Customer Service Standards
- The library patron is the focus of everything we do.
- The library will treat all patrons in a non-judgmental manner, with courtesy, respect, and efficiency.
- All library departments will provide a welcoming environment for library patrons.
- The library will accommodate patrons 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 patron 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 continually assess and improve its services.
General Library Use
The services and resources of the Old Dominion University (ODU) Libraries are intended to support the academic, research, and learning experiences of the University community, in an atmosphere conducive to study, reflection and collaboration. Members of the ODU community have first priority to access and use of the facilities, resources, and services of the Libraries.
Behavior that interferes with those using the University Libraries for its intended purposes, or that intimidates, threatens or endangers the health or safety of others is prohibited. ODU students (including their guests) and employees are subject to all provisions of the Code of Student Conduct and Employee Standards of Conduct, respectively. Minors below the age of fourteen must be accompanied and supervised by an adult while using the Libraries. The Libraries participate in the Federal Depository Library Program (FDLP) and adheres to FDLP collection access guidelines.
At the discretion of Libraries staff, individuals whose behavior or conduct interferes with those using the Libraries for its intended purposes may be reported to ODU Police.
CELL PHONE USAGE IN THE LIBRARY
- 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.
ODU LIBRARIES POSTING POLICY
Perry Library has two official bulletin boards for the purpose of posting or displaying information relevant to the mission of the University. The bulletin boards are located in the back hallway on the 1st floor, across from the Writing Center. Additional posting areas can be found in the Music Library and the Hofheimer Art Library. The following criteria must be followed for all official and unofficial posting areas in the University Libraries.
The following criteria must be met, or the posting will be taken down without notice.
- Postings must have a contact name and phone number/email
- Flyers must be no larger than 11" x 17"
- A maximum of one flyer per posting area is allowed.
- Postings may only be posted to the two bulletin boards across from the Writing Center in Perry Library, the bulletin board next to the Help Desk in the Music Library, and the glass posting area in the Hofheimer Art Library.
- For event flyers, the sponsoring group must be an ODU department or SGA approved student organization or the flyer must have an ODU student or faculty member's contact information.
All bulletin boards will be cleared periodically.
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March 21, 2019
CONFIDENTIALITY OF LIBRARY RECORDS
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.
EMERGENCY EVACUATION PROCEDURES
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 Perry Library has rooms of various sizes for library- and university-related activities. Use policies are presented here.
CONFERENCE ROOM -- #1310-1311
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 Head of the Learning Commons & Branch Libraries, the Deputy University 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 without prior permisson from Learning Commons staff.
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 department, campus office, or an ODU student organization registered with the Office of Leadership and Student Involvement. 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 staff after determining room availability.
Food and drink are permitted in the room. The requester 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 requester 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. The requestor is responsible for the reservation, delivery, and return of equipment for events. Exceptions to this policy should be discussed with the University Librarian, the Head of the Learning Commons & Branch Libraries, the Deputy University 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.
No more than four Activity Hour requests (e.g. Tuesdays and Thursdays 12:30pm-1:30pm during the fall and spring) will be considered for the upcoming semester. For example, during the fall semester you can only submit four Activity Hour reservation requests for the spring semester. If you have more than four Activity Hour requests you will need to submit the remaining requests at the begnning of the spring semester.
Abuse of these policy requirements may result in loss of room use privileges.
October 2019
LIBRARY INSTRUCTION ROOM -- #1306
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 Deputy University Librarian, or the Head of Teaching & Learning Initiatives.
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.
- Room 1306 is not available for reservation for classes that are not participating in library instruction.
- 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 -- Exhibits, etc
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.
POLICY FOR USE OF LIBRARIES SPACES FOR EXHIBITS, STUDENT ART SHOWS, PERFORMANCES AND RECEPTIONS
OVERVIEW
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.
DEFINITIONS
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. The Learning Commons Conference Room is governed under a separate policy and procedure administered by the Learning Commons User Services Manager.
SCOPE
This policy encompasses spaces in the Old Dominion University Libraries as listed above (Section B) and is consistent with University Policy 3200: Use of Facilities and Grounds.
POLICY STATEMENT
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 & Reserve Materials
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.
RESERVE MATERIALS
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.
SECTION 107 FAIR USE
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:
- The purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
- The nature of the copyrighted work;
- The amount and substantiality of the portion used in relation to the copyrighted work as a whole;
- 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.
BOOK RESERVES
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.
Guidelines:
- All materials placed on reserve will be at the initiative of faculty for the non-commercial, educational usage of students.
- Whenever possible, materials for reserve will be owned by the faculty member or the Libraries.
- At the end of each semester, reserve materials belonging to faculty members will be returned to them.
- There will be no charge for access to reserve materials.
Gift Policy
ODU Libraries are not currently accepting donations of physical materials through Spring 2022.
While we greatly appreciate the generosity of people wishing to donate physical materials to the University Libraries, we currently do not have the space or staff to accept and process books, periodicals, media, and other physical materials. Contact Karen Vaughan (kvaughan@odu.edu) with questions.
Please consult the Head of Special Collections and University Archives (libspecialcollections@odu.edu) if you wish to donate manuscripts, rare books, and University-related collections.
The Libraries adopted a new Gift Policy in March 2018 to address accepting gifts of books, journals, media, and resources in other formats offered to the Old Dominion University Libraries general collection in support of teaching, learning, and research needs of University students and faculty. Both monetary donations and gifts-in-kind are essential for enriching the quality and depth of the Libraries' collections. The ODU Libraries welcome and appreciate gifts that support the academic teaching and research mission of the university.
OLD DOMINION UNIVERSITY LIBRARIES GIFT POLICY
Updated 2018.3.21
I. GENERAL
This policy addresses accepting gifts of books, journals, media, and resources in other formats offered to the Old Dominion University Libraries general collection in support of teaching, learning, and research needs of University students and faculty. Both monetary donations and gifts-in-kind are essential for enriching the quality and depth of the Libraries' collections. The ODU Libraries welcome and appreciate gifts that support the academic teaching and research mission of the university.
The Libraries' Special Collections and University Archives (SCUA) preserve and make accessible collections and records of historical importance to the university, region, state and nation. SCUA accepts both physical and digital items. SCUA has a separate set of policies and procedures for accepting donations. More information about SCUA policies can be found on the Libraries' website: http://www.odu.edu/library/special-collections.
II. ACCEPTANCE
All gifted materials become property of the ODU Libraries in accordance with the Old Dominion University Foundations Gift In Kind Acceptance Guidelines. The Libraries require donors to contact Libraries staff to discuss their donation in advance. Materials transported to the Libraries (including the Perry Library front desk, the branch libraries, or any other Libraries locations) will not be accepted without prior approval or communication with the Scholarly Communication and Collection Management Librarian, the Head of Special Collections and University Archives, or the University Librarian.
ODU Libraries are under no obligation to discuss retention decisions with the donor or other parties. While Libraries recognize that materials may have value to a donor and potential value to an institution, not every collection is a good fit. In most cases, it will not be possible to accept all items in a gift.
Factors considered when reviewing gifts include:
- the relationship of the materials to Old Dominion University's academic curricula and faculty research interests
- the strengths and weaknesses of the existing collections
- the inherent value of the donated items
- the capability of the Libraries to process and house the materials
- physical condition of the gift
III. RESTRICTIONS
Books, journals, media, and other materials donated to the Libraries are designated for addition to the collections based on the recommendations by Libraries staff. Gifts to which the donor wishes to add restrictions, such as separate housing, perpetual retention, return of items not added to the collection, or restricted access, are usually not accepted. Exceptions to this policy are considered only in special circumstances, and must be approved by the University Librarian in advance of the donation.
Examples of restricted materials include:
- Materials that are not in good physical condition, e.g., contain mold, substantial tears, stains, water damage or are in any way impaired
- Materials that require significant restoration or conservation or unique storage, unless accompanied by appropriate funding or if deemed appropriate for Special Collections and University Archives
- Gifts on which a donor places restrictions that will negatively affect access to and use of the materials
- Most publisher's samples or desk copies
- Textbooks and laboratory manuals
- Popular trade paperbacks
- Single issues of periodicals or partial runs of bound periodicals, unless they fill gaps in our current collection
- Outdated, superseded titles.
- Outdated media formats such as VHS, cassettes, etc.
- Materials duplicating current holdings
- Photo copies/facsimiles of original materials
IV. DELIVERY OF MATERIALS
Delivery of accepted donations must be arranged in advance. Materials may be delivered to Perry Library during regular business hours (Mon.-Fri., 9 am - 5 pm) with prior approval by Libraries staff. Alternative delivery times and pick-ups may be possible for larger donations in the local area. Libraries staff may wish to schedule an on-site visit to examine the items before a decision is made. Please note that the Libraries expect donors to bear the cost of transporting items.
V. ACKNOWLEDGEMENT
The Libraries will maintain a record of the gift using the Libraries' Gift-In-Kind Form. Materials donated to the Libraries are acknowledged upon request via correspondence to the original donor, and a record of the donation maintained. Once accepted and received, gifts will be processed according to priorities established by Libraries staff. Staff will also determine where the materials are housed and how, or if, they will circulate. If a donor wishes to see their donations processed quickly, we encourage them to include a monetary gift that will support expedited processing.
Donors of collections may request to receive confirmation of the number of items donated, not a list of specific titles. Donations to Special Collections and University Archives or born-digital collections not included as scholarly works in the Institutional Repository will require a deed of gift signed by the University Librarian.
VI. APPRAISAL
Federal tax law generally allows individual donors who give non-cash gifts to the University to claim a charitable contribution deduction for the fair market value of the gift. The IRS requires an independent appraisal if a donor plans to claim a charitable deduction above a certain value.
The University Libraries are not permitted by the IRS to give donors an estimate of the value of gifts. Tax implications of gifts are the responsibility of the donor to investigate and the Libraries encourage donors to consult legal, tax accounting, or other professional advisors about the current IRS regulations (www.irs.gov) governing non-cash charitable contributions.
VII. CONTACTS
To offer a gift or obtain further information, please contact: Scholarly Communication and Collections Specialist at LibraryGifts@odu.edu
To offer rare books, manuscripts or archival materials, please contact: Head, Special Collections & University Archives at libspecialcollections@odu.edu
To offer monetary donations, please contact: University Librarian.
Collection Development Policy
August 1, 2018
See also: Collections Disclosures