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Allen Memorial Library Policies and Procedures Manual: Home

a collection of all policies and procedures for the VCSU Allen Memorial Library


Allen Memorial Library supports the mission of Valley City State University by offering professional information literacy instruction, curated research collections, and by providing a physical and digital destination for student information needs.
  • To support the University’s mission and promote student success
  • To collect a diverse and useful array of resources to support University learning objectives
  • To lead the campus in cultivating information literacy skills for the 21st century citizen
  • To offer access to information of all kinds for both in-person and online students
  • To provide a destination for reference, research, and study on campus and online
  • To extend information resources and services to users in the local area and in the broader community
Library Hours
The library building follows Valley City State University’s hours of operation with minor additions and changes including evening hours during the academic year. The library website provides 24/7 access to electronic resources and information request forms.
Library Users

All Valley City State University students, staff, and faculty are considered library patrons and are provided with full access to materials and services using the university-issued ID card. Emeritus staff and faculty are also automatically considered library patrons and do not need to apply for a card. Persons from the community may use library resources and/or may elect to become a local library patron by applying for and receiving a community patron library card. To best meet the library’s mission, priority for resources and staff time is given to university users.
Loan of Materials

Materials will be loaned to patrons with a valid library card; library staff may request verification of patron information during the circulation process.
There are several collections of materials available for check out from Allen Memorial Library including but not limited to overnight, three-hour reserve, three day and four-week loan. Every effort is made to inform borrowers of material due dates; however it is ultimately the responsibility of the borrower to verify and adhere to the due dates in order to prevent fines and fees from being levied.
  • The library will issue overdue courtesy notices. Fines may be charged for overdue items, and items that remain unreturned are declared lost. After the item is declared lost, a bill for the cost of the item plus a non-refundable handling fee will be sent to the borrower and the Valley City State University Business Office for collection. Students with outstanding bills will not be allowed to check out additional materials until their account is settled.
  • Faculty and Staff
  • Faculty and staff at Valley City State University may borrow most library materials for one semester. They may renew materials at the end of Fall Semester, but must return all materials at the end of the academic year.
  • Faculty and staff are not charged fines but are billed the cost of lost materials plus a non-refundable handling fee for each item that has been declared lost.
  • Community
  • Allen Memorial Library issues community borrower library cards to residents of the city or county upon approval of a community borrower registration form and proof of current address. Circulation policies for community patrons vary by resource type but are defined in the library’s internal Policy and Procedure Manual and on the library website.
Interlibrary Loan

Learning resources unavailable at the VCSU Library may be requested from other libraries. Most interlibrary loans are available to faculty, staff, and students at no charge when requests are made following approved procedures. If, however, the lending library charges a fee, that fee may be passed on to the patron. Community patrons holding a valid university library card may request an interlibrary loan after seeking to obtain materials through services provided by the local public library.
Course Reserves

Faculty may place personal or library-owned materials on physical reserve at the library or on electronic course reserve. The library does not collect or share data on the circulation or use of materials. 
Information Literacy
Professional librarians offer information literacy/instruction sessions to help students gain information literacy skills necessary for life-long learning, and to help them complete research projects, term papers and class assignments.
These sessions are tailored to a given class, so must be scheduled at least one week in advance. Library staff will schedule sessions for almost any time of the day or evening and welcome all classes.
Computer Use

VCSU Library computer equipment is available to provide access to information for educational, instructional and research needs. Users must comply with the guidelines on computer and network usage set forth in Section 1901.2 of the Policies and Procedures of the North Dakota University System (NDUS) as well as the library rules for use. Library personnel reserve the right to restrict use of library computer equipment.
Confidentiality of Library Records

In accordance with North Dakota state law, Allen Memorial Library does not release information on library users or their use of information. North Dakota Century Code, Section 40-38-12, states: “Any record maintained or received by a library receiving public funds, which provides a library patron's name or information sufficient to identify a patron together with the subject about which the patron requested information, is considered private and is excepted from the public records disclosure requirements of section 44-04-18. These records may be released when required pursuant to a court order or a subpoena.” 
It is the responsibility of the library user to comply with federal copyright laws when copying or reproducing any information sources. Please ask the professional librarian for additional information on copyright policy.

Purchase of Library Materials

To support the overall mission of Valley City State University, library personnel provide access to resources through a customized request-for-purchase system, expedited cataloging and processing, information literacy instruction on the use of resources, and an interlibrary loan/document delivery system which provides access to materials that are not owned by the library. Collection development specifics are outlined in the library’s internal Collection Development Policy and Procedure Manual.

Faculty suggestions for purchase of resources related to academic programs are given first priority. Faculty are encouraged to provide complete bibliographic information to facilitate purchasing and assure accuracy of purchases.

A portion of the annual library budget is allocated for the purchase of resources related to each academic area of study. The final decision to purchase is made by the Library Director, based on a variety of professional criteria, including the following: the availability of funds, professional reviews, applicability to the curriculum, usage/expected usage data and the cost effectiveness of the resource. Ongoing subscription decisions are subject to similar decision-making conditions.

High-value requests will be ordered on approval and must be reviewed by the requesting faculty member and the collection development librarian before being submitted to the Library Director for final approval for purchase.
De-selection of Library Materials

The library withdraws materials from the collection on an ongoing basis. Decisions for de-selection are made using professional collection development tools and procedures.

Gifts to the Library

The library accepts gifts of material and equipment that meet the library's collection development policy and reserves the right to dispose of or offer items to faculty and students which are not selected for addition to the collection.
Sponsored by: Director of Library Services
Reviewed: Winter 1996
Reviewed: February 2005
Number Change: October 2010 (formerly V480)
Revised:  March 2015

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