Administrative Manual - 214 Information Resources
214.01 Library
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The mission of the Thomas Jefferson Accelerator Facility Information Resources Office is to provide a program of library, records and publications information services in support of all laboratory activities. The laboratory is strongly committed to, not only high-level nuclear and particle physics research but, cooperative education endeavors and technology transfer. Therefore, the library's program effort centers around advanced information resources for particle physics theory, design, construction and instrumentation; laser and optic science with emphasis in free electron lasers; engineering technology; condensed matter physics and materials; mathematics; and computer science. Other mission support resources include information on environmental health and safety; science education; business administration; and law.
The Library seeks to fulfill its mission goal by providing a full range of reference services which include research assistance and online searching of a broad spectrum of databases, end-user access to a variety of databases, managed access to electronic publications, interlibrary loan and document delivery, collection development and specialization, bibliographic management of site-acquisitions, and participation in technologically advanced information networks, consortia and internet networking ventures.
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Information Resources Staff
The Information Resources staff of the Human Resources and Services Department, Administration Division, is responsible for:
- Developing and recommending information service policy to management
- Managing information resources
- Maintaining the collection including bibliographic control of all materials ordered with JLab funds
- Providing comprehensive reference and document delivery service for users
- Administering the laboratory's archives and records management program
- Administering the laboratory's publications program
Library/Records Committee
The Library Committee, composed of a representative from each Division, advises the Library Manager in matters concerning:
- Resources and services
- Space
- Policy
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- Access and Use
Policy
JLab visitors and ARC academic and corporate office occupants may use the library from 8:00 a.m. to 5:00 p.m., Monday through Friday, except holidays. JLab staff and users have access to the library at all times. Only JLab staff may charge books after normal hours. The library is not open to the general public. Special borrowing privileges are arranged at the discretion of the Library Manager.
Procedure
Users should have a data record in CIS and an ID card. If users wish to copy materials they may use their code. All users for whom we must enter a code should sign the visitor/user log.
Circulation
Policy
Library borrowing privileges are extended to all JLab staff and users with the status of staff. Other users or visitors and on-site contractors may use the facility, however they may not charge materials. Students of consortium member academic institutions that are associated with a research project being conducted at the Lab also may use the facility.
Users who borrow should be aware that:
- Borrowing privileges are extended to any approved user staying here 2 mos. or more.
- Materials which are borrowed are the responsibility of the borrower.
- Titles are declared lost after the third successive notice - verbal, electronic or printed.
- If the book is reported, or declared lost, the borrower may either replace the title or reimburse the library at original or current cost.
- Provisions for charging fees are established by User Liaison and the User's sponsor.
Circulating materials include monographs and documents. Serials, microfiche and other special materials are classified as non-circulating. The maximum number of titles that can be circulated at one time is twenty (20).
Monographs and documents generally circulate for four weeks (28 days). Up to three renewals of materials may be arranged by the user via telephone, e-mail or visit to the library. The circulation of certain collections is governed by guidelines. Reserves circulate on a limited basis. Seven (7) days is standard and up to fourteen (14) for Lab staff only.
New books are not charged out of the library for first 2 months after they are announced. During that time they may be viewed in the library after signing an in-library patron use card.
New books are charged for 2-week periods for the next 6 months and for the regular 28 -day period thereafter.
Archives and Reference materials do not circulate. Users may sit in the Archives room to use archival materials. Absolutely no brief cases, large bags or backpacks are permitted. Special arrangements can be made for overnight use of reference materials when necessary.
Library users must be registered with the JLab library in order to borrow materials. Library policy is:
- Materials that are borrowed are the responsibility of the borrower.
- Users shall return all borrowed library materials in a timely manner. When circumstances prevent a timely return, users shall notify the library staff.
- Titles are declared lost/missing after the third successive notice or,
- If the book is reported or declared lost, the borrower may either replace the title or, reimburse the library at cost.
Procedure
To register to charge materials from the library a user shall have completed processing through Personnel or, in the case of non-lab staff, through User Liaison. During processing the user acknowledges, by signature, responsibility for library materials
Data pertaining to the user is entered into the CIS system. The user must be listed in CIS in order to be registered in the library database. Visitors staying at the Lab for two (2) months or less will not be registered to charge library books, however, they will have full use of the facility during normal hours
Reference
Policy
General reference service is provided to all library patrons. On-line bibliographic database searching, and other services that incur cost, are reserved for JLab staff only, unless other arrangements have been made. The information requested must be job-related.
Reference services include computerized end-user (patron) searching of scientific and technical database; virtual library access via the library Web page and online patron catalog; library orientation and bibliography development and assistance.
Procedure
Patrons may submit reference requests online via the Library Web page, via e-mail, telephone or in person.
Patrons may request that a librarian provide customized subscriber database searching using STN (Scientific and Technical Network).
Patrons requiring custom on-line research should discuss their information need(s) with the librarian. The library will conduct the search according to patron specifications and review the printout for relevance and availability of materials.
Interlibrary Loans and Document Delivery
Policy
Interlibrary loan privileges are extended to JLab staff and associated researchers only. Fees resulting from outsourcing may be passed on to the requestor.
The library adheres to American Library Association guidelines for lending and borrowing, and to copyright guidelines regulating the copying and distribution of copyrighted materials.
JLab staff and other users shall observe any restrictions on the use of library material imposed by the lending institution. Fines and fees imposed as a result of the user's failure to comply with guidelines are passed on to the user.
Procedure
Submit requests for interlibrary loans online via the library Web page or in the library using a request form. Provide complete information such as author, title, publisher, publication date, volume and page. Allow sufficient time for processing. Monograph loans usually take 7 to 14 days. Requestors will be contacted when the loan arrives.
Rush requests via e-mail, fax or overnight shipping are possible when the need is urgent. Patron should be sure to communicate the urgency of the request.
Users shall return loans to the library on, or before, the data appearing on the label attached to the volume.
Acquisitions
Policy
When budget allows, the Library acquires new and continuing titles in support of JLab’s mission. Library Committee subject specialist make acquisitions recommendations. The Library encourages staff recommendations for new titles. These recommendations are submitted to the Library Committee for review.
The Library maintains bibliographic control of JLab’s “Administrative Titles”. Administrative titles include all books and other printed informational materials purchased by offices or divisions for the use of individual staff members. These individuals retain them indefinitely or until termination of employment.
Procedure
To request new materials, complete the online Book/Journal Request form on the library Web page or; check the label which is attached to all books borrowed through interlibrary loan; complete a form while in the library or; contact the library with complete title information.
Titles on order are listed in the on-line catalog.
The Library informs the staff of new acquisitions through the New Books section of the library Web page. When a title requested by a staff member is received, he/she will be notified of its receipt.
When purchasing Administrative Titles staff should ensure that the status of the order is evident to Shipping and Receiving staff. If using a credit card, indicate this on the address line of the mailing/shipping label. Administrative titles are routed to the library to be fully processed before routing to the requestor. It is strongly recommended that users not use the laboratory address as a mailing address when making purchases with personal credit cards.
- Access and Use