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Policies & Procedures

Perry Library

Customer Service Standards

  • The library customer is the focus of everything we do.
  • The library will treat all customers in a non-judgmental manner, with courtesy, respect, and efficiency.
  • All library departments will provide a welcoming environment for library customers.
  • The library will accommodate customers with special needs requests.
  • Library staff will acknowledge all telephone, email, and in-person requests in a timely manner.
  • Library staff will answer all telephone calls promptly.
  • In the event staff members are unable to help a customer immediately, they will always research the question, follow-up and/or make an appropriate referral.
  • The library will investigate and act to resolve all questions, concerns or complaints in a constructive, positive, and timely manner.
  • The library will continuously assess and improve its services.

General Library Use

The services and resources of the Perry Library are primarily intended for academic use by the Old Dominion University community in an atmosphere conducive to research and study. Members of the Old Dominion University community have first priority to access and use of the facilities, resources and services of the Library.

Behavior and noise that is disruptive to those using Perry Library for legitimate reasons is not acceptable. In order to maintain a scholastic environment, the Library may require that children and young adults sixteen and younger be in the company of and under the immediate supervision of an adult. ODU subscribes to the GPO depository access guidelines.

At the discretion of a library staff member, unsupervised children and young adults who are disturbing other library users will be reported to the Office of Public Safety for removal from the building.

  • In order to provide an optimum environment for using the Library, we ask that you turn off cell phones, audible pagers and similar devices when entering the library.
  • If it is necessary to conduct a cell phone conversation, we ask that you do so away from study and research areas, preferably in the front lobby area or outside.
  • Please respect others by keeping conversations at low levels.
  • If such calls disturb other patrons, you will be asked to leave the library for the duration of the call.

The Old Dominion University Libraries maintain the confidentiality of all library borrowing records and of all other information relating to an individual's use of the library's resources and services.

This policy is in accordance with § 2.2-3705(A)(3) and (10) and §2.2-3806(A)(2) and (3) of the Code of Virginia, which addresses the confidentiality of and access rights to library records, with the Old Dominion University 's Student Handbook's "Students Rights and Freedoms," and with the Association of College and Research Libraries statement on "Intellectual Freedom Principles for Academic Libraries."

Except as provided below, the Old Dominion University Libraries may release an individual's library information only to that individual, to another individual with the prior written consent of the individual concerned, or under a lawfully issued subpoena or court order. The concerned individual and/or the individual obtaining the information must provide proof of identity. All correspondence and other communications to library patrons will protect the privacy of their library records.

Library information includes, but is not limited to, an individual's circulation records, address and other registration information, reference or informational questions asked and participation in library-sponsored classes or programs.

Within the Library and the University, access to such information will be restricted to authorized personnel for authorized reasons, as determined by the University Librarian or his/her designated representative.

When the fire alarms sound in the library building:

  • The building is to be evacuated as quickly and safely as possible.
  • Patrons will exit through the emergency stairways on the four corners of the building. The front and back stairways are not considered emergency exits. However if people do use those steps to exit, they are not to be stopped. People should also be directed out the front door if that is the closest exit.
  • Handicapped patrons should be directed to go into the stairwells of the emergency exits and then security or police should be alerted to their location for assistance.
  • Police and/or security will advise staff when it is safe to return to the building.

Room Use

The Learning Commons Conference Rooms are designed for programs and events open to ODU students, faculty and staff that support learning opportunities and engagement. The use of the room shall be consistent with the educational mission of the University and with the general nature of the facility. Exception to these guidelines may be authorized by the University Librarian, the Associate University Librarian, the Administrative Services Librarian or appropriate designee.

General Policy for Use of the Room

The academic work of the University shall hold a primary place in the use of the room and all uses for purposes other than the University's academic activities must be arranged so as not to hinder or adversely affect the academic activity.

University facilities shall not be used to promote a political, economic, social or religious cause unless a university group sponsors the cause. No commercial activities shall be permitted except those sponsored by university groups.

Specific Policies

Information on room descriptions and setups and available technology can be found on the Learning Commons Conference Rooms page, which also links to the conference room calendar and the conference room request form. The sponsoring group must be an ODU campus office or an ODU student organization registered with the Office of Student Activities and Leadership (OSAL). A reservation is required for programs in the conference rooms and requests are submitted through the online form which insures that all needed information is provided. Room requests will be confirmed or denied by Learning Commons operations staff after determining room availability.

Food and drink are permitted in the room. The requestor is responsible for making arrangements with Catering Services for delivery and for ensuring that all remaining food and drink is picked up or disposed of properly by the end of the event. The requestor is expected to return the room to its original condition.

The library does not loan equipment or provide staff to operate equipment for programs in the conference rooms. Equipment may be obtained from other sources such as Classroom Central or other University departments. Requestor is responsible for reservation, delivery and return of equipment for events. Exceptions to this policy should be discussed with the University Librarian, the Associate University Librarian, the Administrative Services Librarian, or appropriate designee.

The room is not available for use during times the library is closed or when staff is not available. The University Librarian, or designee, is the only person who has the authority to alter the opening and closing times of the facility.

Abuse of these policy requirements may result in loss of room use privileges.

February 2014

This room is designed for instruction in the use of library resources and services, including workshops and classes for faculty, staff and students, as well as for in-house training and library committee and team meetings requiring the use of projection and/or multiple computers. Exceptions to this policy may be authorized by the University Librarian, the Associate University Librarian, the Administrative Services Librarian or appropriate designee.

General Policy for Use of the Room

Room 1306 is used for library workshops, library instructional classes and library staff training purposes. Library instruction takes precedence over all other requests and reservations even if prior reservations have been made for other meetings .

Specific Policies

University faculty requests for library instruction are made through the request library instruction online form. Instructional sessions and room assignments are scheduled by library staff; if meeting facilities and instructor are available, confirmation will be sent by e-mail to the requestor. If the form is not functioning, requestors may contact Megan Smith by telephone at 683-4182.

Assistance with equipment use is available upon request from Megan Smith. Other chairs and tables-but not computer stations-may be moved to accommodate group needs. The requestor is expected to return the room to its original arrangement and condition, including the proper turning off of projection equipment.

The room is not available for use during times the library is closed or when library staff is not available. The University Librarian, or designee, is the only person who has the authority to alter the opening and closing times of the Library facility.

The Digital Services Center is designed to support the digitization and editing of images, text, audio and video for the teaching and research needs of ODU faculty, staff, and students. Staff is available to assist users with digital projects, course materials, and presentations.

Hours of Availability: Monday through Friday 10am-3pm or by appointment.

General Policy for Use of the Room

The Center is not intended for group instruction, except on an as needed basis for small-group library instruction sessions and for digital training of small groups. Requests for small group digital training may be made through the Digital Services Coordinator (kvaughan@odu.edu) or Head of Reference and Research Services (nschafer@odu.edu). Because of security concerns, the Center may not be used unless staff is present.

Specific Policies

Food and drink are prohibited in the public area of the Center.

Equipment is not available for use outside of the Center.

Users are expected to follow the library policies in regard to noise and cell phones.

The room is not available for use during times the library is closed or when library staff is not available. The University Librarian, or designee, is the only person who has the authority to alter the opening and closing times of the Library facility

Policy for use of Libraries spaces for exhibits, student art shows, performances and receptions

The purpose of this policy is to provide guidelines on the use of spaces within ODU Libraries for exhibits, student art shows, performances, receptions and other events that are not organized or sponsored by the Libraries.

Event: includes but is not limited to exhibits, student art shows, performances and receptions

ODU Libraries: ODU Libraries includes Perry Library, Diehn Composers Room and Hofheimer Art Library

Libraries spaces: Perry Library art gallery, DCR reading room, Hofheimer Art Library. TheLearning Commons Conference Room is governed under a separate policy and procedure administered by the Learning Commons Operations Manager.

This policy encompasses spaces in the Old Dominion University Libraries as listed above (Section B) and is consistent with University Policy #1660: Use of University Facilities.

The ODU Libraries are the center of the University's intellectual, cultural and social life. The Libraries, therefore, welcome requests by individuals and groups to hold events and/or display creative works and cultural artifacts in various formats within spaces at the Libraries.

Requests to use spaces within ODU Libraries must be directed to the Library Administration Office. Library Administration reserves the right to approve or decline requests. If a request is approved, the Libraries grant use of space only. All costs associated with events are the sole responsibility of the requestor. The Libraries will not provide financial, logistical or administrative support for events. Examples include but are not limited to paying for and/or coordinating event staff, security, information technology support, marketing, catering, parking, setup, tear-down, and housekeeping.

All items placed in the Libraries are done so at the owner's risk. The exhibitor assumes full responsibility for loss or damage to art works or other artifacts being exhibited or displayed in the Libraries. The Libraries do not assume responsibility for loss, theft or damage to any items being exhibited or displayed. The Libraries does not insure any exhibits. The Libraries do not engage in sale of creative works or in referral for sales. The individual or group granted approval to hold an event within Libraries space will be held financially responsible for any damage that occurs.

Receptions must take place within posted hours at the venue where located. If the location is Perry Library, caterers and/or other delivery services must enter and exit through the loading dock entrance. No red wine, red punch or blue punch may be served at events taking place within the Libraries.

The hanging system in the Perry Library art gallery permits some flexibility in height and positioning of artwork. No nails, hooks, anchors or other suspension devices may be embedded in the walls or columns. Nothing may be glued or fastened directly to the Libraries' walls or columns. Titles of paintings and other works of art may be fastened to the frames or the artwork.

Use of alcohol at receptions and all other events taking place within the Libraries is governed by Old Dominion University Policies #6603 ("University Drug and Alcohol Policy") and #1040 ("Use of Alcoholic Beverages").

Copyright Guidelines

The Old Dominion University Libraries Copyright Policy supports and advances the Constitutional principle that the fundamental purpose of copyright is to promote the progress of science and the useful arts through the broad dissemination of information in a manner consistent with current copyright law. The Old Dominion University Libraries' course reserve system serves to provide required readings and other materials that support the instructional requirements of specific courses. Essential to fulfillment of the fundamental role of the Libraries in the university setting is the confident and lawful exercise of legitimate use rights as set forth in the fair use provision, Section 107 of the United States Copyright Act of 1976.

For institutions of higher education, the cardinal portion of the Copyright Act of 1976 is Section 107, the fair use provision. This section sets forth the factors that must be evaluated in determining whether a particular use, without prior permission, is a fair, and therefore, permitted use. The legitimate and lawful application of fair use rights provides the necessary and Constitutionally envisioned balance between the rights of copyright holders versus societal and educational interests in the dissemination of information.

Section 107 is as follows:

Notwithstanding the provisions of 106 and 106A, the fair use of a copyrighted work, including such use by reproduction in copies or phonorecords by any other means specified in that section, for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship or research, is not an infringement of copyright. In determining whether the use made of a work in any particular case is a fair use the factors to be considered shall include:

  1. The purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
  2. The nature of the copyrighted work;
  3. The amount and substantiality of the portion used in relation to the copyrighted work as a whole;
  4. The effect of the use upon the potential market for or value of the copyrighted work.

All collections of the Old Dominion University Libraries-regardless of format-are purchased by the University for the nonprofit, educational use of students and faculty. All library materials are acquired with the understanding that there will be multiple uses of a limited number of copies. The library frequently pays a premium institutional subscription price for journals, that is many times the individual subscription price, for the privilege of supporting multiple academic users.

Fair use ultimately depends on the specific facts surrounding each proposed use, the following guidelines are intended to provide direction for use of the Old Dominion University Libraries Book Reserves.


  1. All materials placed on reserve will be at the initiative of faculty for the non-commercial, educational usage of students.
  2. Whenever possible, materials for reserve will be owned by the faculty member or the Libraries.
  3. At the end of each semester, reserve materials belonging to faculty members will be returned to them.
  4. There will be no charge for access to reserve materials.