Category: Library
Number: LIB-001
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012

Purpose

The Arthur A. Wishart Library is committed to providing the highest possible levels of service and access to information. This policy outlines the general guidelines and expectations for Library services and access.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. Access
  • 1.1 The Arthur A. Wishart Library is accessible to the students, faculty and staff of Algoma University, adult members of the community, and to university students represented by the Canadian University Reciprocal Borrowing Agreement (CURBA).
  • 1.2 From time to time the Library may enter into reciprocal agreements with other groups not covered in 1.1.

• • 2. Hours of Operation
  • 2.1 Library hours of operation are established by the Library Management Team in consultation with Senior Administration and the Senate.
  • 2.1.2 The needs of academic year, user demand, budget, staff complement are critical variables in determining hours of operation.

• • 3. Behaviour Library Users
  • 3.1 The Library is a place for individual and group study and research. Groups are encouraged to contact the Office of the Registrar to book the Library Seminar Room to reduce the chance of disturbing other users.
  • 3.1.1 In all cases individuals or groups deemed to be causing a disturbance will be asked to leave the Library.
  • 3.1.2 If some Library users cause disturbances on a regular basis, the names and schools (if applicable) of these individuals will be recorded by Library staff and library privileges will be suspended.
  • 3.2 Any inappropriate behaviour will be reported to the University Librarian. Repeated or severe violations of this or other policies will result in sanctions under the university's Code of Student Conduct Policy (non academic). For information, please consult the Library Code of Conduct.

• 4. Mutual Respect
• 4.1 Librarians and Library staff are information professionals working to enhance the learning experience of all Library users.
• 4.2 Library users are individuals seeking to fulfill information needs for many purposes, including learning and research and entertainment and relaxation.
• 4.3 The Librarians, Library staff and Library users are expected to engage one another with courtesy and respect.

Category: Library
Number: LIB-002
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012
Revised: November 14, 2019

Purpose

The resources and services of the Arthur A. Wishart Library exist primarily to support the research and study needs of the academic community. Beyond this purpose, the Library recognizes that there is a legitimate need to offer as many of its services to members of the general public who have no formal connection with the University as possible.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. Free Access
  • 1.1 Members of the community are welcome to consult the collections and may also take advantage of the following services: assistance in the use of the print and online collections, Special Collections and Archives and the microform reading equipment. There is a charge for photocopying, printing and interlibrary loan.

• • 2. Borrowing
  • 2.1 The Registered Readers Program offers individual memberships to the general public and institutional memberships to businesses. The University Library is pleased to serve the community in this way. However, you are encouraged to check the holdings of the public libraries in the region for your research needs before applying for extramural borrowing privileges. The borrowing card may be used only by the person to whom it is issued. View further details on borrowing policies here.

• • 3. Restrictions on Public Access Services
  • 3.1 General
  • 3.1.1 As many library resources are now available electronically, community users are expected to have a basic knowledge of computers in order to use our library effectively. Help Desk staff are not able to perform searches for library users, but will provide instruction in the basic use of library research tools.
  • 3.2 Interpretation of Material
  • 3.2.1 Library staff do not interpret information, such as legal, medical, financial, statistical information or class assignments.
  • 3.3 Recommendations Regarding Purchases of Sources
  • 3.3.1 Library staff refer users to standard reviews of a work and advise the user to examine the library copy, if available. Generally, staff members do not make recommendations regarding such purchases.
  • 3.4 Appraisal of Books and Artifacts
  • 3.4.1 Library staff do not appraise the private property of users. Users are advised to consult a professional appraiser.
  • 3.5 Genealogical Searches
  • 3.5.1 Genealogical resources are available for consultation in the Library or in Special Collections and Archives (requires appointment). Otherwise, such questions are not undertaken by Library staff and generally are referred to the Archives of Ontario, museums, genealogical societies and/or public libraries.
  • 3.6 Bibliographies
  • 3.6.1 Library staff do not compile or check bibliographies. Staff do assist users in the use of bibliographical tools.
  • 3.7 Answering Quizzes, etc.
  • 3.7.1 No searching is done for answers to puzzles, quizzes, TV contests, etc. Assistance is limited to advising individuals about where they might locate such information.
  • 3.8 Service Limits
  • 3.8.1 As with in-house users, many factors enter into decisions concerning the amount of service that can be given to individuals, and judgment must be exercised. If unsure, Library staff should consult with the Public Services Librarian, or if not available, the University Librarian.
  • 3.9 Technology Use
  • 3.9.1 All patrons must adhere to Algoma University's Information Technology Acceptable Use Policy

• • 4. High School Use
  • 4.1 High school students are welcome to use the Arthur A. Wishart Library, but are encouraged first to make use of the resources available in their school and public libraries. Students must have acquired basic library skills prior to visiting the University Library and have a firm grasp of their research topic.
  • 4.2 Seminars for senior students are to be arranged by teachers or teacher-librarians.
  • 4.3 Teachers and teacher-librarians must remain with the students during the entire visit. Please refer to the Library website for more information.

• 5. Registered Reader Privileges
• 5.1 Due to copyright and licence restrictions, extramural and alumni borrowers are not eligible for document delivery of journal articles or photocopies of chapters from books.
• 5.2 The membership fee is available on an annual basis and is effective on the date of application.
• 5.3 Borrowing privileges are suspended pending the return of any overdue material and payment of all overdue fees.
• 5.4 The Registered Reader is responsible for all material borrowed in his/her name and will be charged for any library material that is overdue, lost or damaged while signed out in his/her name. For more information on fees, please see the Library’s borrowing policy.

Procedure

• 6. Application Forms are available at the Circulation Services Desk located on the main (3rd) floor of the Arthur A. Wishart Library. Fees must be paid before a Registered Reader library card will be issued. Assistance is available at the Circulation Desk.

Category: Library
Number: LIB-003
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012

Purpose

Audio visual equipment is booked and circulated at the Circulation desk in the Wishart Library.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• 1. Bookings for equipment should be made at least 24 hours in advance, in person or by telephone.

• 2. Between the hours of 8:30 a.m. and 4:30 p.m. equipment must be picked up at the Circulation desk. After 4.30 pm the equipment will be delivered to the classroom but remotes and keys for the equipment permanently installed in classrooms have to be picked up at the Circulation Desk in the library.

• 3. Problems with audio visual equipment should be reported immediately to the Circulation desk at Ext. 4615. Repairs can only be made if staff members are aware that the equipment is not functioning properly.

Category: Library
Number: LIB-004
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012

Purpose

To ensure that important borrowing information such as pre-overdue notices, over-due notices, and other messages reach faculty, staff and student borrowers using official university email accounts.

Scope

This policy applies to the Arthur A. Wishart Library user community who have been given official Algoma University email addresses by the ITS Department, including but not limited to faculty, employees, and students.

Policy

• 1. How Does the Library Contact Me?
• 1.1 All University Library correspondence for students, faculty and staff is sent to a Algoma University e-mail address.
• 1.1.1 See ITS Help Desk for information on your e-mail account and on forwarding mail to another address.
• 1.2 All borrowers are responsible for responding promptly to e-mail or print communications from the Library.
• 1.3 Printed notices will be sent for bills for replacement, and accumulated fees greater than $##.00.
• 1.4 All notices will be sent in print to users who do not have an e-mail address in their Library record.

Procedure

• 2. Managing Your Account
• 2.1 Borrowers can check the status of their account and modify contact information by using My (Library) Account.
• 2.2 If you have any questions about this policy or your account, please ask Circulation Desk staff, contact the library by email, or call 705-949-2301 x4610/x4615.

Category: Library
Number: LIB-005
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012
Revised: January 15, 2013

Purpose

The Interlibrary Loan (ILL) /RACER Service supplements local resources by obtaining research materials not owned or accessible at Algoma University from other libraries.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. Use of Service
  • 1.1 This service is available to Algoma faculty, students, and staff.
  • 1.2 Algoma alumni and members of the community, who have obtained a Registered Reader card from the Circulation Desk, may also use the Interlibrary Loan service on a cost-recovery basis (see below).

• • 2. Types of Requests
  • 2.1 Books, journal articles, government publications, conference proceedings, reports, Canadian theses, and microfilm / microfiche, maps, and textbooks. Audio-visual materials (videos, cds, etc.) (they are In-Library-Use-Only) can also be requested through Interlibrary Loan. The Wishart Library also needs to know the date on which the audio-visual material(s) is/are to be used.
  • 2.2 Lending is at the discretion of the lending library, not the Wishart Library.

• • 3. Materials not available for ILL
  • 3.1 Entire journal issues
  • 3.2 Electronic books (e-books)
  • 3.3 Unpublished, international (including U.S.) dissertations and theses
  • 3.4 Unpublished archives

• 4. Subsidized Requests
• 4.1 The Library subsidizes reasonable* costs of obtaining from Canadian libraries for Algoma University faculty, current students and staff.
• 4.1.1 The Library will pay up to *$25 maximum, per fiscal year, per person, to subsidize faculty, student, and staff research inter-library loan.
• 4.1.2 Any single or combination of inter-library loan requests exceeding $25 in a fiscal year will be paid by the faculty, student, or staff member making the request(s).
• 4.2 Requests can be made for material only obtainable from U.S. or international (e.g. the British Library) locations for faculty, students and staff, but lending and copying charges apply, payable by the requester.
• 4.3 Requests for material for personal interest are not subsidized.
• 4.4 Please inquire at the Circulation Desk for more details. Alumni and Community Borrowers are charged on a cost recovery basis.
• 4.4.1 These charges may include lending, photocopying, copyright, shipping, or brokerage fees, and must be paid when items are picked up or when the lending library billing information has been received. Contact Interlibrary Loan staff for further information.

Procedure

• • 5. Where to look before requesting an inter-library loan
  • 5.1 The Library's online catalogue.
  • 5.2 The Library's online journals and electronic books.
  • 5.3 If in doubt, consult a Librarian or Staff member.

• • 6. Making the request
  • 6.1 Please provide as much information about the item you wish to request, including author/editor, title, publication date, page numbers (if journal), ISBN or ISSN numbers.
  • 6.2 The Interlibrary Loan office (705-949-2101 ext. 4615 or ask for inter-library loans) is located on the main (3rd) floor of the Library behind the Circulation Desk, and is open Monday to Friday from 8:30 a.m. to 4:30 p.m. throughout the year.
  • 6.3 Or contact the Inter-Library Loan office by email.

• • 7. Loan Periods and Fines
  • 7.1 For books, the due date is indicated on the book band, with no renewals.
  • 7.1.1 The loan period may vary according to the policy of the lending library. Due dates are important. Your cooperation is appreciated.
  • 7.1.2 Failure to return materials by the due date may result in the suspension of borrowing privileges, and delay the processing of additional requests.
  • 7.1.3 Replacement costs set by the lending library, plus processing fees, will be charged for very overdue or lost materials as well as the fines accrued.
  • 7.1.4 Fines are $2.00 per day per overdue inter-library loan item.

• • 8. How long Does it Take?
  • 8.1 Regular requests may take up to five to ten working days depending on the lending library. Please submit your requests well in advance.

• 9. Pickup Location: Arthur A. Wishart Library
• 9.1 Borrowers can pick up processed materials at the Arthur A. Wishart Library's Circulation Desk. Users are notified by e-mail to pick up materials during Library Hours.

Category: Library
Number: LIB-006
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012
Revised: January 26, 2016
Endorsed by Senate: March 4, 2016

Purpose

The purpose of the collections development policy is to provide a written framework to guide the planning, building, selection and maintenance of library information resources in a manner that is relevant to the teaching and research needs of Algoma University and is cost-efficient. The policy provides a framework of principles that ensures selection across the curriculum in a manner that will serve the undergraduate and research communities at Algoma University.

The collection development policy does not replace the judgment of staff who are responsible for the selection and management of library resources. The intent of the policy is to describe the principles of collection management in a manner that is transparent and clear including how materials are selected, maintained and evaluated. Detailed needs for each department will be developed and maintained as that department’s Collection Development Department Profile.

Definitions

• Collection Assessment
• The systematic evaluation of the quality of a library collection to determine the extent to which it meets the library's service goals, objectives and the information needs of its clientele. Deficiencies are addressed through collection development.
• Collection Development
• The process of planning and building a useful and balanced collection of library materials over a period of years, based on an ongoing assessment of the information needs of the library's clientele, analysis of usage statistics, and demographic projections, normally constrained by budgetary limitations. Collection development includes the formulation of selection criteria, planning for resource sharing, and replacement of lost and damaged items, as well as routine selection and deselection decisions.
• Collection Development Department Profile (Department Profile)
• Documents outlining the detailed needs of a given department and its programs. Their purpose is to create a detailed and fine-tuned profile of the program’s teaching and research needs. These will be flexible documents, tailored to department's needs.
• Collections Management
• The application of quantitative techniques, such as statistical and cost-benefit analysis, to the process of collection development, usually limited to large libraries and library systems. In a more general sense, the activity of planning and supervising the growth and preservation of a library's collections based on an assessment of existing strengths and weaknesses and an estimate of future needs.
• Collections Team
• All members of the library staff who are involved with the management and development of the Library’s collections.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. Policy
  • 1.1 Collection Development at Algoma University is predicated on the following principles.
  • 1.1.1. Algoma University is a teaching-oriented university that provides programs in liberal arts and sciences and professional programs, primarily at the undergraduate level, with a particular focus on the needs of northern Ontario; and
  • 1.1.2. it cultivates cross-cultural learning between aboriginal communities and other communities, in keeping with the history of Algoma University College and its geographic site.
  • 1.2 Teaching staff and students engaged in research should have ready access to the widest reasonable variety of information resources in any format.
  • 1.3 The level or intensity of collection development is it to be maintained, dependent on budget, resource, curricula changes, and other identifiable variables, through the judicious acquisition of print and digital resources, as well as a program of de-accessioning obsolete materials, aided by careful collection analysis.
  • 1.4 In order to build an effective collection and to maintain its high quality, co-operation between the library, the librarians, the library staff, the teaching staff and students is essential.
  • 1.5 Wishart Library seeks out partnerships with other institutions and organizations whenever possible, so the university community benefits from provincial and nationwide collection initiatives such as the Ontario Council of University Libraries (part of the Council of Ontario Universities) and the Canadian Research Knowledge Network (part of Universities Canada).
  • 1.6 Librarians and library para-professionals carry the lead responsibility for collection development, but welcome input from each academic department with respect to their disciplinary holdings, as well as the committees of Senate charged with program and curricula development. The specific needs of each department will be documented in its departmental profile.

• • 2. Responsibility
  • 2.1. Responsibility for applying collection development guidelines rests with the University Librarian who ensures the overall quality and balance of the collection.

• • 3. Selection Framework
  • 3.1. The collections team will use the following sources to evaluate the state of the collection:
  • 3.1.1. Members of the collection team will meet each department at least once a year to help determine their needs.
  • 3.1.2. Schedules and reports of internal Undergraduate Program Self-Studies.
  • 3.1.3. The Ontario Universities Council on Quality Assurance, Quality Assurance Framework.
  • 3.1.4. The requirements of the Postsecondary Education Quality Assessment Board, where applicable.
  • 3.1.5. Curricula changes from the Algoma University Senate / Curriculum Committee.
  • 3.1.6. Current course syllabi.

• • 4. Selection Criteria
  • 4.1. The following criteria are used for all library materials:
  • 4.1.1. relevance to programs and curriculum
  • 4.1.2. currency (date of publication)
  • 4.1.3. appropriateness of level of treatment
  • 4.1.4. reputation of the author, publisher/vendor or editor
  • 4.1.5. practicality of format
  • 4.1.6. overall value of format
  • 4.1.7. cost, ongoing expense and availability
  • 4.1.8. duplication and/or relationship to other items in the Library.

• • 5. Community Requests
  • 5.1. Requests from students, teaching staff and staff are necessary to keep the collection active and current. In most cases, books requested by faculty are purchased subject to budgetary approval in as timely a manner as possible.
  • 5.2. The library will act on all collections issues and requests within five (5) business days of receiving them. However, the library cannot guarantee a particular request will be completed by a certain date. The library cannot control the schedules of external agents – other libraries, vendors, publishers, film studios, etc. – and some requests can take months to complete.
  • 5.3. Requests for databases are considered on a case-by-case basis, and receive added consideration when are multi-disciplinary and could benefit a number of subjects. The acquisition of new databases may take longer to account for budgetary changes and approvals, as well as licensing windows set by vendors or purchasing consortia.
  • 5.4. Requests for materials from patrons outside the University will be considered if they have academic potential for the Algoma University community.

• 6. Other Considerations
• 6.1. Languages: The main languages for collecting are English, French, and Anishinaabemowin. Other languages will be collected as needed.
• 6.2. Algoma University Authors: Books authored by Algoma University Faculty are purchased and made available both in the circulating collection and in Special Collections for preservation.
• 6.3. Replacement copies: Lost or damaged copies are considered for replacement by Collections staff. The decision to replace an item is based on past use, currency, relevance to current collecting goals, and price.
• 6.4. Donations: Items donated to the collections are carefully assessed for relevance and value added to the collection. Please see the policies on donations and university archives.
• 6.5. De-selection: Collections should be reviewed and undergo de-selection on a regular basis to remove items that are outdated, contain inaccurate or superseded materials, damaged, no longer circulating, or where multiple copies of the same item exist with low circulation statistics for each copy. De-selection, therefore, is the corollary of informed selection and complementary to selection criteria. Please see the library’s policy on de-selection for guidance.
• 6.6. Challenged Materials: If a Library patron objects to an item in the collection, the University Librarian will respond and consider the objection. While all challenges to library material are seriously entertained, the Library’s goal in such cases is to uphold the principles of intellectual and academic freedom. For guidance please see: the Canadian Library Association`s Statement on Intellectual Freedom and Libraries and the American Library Association’s Library Bill of Rights.
• 6.7. Open Access: As a voting/ directing member of CRKN and OCUL, the library is committed to expanding our collection of Open Access materials and research published in Canadian scholarly journals. In addition, the library fully supports the recommendations in Canada’s Tri-Agency Open Access Policy on Publications.

Category: Library
Number: LIB-007
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012
Revised: November 12, 2012

Purpose

From time to time the Arthur A. Wishart Library accepts donations of published and unpublished materials on behalf of the University that enhances the Library's ability to facilitate teaching, study and research.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. General
  • 1.1 The library actively collects materials to serve the needs of the students enrolled at Algoma University and the faculty.
  • 1.2 Materials purchased by the library are given priority in terms of shelf space.

• • 2. Guidelines on Donations
  • 2.1 Only material suitable for inclusion in a university library collection, that is, having scholarly value, will be accepted.
  • 2.2 The material donated must be in reasonably good physical condition (e.g. dry, un-mildewed, firmly bound, etc.).
  • 2.3 Potential donors must consult with the library before arranging for the delivery of the donation.
  • 2.4 The library assumes no responsibility or liability for unsolicited or spontaneous donations.
  • 2.5 Donations should normally be delivered to the library by the donor.
  • 2.5.1 The library does not generally accept the responsibility for shipping nor for shipping.
  • 2.6 The library reserves the right to weed donated collections, selecting the items for addition to the library and disposing of the balance of materials in whatever way it deems appropriate.
  • 2.6.1 Unsolicited donations will only be considered for a tax receipt at the discretion of the University Librarian AND only if the donated materials are deemed suitable and usable by the library.
  • 2.7 NO donation will be considered for a tax receipt if it can not be used by the library.

• 3. Appraisals of Materials and Tax Receipts for Donations
• 3.1 The professional librarians on staff will provide appraisals of materials to be donated to the library at the request of the donor.
• 3.2 If the donor wishes an independent appraisal, the donor will bear the cost of such an appraisal.
• 3.3 Donors of valuable materials will be provided upon request a receipt for income tax purposes stating the appraised value of the donated items added to the library's collections,as long as the appraised value exceeds $50.00.
• 3.4 All arms-length appraisals of major gifts will be conducted by appraisers recommended by the National Archives Appraisal Board (NAAB) when there is a sufficient number of major donations to warrant the expense to the library.
• 3.4.1 Donors who wish a major gift appraisal done immediately shall bear the cost of the NAAB appraisal.

Category: Library
Number: LIB-008
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012

Undergraduate theses previously submitted to the library may be found at the Algoma University Theses Collection.

Purpose

The University Library preserves and makes accessible the undergraduate honors theses created at Algoma University.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. Collection, Disclosure, Use, and Reproduction
  • 1.1 Master copies of Undergraduate theses created by Algoma University students as part of their course-work are deposited in the Arthur A. Wishart Library for the purposes of preserving and making accessible the ongoing record of the research conducted at the university.
  • 1.2 Preservation and accessibility entail retaining hard copies of the works and supporting materials (if required) in the Algoma University Archives as well as digital copies of the same in the Institutional Repository for accessibility. This strategy benefits the authors who may wish to cite their research for applications to employment opportunities or future educational opportunities, as well as the university, which maintains its "research memory" over the long-term.

• • 2. Information Collection
  • 2.1 Personal information (e.g. authorship) contained in the Institutional Repository and archive is collected pursuant to The Freedom of Information and Protection of Privacy Act (FIPPA) and will be used for the purposes of administering the Algoma University library system, providing service to users of this library system, and creating new and updating existing library system databases (both on- and off-campus).

• 3. Terms of Deposit, Use, and Reproduction of Theses
• 3.1 This notice appears in each catalogue record: The author(s) has given permission for this thesis to be consulted as a regular part of the Arthur A. Wishart Library collection and also to reproduce all or parts of it, for scholarly research only, in compliance with the Canadian Copyright Act.
  This digital edition is released under Creative Commons Attribution-Noncommercial-No Derivative Works 2.5 Canada License. You are free to share — to copy, distribute and transmit the work under the following conditions: Attribution. You must attribute the work in the manner specified by the author(s) or licensor(s) (but not in any way that suggests that they endorse you or your use of the work). Noncommercial. You may not use this work for commercial purposes. No Derivative Works. You may not alter, transform, or build upon this work. For any reuse or distribution, you must make clear to others the license terms of this work. Any of the above conditions can be waived if you get permission from the copyright holder(s). The author's moral rights are retained in this license.
  Questions about this collection and disclosure should be directed to the University Librarian, Arthur A. Wishart Library, Algoma University, 1520 Queen St. E., Sault Ste. Marie, ON P6A 2G4; Telephone (705) 949-2301 x4611.

Procedure

• • 4. Faculty
  • 4.1 The faculty member(s) responsible for coordinating a departmental thesis program contact the University Librarian to work out deposit details.
  • 4.2 The faculty member(s) responsible for coordinating a departmental thesis program would collect each year's theses (and supporting materials if required by that department) and supply these to the University Librarian in a designated folder on the university shared drive; e.g. "Theses_COSC_2010," "Theses_PSYC_2010," "Theses_HIST_2010", etc.
  • 4.3 The faculty member(s) would provide the University Librarian with a list of authorship information (e.g. author name, title, class number, etc.) that will comprise the deposit.

• 5. Students
• 5.1 The author(s) will fill out the Thesis Submission Form and send electronically to the faculty supervisor, who will place these files in the folder with the theses.
• 5.2 Preferred file formats for deposit:
• 5.2.1 Textual i. Adobe Portable Document File (.pdf)
• 5.2.2 Images i. Tagged Image File Format (.tiff) ii. Portable Network Graphic (.png)
• 5.2.3 Audio i. MPEG-1 Audio Layer 3 [aka MP3] compatible format (.mp3) ii. Ogg Vorbis (.ogg) compatible format
• 5.2.4 Audio-Visual i. MPEG-4 compatible format (e.g. DivX, Xvid, Nero, Quicktime, etc.) ii. Advanced Systems Format (i.e. Windows Media Player compatible; e.g.: .asf, .wma, .wmv, .wm)

Category: Library
Number: LIB-013
Responsibility: University Librarian
Approver: Library Management Team
Approval: May 1, 2013

Purpose

The Arthur A. Wishart Library (“Library”) collections strive to meet the teaching and research needs of Algoma University Faculty and Students. The principle that a solid collection is one that best reflects the current state of knowledge within each discipline, including a wide range of ideas and competing viewpoints guides the Collections Development Policy (LIB-006) and the Library’s actions. In addition, the Library unequivocally supports the principle of intellectual freedom and it will resist any attempts to censor ideas that are controversial or unpopular. (1)

Scope

Collection development at any academic institution is not solely concerned with items that the Library adds to collections. Collections should be reviewed and undergo de-selection on a regular basis to remove items that are outdated, contain inaccurate or superseded materials, damaged, no longer circulating, or where multiple copies of the same item exist with low circulation statistics for each copy. De-selection, therefore, is the corollary of informed selection and complementary to selection criteria.

Policy: De-selection Framework

Each academic discipline is different and the criteria listed below will only be used to flag items for consideration for weeding. Once flagged the appropriate Subject Specialist and / or Collections Librarian will make the final decision of whether to retain or weed the item from the collection. The Library staff will consult the PEQAB Reviews and Library Collection Profiles for each discipline as their guide to ensure that materials retained for the Library collection fit the teaching and research needs of the Faculty and Students in each discipline.

Policy: Criteria

As a guide, the following criteria will be used to flag items:

• • 1. Currency of Information:
  • 1.1 Inaccurate, outdated or superseded items should be flagged.
  • 1.2 Exceptions may be made for items that have a historical significance.

• • 2. Teaching & Research:
  • 2.1 Items supporting the teaching and research interests of Algoma University Faculty and Students will be retained with a preference for retaining electronic copies rather than physical print items.
  • 2.2 Items that do not support current teaching and research may be considered for donation to schools with programs in the field or for donation to an approved book recycler or reseller.
  • 2.3 Examples include:items suited to Public Library use or Secondary School curriculum; items that do not fit within a multidisciplinary approach when taking into consideration Algoma's teaching and research interests.

• • 3. Date of last circulation:
  • 3.1 Items that have not circulated in last 10 years should be flagged
  • 3.2 Exceptions may be made for items works of literature, history, philosophy; as well as foundational works for each discipline.

• • 4. Physical Condition
  • 4.1 Items should be flagged if there is:
  • 4.1.1 Mold / mildew present
  • 4.1.2 Signs of insects / infestation
  • 4.1.3 Broken spine
  • 4.1.4 Missing or brittle pages
  • 4.1.5 Excessive dust / dirt

• • 5. Multiple Copies
  • 5.1 If there are multiple copies that are not circulating, they should be flagged.

• 6. Censorship Issues
• 6.1 Subject Specialist and Librarians are mindful of censorship issues and will take these issues into account when making decisions to weed items that may be deemed controversial.
• 6.2 Items listed on the CLA and ALA's banned or challenged book lists should be retained.
• 6.3 In instances where the Subject Specialist or Collections Librarian is unsure of the impact of weeding the item from the collection, they should consult with the University Librarian.

Category: Library
Number: LIB-014
Responsibility: University Librarian
Approver: Library Management Team
Approval: June 1, 2013
Revised: November 5, 2013

Purpose

The Arthur A. Wishart Library's Audio-Visual Collections are an integral part of research, teaching, and learning at Algoma University. Providing access to a range of materials broad enough to support curriculum, research, and study one of Library's principal missions. Over time these formats become obsolete and the technologies for re-playing them are no longer produced.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Interpretation

The current interpretation of this Policy applies to the VHS format. This Policy may be updated as required to address other materials that become or are deemed becoming obsolete.

Policy: Principles for Determining Obsolescence

• 1. Audio-Visual Collections are subject to rapid changes in media and technologies. In identifiable situations, the Library has determined that faculty and students require certain titles in its collections, currently only available on aging VHS format tapes, for educational use. These titles also meet the following conditions:
• 1.1 The title is not commercially available in a current audio-visual format and/ or technology of the titles for purchase through a thorough search of the appropriate vendors or supplies.
• 1.2 There is no rights holder identifiable through a thorough search of appropriate sources.

• Under the Copyright Act of Canada (R.S.C., 1985, c. C-42), 30.1 Management and maintenance of collection:

• 30.1 (1) It is not an infringement of copyright for a library, archive or museum or a person acting under the authority of a library, archive or museum to make, for the maintenance or management of its permanent collection or the permanent collection of another library, archive or museum, a copy of a work or other subject-matter, whether published or unpublished, in its permanent collection: […]

  (c) in an alternative format if the library, archive or museum or a person acting under the authority of the library, archive or museum considers that the original is currently in a format that is obsolete or is becoming obsolete, or that the technology required to use the original is unavailable or is becoming unavailable;

Process and Workflow

Audio-visual items in VHS format that meet the above criteria will be processed in the following manner:

• • 1. Items that are commercially available in a current format will be purchased by the Library, if faculty and/or students still require those items for educational purposes.

• • 2. Items that are not commercially available in a current format will be converted into a digital copy with the assistance of Algoma University's Information & Technology Services department.
  • 2.1. A digital copy on hard disk will be place in ITS-managed storage device for archiving purposes only.
  • 2.2. ITS will create a single DVD copy will be tested then returned to the Library with the VHS original.
  • 2.3. The Library will 'elastic band' the VHS and DVD together as a precaution in the Audio-Visual collection.
  • 2.4. The Library will circulate the DVD copy to faculty and students for educational purposes only.

• 3. With respect to faculty who have legitimately purchased VHS format materials that meet the same criteria and checks applied to the Library's VHS materials (above in Part 1; e.g. there is no commercially available version in another format), they may:
• 3.1. Donate the VHS materials to the Library and the Library will follow its the process above; or
• 3.2. They can retain their VHS materials and ITS will make transfer the content to DVD for them for their personal (1) or educational (2) use as defined in the Act); or
• 3.3. They can sign out a VHS media device from the Audio-Visual equipment inventory held in the Library.
• 3.4. With regard to faculty owned copies: all Library users, including faculty, are also responsible for knowing their rights and responsibilities under the Act.

Notes:

• • 1. Backup copies 29.24
  • (1) It is not an infringement of copyright in a work or other subject-matter for a person who owns - or has a licence to use - a copy of the work or subject-matter (in this section referred to as the "source copy") to reproduce the source copy if
  • (a) the person does so solely for backup purposes in case the source copy is lost, damaged or otherwise rendered unusable;
  • (b) the source copy is not an infringing copy;
  • (c) the person, in order to make the reproduction, did not circumvent, as defined in section 41, a technological protection measure, as defined in that section, or cause one to be circumvented; and
  • (d) the person does not give any of the reproductions away.

Marginal note: Backup copy becomes source copy

• • (2) If the source copy is lost, damaged or otherwise rendered unusable, one of the reproductions made under subsection (1) becomes the source copy.

Marginal note: Destruction

• • (3) The person shall immediately destroy all reproductions made under subsection (1) after the person ceases to own, or to have a licence to use, the source copy.

• • 2. See generally 29. Fair Dealing

Marginal note: Research, private study, etc.
s. 29 Fair dealing for the purpose of research, private study, education, parody or satire does not infringe copyright.

Category: Collections
Library Number: LIB-018
Responsibility: University Librarian/University Archivist
Approver: Library Management Team
Approval: March 1, 2015

Purpose:

The University Archives (officially the Engracia de Jesus Matthias Archives and Special Collections) serves the University as a whole and its primary objective is the gathering and dissemination of knowledge. The University Archives is established as a department of the Arthur A. Wishart Library reporting to the University Librarian.

Scope:

This policy applies to University Archives - Engracia de Jesus Matias Archives and Special Collections

• • 1. University Archives – Purposes and Principles
  • 1.1 The University Archives (officially the Engracia de Jesus Matthias Archives and Special Collections) serves the University as a whole and its primary objective is the gathering and dissemination of knowledge. The University Archives is established as a department of the Arthur A. Wishart Library reporting to the University Librarian.
  • 1.2 Its first priority is to acquire, appraise, preserve and make accessible (where permitted) records in all formats of institutional, legal, evidentiary, educational, and research value concerning Algoma University in a manner consistent with legislation and professional practices governing archives in Canada.
  • 1.3 The second priority of the University Archives is to develop unique collections, which parallel, complement and enhance research resources and interested established by the University.
  • 1.4 In conducting its work, the University Archives adheres strictly to the internationally recognized archival principle of respect des fonds, which includes and builds on the principles of provenance and original order. Essentially these principles state that records are arranged and organized according to how the creating person(s) or organization(s) created, received and used their records. Records of one creator are not mixed with those of another according to artificially imposed schemes, nor are archival fonds broken up artificially by the archives staff or researchers.
  • 1.5 The University Archives also adheres to the professional and ethical policies and codes established by the Archives Association of Ontario, Association of Canadian Archivists, the Society of American Archivists, and the International Council of Archives among others.

• • 2. University Archives – Scope and Programme

  The scope and programme concentrates on three main categories of archives:

  • 2.1 Official Records of Algoma University These include records of current and predecessor governing, administrative, academic and student governance bodies of the university which have archival value; e.g. regulations, policies, minutes, correspondence and reports of faculties, departments and administrative offices; and which are preserved for their legal, evidential, educational, or research values. These records demonstrate the functions of University records creating bodies and how those bodies executed those functions. (2)
  • 2.2 Non-Official Records of Algoma University These include records of University related activities (such as the student societies, faculty associations, staff associations, etc.); records that reflect the life of the University community (such as the private papers of faculty, staff and alumni) and publications of student, faculty and alumni organizations that relate to some aspects of University life.
  • 2.3 Private Archives These include records, in any format, of selected individuals and organizations not associated with the University, but whose archival records the University Archives acquire to support the research and teaching at Algoma University or that helps the University fulfill its special charter mandates in the Algoma University Act. The University Librarian shall monitor the extent of these records with due consideration for available storage space.

• • 3. University Archives – Management

Copyright

• • 3.1 The copyright of the records shall belong to the donor, unless the donor has transferred copyright to another person or corporate body.

Ownership of Records

• • 3.2 Physical ownership of donated records shall belong to Algoma University; the University Archives shall not accept any records “on deposit” or subject to removal.

Collection Development

• • 3.3 Immediate areas of collection strength will include the history of Algoma University and its predecessor institutions, as well as regional textual and oral history.
  • 3.4 Future areas of development and growth will include those research and teaching programmes in which the university has special expertise or resources. The University Archives will also acquire records that will support future teaching and research programmes. The University Archives will monitor developing curricula trends with the assistance of faculty and pro-actively seek out unique archives and primary sources vital to the work of future students and faculty.
  • 3.5 Donors of private papers may donate to the University Archives on terms agreed to by the owner and the University Librarian that are consonant with articles 1.3-1.5 and 2.3 of this policy.
  • 3.6 The University Archives will not acquire the records of institutions and corporate bodies that have archive facilities or are legally obligated to be except under extraordinary circumstances.(3)

Management Principles

• • 3.7 Official records of Algoma University are the property of the University. Officers leaving or relinquishing their positions with the University shall leave all official records for their successors.
  • 3.8 The University Librarian may develop and implement regulations concerning the use and day-to-day operation of the University Archives. All regulations shall be provided for information to the University’s senior management committee.

Access to Records

• 3.9 Ontario’s Freedom of Information and Protection of Privacy Act (R.S.O. 1990, CHAPTER F.31) shall determine access to official University records transferred to the University Archives.
• 3.10 Donor agreements and relevant internal policies and external legislation shall determine access to Private Archives as defined in 2.3.

Notes

• (1) The policy assumes that the University Librarian is the University Archivist. Should the University grow sufficiently that the University creates the University Archivist position, then the University Archivist will be officer responsible for this policy.
• (2) For example, according to the Municipal Act, 2001 S.O. 2001, Chapter 25, Section 254.1 a municipality could enter into an agreement with a university archives to act as the “archivist” and the “archives” for purposes of the Act but this would be at the discretion of the university 2001, c. 25, s. 254 (4).
• (3) This policy treats “records creating body (ies) as equivalent to department, committee, office, functional unit or any other corporate entity responsible for fulfilling the functions of the University.

Category: Library
Number: LIB-009
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2012

Purpose

The Arthur A. Wishart Library provides space, materials, access and assistance to its users to acquire information and knowledge. The Library creates and maintains a positive and productive learning environment, in which all persons treat each other with mutual respect and courtesy. The Library serves as a shared and common resource for all students, faculty, and members of the community. This Code of Conduct serves to supplement existing University and Library policies and provide guidance for all users about expectations in the library.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. Cell Phones
  • 1.1 Please silence cell phone ringers in the Library or set your phone to vibrate mode.
  • 1.2 Generally, use of cell phones is not permitted in the Library.
  • 1.3 However, if you must take a call, please do so in the Library stairwells in order not to disturb other Library users.

• • 2. Food and Drink
  • 2.1 In the interest of providing a comfortable and positive learning atmosphere for our users, the Arthur A. Wishart Library allows for the consumption of cold food and non-alcoholic beverages, in covered containers, in most areas. To maximize the continuing value of the our collections, equipment, furnishings, please adhere to the following guidelines:
  • 2.2 Allowable areas: At the computers; study tables; chairs; study carrels; Teaching & Learning Centre.
  • 2.3 Non-allowable areas: Special Collections and Archives (1st Floor, West Wing)
  • 2.4 Non-allowable items: Hot and/or odorous food and open drinks. Deliveries of food are prohibited. Authorized deliveries for sponsored events are not subject to this policy. Drinks are permitted in spill-proof, covered containers.
  • 2.5 Only covered drinks are permitted at computer stations or other workstations with electronic equipment.
  • 2.6 All users are expected to dispose of personal garbage in the appropriate containers provided by the University.
  • 2.7 Please report spills and/or waste issues to staff immediately.
  • 2.8 Anyone who does not respect this policy will be asked to dispose of the non-allowable food or beverages or to leave the building.

• • 3. Noise and Conversation
  • 3.1 The library allows quiet conversation and collaboration to foster academic work.
  • 3.2 Out of respect for other users, students should refrain from loud or disruptive conversations or other noisy behaviours.
  • 3.3 Personal music players with earphones are permitted provided volume is kept low.
  • 3.4 Group work is intended for the Third (main) Floor of the library; the Second Floor is intended to be a quiet floor.

• • 4. Conduct
  • 4.1 In order to foster an environment of mutual respect, offensive and inappropriate behaviours or the use of coarse language will not be tolerated.
  • 4.2 Library staff members reserve the right to determine what are considered coarse, inappropriate or offensive behaviours.

• 5. Use of Library Resources
• 5.1 Borrowing Materials
• 5.1.1 All library users are expected to familiarize themselves with library policies regarding loan periods and fines, including those related to Interlibrary Loans. These policies are posted at the Circulation desk and on the library website.
• 5.1.2 When returning and/or renewing materials, due dates should be respected and reasonable attempts should be made to return overdue items. All library users are responsible for payment of overdue materials signed out on their library account.
• 5.2 Library Materials
• 5.2.1 Library materials may be removed from the library only when they have been checked out at the Circulation Desk. During this process staff may ask to see valid university identification.
• 5.2.2 Staff may require users to show the contents of briefcases or backpacks at the exit to check for library materials if the alarm is triggered.
• 5.2.3 Library books, journals, government documents, equipment and furniture should be treated with care and should not be damaged or defaced.
• 5.3 Re-shelving
• 5.3.1 Students are asked not to re-shelve library materials. Used materials should be left out on tables or placed on designated library carts for library staff to re-shelve. This helps track material use and reduces mis-shelving.
• 5.4 Use of Workstations
• 5.4.1 Computer workstations are intended for academic use and students should be respectful of this. Any library user who chooses not to follow the Wishart Library Code of Conduct may be asked to leave the library. Failure to comply may result in disciplinary action under the University's Code of Student Conduct Polcy (non-academic).

Category: Library
Number: LIB-010
Responsibility: University Librarian
Approver: Library Management Team

Purpose

The Arthur A. Wishart Library, Algoma University, protects patron privacy and personal information. Under the authority of the Algoma University Act, 2008 and in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA), personal information is collected as necessary for the administration of the University Library and its programs and services.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. Collection of Information
  • 1.1 The Library collects the following information:
  • 1.1.1 biographical information, including name, address, employee or student identification number, program / department affiliation, contact information and barcode number for all current and former students (alumni), faculty, staff, retirees, visiting scholars, community (extramural) borrowers, and may include individuals with reciprocal borrowing privileges;
  • 1.1.2 titles for which patrons request holds or recall;
  • 1.1.3 items currently charged out;
  • 1.1.4 a history of fines, fees, book replacement and processing charge;
  • 1.1.5 relevant biographical information on forms such as, but not limited to, the Security Alarm Report Form; Copying and Printing, Print/Scanning Request Form, Donation Agreements;
  • 1.1.6 the transcripts of virtual reference requests;
  • 1.1.7 the transcripts of archival requests.

• 2. Access to Information
• 2.1 Access to patron information is limited to officers of Algoma University who require the information in order to perform the duties of their position.
• 2.2 Disclosure to third parties will only occur with the written consent of the patron or as required by law.
• 2.3 All records, whether in electronic or hard copy are maintained in a secure environment.

Category: Library
Number: LIB-015
Responsibility: University Librarian
Approver: Library Management Team
Approval: November 1, 2013

Purpose

The Arthur A. Wishart Library is committed, through its planning processes, to creating new spaces within the Library for student collaboration and innovation. The purpose of this policy is to provide a framework for all users of this space in an equitable and respectfull manner.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

Currently, there is one student group study room (WW307) in the Arthur A. Wishart Library and it accommodates a maximum of eight students. The room may be booked at the Library’s Circulation Desk or by calling (705) 949-2101 (or internally dial extension 4610).

Inquiries about using the Library Seminar Room (WW305) or university classrooms must be directed to the Office of the Registrar. Campus computer labs must be booked through the Information and Technologies Services Department.

In order to book a room you must be a current Algoma undergraduate student with a valid library card and you may not book the room for anyone else’s use.

Procedures

• Rooms may be booked up to two weeks in advance;
• Bookings must be made at the Circulation Desk or by calling (705)949-2301 x4610;
• Bookings are first-come, first-served; Bookings may be up to 3 hours in length (maximum) or less;
• Due to demand, no one may book more than one session per day; or more than two sessions per week;
• Maximum occupancy is eight; the minimum occupancy is two.
• Drinks drinks in spill proof cups or bottles with caps only;
• Please remove all garbage and recycling when you leave the room;
• Noise carries, please moderate the volume of your discussions;
• Bookings for rooms left vacant for more than 15 minutes, whether at the beginning or during the booking time, will be cancelled and all personal items will be removed and kept at Circulation Desk and then sent to the university’s Lost & Found if not picked up that day;
• The Library is not responsible for any personal items left unattended; belongings are the responsibility of their owners;
• The group is responsible for leaving the room neat and clean;
• The room must be vacated 5 minutes prior to library closing;
• Use of the room is also governed by the Library’s Code of Conduct Policy.

Category: Library
Number: LIB-017
Responsibility: University Librarian
Approver: Library Management Team
Approval: September 1, 2014

Purpose

Including library assignments and workshops can be an excellent way for faculty to develop and strengthen information literacy skills in their students. In order for such assignments and workshops to be effective they need to be tied to a course written assignment, oral presentation or term project.

Scope

This policy applies to the entire Arthur A. Wishart Library user community.

Policy

• • 1. Attendance

Library workshops are tailored to suit the needs of each individual course and take considerable time to prepare. Some students may mistakenly believe that they do not need to attend a library workshop because they have already had one in another course. It should be made clear that each library workshop is different and covers materials related to their course specific assignment. In order to maximize attendance at these workshops, it should also be clearly communicated to students in advance that such workshops are considered part of their course work and may be counted as part of their overall participation grade. Faculty attendance and participation in workshops is encouraged.

• • 2. Requesting Workshops

Workshops should be requested well in advance, with all term workshops being booked by the end of the first full week of class each term. When requesting a library workshop, the instructor shall provide the librarian or subject specialist with a copy of the assignment, as well as a course outline at least one week in advance of the workshop.

• • 3. Number of Workshops

Where library resources are limited, the normal allotment for a course shall be 1 (one and a half hour length) workshop per course per term.

• • 4. Library Assignments / Worksheets

Faculty members may request that a workshop include a library assignment worksheet that reinforces key concepts covered in their library workshop. The librarian or subject specialist responsible for the workshop will provide the faculty member with an answer key if one is required. Should the faculty member wish to grade the worksheets, it will be up to the individual faculty member (or their teaching assistant) to grade such worksheets.