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NSU Library Policies

The policies in this manual were created or updated during the 2020/2021 and 2021/2022 academic years. The writing and organizing processes were collaborative and involved the Library Leadership Team, Library Faculty and Staff, the Library Administrative Assistant, and the Executive Director. All contents, policies, and procedures in this manual were approved by the NSU Libraries Leadership Team.
The operations of NSU Libraries will comply with the policies in this manual until or unless a policy is officially revised or replaced at a later date. Deviation from these will require the approval of the Executive Director in consultation with the Libraries Leadership Team.

Effective January 4, 2022

Access Services

Access Services “develops and provides services that connect library users to library resources. It is the primary point of contact for library users. It strives to make the library user’s experience positive and rewarding” (A Framework for Access Services Librarianship, American Library Association).
Access Services provides services in circulation, course reserves, use of library spaces and technology, printing, information, and interlibrary loan. Other functions of the department are shelving of material, stack maintenance, special projects, opening and closing the library, and the supervision and scheduling of student workers.  

Library Use Policy

Access Privileges

The principal mission of the NSU Libraries is to provide access to information, space, and services to support the research needs of the students, faculty, and staff of Northeastern State University and affiliated Oklahoma educational institutions. The secondary mission of the NSU Libraries is to provide information access and research support to members of the local community. Therefore, NSU Library facilities are open and accessible to members of the NSU and local communities.


All library patrons agree to the following rules and restrictions:

  • No firearms
  • Minors (under age 18) who wish to use NSU Libraries must be accompanied and directly supervised by a responsible adult unless prior approval has been arranged. This requirement does not apply to minors currently enrolled at NSU or a concurrent HS or affiliated Higher Education Programs.
  • No tobacco products
  • No alcohol or illegal drugs
  • No loitering
  • No excessively loud or disruptive conversations or activities
  • Adherence to NSU Computer Use Policy and Oklahoma State Laws regarding public display of sexually explicit materials
  • No excessive or unnecessary use of materials such as printer paper and supplies
  • All downloading, printing, or copying materials must adhere to copyright laws.
  • Proper discarding of trash
  • Adherence to all other library policies such as those applicable to the use of study rooms and classrooms

Borrowing Privileges

Please see the NSU Libraries Circulation Policy for information on the following:

  • Checkout procedures
  • Lending periods
  • Item limits
  • Renewals
  • Replacement costs and processing fees*
  • * No fines are assessed for overdue materials from the regular collection. However, replacement costs and processing fees are assessed per the NSU Libraries Circulation Policy (Hyperlink).

Book Returns

John Vaughan Library, Tahlequah:

  • Book return North Service Desk, 1st Floor
  • Book return outside South Library entrance

Broken Arrow Library:

  • Circulation Desks, 1st and 2nd Floors

Library Computer Use

John Vaughan Library, Tahlequah:

  • The John Vaughan Library maintains a number of computer workstations along with related hardware, software, printers, and scanners on the 1st and 2nd Floors.
  • Additionally, the Library houses two computer labs/classrooms and workstations and these may be used when the Library is open and no classes are scheduled.
  • All computer users must abide by the following:
    • Access to sites deemed obscene or pornographic is prohibited.
    • Violations of any third party’s copyright, patent, or trademark rights are prohibited.
    • Patrons will use headphones for computer audio and at reasonable volume levels.
    • Access to any data or system for which a patron is not authorized is prohibited.
    • Patrons who introduce any virus that damages a computer, data, or other systems will be charged with replacement/repair costs and will lose computer use privileges.
    • Patrons may not download websites or programs onto NSU computers.
  • All workstations require patrons to log in with their own personal, pre-assigned NSU usernames and passwords.
  • Minors (under the age of 18) who wish to use a computer must be accompanied and directly supervised by a responsible adult. This requirement does not apply to minors currently enrolled at NSU or a concurrent HS or affiliated Higher Education Programs.
  • All patrons using library computers must abide by the rules and restrictions in the Library Use Policy and NSU Computer Use Policy.

Broken Arrow Library:

  • The NSU Broken Arrow Library maintains a number of computer workstations along with related hardware, software, printers, and scanners.
  • Priority for usage is given to NSU students.
  • Minors (under the age of 18) who wish to use a computer must be accompanied and directly supervised by a responsible adult. This requirement does not apply to minors currently enrolled at NSU or a concurrent HS or affiliated Higher Education Programs.
  • Library classroom workstations may be used at any time the library is open and no classes are scheduled in that room.
  • All computer users must abide by the following:
    • Access to sites deemed obscene or pornographic by a staff member is prohibited.
    • Violations of any third party’s copyright, patent, or trademark rights are prohibited.
    • Patrons will use headphones for computer audio and at reasonable volume levels.
    • Access to any data or system for which a patron is not authorized is prohibited.
    • Patrons who knowingly introduce any virus that damages a computer, data, or other systems will be charged with replacement/repair costs and will lose computer use privileges.
    • Patrons may not download websites or programs onto NSU computers.
  • All workstations require patrons to log in with their own personal, pre-assigned NSU usernames and passwords.
  • All patrons using library computers must abide by the rules and restrictions in the Library Use Policy and NSU Computer Use Policy.

 

Circulation Policy

This policy applies to the circulation of library materials for all NSU community members (students, faculty, and staff) and public patrons.

Checkout Procedures

NSU Community Members:

  • When patrons are ready to check out circulating books, CDs, and videos, they should bring the items along with their NSU ID cards to the circulation desk.

Public Patrons:

  • Public patrons unaffiliated with NSU are required to complete a Patron Lending Card application prior to checking out circulating books, CDs, and videos. They should present that card at the circulation desk when checking out items.

Lending Periods

NSU Undergraduate Students:

  • Students may check out most circulating items for a period of 3 weeks and may renew those items for 2 more lending periods provided there is not a hold placed on the item(s).

Material Type: Lending Period
Most circulating materials: 3 weeks + 2 Renewals
Audio-Visual: 7 days + 2 Renewals
Laptop Computers: 7 days
ILL Items: Designated on Item
Reserve Items: Designated at Checkout 

NSU Faculty, Staff, and Graduate Students: 

  • Faculty and staff may check out circulating items for a period of one semester and may renew those items once more, for a total of two semesters maximum.

Material Type: Lending Period
Most circulating materials: 1 Semester + 1 Renewal
Audio-Visual: 3 Weeks + 1 Renewal
Laptop Computers: Faculty: N/A and Grad. Students: 7 Days
ILL Items: Designated on Item
Reserve Items: Designated at Checkout

Public Patrons:

  • Public patrons may check out circulating items for a period of 3 weeks for books, 7 days for DVDs and other circulating items such as audio CDs.
Material Type: Lending Period
Most circulating materials: 3 weeks + 2 Renewals
Audio-Visual: 7 days + 2 Renewal
    

Non-NSU Academic Patrons:

  • Non-NSU Academic patrons may check out circulating items for a period of 3 weeks for books, 7 days for DVDs and other circulating items such as audio CDs.

Material Type: Lending Period
Most circulating materials: 3 weeks + 2 Renewals
Audio-Visual: 7 days + 2 Renewals
Laptop Computers: N/A
Reserve Items: Designated at Checkout

Fees

All NSU Community Members and Public Patrons:

  • Once an item is 30 days past due, a $25.00 processing fee and item replacement cost are applied to the patron’s account. *
    *Fees are applied earlier for reserve items, audio-visual items, and laptops depending on the original lending period.
  • If the item is returned within 90 days, the replacement fee is waived but the patron is still responsible for the $25.00 processing fee. 
  • If the item is returned after 90 days, the replacement fee is not waived and the patron is responsible for that and the $25.00 processing fee.
  • Once fees are assessed, the patron’s borrowing privileges are suspended until all items are returned and/or fees paid.

Item Limits

NSU Students, Faculty, and Staff:

Patron Type: Checked-Out Item Limit
Undergraduate Students: 15
Graduate Students: 50
Faculty/Staff: 50 
Public Patrons: 5 (3 DVDs)
Non-NSU Academic: 10

Condition of Returned Items

  • Items must be returned in the same condition they were in at the time of check out. Patrons returning items with any kind of damage, such as water damage, underlining/writing in books, broken spines, inoperable DVDs or CDs, etc. will be charged a replacement fee.

Interlibrary Loan

  • Patrons can request and receive materials from other libraries when they are unavailable through the NSU collection.
  • NSU can also obtain almost any article patrons cannot find through our databases. 
  • Note: NSU Libraries do not furnish textbooks and required course materials via Interlibrary Loan. 
  • Lending periods for physical Interlibrary Loan items are set by the lending library.
  • Patrons who lose or damage Interlibrary Loan materials are assessed a processing fee of $25.00 and a replacement cost set by the ending Library. 
  • Once fees are assessed, the patron’s borrowing privileges are suspended until all items are returned and/or fees paid.

Other Questions

  • Questions about the Circulation policy or other circulation issues may be addressed to:
    • Head of Access Services (918-444-3246)
  • Questions about Interlibrary Loan policy or other Interlibrary Loan issues may be addressed to: 
    • Resource Sharing Coordinator (918-449-6450)

Interlibrary Loan & Document Delivery User Policy

Introduction to Services

According to The Interlibrary Loan Code for the United States “Interlibrary loan is the process by which a library requests material from, or supplies material to, another library. The purpose of interlibrary loan as defined by this code is to obtain, upon request of a library user, material not available in the user's local library.” 
To provide equitable access for all NSU materials to all NSU patrons, Document Delivery (DD) provides intra- and inter-campus delivery of materials (books, articles, other media) held at any NSU library location. DD items are typically available for pickup within 3 business days and follow all NSU circulation policies. Physical items can be requested through our Discovery catalog (“Place Hold” button) and requests for an article or book chapter can be submitted through the Interlibrary Loan request portal. 

User Policy

  • Current NSU students, faculty, and staff can request and receive materials from other libraries when they are unavailable through the NSU collection.
  • ILL requests may be submitted from retired NSU faculty upon special request. Please note such requests will have a lower priority for processing.
  • NSU can request articles that are not available through our subscribed databases, physical items not owned in our collections, or digital chapter/portion scans of physical items not owned. 
  • ILL requests do not need to be academic in nature - users are allowed to submit requests for recreational use.
  • NSU Libraries do not borrow required textbooks or course materials via Interlibrary Loan. 

Loan Periods & Renewals

ILL loan periods are determined by the lending institution. Renewals are also at the discretion of the lender though most libraries permit renewal of interlibrary loans. Renewal requests should be submitted by email at ill@nsuok.edu one week prior to the due date. There is a maximum of 3 renewal requests per item.

Overdue/Lost/Damaged Items & Fees

NSU Libraries does not charge fines for late items. However, processing and replacement fees are assigned to patrons for unreturned items as follows:

  • Once an item is 30 days past due, lost, or damaged, patrons are billed the full replacement cost for the item (determined by the lending library) plus a non-refundable $25.00 processing fee.
  • The replacement cost will temporarily be set at $100 until the lending institution provides an invoice with the exact replacement cost.
  • Patrons returning items with any kind of damage, such as water damage, underlining/writing in books, broken spines, inoperable DVDs or CDs, etc. will be charged a damage or replacement fee determined by the lending library.
  • Once fees are assessed, the patron’s borrowing privileges are suspended until all items are returned and/or fees paid. A hold may also be placed on the patron’s university account during this time.
  • NSU Libraries does not accept patron-purchased replacement copies in lieu of replacement and processing fees.

Request Limits

Undergraduate students are limited to 10 physical Interlibrary Loan items checked out at one time while Graduate, Faculty, and Staff are limited to 25 physical ILL items checked out at one time. All patron types may have an additional 5 requests "pending" in the ILL system. There is no limit to digital copy requests placed.

Copyright

NSU Libraries process Interlibrary Loan requests in accordance with United States  copyright law (Title 17, U.S. Code). The following guidelines are enforced when processing digital requests:

  • NSU Libraries will not request more than 1 article or chapter per copyrighted work. This applies to requests for multiple chapter scans of a single book, multiple articles from a single journal issue, or a second duplicate request as a result of a patron losing/not saving an article PDF from the first request. 
  • Any photocopy or reproduction provided through ILL is not to be “used for any purpose other than private study, scholarship, or research.”
  • If a patron makes a request for, or later uses a photocopy or reproduction for purposes in excess of fair use, the patron may be liable for copyright infringement righted material.
  • NSU Libraries may decline requests for popular films if they are aware of any potential use of the material that would fall outside of fair use (e.g., film club/public showings outside of a single class).
  • NSU Libraries reserve the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

Cancellations

NSU Libraries may cancel requests for reasons such as (but not limited to):

  • Materials that are rare or difficult to obtain (e.g., reference book, genealogy materials, dissertations, rare or fragile items, or newly published materials)
  • Request violates copyright/fair use
  • All requests for a loan of a required course material (we will request a scan of a portion of a course material)
  • Duplicate requests (unless they are freely available online)
  • We cannot fill the request by the submitted deadline
  • Inaccurate or poorly constructed citations

Delivery Times

While requests for digital materials (such as articles or book chapters) are often delivered within 2 days depending on availability, delivery time for physical items can vary substantially based on the location of the lending library and item availability. Requests for physical items may take 2-3 weeks to arrive. When submitting requests, we ask that patrons allow a minimum of 4 business days for article processing and 10 business days for physical loan processing. Submissions with “need before” dates shorter than these may be cancelled due to a lack of time to process.

Distance Learning & Special Accommodations

For distance learners or any other special accommodations, please contact us at 918-444-3278 or ill@nsuok.edu prior to placing your request.

Public Patron Policy and Application

Public/Non-NSU Academic patrons may borrow from the NSU circulating collection upon the completion of an application (see the below link).

  • Public/Non-NSU Academic patrons may borrow items from the circulating collection with the following limits:
    • A maximum of 5 (3 DVDs) items at one time.
    • For a period of 3 weeks for books; 7 days for DVDs; 3 weeks (other circulating materials such as books on CD and CDs)
  • Fees are assessed for damage to or loss of items.
  • Public/Non-NSU Academic patrons with outstanding fees and/or unreturned late items will not be allowed to check-out additional items until all past-due items are returned and fees paid in full.
  • Computer stations will be checked out to Public/Non-NSU Academic patrons for one (1) hour at a time for a maximum usage time of two (2) hours per day. *
    * (Exception: Government Document research patrons)
  • All computer users must abide by the following:
    • Access to sites deemed obscene or pornographic is prohibited.
    • Violations of any third party’s copyright, patent, or trademark rights are prohibited.
    • Patrons will use headphones for computer audio and at reasonable volume levels.
    • Access to any data or system for which a patron is not authorized is prohibited.
    • Patrons who introduce any virus that damages a computer, data, or other systems will be charged with replacement/repair costs and will lose computer use privileges.
    • Patrons may not download websites or programs onto NSU computers.
  • Public/Non-NSU Academic patrons must abide by all federal and state laws, local ordinances, and NSU regulations.
  • Threatening or harassing behavior is prohibited.
  • Intoxicated patrons will be escorted from the library by campus police.
  • Disruptive patrons will be escorted from the library by campus police.

Reserves Policy

NSU Libraries’ Reserves Service provides students with access to supplementary materials designated by the faculty to assist in meeting their course objectives. The goal of the department is to provide equal access to all students for high-use and on-demand materials. These materials have a shorter loan period than regular library items. 

Types of Reserves Materials

  • Standard Course Reserves: Materials chosen by faculty/staff and placed on reserve for instructional use in registered courses. Reserve materials may include articles, books, magazines, class notes, artifacts, and videos.
  • Permanent Reserves: Selected materials continuously placed on reserve. These materials require strict circulation rules due to high usage and demand. Library faculty select the materials for this location, which includes materials such as the University Annual Budget, preparatory materials for the GED, CPA, MCAT, and GRE exams, and other study guide material.  

General Guidelines for Instructors

  • A completed Reserve Request form must accompany all reserve items. 
  • Reserve requests are processed in the order received. Processing time for reserve items will vary depending on the type and amount of materials. Most requests are processed within three business days of submission. Please do not refer students to materials immediately after submitting a request.
  • In order to comply with copyright law, materials on reserve must be intended for educational use only and must be removed or copyright permission reacquired by the faculty/staff requesting the reserve, at the end of every semester.
  • Submitting and signing a Reserve Request form indicates acceptance of the conditions in the statement of copyright compliance that accompanies the form.  
  • If you have any questions, please contact the Reserve Supervisor in Tahlequah at 918-444-3207 or in Broken Arrow at 918-449-6457.

What Types of Materials Can Be Placed on Reserve?

  • Items owned by the library or an instructor’s personal copy
  • Books [whole books may be placed on reserve for in-library or check out use.]
  • Book chapters [One single chapter or the equivalent of 10% of a book may be scanned and placed on reserve.]
    • If scanned by the instructor, book chapters must be accompanied by publication information to ensure appropriate cataloging and to ensure that guidelines listed above are met. 
  • Articles
    • If the article is available in a library database such as EBSCO, please do not use Reserves. Instead, provide a persistent link to your students.  Assistance in doing this is available through the Reserve Assistant or the Subject Librarian for the instructor’s department. 
  • If a copy of an article is needed for another semester, copyright permission must be provided by the faculty/staff submitting the request
  • Commercially published Audio/Visual Media 
  • Original compositions by faculty or students [with their permission]
  • Tests

What Items Cannot Be Placed on Reserve?

  • Materials owned by other institutions [e.g., books from ILL]
  • Copies of videos/CDs/DVDs that lack the permission of the copyright holder for this type of use [e.g., personal recording of a TV show]
  • Rare books and fragile items
  • A series of copies, even with individual copyright permissions, whose purpose is to avoid the purchase of a textbook for the course.
  • No more than two physical copies of a single item can be placed on reserve.

Copyright

“While library faculty/staff are available to provide guidance in the use of copyrighted materials in relation to Northeastern State University Libraries’ services, we do not provide legal advice or serve as a substitute for consultation with competent legal counsel on matters regarding compliance with copyright law.”  

It is the policy of the Northeastern State University Libraries to follow the provisions of the copyright law.   Copyright is a form of protection grounded in the U.S. Constitution and granted by law for original works of authorship.  One of the rights given to the owner of copyright is the right to reproduce or to authorize others to reproduce the work in copies.  This right is subject to certain limitation, such as “fair use.”  The limitations and exceptions do not require permission from the copyright owner, but all other uses require permission. 

User Privacy Policy

The University Libraries Privacy Policy describes patron privacy and confidentiality rights, the actions the Libraries take to respect and protect patron privacy when they use library resources and services, and how the library manages personally identifiable information (PII) collected from them.

Introduction

Privacy is essential to the exercise of free speech, free thought, and free association. The University Libraries consider the right to privacy to be the right to open inquiry without having the subject of one's interest examined or scrutinized by others. Confidentiality exists when a library is in possession of personally identifiable information (PII) about users and keeps that information private on their behalf.

The courts have upheld the right to privacy based on the Bill of Rights of the U.S. Constitution. The Libraries' privacy and confidentiality policies acknowledge the Library Bill of Rights, Statement on Professional Ethics, and the ALA Policy on the Confidentiality of Library Records (see the links below). The University Libraries follow applicable federal, state, and local laws, as well as the University’s institutional policies related to privacy.

Library user rights outlined here are based in part on what are known in the United States as the five "Fair Information Practice Principles" (FIPPs, see the below link).

These five principles are the framework for privacy policy at the Department of Homeland Security, and outline the rights of Notice, Choice, Access, Security, and Enforcement.

Our commitment to patrons’ privacy and confidentiality has deep roots not only in law but also in the ethics and practices of librarianship. In accordance with the American Library Association's Code of Ethics:

"We protect each library user's right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted."

The University Libraries' Commitment to Our Users’ Rights of Privacy and Confidentiality

The University Libraries are committed to protecting user privacy when library resources are used and personally identifiable information (PII) is collected.

Notice and Openness

The University Libraries inform users about the policies governing the amount and retention of personally identifiable information and about why that information is necessary for the provision of library services.

The University Libraries will post publicly the privacy and information-gathering policies of the Libraries on our website and other places as appropriate. Whenever policies change, notice of those changes should be disseminated widely to our users via campus-wide email, website, internal documentation, etc. All kinds and types of records are covered by this policy, including data-related logs, digital records, vendor-collected data, and system backups.

The University Libraries gather information about current and valid library users for the sole purpose of providing library services. Where it is necessary for the Libraries to identify users, it is our goal to gather only the minimum information necessary and to retain that information for only as long as it is needed to complete a particular transaction. The University Libraries avoid creating unnecessary records and retaining records not needed for the fulfillment of the mission of the Libraries. Furthermore, we do not engage in practices that might place personally identifiable information (PII) in or on public view.

Choice and Consent

The University Libraries keep all personally identifiable information confidential. The University Libraries will not share, sell, license, or disclose personal information to any third party without patron consent unless we are compelled to do so under the law, or to comply with a court order.

The University Libraries receive personally identifiable information automatically from the Office of the Registrar (for students) and the Office of Human Resources (for employees), or directly from patrons to create and update their library user account. User accounts contain an official email address and home and campus mailing addresses supplied by the university. Patrons have the option of providing a different email address for the purpose of receiving notifications about library accounts.

When patrons borrow materials from the University Libraries, the barcode on the photo identification card is linked to the patron’s personally identifiable information for the items borrowed.  The library management system (LMS) does not retain a history of items checked out. There is no access to circulation history through the LMS interface; on an item-specific level, a record is retained of the last patron to check out the item until the next patron returns that item. A notification history of overdue materials is retained for one calendar year; notifications of overdue materials is sent to patrons via email. Patron-specific circulation history information is retrievable by a limited number of librarians with assigned permission roles that provide higher levels of access to this information through the Libraries LMS analytical reporting mechanisms.    There is no history of check-out items in the WMS Circulation interface, but there is a history of notifications. That history exists for one calendar year, but it is configurable and is only available to WMS full time staff with certain elevated levels of access. A record of the last patron to check out an item is retained in the system and this information is visible to WMS staff possessing a certain level of access. The system is set up to retain this information until the next patron returns that item.

Patrons may need to provide personal information such as their name, email address, University N number, password, barcode, and/or database-specific password when using library services through the University Libraries website. Off-campus database authentication uses the University’s single-sign-on system for access to library resources and databases. 

Patrons may need to show identification and/or provide personally identifiable information on paper forms or logs that are retained, as needed, when using certain library services or collections. This process is uncommon and limited to particular circumstances (e.g., when the automated circulation system is inoperative due to local power outages, or LMS-related situations where the LMS is temporarily inactive).

Access by Users

The University Libraries provide patrons access to activities on their library account. Before a staff employee views a library account, patrons will be asked to provide an NSU ID and password or library barcode and password for identification online, or a photo ID in person to ensure verification of identity. Patrons may access their personal information and library account activity in person or by telephone.

Library patrons can update their personally identifiable information to ensure that library operations function properly. University faculty, students, and staff can view and update their personally identifiable information. Users not affiliated with the university can update their information at any University library by visiting with library staff at the Circulation desk.

Community patrons can access university computers at the University Libraries. To do so, community patrons must abide by the university’s ITS computer use policy which requires community patrons to provide personal information to library staff. The university’s ITS computer use policy requires personal information be obtained from community patrons prior to use of library computers. Library staff at the Broken Arrow campus obtain the patron’s name, phone number, and email address, and time in/time out of computer use. Information gathered is input on a Google spreadsheet, stored in the University’s Shared Drive, and is accessible to the ITS department. This information is available to library staff for one semester, and is stored for a longer timeframe in the ITS department. At the main library, community patrons are asked to fill out a paper guest form that requests personal information (name, address, phone number, email). Community patrons are added to the WMS Circulation system.

Guest forms are filed in a filing cabinet at the Circulation desk. Forms are shredded if the patron account is inactive for three semesters. Forms are examined at the end of each spring semester, and shredding is performed by a full-time circulation staff member.

OK-Share Card System: The Oklahoma Council of Academic Library Directors (OCALD), adopting a common goal to promote and facilitate access to information, communication and scholarly research among college and university communities, provides reciprocal borrowing privileges to each other's faculty, students, and staff. These specified individuals may have direct, personal access to materials that are not available at their home institution's library. only the faculty, students and staff of educational institutions with primary campuses in Oklahoma and whose library directors are members of the Oklahoma Council of Academic Library Directors, are eligible for participation in this agreement. Specifically, this agreement does not cover faculty, students, or staff of unaccredited educational institutions, educational institutions without an existing library in the state of Oklahoma or out-of-state educational institutions. The OK-Share card system permits NSU-affiliated patrons, and patrons affiliated with regional institutions of higher education to request access via an OK-Share card.   Academic libraries that sign this OCALD agreement must provide a free OK-Share library card and free circulation access to the main and branch libraries of the college or university. Any eligible faculty, student or staff member of any OK-Share institution may use the collections of any OK-Share library on site. Upon completion of the OK-Share card application at their home academic library and issuance of an OK-Share card, eligible faculty, student or staff members may be issued a courtesy card by any participating OK-Share library. This courtesy card, with proper identification, may be used at the participating OK-Share lending library to borrow materials. OK-Share card holders who not affiliated with NSU are added to the WMS Circulation system. OK-Share card applications are housed at the Circulation desk for a period of three semesters, at which time they are shredded by full-time library staff. 

Data Integrity and Security 

Data Integrity: The University Libraries are committed to collecting and maintaining accurate and secure data. The University Libraries strive to ensure data integrity, including: using only reputable sources of data, providing patrons with access to their own library account, updating data whenever possible, using single-sign on authentication systems that authorize use without requiring personally identifiable information, destroying untimely data or converting it to an anonymous form.

Data Retention: The University Libraries protect personally identifiable information from unauthorized disclosure. Once it is no longer needed to manage library services, The University Libraries regularly purges, shreds, or anonymize personally identifiable information about library users, library resource use, material circulation history, and LMS reporting logs. Patron records are purged at the end of each semester (Fall, Spring, Summer). The Systems Librarian pulls the patron file, based on expiration dates in WMS, last date of activity, and the created on/last updated on date. Patron deletion files are purged. Banner patron loads create “current” status, so if a student has not taken a class in over a year, their record will expire. Community members are purged in this same manner. 

Tracking Users: The University Libraries have invested in appropriate technology to protect the security of any personally identifiable information while it is in the library's custody, and the University Libraries ensure that aggregate, summary data is stripped of personally identifiable information. The University Libraries do not ask library visitors or website users to identify themselves or reveal any personal information unless they are borrowing materials; requesting special services; registering for services, programs, or classes; or making remote use from outside the library of those portions of the University Libraries' website restricted to registered borrowers under license agreements or other special arrangements. The University Libraries discourage users from choosing passwords that could reveal their identity, including social security numbers. The University’s ITS department removes cookies, web history, cached files, or other computer and Internet use records and other software code that is placed on our public computers or networks after each use. The University Libraries does maintain some log files for printing history.

Third Party Security: The University Libraries use and link to resources owned and operated by third parties, including integrated library systems, offsite computer services, databases, and electronic journals. The University Libraries license these resources for the use of NSU-affiliated and community authorized users. We make every attempt to include user privacy protections in license agreements with third parties, such as vendors of digital information resources like electronic databases and journals. Nevertheless, because the use of these websites and resources is not governed by the University Libraries, we strongly recommend that patrons review the privacy policies of the websites that they visit, particularly if they are requesting online help through email or chat, or establishing their own account for specialized services like table of contents, email, saved search alerts, purchases, or personalization features. When connecting to licensed resources outside the library, the University Libraries authenticate users as members of our community and do not provide any personally identifiable information.

Cookies: Our Libraries do not use cookies to verify information about our users. However, some of our licensed resources require the temporary enabling of cookies. For searches conducted on university library computers, patrons can disable or refuse to accept cookies and remove them from their device. The University Libraries does not erase cookies from library computers after patrons close the browser at the end of their session. 

Security Measures: The University Libraries security measures involve both managerial and technical policies and procedures to protect against loss and the unauthorized access, destruction, use, or disclosure of the data. University Libraries managerial measures include internal organizational procedures that limit access to data and ensure that those individuals with access do not use the data for unauthorized purposes. University Libraries technical security measures to prevent unauthorized access include encryption in the transmission and storage of data, limits on access through use of passwords, and storage of data on secure servers or computers.

Staff Access to Personal Data: We permit only authorized Library staff with assigned confidential passwords to access personal data stored in the University Libraries' computer system for the purpose of performing library work. The University Libraries will not disclose any personal data we collect from patrons to any other party except where required by law. The Libraries do not sell or lease users' personal information to companies, universities, or individuals.

Periodic Privacy Auditing Process

The University Libraries will periodically implement a privacy auditing process to assure that the organization's practices support its goals and promises of privacy and confidentiality, thereby protecting confidential information of patrons from abuse. 

Enforcement and Redress

The University Libraries will not share data on individuals with third parties unless required by law. The University Libraries conduct regular privacy audits in order to ensure that all library programs and services are enforcing our privacy policy. Library users who have questions, concerns, or complaints about our handling of their privacy and confidentiality rights should file written comments with the Executive Director of Libraries. Responses will be provided in a timely manner; the process may require a privacy investigation or review of policy and procedures be conducted.

All University Library staff and volunteers refer law enforcement inquiries to Library administrators. The University Libraries may confer with the University Office of the President and General Counsel before determining the proper response. The University Libraries will not make library records available to any agency of state, federal, or local government unless a subpoena, warrant, court order or other investigatory document is issued by a court of competent jurisdiction that shows good cause and is in proper form.

Computer Use & Laptop Lending

The NSU Libraries provide computers, printers, and scanners for use by students and members of the public. Computers are located throughout the Tahlequah and Broken Arrow campus libraries and in library computer labs. Priority for usage is given to NSU students. The Libraries also provide a limited number of laptop computers for varying circulation periods.

Laptop Policy (Tahlequah Only)

Who can check-out laptops?

  • NSU faculty, staff, and students in good standing (no blocks on patron record)

What do I need?

  • Valid NSU ID
  • Signed laptop user agreement on file

How do I check it out?

  • Laptops are available on a first-come, first-serve basis at the North desk (no holds or reservations)

How do I return it?

  • Give it directly to a staff member who will check all pieces
  • Do not leave it on the counter or on the desk
  • Must be returned 7 days after check-out

How do I use it?

  • Loan period is 7 days.
  • User must log into the laptop on the NSU-Secure Wi-Fi network before leaving the building
  • Use for accessing the NSU campus standard software, such as Office, Lockdown Browser, Zoom
  • Comply with NSU computing policies
  • Comply with licensing and copyright laws
  • Laptops will print to the main public printers located on the first floor only

What happens if it gets lost or damaged?

  • Until checked in, you are liable for the laptop checked out to your account
  • Users are responsible for any damage or theft of the laptop
  • Replacement cost for laptop will be $1250
  • Appropriate costs will be assessed for missing parts or damage due to user negligence

Copyright and Fair Use Policy

Northeastern State University recognizes and adheres to federal copyright law and guidelines. Copyright law applies to the use, performance, and display of copyrighted works. All members of the university community—faculty, staff, and students—are expected to obtain permission from copyright owners for uses protected by copyright law.

The Constitution of the United States endows Congress with the power to “promote the progress of science and useful arts, by securing for limited times to authors and inventors the exclusive right to their respective writings and discoveries.”  

The Copyright Act of 1976 provides “authors [and creators] of original works protection for their intellectual property in any work exhibiting minimal creativity and fixed in a tangible mode of expression.” One no longer needs to apply for a copyright in order to have her/his/their work protected under the law. Copyright protections cover published or unpublished intellectual property in all formats and media by authors, artists, composers, and creators. 

The unauthorized use of a copyrighted work is copyright infringement and violators may be subject to civil and criminal penalties under federal law. Fines range from $30,000 - $150,000 depending on the nature and extent of the infringement.

NSU Libraries Copyright Policy prohibits the following: 

  • Copying and/or distribution of copyrighted work that exceeds the limits established in the Fair Use Doctrine. 
  • Illegal downloading, installing, or sharing the copyrighted electronic work of others.   

The general rule is that copyrighted work may not be appropriated by others through duplication or dissemination without the creator’s permission. There are exceptions to copyright restrictions that apply to academic institutions. These exceptions fall under the Fair Use Doctrine in the law. 

NSU Libraries support the use of copyrighted work that falls under the Fair Use Doctrine, which is codified in Section 107 of the Copyright Act. This statute establishes that the use of a copyrighted work “for purposes such as criticism, comment…teaching, scholarship, or research” is fair use. Note however, that this use is not limitless. 

For the use of copyrighted work to qualify as fair use under the statute, the following factors must be considered: 

  • The purpose and character of the use; 
  • the nature of the copyrighted work; 
  • the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and  
  • the effect of the use upon the potential market for or value of the copyrighted work. 

Please note:

  • The Guidelines for Fair Use contain a number of further restrictions, including that an item may not be copied again by the same teacher for use in a subsequent term. This pertains to physical and digital copies in face-to-face and online courses. 

NSU Libraries support the right to use copyrighted materials outlined in the exemptions for fair use in face-to-face teaching, online teaching, research, and library circulation of materials. The library is committed to educating its community of users on the legal and ethical uses of copyrighted work.

Film Use Policy

NSU Libraries support the viewing/showing of films for educational purposes. The viewing or showing of films outside of personal use is governed by United States Copyright Law. All faculty, staff, and students are required to meet the conditions stipulated in the Fair Use Doctrine when using film. This policy applies to both physical media such as CDs and DVDs, and electronic media such as any video streaming service or source.

The unauthorized use of a copyrighted work is copyright infringement and violators may be subject to civil and criminal penalties under federal law. Fines range from $30,000 - $150,000 depending on the nature and extent of the infringement.

For the use of film to qualify as a fair use exemption from copyright restrictions, the use must meet all of the following conditions:

  • The use of the film must be related to a course, its content, or learning outcomes. 
  • The entire audience must be involved in the teaching activity. 
  • The entire audience must be in the same room (if in a face-to-face course) and must be students in the related course or faculty/staff members. 
  • Teaching activities must accompany the film and must be conducted by a non-profit educational institution. 
  • The film viewing must take place in a classroom or similar place (physical or virtual) devoted to instruction. 
  • The faculty member responsible for the film use must have no reason to believe that the DVD or streaming video was unlawfully made or made available. 

Additional conditions pertaining to online courses:

  • Use a link to a video rather than making and posting digital copies. This ensures that the film is still available with permission from the copyright holder. 
  • If copying a brief portion of a video, make sure the copy meets the requirements applicable to text copying, primarily brevity and purpose. 
  • Use streaming video that limits a student’s ability to download, copy, or redistribute the material. 
  • Provide attribution to the copyright owner. 

If a use of film does not meet all of the requirements above, it is not protected or lawful under the Fair Use exemption. Faculty, staff, or students who show films not meeting these conditions must obtain copyright permission.

Research and Instruction Services

The Research and Instruction Services department is staffed by faculty librarians who provide bibliographic instruction, reference consultations, collection development and maintenance, and the creation of research resources, tools, and services. NSU Librarians serve as liaisons to academic programs and colleges and serve on University committees.

Instruction Services Policy

University students have a role and responsibility in creating new knowledge just as teaching faculty have a responsibility to design curricula and assignments that foster engagement with the scholarship within their disciplines. Librarians are partners who share a responsibility for extending student learning to include information literacy in collaboration with faculty.  Each Resource Coordinator/Instruction Librarian teaches information literacy as it relates to their area of subject specialty, using sequenced instruction in all formats.

What is included in library instruction?

Undergraduate students receive basic introductory information, assignment-specific instruction, and information literacy concepts.

Students in upper division, graduate, and professional programs are instructed in the tools of their field as well as assignment-specific resources and information literacy.

Where is instruction conducted?

Library instruction includes formal classes taught in the libraries’ computer labs, classes taught outside of the library, classes taught via Zoom, classes taught while embedded in Blackboard, small group sessions, instructional web pages, passive content embedded in online classes, online classes, tutorials, workshops, scavenger hunts, one-on-one sessions, walking tours of Library facilities, and presentations.

Hours of service

Classes are taught during their normal class period and based on the availability of the Resource Coordinator. Librarians are available for one-on-one and small group instruction during office hours or by appointment.
Who provides instruction?

Library instruction is provided by the Resource Coordinators. However, classes may be taught by other librarians as well as staff under the direction of a Resource Coordinator.

Whom we serve

Instruction is provided to Northeastern State University students as well as community outreach for visiting pre-K through 12th grade school classes. Instruction is also provided to Tulsa Community College students and Broken Arrow 'Early College High School' students on the Northeastern State University-Broken Arrow campus. 

Priority of service

Classes are taught by each Resource Coordinator on a first come, first served basis and as their schedule allows. Northeastern State University students have priority in the use of library facilities and services.

Statistics

Scheduled classes will be recorded on the appropriate online Reservation Calendar and also on the Resource Coordinator statistical reports.

Professional standards

Librarians will refer to the “Framework for Information Literacy for Higher Education” created by the Association of College & Research Libraries, as well as program-specific information literacy standards established by ACRL. Resource Coordinators will follow applicable guidelines from accreditation agencies for NSU programs.

Framework for Information Literacy for Higher Education
ACRL Standards

Guidelines for faculty requesting library instruction

Resource Coordinators provide assistance and the best possible resources for student success. In our experience, a successful partnership with the faculty member or instructor includes the following: 

  • Contact your Resource Coordinator at least seven days in advance of needing a class taught, if possible. All classes are taught on a first come, first served basis and scheduling in advance assures the availability of the Resource Coordinator as well as the use of a computer lab in the library (if needed). If a class needs to be taught sooner, the Resource Coordinator will do their best to accommodate the instructor’s needs.
  • When contacting your Resource Coordinator to teach a class, please provide your name, course number, the date and time you would like the class to be taught, the number of students, and the assignment. Please also indicate any required accommodations for students with disabilities.
  • The class is more effective if a specific assignment requiring library resources has been assigned prior to attending the library instruction class. Please give the Resource Coordinator a copy of the assignment or syllabus at the time of scheduling the class.
  • When possible, it is beneficial for the instructor of the course to attend the library instruction session with their students. This reinforces the partnership of the instructor and the librarian and also encourages students to connect assignment-based questions to research questions as they arise.
  • Resource Coordinators may be available to be “embedded” as a librarian in your Blackboard course shell. This allows them to include content in the course that students have direct access to, and provides the students with easier access to reach them with questions. After speaking with your Resource Coordinator, please contact ITS to have them added to your course(s).
  • If specific topics or resources should be included in the class, please convey these wishes to the Resource Coordinator.
  • Classes can be provided in person or online, in library computer labs, in the instructor’s classroom, or via Zoom.
  • Classes in computer labs are for library instruction only and may be conducted by either the Resource Coordinator or the classroom faculty.
  • Classes are available for all program levels.
  • Instruction can also be provided through online tutorials. Custom tutorials may be crafted with sufficient advance notice to the appropriate Resource Coordinator.
  • The Resource Coordinator may ask to work with you to conduct an assessment of their instruction and/or student learning.
  • The Resource Coordinator welcomes your comments and suggestions as well as ideas of other services they can provide. 

Last updated: September 2021

Collection Development Policy

Purpose of Collection Development Policy

The purpose of this collection development policy is to provide guidelines to the resource coordinators for the purchase of physical materials and individual electronic titles.

Patrons

NSU Libraries provide services to the faculty, staff, and students of Northeastern State University and purchase materials in support of University degree programs.

Selection

The Libraries assign resource coordinators to represent each of the degree programs. Resource coordinators work with NSU faculty in their respective colleges and departments to identify materials for selection. Recommendations for the purchase of materials should be made to the appropriate resource coordinator. Although faculty and others are welcomed and encouraged to make recommendations for the purchase of library materials and resources, due to limited funds and overall curriculum needs, the final selection decisions are made by the resource coordinators.

Intellectual Freedom

The Library recognizes its responsibility in having available a representative selection of materials on subjects which support the curriculum, including materials on controversial topics. In an endeavor to provide materials which engage critical thinking skills about controversial subjects, the Libraries will provide materials representing a variety of conflicting viewpoints. It should be clearly understood and emphasized that the Libraries do not endorse all the opinions expressed in the materials selected.

Criteria for Selection of Materials

The following will be purchased when budgetary considerations allow: faculty research material; materials for the University Administration; and works on local history, along with the history of NSU. Titles in English will be chosen except those directed towards foreign language instruction or deemed appropriate by a resource coordinator. Works of popular fiction along with “self-help” and “how to” books will be purchased only on a limited basis.

As a general rule, textbooks will not be purchased for the collection. Course required textbooks should not be purchased. Rare and out of print books are typically selected only when affordable. Generally, the Libraries do not purchase multiple copies of the same title. However, resource coordinators may select multiple copies of the same title for purchase when deemed appropriate or if heavy use can be demonstrated. Multiple copies of the same title received as a gift may or may not be added to the collection, as determined by the appropriate resource coordinator, according to the Gift Policy. Resource coordinators decide on a case-by-case basis whether to replace lost or damaged materials and do so with the appropriate firm order funds.

Serials

Serials may include periodicals; newspapers; annuals; journals; magazines; proceedings; transactions; indices; monographic series; and continuation orders. Serials may be acquired in the following formats: print, microfilm, DVDs, and electronic.

Youth Collection

The Youth Collection (or Y Collection) supports the curriculum of the NSU College of Education for preservice teachers and also provides materials for use by students and patrons for other educational purposes. The included children’s and young adult materials (PreK-12) are collected based on ALA Youth Media award winners, Sequoyah book award nominees and winners, starred book reviews, a longstanding partnership with Scholastic, and other requests at the discretion of the Y Collection coordinators. Materials include fiction, non-fiction, poetry, folk and fairy tales, graphic novels, biographies, and autobiographies and are most often purchased in hardcover format. A single copy of each title is normally purchased, although duplicate copies of many award-winning books are frequently purchased to meet curricular needs in both Tahlequah and Broken Arrow. Some outdated or controversial titles will stay in the collection to offer children’s literature students a historical perspective of this genre.

All other library materials

All other library materials excluding serials should be considered here. These may be monographs, including reference books, curriculum materials, musical scores, audio-visual materials, maps, atlases, and online resources.

Special Collections

The collection development policies of Special Collections are addressed in the Special Collections Collection Policy.

Funding

Funds are allocated to resource coordination areas annually according to a formula which includes factors such as full-time equivalent faculty, student credit hours, usage level, and average book cost.

Gifts

Gifts to the library of books or funds for books are addressed in the NSU Libraries Gift Policy.

Weeding

Weeding, or the removal of obsolete materials for purposes of discarding, is an integral part of the total organized effort to study and develop the collection. Weeding is a thorough and conscientious effort to achieve a well-balanced collection suitable to the patrons and programs served, and should be a continuous, consistent process.

Obsolete materials, such as outdated books with inaccurate information, superseded editions, broken files of unindexed journals, superfluous duplicates, and badly damaged copies are examples of items which may be withdrawn from the collection. Availability of newer and more valid materials which are of importance to the field are of prime consideration in weeding; classics in any field represented in the curriculum will be retained, depending upon condition and number of needed copies. Final decisions for the selection or weeding of library materials will be made by the appropriate resource coordinator, and will be based on the overall consideration of a subject area, as well as specific criteria used in each program area.

Weeding is the responsibility of the resource coordinators within their own areas.

Curriculum Materials

The list of State Adopted Textbooks is published each year in July by the Oklahoma State Textbook Committee. Each subject area typically rotates every six years for review.

The Libraries’ policy is to identify older editions of Curriculum Materials as the new edition is ready to shelve. The Broken Arrow resource coordinator for Education is notified of available older editions and duplicates. Those selected for the Broken Arrow collection are then relocated, and the remaining are withdrawn. Shelf space is at a premium in this area. In this way, we keep a current six-year rotation of adopted textbooks.

The College of Education resource coordinators are notified in advance of the subjects being withdrawn. Any titles they wish to keep are retained. Some textbooks are weeded at the end of each review year after all new materials are on the shelves.

Withdrawn materials are offered to state funded public schools biennially in the Fall.

(1991/92; 1995; 2015; last revision 2021)

Technical Services

The Technical Services department acquires, organizes, and preserves library materials. Areas of responsibility include: acquisitions, cataloging, classification, preservation, and collection management.

Northeastern State University Libraries’ Gift Policy

The NSU libraries welcome the donation of materials from all patrons as a means of developing and enriching our collections. The libraries reserve the right to retain or dispose of any portion of gifts received based on whether or not materials meet the criteria set forth in the Collection Development policy. All gift materials become the property of Northeastern State University libraries upon receipt.

Material Type

Books, periodicals, and audio-visual items are the most common materials accepted as donations and added to the libraries’ collections. Any non-traditional material(s) being donated should be approved prior to donation by a library faculty member (typically the librarian overseeing the subject area that the material would fall under).

Donation Receipt

The receipt of donations falls most commonly under the purview of the Technical Services department, although smaller donations may be accepted by other members of library staff and faculty. All accepted donations will be documented by a Gift Receipt, and a copy of the receipt will be offered to the donor. Bookplates are also available upon request, to be affixed to donations, with a donor’s name and/or title and the date of the donation printed on them.

Tax-related Questions

IRS codes dictate that the libraries, or any library employee, CANNOT appraise any donations made to the library. The value of the gift must be determined prior to donation and is the responsibility of the donor.

Unacceptable Donations

Donated materials found to show signs of mold, mildew damage, stains, smoke damage, or extreme wear and tear due to age or handling will not be added to the collection. Outdated textbooks (more than ten years old) or popular magazines are unlikely to be added to the collection.

Selection of Gift Materials

The resource coordinator for the appropriate subject area will make the final decision whether or not to add gift materials to the library collection. Coordinators will be provided with relevant information pertaining to individual titles by Technical Services. Items selected for addition to the collection will be integrated into the workflow of materials to be cataloged/processed by Technical Services staff.

Disposal of Unselected Materials

Unselected gift materials will be disposed of according to current state regulations and other resource-sharing agreements. The permanent, in-house used book sale (on the first floor of JVL) is an additional method by which materials are redirected from the collection back to the public.

Archives and Special Collections

The University Archives is the repository for materials which document the history of Northeastern State University. The department serves as the institutional memory by identifying, acquiring, and maintaining records of enduring value that chronicle the development of the institution.

Northeastern State University Special Collections exists to support the University’s mission and values statement, by the collection, preservation, and dissemination of Native American materials. The collections will focus on history, anthropology, and language in relation to regional Native American cultural heritage.

Archives and Special Collections Policy

Introduction

The University Archives is the repository for materials which document the history of Northeastern State University. The department serves as the institutional memory by identifying, acquiring, and maintaining records of enduring value that chronicle the development of the institution. University Archives provides source material to administrators, faculty, staff, students, alumni, members of the community and other interested parties. In general, records have enduring value if they contain evidence of University history, policy, organization, planning, decisions, operations, procedures, or if they have other significant value. While there may be some overlap between the two, University Archives collections are distinct from University Records. While Archives facilitate historical research, University Records maintain confidential academic and personnel files as well as documentation necessary for fiscal accountability. University Archives is a department of Northeastern State University Libraries.

Mission 

Northeastern State University Archives will collect, preserve, protect and provide public access to records related to the history of Northeastern State University.
 

The following types of materials are collected by University Archives

All University

  • Annual reports and audits
  • Architectural documents, building plans, blueprints, and planning reports 
  • Selected general event materials
  • Selected maps
  • Selected oral histories, interviews, video clips
  • Organizational charts
  • Selected photographs, slides, negatives, digital images, and scrapbooks
  • Policy and procedure manuals
  • Press releases
  • Publications, newsletters, posters, or booklets about or distributed in the name of the institution or one of its sub-units, (e.g. brochures, books, posters, magazines, catalogs, special bulletins, yearbooks, student newspapers and alumni publications)
  • Selected recruitment materials
  • Self-studies and accreditation reports
  • Selected university athletic mascot memorabilia
  • Student thesis and capstone papers  

Administration

  • Biographical material of key administrators
  • Substantive correspondence of key administrators
  • Legal or constituting documents such as charters, constitutions, by-laws
  • Minutes of cabinet meetings and other administrative committees
  • Mission statements, and institutional goals
  • Reports of president and vice presidents
  • Speeches
  • Substantive memoranda (not daily correspondence)

Academic and Research Units

  • Biographical material and vitae of NSU faculty
  • Proceedings of conferences and symposia hosted by NSU
  • Unit histories
  • Recordings and programs from lecture series hosted by NSU
  • Committee minutes, membership rosters, and final reports
  • Division, college, and unit reports from provosts, deans, and directors.
  • Selected research proposals and project reports, including grant records
  • Selected recordings of speeches and presentations by faculty
  • Substantive memoranda (not daily correspondence)

Student Organizations

  • Selected event materials, including promotional materials, programs, and video/audio recordings
  • Selected memorabilia
  • Legal or constituting documents such as charters, constitutions, by-laws
  • Membership rosters
  • Minutes when available
  • Mission statements
  • Selected photographs
  • Substantive memoranda (not daily correspondence)

Intercollegiate Athletics

  • Biographical material of notable NSU athletes
  • Biographical material of NSU coaches and athletic directors
  • Team rosters, schedules, and results
  • Important news releases 
  • Selected photographs of athletic events and NSU athletes
  • Selected recordings of athletic events
  • Selected event programs and memorabilia

Alumni

  • Will actively consider personal papers, collections, images, diaries, and other primary resource materials of alumni, families, and organizations with direct ties to Northeastern State University. 

The following types of materials are NOT collected for the University Archives 


General

  • Agendas
  • Duplicate copies: keep only the original and heavily annotated copy
  • Forms (Blank)
  • Legal case files
  • Mail and phone logs
  • Medical records
  • Non-personally addressed correspondence, such as “To: Deans and Directors” memoranda
  • Operating manuals (Equipment)
  • Published statutes, laws, regulations, etc.
  • Transitory or short-term correspondence and memoranda
  • Vouchers
  • Warranties and guarantees

Accounting

  • Daily accounting records
  • Bank and financial statements
  • Bills and receipts
  • Checks
  • Invoices
  • Budget files (working papers)
  • Cash-book, day-books and cash-journals
  • Equipment inventory
  • Payroll records
  • Purchasing orders
  • Purchasing records
  • Forms (Blank)
  • Legal case files
  • Mail and phone logs
  • Medical records
  • Non-personally addressed correspondence, such as “To: Deans and Directors” memoranda

Personnel

  • Personnel files (Active or Inactive)
  • Case files
  • Confidential faculty, staff and student records
  • Conflict of interest records
  • Employment application files
  • Employment eligibility verification files
  • Grievance files (Personnel)
  • Personnel evaluations

Teaching and Research

  • Books, research papers, and journal articles written by persons not associated with NSU
  • Exams, term papers, and student projects
  • Grade books and class rolls not associated with the original Cherokee National Female Seminary and Northeastern Normal School
  • Questionnaires, if the results are recorded and preserved in a published report
  • Rejected or not-funded grant proposals and files
  • Grants fiscal records
  • Teaching evaluation records
  • Time and attendance records and reports

Selection

The Northeastern State University Archives is selective and focused in the areas noted above. When considering items for inclusion in archival collections, the University Archivist will consider the items’ institutional relevance, significance for historical research, potential human interest, condition, rarity, and whether University Archives has the spatial, human, and technical resources to properly preserve them and make them available to researchers. The University Archivist reserves the right to refuse any gift to the University Archives. When it is potentially appropriate, the University Archivist will refer the gift to the Special Collections Librarian, to other materials selectors in the University Libraries, or to the Records Manager for evaluation.

Special Collections Policy

Statement of Purpose

Northeastern State University Special Collections exists to support the University’s mission and values statement, by the collection, preservation, and dissemination of Native American materials. The collections will focus on history, anthropology, and language in relation to regional Native American cultural heritage.

Special Collections encourages the use of our collections by a diverse group of users, including NSU students, faculty, staff, and scholarly researchers from other institutions, the local community and general public. 

Additions to the Collections

Special Collections accepts materials that supplement or strengthen areas of existing collections, or provides a foundation for the expansion of future collections. Collection material is accepted in the form of: 

  • Donations, solicited and unsolicited
  • Exchange with other repositories or collections
  • Purchase of materials
  • Transference from other university departments or offices

Materials Collected

  • Atlases (selected and limited)
  • Audio Recordings
  • Biographies and autobiographies
  • Books and pamphlets
  • Correspondence
  • Diaries and similar first-person accounts
  • Digital materials
  • Maps
  • Memoirs and other primary sources
  • Microfiche
  • Microfilm
  • Newspapers
  • Oral histories
  • Original works of art
  • Periodicals
  • Photographs
  • Professional, personal, and family papers
  • Posters
  • Videos and similar material

These and any materials not specifically listed above are at the discretion of Special Collections staff. 

Materials and Subject Areas Not Accepted

  • Collections that are in foreign languages, excluding Native American language
  • Current local, state, and federal government records
  • Duplicates of material already in Special Collections, unless the duplicate is in better condition than the holding’s copy
  • Large collections unrelated to the College’s academic mission or existing holdings
  • Photocopies of materials held at other repositories
  • Photocopies or other reproductions of original material, unless the originals are no longer is existence or are unavailable to the public
  • Research notes, unless included as a sub-unit of a collection of related primary material or largely focused on local genealogy

Electronic or Digital Material

Special Collections preference is to acquire items in a non-digital format, accepting the digital format as a supplement or, if the original no longer exists, as a substitute. Material that is “born digital” will be considered if it is not otherwise accessible for research, can easily be migrated and preserved using accepted industry standards and common technologies, and also includes appropriate metadata. Materials that are born digital will be added to the College’s institutional repository when appropriate. 

Responsible Collecting

A responsible level of collecting should be maintained by implementing constraints in regards to available storage space, ability to process material, and necessary resources to provide care, preservation, and access to the materials. 
In addition, consideration must be given to the best placement of materials. Dispersal or fragmentation of a research collection is inconvenient to researchers and does not enhance the reputation of the institution. Special Collections will try to avoid acquiring material known to be primarily collected by another institution, unless there is a strong connection with an existing collection(s) or some other compelling reason to accept the material. Donors will be directed to appropriate repositories if their material is not deemed relevant to our collections. 

Nature of Ownership

Material will be accepted into the collection by deed of gift, or other forms of documentation by which full and absolute custody is transferred to Northeastern State University, John Vaughan Library, Special Collections & Archives. 
Special Collections will not accept items or collections on “deposit” or “loan” or by any other means whereby Northeastern State University does not become the owner of the items. 

Resource Sharing and Loans

Special Collections shares resources with other institutions when it is beneficial to researchers, and when the terms and circumstances are favorable. Resources shared may include duplicate and extraneous materials from collections (if acceptable under the terms of the donor agreement), copies of materials from collections, electronic versions of finding aids, exhibit items, and professional consultation.  

Loans may be made to museums, historical societies, and educational institutions for a specific short-term period. Materials will only be loaned if condition allows for safe movement, handling, and minimization of environmental stress. All parties must complete and sign a loan form. The borrowing institution will be responsible for the materials while in their possession, and must meet various requirements as set forth by JVLSC to assure the well-being of the collections. 

Accession Procedures

All items permanently added to Special Collections will be assigned an accession number, and all paperwork related to the acquisition of the items will be maintained permanently in Special Collections’ files.

De-accession Procedures

De-accession is the official removal of items from Special Collections. Materials that duplicate existing holdings, relate to subjects that are no longer a Special Collections priority, or deemed not to be of enduring value may be de-accessioned. Additionally, if the material is outside the scope of our collection policy, or is no longer relevant to the purposes and activities of the institution it may be removed from the Collection. The material will also be de-accessioned if found to have deteriorated to a degree that renders it in such poor condition as to be virtually unusable, or threatens other collections or staff.

The disposition of material will be in accordance with the relevant donor agreement and the guidelines of Oklahoma State Records Management. Deaccession materials may either be offered to the donor or donor’s heirs, transferred to other departments of the library, offered to other, more appropriate institutions, or disposed of in accordance to the laws of the Oklahoma State Records Management. 

Library Administration

NSU Libraries Administration consists of the offices of the Executive Director and the Library Administrative Assistant. The Executive Director is responsible for the development and implementation of policies and procedures, preparation and management of the annual budget, supervision of personnel, and the oversight of library operations, programs, and services. 

The Library Administrative Assistant assists the Executive Director in the development of the budget, processing of payments, preparation of correspondence, research and preparation of reports, management of the Executive Director’s calendar, development and management of assigned library budgets, and creation of library communications and marketing. 

Supply Purchasing Policy

General Policy Statement

This policy governs the purchase of certain general office supplies and paper with Library funds. It applies to all departments within the John Vaughan Library.

Reason for Policy Statement

This Policy stipulates approved methods to ensure that high quality office supplies are procured in a consistent, cost effective, and efficient manner to meet our business needs. It enables the Library to make the most of its budget and simplify processes.

Policy

The NSU John Vaughan Library has a well-stocked general supply closet. For special, necessary items that are not generally available, each department head will be supplied with an annual budget to cover the purchase of these items. Departmental budget amounts are determined and finalized after census date each fall semester. 

Examples of special departmental items include such things as:

  • Labels and book/AV processing supplies for Tech Services
  • Archival storage for Archives and Special Collections
  • Clickers or pointers for R&I
  • Mailing supplies and Reserve storage needs for Access Services    

Items provided in Library Supply Closet (not an exhaustive list):

  • Pens/Pencils (Red, Blue and Black)
  • Paper
  • Notebooks (legal pads, steno books, etc.)
  • Staplers, staples
  • Tape, Tape Dispensers
  • Paper Clips
  • Binder Clips
  • Sticky Notes
  • Highlighters
  • Expo Markers
  • Whiteout
  • File Folders (standard)
  • Batteries
  • Flash Drives
  • *Kleenex (for public service areas)
  • *Hand Sanitizer (for public service areas)
  • *Cleaning supplies (for public service areas)

*Items will not be provided for personal office or desk use. 

Department Budget Request Information

Each department will be allotted a specified amount of money to use throughout the year to purchase items for their departments that are not covered under general supplies. Each department head will collect requests and submit one order each semester as needed. There may be instances when a need arises unexpectedly and orders for those items will be addressed on a case by case basis.

Ordering Process:

  • Orders should be placed using the provided order form.
  • Orders should be grouped by vendor
  • Links to items should be provided when possible
  • Completed requests should be submitted to the Library Administrative Assistant. The Executive Director will make final approval before requests are purchased. 

Vendors:

There are numerous vendors to choose from but a select few who are approved and set up with the university for tax purposes. When making an order please use one of the following vendors. If a product you need is not available from a vendor on this list, please speak with the Library Administrative Assistant to discuss options. 

Preferred Vendors:

  • Sundance Office Supply
  • Office Depot
  • Amazon
  • Demco
  • Brodart
  • Other library supply companies as needed
    Note: ordering online with Walmart IS NOT an available option. 

Department purchases will no longer be approved for personal preference requests such as preferred pens, markers, decorative folders, decorative bookmarks etc. Exceptions based on credible need are subject to approval by the Executive Director. Orders will no longer be approved for departments to stock departmental supply closets. 

If supplies are low or out in the supply closet notify the Library Administrative Assistant by email as soon as possible.

Library Committee List and Charges*

*Note on Committee Charges: In consultation with the Executive Director, committees will revisit their charges every two years, updating and revising as needed to respond to changing needs and circumstances. 

Library Leadership Team

  • Comprised of NSU Libraries’ Department Heads, BA Library Director, and Executive Director of Libraries.
  • Charge: in consultation with the Executive Director of Libraries: 
    • Discusses and approves policies and policy revisions
    • Discusses and approves special project proposals
    • Provides departmental progress and operations reports
    • Plans projects and appoints special project teams
    • Discusses special budget expenditures and planning as determined by Executive Director
    • Reviews and approves all suggested library events and programming
    • Provides feedback from departmental faculty and staff
    • Provides information on LLT decisions to departmental faculty and staff
    • Minutes maintained by NSU Libraries’ Administrative Assistant

Disaster Planning/Emergency Recovery

  • Charge:
    • Elect a committee chair to serve for a 2-year term
    • Update the libraries’ disaster preparedness plan
    • Collaborate with the Campus Safety Office in developing and maintaining the plan
    • Plan and arrange for new round of CPR certification for participating faculty/staff members
    • Monitor and report any safety hazards in the libraries with regard to building integrity, stairways and means of egress, arrangement of furnishings, tripping hazards, etc.
    • Maintain meeting minutes

Earth Day

  • Charge: 
    • Elect a committee chair to serve for a 2-year termPlan NSU Libraries Earth Day participation in conjunction with all campuses
    • Maintain meeting minutes

Entertainment and Care

  • Charge: 
    • Elect a committee chair to serve for a 2-year term
    • Plan and produce staff celebrations
    • Review current processes and procedures for providing care items for Library employees and revise as called for
    • Conduct outreach to library faculty and staff to raise funds for entertainment and care reserves when necessary
    • Maintain oversight of and expenditures from entertainment and care reserves
    • Provide care items for Library faculty and staff
    • Maintain meeting minutes

Library Communications and Programming

  • Charge:
    • Elect a chair to serve for a 2-year term
    • Explore, design, and implement (with Exec. Director’s approval) ways to market and promote NSU Libraries, services, and resources
    • Monitor the library’s physical environment and make suggestions for improvement
    • Develop and implement (with Exec. Director’s approval) a public relations plan for NSU Libraries
    • Maintain NSU Libraries’ social media presence
    • Assist in the development of special events (approved by Library Leadership Team) and market all library programming for the NSU Community
    • Maintain meeting minutes

Web Committee

Chair: Karl Siewert

  • Charge: 
    • Maintain the content of the website
    • Audit and review pages on a regular basis to determine what improvements should be made
    • Keep informed about website design and accessibility standards and new capabilities of platforms including LibGuides CMS, LibCal, and IvyBot
    • Inform page maintainers of changes and improvements
    • Act as a resource for page maintainers wishing to modify or update content
    • Promote a sense of responsibility for the website to all library faculty and staff who are page maintainers
    • Provide periodic progress reports to the Executive Director and Library Leadership Team
    • Request support as needed from the Executive Director and Department Heads

WMS Committee

Chair: Darren Toby

  • Charge: 
    • Review and maintain configurations, developments, interfaces, and processes related to WMS functioning
    • Make recommendations to the Library Leadership Team
    • Maintain relationships with and make recommendations to OCLC
    • Maintain meeting minutes

Diversity, Equity, and Inclusion (DEI) Committee

  • Charge: 
    • ​​​​​​​Elect a committee chair to serve for a 2-year term
    • Collaborate to advance a more inclusive and equitable library environment
    • Initiate events, projects, and initiatives that advance DEI
    • Improve accountability and effectiveness through DEI-related planning and assessment
    • Form collaborative partnerships with other DEI-related organization across the university and community
    • Maintain meeting minutes

Web Committee Policy

Mission of the Committee (see the Committee Charge above in the Library Committee List and Charges box)

Goals/objectives for the library website:

  • Promote the library
  • Provide remote access to resources
  • Serve as a teaching tool
  • Remain current and relevant
  • Direct patrons to appropriate library personnel and internal information
  • Respond to patron inquiries in real time during operating hours with IvyBot