise thereof; or abridging the freedom of speech, or of the press; or
the right of the people peaceably to assemble, and to petition the government for
a redress of grievances.
The Freedom to Read Statement
The freedom to read is essential to our democracy. It is continuously under attack.
Private groups and public authorities in various parts of the country are working
to remove or limit access to reading materials, to censor content in schools, to label
“controversial” views, to distribute lists of “objectionable” books or authors, and
to purge libraries. These actions apparently rise from the view that our national
tradition of free expression is no longer valid; that censorship and suppression are
needed to avoid the subversion of politics and the corruption of morals. We, as citizens
devoted to reading and as librarians and publishers responsible for disseminating
ideas, wish to assert the public interest in the preservation of the freedom to read.
(Full statement on ALA website.)
Position Statement on the Confidentiality of Library Records
The members of the American Library Association, recognizing the right to privacy
of library users, believe that records held in libraries which connect specific individuals
with specific resources, programs or services, are confidential and not to be used
for purposes other than routine record keeping: i.e., to maintain access to resources,
to assure that resources are available to users who need them, to arrange facilities,
to provide resources for the comfort and safety of patrons, or to accomplish the purposes
of the program or service.
Code of Ethics of the American Library Association
As members of the American Library Association, we recognize the importance of codifying
and making known to the profession and to the general public the ethical principles that
guide the work of librarians, other professionals providing information services,
library trustees and library staffs. Ethical dilemmas occur when values are in conflict.
The American Library Association Code of Ethics states the values to which we are
committed and embodies the ethical responsibilities of the profession in this changing
information environment. We significantly influence or control the selection, organization,
preservation, and dissemination of information. In a political system grounded in
an informed citizenry, we are members of a profession explicitly committed to intellectual
freedom and the freedom of access to information. We have a special obligation to
ensure the free flow of information and ideas to present and future generations. The
principles of this Code are expressed in broad statements to guide ethical decision
making. These statements provide a framework; they cannot and do not dictate conduct to
cover particular situations.
- We provide the highest level of service to all library users through appropriate and usefully
organized resources; equitable service policies; equitable access; and accurate, unbiased,
and courteous responses to all requests.
- We uphold the principles of intellectual freedom and resist all efforts to censor
library resources.
- We protect each library user's right to privacy and confidentiality with respect to information
sought or received and resources consulted, borrowed, acquired or transmitted.
- We recognize and respect intellectual property rights.
- We treat co-workers and other colleagues with respect, fairness and good faith, and advocate
conditions of employment that safeguard the rights and welfare of all employees of
our institutions.
- We do not advance private interests at the expense of library users, colleagues, or
our employing institutions.
- We distinguish between our personal convictions and professional duties and do not allow
our personal beliefs to interfere with fair representation of the aims of our institutions
or the provision of access to their information resources.
- We strive for excellence in the profession by maintaining and enhancing our own knowledge
and skills, by encouraging the professional development of co-workers, and by fostering
the aspirations of potential members of the profession.
Adopted at the 1939 Midwinter Meeting by the ALA Council: amended June 30, 1981; June
28, 1995; January 22, 2008; and June 29, 2021.
Library Bill of Rights
The American Library Association affirms that all libraries are forums for information
and ideas, and that the following basic policies should guide their services.
- Books and other library resources should be provided for the interest, information,
and enlightenment of all people of the community the library serves. Materials should
not be excluded because of the origin, background, or views of those contributing
to their creation.
- Libraries should provide materials and information presenting all points of view on current
and historical issues. Materials should not be proscribed or removed because of partisan
or doctrinal disapproval.
- Libraries should challenge censorship in the fulfillment of their responsibility to
provide information and enlightenment.
- Libraries should cooperate with all people and groups concerned with resisting abridgment
of free expression and free access to ideas.
- A person’s right to use a library should not be denied or abridged because of origin,
age, background, or views.
- Libraries that make exhibit spaces and meeting rooms available to the public they
serve should make such facilities available on an equitable basis, regardless of the
beliefs or affiliations of individuals or groups requesting their use.
Adopted June 19, 1939, by the ALA Council; amended October 14, 1944; June 18, 1948;
February 2, 1961; June 27, 1967; January 23, 1980; January 29, 2019.
Inclusion of “age” reaffirmed January 23, 1996.