Welcome to Allen Memorial Library

Allen Memorial Library is dedicated to providing a positive, welcoming, and enriching environment for all members of the VCSU community. We value diversity of thought, perspective, experience, and background, and are actively committed to a culture of inclusion and respect. We ask that you show consideration and respect towards one another.

Patron Rights
The library supports the rights of all individuals to:
- Courteous and respectful service;
- Free and equal access to information;
- Privacy and confidentiality in their use of library services and collections;
- An atmosphere conducive to teaching, learning, research, and study; and
- Use of the library undisturbed and without threat of harm, interference, or discrimination.

Disruptive Behavior
Activities which interfere with the efforts to make Allen Memorial Library a safe and inclusive space for study, learning, and research are prohibited. This includes, but is not limited to: blocking or interfering with the free movement of others; engaging in sexual harassment or overt sexual behavior; creating excessive noise that disrupts the work of others; exhibiting abusive, threatening, or intimidating behavior; engaging actions or behavior prohibited by other campus policies; displaying behavior that appears to be influenced by drugs or alcohol; using library restrooms or water fountains for bathing, shaving, or washing clothing, and loitering within the library premises.

Tobacco, Alcohol, Weapons, and Illegal Drugs
In accordance with VCSU Campus Policy, tobacco products, vaping, firearms/weapons, and other substances or items banned on the VCSU campus are not allowed in the library. For more information, see VCSU Policies V917, Tobacco Free Campus, V916.01, Firearms/Weapons, and the University Alcohol/Drug Policy.

Animals
Animals, other than licensed service animals, may not be brought into the library without prior approval by the Director for Library Services.

Solicitation
Soliciting, unless for a pre-approved university activity, or distribution of leaflets or flyers are not permitted without prior approval by the Director of Library Services.

Children
Children are welcome at Allen Memorial Library when accompanied by a responsible adult. Out of consideration for the learning environment of our students, the work routine of the staff, and the safety of the children, all children under the age of 13 must be actively supervised. Library users may be asked to leave if their behavior or the behavior of their child is disruptive to others. Police will be notified of unattended children in the library.

Cell Phone Use
Cell phone use is permitted in all areas except the Quiet Zone area on the lower level; however, cell phone users are encouraged to step away from study areas when having extended conversations to respect the needs of others. 

Food
In general, food and drinks are allowed, within reason, in the library. We ask our users to be considerate of others who may have sensitivity to smell and sound; and to avoid consuming food items that create messes, spills and/or noise.

Event booking
The Library’s conference rooms are available to the Valley City State community, as well as local businesses and organizations. The first priority for the use of Library classrooms and conference areas is instructional, either for courses or study groups.  Study rooms, collaborative areas, and quiet study spaces are provided by the Library and users are expected to comply with the guidelines for each space.  Users not affiliated with the university may be assessed a fee depending upon the nature of the meeting and whether certain types of equipment and/or a technician’s services are required.

Lost and Found
Allen Memorial Library makes every effort to return items of value and importance to the library user should they be left in the Library. Items are held for the remainder of the semester, and then disposed of. If the item contains contact information, the library user will be contacted.

Recycling 
Allen Memorial Library participates in the university-wide recycling efforts by encouraging library users to recycle and by following specific recycling procedures for de-selected materials and office waste.

Equipment
Allen Memorial Library provides and maintains fax, photocopying, printing, microform and other equipment to facilitate access to and transfer of information in a timely, cost-efficient manner. As per federal regulations, the person using the equipment is liable for any copyright infringement.

Public Notice Board 
There are two public notice bulletin boards in the Library building, located at the North and South entrances. These boards are intended to provide information to library users regarding upcoming events of interest to the VCSU community. Permission to post to these bulletin boards must be obtained from a full-time Library staff member who will review the poster for relevancy to the VCSU community. Notices intended to advance private interests or which promote hate/misunderstanding will not be posted. A notice, posted on the public notice bulletin boards, shall be worded as follows: “Please ask permission at the Library Information Desk to post to this bulletin board. Items need to be initialed and dated by Library Staff and will be removed in six weeks and/or after the event date has passed.” Library staff will review posted material regularly for take-down dates and unauthorized posts.

Revised: April 2022, May 2026

 

All Valley City State University students, staff, and faculty are considered library patrons and are provided with full access to materials and services using their university-issued ID card. Emeritus staff and faculty are also automatically considered library patrons and do not need to apply for a card. Community members may use library resources and/or may elect to become a local library patron by applying for and receiving a community patron library card. Priority for resources and staff time is given to university users.

General Borrowing Privileges
- Borrowing privileges are not transferable and must be exercised personally.
- Material will be loaned to patrons with a valid library card/university-issued ID. The library staff may request verification of patron information during the circulation process.
- Loan periods vary by user group and material type. See the loan periods table for specifics.

Loans and Renewals
- Material may be renewed via email or phone before or on the day it is due, and in person at the library Information Desk.
- Material is renewed one-time unless a hold request by a university user has been placed on it.
- Students are expected to return all library materials and clear their library records by the end of each term. This means the due date for book loans and renewals after week ten defaults to the end of term date rather than the six week loan period.

Overdue Items 
- All library users are ultimately responsible for being aware of the due dates of loaned items and for their prompt return.
- The library sends reminder and overdue notices as a courtesy to its patrons to renew or return borrowed items. Failure to receive an overdue notice does not absolve the patron of the obligation to return the materials.
- The library no longer accrues fines for overdue items, but there is a lost item fee. The fee will be charged to the user’s account fourteen days after the due date on any library materials.

Charges for Lost/Damaged Items
- The library assesses a fee of $50 per item declared lost or damaged beyond repair.
- VCSU faculty, students, and staff will be charged through the Business Office.
- Community patrons will be billed directly by the VCSU Library.
- The lost or damaged item fee is nonrefundable a month after the due date on any library materials. The library staff reserves the right to revoke or refuse borrowing privileges.
- Faculty and staff employed at Valley City State University have extended borrowing privileges. 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 departing from the college must have cleared their library record before their service to the college is terminated. 

Lost Interlibrary Loan Items
The lending library determines the cost of the lost item and the handling charges; the VCSU patron will be billed for costs by the VCSU Library on behalf of the lending library. Unpaid bills will be turned over to the VCSU Business Office for collection.

Requests and Recalls
- Recalls may be requested at any time for books that a faculty member designates to be placed on reserve for a class. In this scenario, the book must be returned immediately.
- VCSU students can request a recall of a book after the book has been checked out for a minimum of fourteen days. The library will hold the items for up to seven days for the requesting student when they are returned.
- Notification for recalls will be sent to the patron’s email account. Return the recalled items by the date and time specified in the recall notice to avoid replacement costs billed to the user regardless of the original loan period or due date.
Revised: January 2025

Objective

The primary objective in creating and maintaining the AML library collections is to support the learning and research objectives of the VCSU community.  This is accomplished through selecting and purchasing materials relevant to the curriculum offered at VCSU, and the associated research and teaching activities that accompany that curriculum.

Selection Criteria

When selecting materials to include in the collection, the primary considerations are the quality of the materials and their relevance to the curricular needs of the university.  In addition, the following criteria are used to evaluate purchase decisions:

- Price
- Accuracy
- Authority
- Anticipated use and/or demand for material
- Critical reviews
- Lasting value of the material
- Intended audience
- Suitability of format to content and curricular area
- Current holdings in the subject area

No materials will be excluded from consideration because of the race, nationality, religion, gender, sexual orientation, political or social views of the material, the author, or the intended audience.  Individual items which may be considered offensive or controversial may be selected if their inclusion will contribute to the range of viewpoints and effectiveness of the overall library collection.

Formats

Books
If available, print volumes are usually purchased as paperback editions.  Duplicate editions are not generally purchased. Out of print materials are rarely purchased, primarily to replace heavily used or foundational items in the collection. However, priority is given to current publications of long-term worth. Popular fiction is purchased as a part of our general interest/multidisciplinary collection, but is not a primary focus of the collection.

Electronic books are preferred for programs taught primarily or entirely at a distance unless the cost difference is prohibitive. 

Textbooks are purchased only by special arrangement and are used to provide a low-cost alternative to student purchase.

Serials and Newspapers
Nearly all journals are purchased through consortial database purchase. Those journals purchased in print are due to scarcity of electronic content.  Electronic purchases are preferred due to the possibility of multiple users, along with increased access for researchers not physically on campus or in the library. 

The library also purchases a number of newspapers and popular magazines in both digital and electronic formats.  Those purchased in print are primarily local or regional magazines or newspapers, or magazines for leisure reading for students.  Subscriptions to these resources are reviewed annually for usage and feasibility.

Audio/Visual materials
Audio and visual media such as DVDs, CDs and LP records are purchased by the library on a limited basis as funds permit.  Preference is given to materials requested by faculty which supports the curriculum. In addition to the physical media collection, the library subscribes to a number of audio and video electronic resources.  The preferred format for new acquisitions is streaming or hosted content, which allows for much greater access for patrons. 

Government Documents
The Allen Memorial Library is a selective depository for the Federal Depository Library Program.  Documents are housed in the library and are available to the general public.

Collection Areas

Allen Memorial Library assigns collection development responsibilities for the following subjects and collections: Art, Business, Communication Arts, Computer Science and Software Engineering, Curriculum Library/Juvenile Collection, Education, General Interest/Multidisciplinary, Graduate Studies, Kinesiology and Human Performance, Language & Literature, Math, Music, North Dakota Collection, Reference, Science, Social Science.

Art
Select materials covering the following topics: design, printmaking, drawing, painting, sculpture, ceramics, art business, art history, graphic design.
Keep all basic materials, especially histories. Discard in the fine arts sparingly. Keep collections of music, engravings, and finely illustrated books.
**Online components: Art Education, some intro classes. Otherwise, select physical.

Business
Select materials in the following areas: Accounting, Agribusiness, Finance, Human Resources, Marketing, and Management.
Select high quality books related to accounting, finance, marketing, and agribusiness. Popular business titles age quickly; consider discarding works over ten years old unless considered classics.
**Primarily digital.

Communication Arts
Select materials in the following areas: Corporate Communication, Digital Media Management, Media, social media management, basic journalism.
Select for currency and applicability to general student research. Subtopics to select include media studies, public relations, and interpersonal communication.
**Primarily physical

Computer Science & Software Engineering
Includes the following disciplines: Software Engineering, Computer Science.
**Primarily digital.

Curriculum Library (K-12 collection)
Prioritize award-winning books, classics, and books in underrepresented areas. Should be well-balanced and provide students with a variety of materials for K-12 students, and include a mixture of contemporary and classic books.
Retain all Newbery and Caldecott medalists, literary classics, and perennially popular titles. 
Weed nonfiction regularly for relevancy and accuracy.
**Physical texts are heavily preferred.

Education
Includes the following disciplines: Library media and information sciences, technology education, elementary education, teacher preparation, and psychology.
Select high-quality books relating to teacher preparation, classroom management, theories in education, and current standards. 
Weed sparingly, focusing on outdated theories and concepts.
**Primarily physical texts; digital materials are purchased for GRAD.

General Interest/Multidisciplinary
Includes popular fiction, audiovisual materials, and materials that cross disciplines.
Select materials with strong critical reviews and high popularity; weed as popularity wanes.
**Primarily physical.

Graduate Studies
Includes teaching and technology, tech ed, English as a Second Language, and Library and Information Technology. Select primarily online materials focusing on educational theory, research, and standards.
**Fully online program; purchase primarily digital

Kinesiology and Human Performance
Includes the following disciplines: Athletic Training, Coaching, Exercise Science & Leisure Studies, Health Education, Physical Education K-12.
**Combination of physical and digital.

Language & Literature
Includes the following disciplines: English, Literature Studies, Professional Writing, English Education, literary criticism and theory.  
Language: Keep classical authors and dictionaries of major foreign languages and any other languages taught. Selection in this area will largely overlap with Education. General interest topics, grammar guides, and accessible linguistics works may be selected.  
Literature: Keep basic materials, especially works and criticism of classical authors. Keep literary history unless it is superseded by a better title; keep collected works unless definitely superseded; discard poets and dramatists no longer regarded in literary histories; discard the works of minor novelists whose works have not been re-issued and who are no longer of interest to readers.
Fiction: Select with an eye to books that will retain relevance. Award-winners, popular authors, and series may be selected. 
**Primarily physical unless multiple copies are needed.

Math
Includes the following disciplines: Mathematics Education.
**Combination of physical and digital.

Music
Includes the following disciplines: Music Education, Music Production & Recording, Piano Pedagogy, Music Composition. Keep all basic materials, especially histories. Keep collections of music, engravings, and finely illustrated books. Weed sparingly.
**Combination of physical and digital materials.

North Dakota Collection
Maintain as complete a collection as possible of fiction, nonfiction, and government documents related to the state of North Dakota, its indigenous people, and its heritage and history.  Prioritize new books relating to the state and its peoples. Weed only when materials need to be replaced.
**Primarily physical

Reference
Purchase primarily quick reference and style guides; most print reference materials have been superseded by online resources. Online reference books for a specific discipline will be purchased from the funds budgeted for that discipline. Weed outdated and inaccurate materials; replace only if no online counterpart exists or when the print book is used regularly.
**Digital

Science
Includes the following disciplines: Biology, Biology Education, Chemistry, Chemistry Education, Earth & Environmental Science, Fisheries & Wildlife Science, Health Science, Medical Laboratory Science, Physics. Discard books with obsolete information or theories; all general works which have been superseded, unless they are classics in their fields. Botany and natural history should be inspected carefully before discarding.
**Combination, with preference for physical

Social Sciences
Includes the following disciplines: Criminal Justice, Economics, Geography, History, Human Services, Political Science, Psychology, Sociology.
Ensure that controversial issues are represented from all viewpoints and that information is current, accurate, and fair. Requires frequent revision because much of the material will deal with problems of temporary interest, which can be replaced later by historical coverage of these topics.
History: Main factors: demand, accuracy of facts, and fairness of interpretation. Select according to demand and potential use, and when existing topic coverage requires updating. Consider discarding personal narratives and memoirs in favor of broader histories, unless the author is a person of interest or the book is notable for style or content.
Discard contemporary writing which is now recorded in basic histories (such as World War II materials), historical works which are only summaries and are not authoritative, and works of travel over ten years old, unless distinguished by the style or the importance of the author. Keep histories which have become literary classics. Retain all items related to North Dakota history.
**Primarily physical

Selection Responsibilities and Campus Input

The library’s professional staff share the responsibility for materials selection, under the guidance of the Director for Library Services.  While faculty are encouraged to participate in selection in areas of their expertise, primary responsibility lies with the library staff.

The library encourages faculty input as a vital means of keeping the collection current in all subject areas. Students and staff are also encouraged to contribute to the development of the collection. All requests are reviewed to ensure that they meet the guidelines for inclusion. Faculty requests are given the highest priority.

The Director for Library Services supervises the collection development process.  This includes monitoring the overall collection development budget, communicating expenditures in each assigned area, resolving issues, carrying out selection in assigned areas, and overseeing the ordering process.

Collection Assessment Objective

Collection assessment aims to determine how well the collection supports the goals, needs, and mission of the library or parent organization. It provides a better understanding of the collection and the user community. Librarians gain valuable information that helps them decide if a collection is meeting it's objectives, how well it is serving users, in which ways or areas it is deficient, and what remains to be done to develop it. --- From Collection Development and Management, 3rd edition by Peggy Johnson





 

Deselection

Deselection, weeding, or removal of outdated, damaged, and/or unneeded materials is a critical part of managing a library collection. This process is necessary to keep the collection current, viable, and useful. Weeding is an active and continuing process done by librarians to ensure that our collection meets the needs of our students, faculty, and staff. The purpose of weeding is to:
- Maintain a relevant and up-to-date collection to best serve the needs of the campus community.
- Review the collection for content, and identify areas where additional titles are needed.
- Increase circulation and make the library more user-friendly.
- Locate books that need to be repaired, rebound or replaced.
- Save the expense of housing unused or unnecessary materials.
- Utilize available space in the best and most efficient way.

General Criteria

Content: Books may be in excellent physical condition but contain inaccurate information or be presented in such as way as to warrant weeding. Weed based on the following criteria:
- Superseded editions (i.e. a newer edition is available)
- Outdated language, photographs, or illustrations
- Ephemeral; waning interest
- Dated or inaccurate information
- Age of material

Condition: Materials in poor condition are prime candidates for replacement. Weed items which have the following defects and cannot be repaired in a cost-effective way:
- Loose, frayed or broken binding
- Yellow, brittle pages
- Soiled covers and pages
- Missing pages and illustrations
- Heavily marked pages
- Mutilation or damage

Circulation: Circulation reports show the frequency of circulation and/or the most recent  date the item has circulated. Generally, items that have not circulated for the last ten years should be evaluated for deselection. Do not discard items which are considered foundational or noteworthy within the discipline or subject area, or which may be used for reference. For more detailed weeding criteria, please see CREW: A Weeding Manual for Modern Libraries from the Texas State Library and Archives Commission. 
Reviewed January 2023

Electronic Resources Collection Development

The Library collects electronic resources to support the Valley City State University community in their instructional and research endeavors.
Electronic resources are defined as resources that require electronic access. These include, but are not limited to:
- electronic journals or journal collections;
- electronic reference materials;
- electronic books or book collections;
- and streaming audio or video services.

Selection Responsibilities
As part of the North Dakota State Library group (NDSL), the Online Dakota Information Networks (ODIN) consortium, and the tri-state MINITEX consortium, Allen Memorial Library cooperates in the provision and management of statewide shared electronic collections. Additionally, the Library may participate in consortial purchases with other college and university libraries where appropriate.

Selection, deselection and acquisition responsibilities lie with the professional library staff. Suggestions for acquisition from faculty and staff are encouraged and considered. Journal subscription requests are reviewed by the professional staff with input from the Director.

Faculty, students and staff may recommend particular electronic resources be added to the collection by submitting a Suggestion for Purchase. Product trials are made available to faculty and staff on a regular basis, and feedback is solicited.

Cancellation of Electronic Resources
Cancellation typically means non-renewal. It is usually impossible for the Library to recover any money by ending a subscription early. In some cases, access points to a resource may be removed before the end of a subscription, resulting in an effective "cancellation" from the public perspective.

A decision on cancellation must be made in advance of the renewal date, preferably no later than 1 month before renewal. This will ensure that all communications can be handled properly, both with library staff and with product vendors. Public announcement of the cancellation will normally take place one month before access to the resource ceases. A title will be identified as a candidate for cancellation by the librarian responsible for electronic resources using a variety of methods, including the following:
- Review of comparative usage statistics showing low use or poor ROI
- When subject area duplication is discovered
- A change in pricing or library budget
- If the resource is no longer needed to support the VCSU curriculum
- When access issues are reoccurring

While candidates will often be identified during reviews prior to renewal time, any librarian may suggest a title for cancellation. Such suggestions should be emailed to the Director of Library Services.

In order to make an informed decision on cancellation, the librarian should assemble the following information:
- Expiry date of current subscription
- Prospective and past costs
- Usage statistics with analysis (ROI; cost per full-text retrieval, cost per access, etc.); a minimum of 3 years of usage should be reviewed if possible
- Brief description of resource
- Subject coverage of resource
- Previous relevant information/notes in the electronic resource management system

Once a title has been identified for possible nonrenewal, input should be sought from other librarians and from the faculty affected by the potential change.  A summary of the information will be provided, showing why the resource has been identified for potential non-renewal, and faculty will be given the opportunity to comment.

After input has been sought from faculty and other librarians, all information gathered should be presented to the Director of Library Services, who will make the final determination on cancellation in consultation with the professional library staff.  The Director will then communicate this information to the campus. Reasons for the decision will be provided and will include the date when access will cease.
Librarians will also be responsible for removing the resource from pathfinders and course guides, and providing information on potential alternative resources. 

Selection Criteria
Electronic resources should be relevant and appropriate to a significant segment of the Library’s users, meet current academic and research needs, and support the University’s mission. Electronic resources considered for addition to the collection should fall within current guidelines as reflected in the Allen Memorial Library Collection Development Policy and other appropriate guidelines.

Duplication of the print and electronic versions of a resource are generally discouraged but will be considered on a case-by-case basis. The Library prefers to acquire materials in electronic format if available and deemed appropriate to provide improved access to all on and off campuses or to enhance the Libraries’ current collections. Electronic access is the preferred format for serials when available.

Traditional selection criteria for library materials apply to electronic resources; however, due to their unique nature, special criteria also need to be applied. These include:
- Cost, including any hidden costs, and whether the cost is for a one-time purchase (which may include annual access fees), or a subscription.
- Technical considerations: access by IP recognition, including remote access; no requirements for additional or special hardware or software, other than what is freely available and widely used; compatibility across different platforms (PC, Mac, etc.) and browsers.
- Compatibility with open URL link resolvers, federated searching, or Web-scale discovery services currently utilized by the Libraries.
- Compatibility with course management software.
- Full-text availability
- Usability and user-friendliness
- Currency and frequency of updates
- Vendor reliability
- Availability of COUNTER-compliant usage data
- Acceptable license terms
- Digital accessibility policies which enable our library to comply with the VCSU accessibility policy and ALA's Library Service to Persons with Disabilities statement, found at https://libguides.ala.org/libservice-disability 

Assessment of Electronic Resources
Electronic resources such as databases, e-book collections, streaming audio and video services, and online journals, are a significant component of the library collection. These resources must be carefully evaluated to ensure that the VCSU community is receiving the best and most cost-effective resources available.  This requires a careful and considered evaluation of online resources, which may ultimately lead to the nonrenewal of an electronic resources subscription.  The following policy is intended to guide the evaluation of electronic resources to ensure the best use of available funds.
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This policy applies to only those resources subscribed to directly by the university library. Consortial subscriptions or those provided by the state undergo a different analysis, and often the decision to continue or not renew is out of the university library’s control.

Assessment of electronic resources is primarily obtained through COUNTER-compliant usage statistics. These statistics are compiled and analyzed to determine the continued viability and cost-effectiveness of the electronic resources currently purchased, and to determine any areas of weakness and need. 

Licensing
The Director of Library Services will negotiate the best possible license with each vendor. Each resource may have differing terms and not all preferences may be met. In general, the vendor should provide a standard agreement that describes the terms of the license in easy-to-understand and explicit language. Licenses should include, but are not limited to:
- Broad definitions of authorized users including faculty, students, staff, and walk-in users.
- Broad definitions of authorized sites with permission to access from anywhere via the University's network, including remotely via EZproxy authentication.
- Fair use permission of all information for non-commercial, educational, instructional, and research purposes by authorized users. Other uses permitted under fair use should include ILL, e-reserves, course packs, and virtual reference.
- Pricing model, service fees, and any price caps applicable to multi-year licenses.
- An early termination clause for multi-year licenses.
- Realistic expectations concerning the Libraries' ability to monitor and detect abuse.
- Provision of perpetual access to the subscribed years.
- Provision for some type of archival copy of the material.
- Warranties that the licensor has the right and authority to license the material.
- Duration of the license and whether automatic renewal is assumed.
- Termination not be required in writing or more than 30 days in advance of the renewal date.
- A continuous service and scheduled down-time clause.
- Guaranteed anonymity of the users and confidentiality of their information.
- Dispute resolution arrangements.

Reviewed January 2023

The Library welcomes gifts in any format which enhance and enrich the existing collections, and support the instructional and research programs of Valley City State University. All donations will be reviewed by collection development librarians before being added to the collection.
All gifts are accepted with the understanding that upon receipt the materials become the property of the Valley City State University Library and that the Library reserves the right to determine acquisition, retention, location, cataloging, and other considerations relating to the gift's use or disposition.
Gifts with restrictions (such as separate housing, perpetual retention) are usually not accepted but will be considered upon consultation with VCSU Academic Affairs Office.

CHARITABLE CONTRIBUTIONS AND INCOME TAX DEDUCTIONS
Library staff cannot provide appraisals, tax advice or interpretation of tax laws. For specific questions regarding charitable donations, donors should consult the IRS or a tax expert. The IRS Publications 526 (Charitable Contributions) and 561 (Determining the Value of Donated Property) can help answer questions about regulations governing noncash charitable contributions. Donors must fill out IRS Form 8283 (Noncash Charitable Contributions) when filing taxes if they are claiming a deduction of over $500 for all contributed property.
Donors may receive a written acknowledgment of the gift from the Library.

Reviewed January 2023