CWU Library Service Policy
CONTENTS
1.0 INTRODUCTION
2.0 DEFINITION OF USERS
2.1 Rationale For Defining User Types
2.2 Hierarchical System for User Type Definition
2.3 User Types
2.31 University Users
2.32 Non-University Users
3.0 DEFINITION OF SERVICES
3.1 Lending Materials
3.2 Reference Services
3.3 Other Library Services
4.0 STATEMENT OF POLICIES
4.1 Service Policy Matrix
4.2 Specific Policies
4.21 Circulation Policies
4.22 Resource Retrieval Services Policies
4.23 Operational Schedule
4.24 Building Behavior Rules
4.3 Exceptions to Policy
1.0 INTRODUCTION
The purpose of this document is to provide a written summary of
the policies which define the specific services offered by the Library
of Central Washington University. The policy also states who may use
these services and how those services differ from one type of user to
another.
While some of the policies stated in this document have never
existed in written form, most have been written in various individual
letters, memos and other documents. Many of the policies are statements
of service policy as they have been implemented for a number of years.
In certain cases, this document recommends new policy.
These policies were reviewed by the Library Department Heads in a
series of meetings in the Winter of 1994. They were also reviewed by
all faculty and staff of the Library and by the Library Advisory
Committee.
2.0 DEFINITION OF USERS
2.1 Rationale for Defining User Classes and Groups
The Library Service Policy divides all users into two major
classes: University Users and Non-University Users. Each of these
major classes is further subdivided into specific user groups. The
major reasons for the classification of users are given in the following
brief statements.
1) Variation in Services Offered
The single most important reason for dividing users into
different classes and groups is because different services are offered
to the different user groups. Logically, the largest differences are
between the two major classes. There are also important differences,
however, between the specific groups.
2) Variation in Loan Periods
Different groups of users are allowed to check out materials
for different periods of time.
3) Variation of Duration of Privilege
Different user groups are given library cards which are
valid for varying periods of time. Some users may only have privileges
for a specifically defined period of time, while other users have life-
time privileges.
4) Variation of Charges
Some services in the Library are offered to users only if
they are willing to pay a cost-recovery fee. Those fees are charged
only to certain user groups. The fees vary from one group of users to
another.
5) Need to Report Data by Specific Groups
The Library is required to report detailed statistics
concerning use of services to various internal and external reporting
agencies. Compilation of these data often requires that various types
of users be listed separately.
2.2 Hierarchical System of User Group Definition
User group is determined using a hierarchical system based on the
kind and amount of service given. The services offered increase as the
user moves up in the classification hierarchy. The user groups are not
mutually exclusive. Any individual may qualify for several different
groups. The intention is to place a user in the highest category
attainable based on the defining characteristics.
2.3 User Classes and Groups
The following paragraphs define the two classes of users and the
groups within each division. The two classes are University Users and
Non-University Users.
2.31 University Users
Individuals in this division have some type of discernible
relationship with the University. Members of the CWU Retirement
Association are included in their appropriate categories of faculty,
staff or administration.
Faculty
Faculty are defined as individuals holding faculty rank with
Central Washington University. This category includes full-time, part-
time, adjunct, emeritus or any appointment given faculty rank per
Section 4.50 of the Faculty Code.
Graduate Student
A Graduate Student is any individual who is currently registered
as a graduate student or a Ògraduate on leave.Ó
Student
A Student is any registered undergraduate student at CWU. Off-
Campus also fall into this category.
Administrator
An Administrator is defined as any individual who is employed at
CWU in the status known as ÒAdministrative Exempt.Ó This category
includes individuals who are awarded Distinguished Administrator status
by the Board of Trustees upon retirement.
Staff
Users are designated as Staff if they are employed by CWU in the
status known as ÒClassified StaffÓ, including individuals who are
awarded Distinguished Staff status by the Board of Trustees upon
retirement.
Family
A person will be considered a Family User if he or she is over the
age of 14 and a member of the immediate family of a person employed by
CWU. This includes the employee’s spouse, children and other relatives
living in their home. While the family member over the age of 14 may
have a library card, the employee is responsible for any fines and
charges.
Temporary
A person is considered a Temporary User if he of she is a
participant in a non-degree, non-credit program of CWU. This category
includes Continuing Education Students, Elderhostel participants, etc.
Associate
An individual is considered an Associate User if he or she has an
informal or non-current relationship with CWU. This would include
individuals who have temporarily changed status with the University or
who will soon be qualified for one of the University User categories.
(Example: student who is not registered this quarter but has committed
himself to being a student next quarter)
2.32 Non-University Users
People in this class are individuals who have access to limited
services offered by the Library even though they have no formal
relationship with the University.
Courtesy
Individuals are given Courtesy user status only when awarded by
the President, Provost or Dean of Library Services. This category is
intended for a very limited number of individuals who are given a
library card as a professional courtesy.
Reciprocal Borrower
Users are considered Reciprocal Borrowers if he or she is given a
library card because of a reciprocal borrowing agreement between CWU and
another library or university. The only individuals who qualify for
this category at present, are those enrolled in off-campus programs at
one of the other state universities and who carry an ICCL Reciprocal
Borrowing Card. It is anticipated that the number of reciprocal
borrowing agreements between CWU and other organizations will grow in
the future.
Community Borrower
An individual is classified as a Community Borrower if he or she
acquires a library card as a result of paying the fee charged to members
of the local community.
Visitor
This category designates individuals who do not have borrowing
privileges from the Library. Their use is generally restricted to
services available within the Library building. They may not borrow
books, equipment or other materials. They do not qualify for a library
card.
3.0 DEFINITION OF SERVICES
This section contains the definition of each service offered by
the Library. The services are divided into major categories by type.
For the sake of brevity, definitions are given as phrases.
3.1 LENDING MATERIALS
This type of service is generally described as the traditional
lending of library materials. The service type is categorized by the
kind of material to be loaned to users.
General Stacks Books: Monographs housed in the bookstacks
Reference Books: Reference books designated by the REF
suffix
Serials: Bound volumes and individual issues of
journals, magazines, newspapers, etc.
Government Documents: Materials housed in the Government
Documents Collection on the third floor;
includes state, federal and U.N. documents
Reserve Items: Items placed on 2-hour reserve at the
Reserve Desk adjacent to the Circulation
Desk
Microforms: Materials in micro format, including
microfilm, microfiche, and microcard
Music Recordings: Sound recordings stored in the Music
Library, including phonodisks, tapes and
compact disks
CD-ROMs (Except Ref.): CD-ROM disks stored in the Documents
Department Collection
Special Collections: Materials stored in the Special
Collections Room (these materials are
rare, unique or very valuable items which
warrant special protection).
Closed Stacks: Due to their particular subject matter or
format, there materials are housed in a
special protected area. These materials
do circulate.
Storage: Certain materials placed in storage within
the building because of their age and
infrequent use. These materials are
available on overnight retrieval when
requested.
3.2 REFERENCE SERVICES
This category of service includes the traditional services offered
by staff at the Reference Desk. The major defining characteristic is
access to information.
Reference Desk Service: Assistance in finding materials provided
by a person working at the Reference Desk
CD-ROM Database Searches: The ability to search CD-ROM databases
offered only in the building or through
the computer network
Computer Searches: Searches of an electronic database which
is not available locally completed by a
charged to cover the expense incurred
within the electronic database.
Bibliographic Instruction: Direct instruction to a class or group of
people by a member of the Reference Staff.
May take place in the Library or at
another location.
Special Research Reference Librarian provides lengthy,
Assistance: thorough assistance to a major research
project such as a master’s thesis
Distant Electronic Access to electronic databases not
Databases: maintained at the Ellensburg campus
completed directly by the user.
3.3 OTHER LIBRARY SERVICES
This category of service includes miscellaneous types of service
offered by various areas of the Library. Refer to Section 4.2 for
specific policies and costs.
Interlibrary Loan: The process of having our Interlibrary
Loan Office borrow materials from another
library
Private Study Carrels: Assignment of a private, locked study
carrel. (Reserved for graduate students,
faculty and administrators.)
Music Listening: The ability to listen to recorded music in
the Music Library
Resource Retrieval The service of receiving a document
Services: retrieved from another location by
electronic means
Microform Copying: Use of the coin-operated microform copy
machines
Photocopying: Use of the coin-operated photocopy
machines
Reserve Placement: Placing an item in the Reserve Collection
Quiet Study: The ability to study at the tables or
study carrels throughout the building (in
observance of rules)
Hold Requests: The ability to flag an item that is
currently checked out or lost so that the
requestor will be notified when the item
is returned. The item will be held for
the requestor
Photocopying: Photocopying materials for users
Laminating: The process of attaching a plastic film
laminate to paper or cardboard
Binding: Binding of sheets of paper together by any
of several means
Transparency Production: Production of transparencies from masters
provided by the users
Typewriter Workstations: Use of the typewriter workstations
Computer Workstations: Use of the computer workstations
Dry Mount Pressing: The process of mounting 35mm slide film
into cardboard mounts
Media Supplies: Certain media supplies related to services
offered in the area are sold to users for
convenience
Paper Cutters: Use of the public paper cutters
FAX Service: Sending or receiving FAX messages through
the service desk
4.0 STATEMENT OF POLICIES
The general statement of the policies concerning what types of
services are available for the various groups of users is presented in
the form of a matrix. The matrix is shown on the next 4 printed pages.
4.11 Policy Matrix
4.12 Policy Matrix
4.13 Policy Matrix
4.14 Policy Matrix
4.2 SPECIFIC POLICIES
4.21 Circulation Policies
The following policies relate to the lending of materials by the
CWU Library to valid users.
Borrowing Policies
A Central Washington University ID card or library card must be
presented when checking out library materials. They are the only
accepted identification for borrowing print materials. Users are
responsible for all materials charged on the card. We encourage users
to place a search request at the Circulation Desk for materials which
they are unable to locate on the shelves.
Loan Periods
The loan period for General Collection, Documents, and Children's
Literature is 14 days, except for faculty and graduate students who may
borrow materials for a 30 day loan period. All materials are subject to
recall after two weeks when requested by another patron. Materials are
subject to immediate recall if someone asked that they be placed in the
Reserve Collection. Materials are to be returned before the Library
closes on the date due. Materials may be renewed, as necessary, unless
they are requested by another borrower. Items must be brought in to the
Circulation Desk for renewal. Reserve materials circulate to all
borrowers for two hours or overnight. Items in the Library that do not
circulate include: Reference, Microforms, Periodicals, Special
Collections, some materials in the general stacks, etc. All borrowers
are subject to a limit of 25 checked out items at any given time.
Anyone with charges exceeding $100.00 will have his or her circulation
privileges suspended until the debt is cleared.
Service and Replacement Charges
All borrowers are subject to charges. The date stamped in the
book is the first notice of the due date. Failure to receive notices
does not exempt borrowers from responsibility for charges. The
following charges are incurred when items from the regular collection
are not returned to the Library:
l A $2.00 fine is assessed for each item that becomes
seven days overdue
l An additional fine of $3.00 per item charge is assessed when
materials become fourteen days overdue
l An additional $7.00 per item processing fee is assessed when
materials become 21 days overdue
l A replacement cost is also assessed on the 21th day after
the due date. The replacement cost is based on the value of
the book estimated by the vendor.
l If the missing item is returned to the Library or found, the
replacement cost is refunded.
l The fines and processing fee are not refunded unless the
Library is found to have incorrectly assessed the fines.
The fine for overdue Reserve materials is $1.00 per hour not to
exceed $30.00 If a reserve item is not returned within 48 hours of the
due date and time, the borrower will be charged the full amount of
charges due plus the current replacement cost of the material.
All charges must be paid at the cashier's office in Barge Hall.
University records may be held until such charges are cleared. Failure
to comply with Library policy may result in the revocation of library
borrowing privileges.
Government Documents and Maps Circulation Policies
As a depository library, all government documents are available
for use within the library by all persons (Chapter 19, Title 44, U.S.
Code). The circulation policies for government documents are the same
as those listed in Section 4.2 above. The only materials which do not
circulate are those classified as ÒDocs. Ref.Ó or ÒMap Ref.Ó and any
item marked with a label which states ÒLibrary Use OnlyÓ or some similar
statement.
4.22 Resource Retrieval Service Policies
Any individual who holds a CWU library card can use Resource
Retrieval Services on the following levels:
Level I Level II
(CWU pays the first $6.50 toward (Patron pays entire cost of
resource retrieval. The users pays service, $6.50 minimum.)
the balance)
------------------------------ ------------------------
Faculty Employee family
Grad students Temporary
Students Associates
Administrators Courtesy card holders
Staff Community card holders
When a user borrows material, whether material is obtained from
interlibrary loan sources or from a commercial supplier, the University
pays the first $6.50 of any charge for Level I users. Level I users pay
the balance of charges above $6.50, if any. Level II users pay the
entire cost of the resource retrieval, with a minimum of $6.50 per item.
4.23 Operational Schedule
The Library operates on several different schedules, depending on
the time of year and whether or not classes are in session. The Library
is usually open only Monday through Friday, 8 am to 5 pm between
sessions. The Library is typically closed on all official state
holidays. The following schedule gives the usual operating hours for
the Library and various services within the library building.
Typical Operating Schedule - Class in Session
Main Library Monday - Thursday 7:30 am - Midnight
Friday 7:30 am - 5:00 pm
Saturday 9:00 am - 5:00 pm
Sunday 1:00 pm - Midnight
Music Library Monday - Thursday 8:00 am - 5:00 pm,7:00pm-10pm
Friday 8:00 am - 5:00 pm
Saturday 2:00 pm - 5:00 pm
Sunday 2:00 pm - 5:00 pm,7:00pm-10pm
Documents, Monday - Thursday 8:00 am - 10:00 pm
Maps and Friday 8:00 am - 5:00 pm
Microforms Saturday 9:00 am - 5:00 pm
Sunday 1:00 pm - 10:00 pm
Fishbowl Monday - Thursday 8:00 am - 5:00 pm
Copy Friday 8:00 am - 5:00 pm
Services Saturday Closed
(Library 203) Sunday Closed
Media Monday - Friday 7:30 am - 5:00 pm
Circulation Saturday Closed
(Library 103) Sunday Closed
Media Monday - Friday 8:00 am - Noon, 1 - 5 pm
Administration
(Library 290)
Media Monday - Friday 8:00 am - Noon, 1 - 5 pm
Production
& Development
(Library 290)
4.24 Building Behavior Rules
1. Food and drink, other than water, are not allowed in the
public areas of the Library.
2. By state law, smoking or use of tobacco products in the
Library building is strictly prohibited. This includes snuff and
chewing tobacco.
3. Excessively noisy or disruptive behavior in the Library may
result in removal from the building or other disciplinary action.
4. The Library has been divided into four different zones with
different rules for each area. The purpose of defining zones is to
provide different atmospheres to suit different study needs.
Individuals present in the building are expected to honor these area
rules.
Silent Study - No talking or noise of any kind allowed
Quiet Study - No talking above a whisper
Group Study - Normal conversation permitted; loud
talking or noise prohibited
Staff Area - Normal conversation
4.3 Exception to Policy
Exceptions to the policies in this document may only be granted by
the President, the Provost, the Dean of Libraries or the Acting Dean of
Libraries. Exceptions are normall negotiated with the Dean of
Libraries. It should be noted that, according to the State Auditor,
certain rules are mandated by state law such that exceptions cannot be
granted.
The policies in this document were established by the Library to
optomize services to all our users. We understand that unusual
circumstances require flexibility. We will respond to these requests by
balancing the individual need against the best interests of the
University.