Policies

Objective: The main objective of the Howard Colman Library is to build and maintain a strong, coherent, relevant, balanced and dynamic Library collection which supports the curriculum and educational mission of Rockford University.

Fiscal support: Funds for purchasing materials to develop and maintain the Library collections at the Howard Colman Library at Rockford University are provided for each fiscal year.

Selection Responsibility: Final responsibility for the selection and deselection (weeding) of Library materials and fulfillment of stated collection development objectives rests with the Library Director. However, the Library Director relies heavily on the teaching faculty to recommend new materials for purchase to support their departments and acknowledges that they have the in-depth subject knowledge necessary to guide the Library’s collection to best suit the needs of each department for course requirements and research needs.

Request Timeframe: Standard print book requests ordinarily take a minimum of six weeks to order, receive, catalog and process. The Library begins accepting book requests at the beginning of the fiscal year and begins placing those orders in midSeptember. It is highly recommended that books needed at the start of any given semester be ordered during the preceding semester.

Deselection: Deselecting or “weeding” of materials is an important part of managing a Library’s holdings. The Library strives to collect materials of the most use to our students, staff and faculty without allowing that collection to become significantly out-of-date or imbalanced. To achieve that goal, the Library faculty periodically weeds the print collection to remove irrelevant, outdated, unused or badly damaged print materials from the shelves. Weeding is best done by subject experts so individual faculty and academic departments are strongly encouraged to contact the Library Director about weeding within their discipline. In addition, the Library Director continually and judiciously evaluates the impact of format shifts and implications, comparing accessibility to cost and user expectations. Usage statistics guide the process of deselection so that funding is directed to materials providing the best subject content.

Balancing formats and accessibility: In keeping with the mission of the University, Howard Colman Library reflects the contemporary academic library model that is responsive to the modern needs and expectations of our 21st century student scholar. The Library builds the resources we offer by strategic selection and evaluation for appropriate collection management. Our vision includes acquiring sufficient digital content in all disciplines that can be accessed when and where the user needs it, supporting access to our resources to mirror the ubiquitous nature of our global world.

Resource Selection Guidelines: Emphasis should be placed on the selection of current materials. The Library strives to collect as completely as is necessary to support the courses taught by the University, but does not strive for completeness for the sake of completeness.

• Print books: The Library prefers to purchase well-made paperback books when available, in order to reduce costs. To ensure the longevity of these materials, it is the Library’s policy that all paperback books purchased through contracted vendors are strengthened with plastic covers and spine reinforcements before shipment.
• Print journals: Wherever possible, the selection of the digital format over the print format for this resource will be favored to allow broader access to the journal content.
• Textbooks: The Library does not collect textbooks. Faculty are encouraged to place pertinent textbooks on reserve for student access if they wish.
• Duplicates: As a rule, the Library does not purchase duplicates of items currently available in the collection. To purchase a duplicate copy is to forgo purchasing something not owned, therefore diminishing the resources available to users.
• Electronic journals: If a journal title is available in both print and electronic form, selection will favor the electronic format. Titles will be considered and obtained on a title by title basis dependent on availability of past content in digital format through rolling back file and/or database embargos.
• Databases: The Library continually and judiciously evaluates online resources that may be determined suitable for an academic core collection on a case-bycase basis. Recommendations are based on faculty as subject specialists; best practice collection development guidelines and procedures in academic libraries; and as the result of consortia purchasing opportunities. Retention may be determined by usage statistics providing evidence of use.
• E-Books: Not all titles are available in electronic format. If a title is available in both print and electronic format, then the format will be determined based on need for multi-user access, remote access, cost and availability.

The majority of Rockford University archive & special collections are primary source materials specific to the history of the institution and can, as such, be utilized as material for research. Research assistance can be provided by the Archivist with assistance, as needed, from the University Librarians. The intent is to provide the University community and visiting researchers with access to archival and manuscript materials for research and curricular needs while preserving the rich historical ephemera of the institution.

Access: Rockford University archive & special collections are a closed stacks repository located in the Howard Colman Library and are open by appointment only. Research requests can be submitted by email to Libraryarchives@Rockford.edu and will be filled by the University Archivist except under special circumstances where another Librarian or other designee is appointed.

Patrons and researchers should consider the following estimated time frames when expecting an appropriate response.

• A minimum of 24 hours is needed to retrieve requests and arrange for a time to meet with the archivist.
• An additional 24 hours should be afforded to complete scans or copies. Subject to copyright restriction, materials are generally available for copying or scanning (300 dpi or 600 dpi) to allow for convenient use of materials and duplication of photographs.
• The estimated time frames apply to standard Monday-Friday work week with the understanding that any requests made on Friday will not be filled until Monday. Holidays and University campus closures may also affect this time frame.

Digital Collections: The Rockford University Archives continually adds to a growing body of digitally formatted content and provides public access to this material through a web interface.

Library users are asked to switch cell phones to a non-audible mode when entering the Library. In consideration of the privacy of others and the need for an atmosphere conducive to study, Library users are asked to restrict cell phone use to the lobby or outdoors.

To help ensure their safety, children under 12 years of age must remain under the close supervision of a responsible adult while in the Library. Cases of unaccompanied children may be reported to campus security if an accompanying adult cannot be readily identified. The Library reserves the right to ask that children who are a disturbance to other patrons be taken out of the building.

The Howard Colman Library building is open to everyone. General public may make use of all print materials while on the premises; however, Rockford University guest access to computers, internet access, and subscription resources are limited due to subscription licensing restrictions and preference to University patrons. Checkout privileges are not extended to the general public with the exception of PrarieCat Consortia library patrons in good standing with their home libraries, with their card.

Rockford University patrons of Howard Colman Library:

• Current Rockford University students
• Current Rockford University faculty
• Current Rockford University staff
• Rockford University alumni
• Rockford University select faculty granted continuing privileges

Library card: The University ID card is the Library card and must be presented to complete any transaction.

Lending Rules for Rockford University Patrons: The following lending rules are general guidelines for eligible Rockford University patron types when patron status is current. Some exceptions do apply. 

ALL non RU materials obtained through interlibrary loan or holds are governed by WorldCat libraries or PrairieCat consortia libraries and those policies, fees and replacement costs are set by each of the loaning libraries individually.

Fines, Fees, and Penalties for Rockford University Patrons: All checked out materials will generate an automatic e-mail notification prior to due date. It is the patron’s responsibility to take appropriate action to avoid late penalties.

• IF materials belong to Howard Colman Library, you may renew online in your patron record, or request renewal at the front help desk before the due date to avoid fines which begin to accrue after a 1 day grace period. No eligible patrons are exempt from these fines and fees. Patron’s account can be frozen from further activity once the threshold of $10.00 is reached and will continue until issues have been resolved.
• IF materials do not belong to Howard Colman Library, the borrowed materials circulate according to loan rules and periods set by the lender. PrairieCat materials are subject to each library’s agreement and should be renewed online in your patron account before the due date to avoid fines. The fines, fees, and penalties are not negotiable and begin to accrue after a 1 day grace period. No eligible patrons are exempt from these fines and fees. Patron’s account will be frozen from further activity once the threshold of $10.00 is reached and will continue until issues have been resolved.

In each case, once the $10.00 threshold has been reached ALL borrowing privileges will be suspended until the issue is resolved. Contact HCL staff for assistance, if needed.

Payment: Once fines have accrued over $1.00, a Rockford University patron may pay securely with a credit card within their patron account in PrairieCat (online catalog). When the item(s) have been deemed lost then the total costs (fines & material replacement charges together) may be paid securely with a credit card within a Rockford University patron’s account in PrairieCat (online catalog). If patron is no longer at the University they will be invoiced, invoices will be sent to SAS, and invoices will then reside on their record until payment is made in Campus Student Administrative Services (SAS).

• The Library does not collect fines or other charges directly.
• SAS does not collect un-invoiced fines.

The primary purpose of the Library at Rockford University is to serve the students, faculty, and staff of Rockford University.

All computer users are governed by the University’s campus-wide network policies. Computer access and equipment use will end 15 minutes prior to Library closing.

Guests: Non-Rockford University affiliated persons are referred to as Rockford University guests and are welcome to use all Library facilities. However, the needs of students and employees take precedence and may require staff to ask patrons to make room at computer stations during busy times.

• Rockford University guests may request one of 5 guest sessions and is contingent on availability of open computer stations to allow access to Library internet.
• These guest sessions for computer or equipment use are available from the Help Desk to persons 18 years or older and are limited to one continuous hour per day during Library hours.
• Anyone under the age of 18 must be accompanied by a parent or guardian while using Library computers or equipment.
• Rockford University guests must present and surrender photo ID for the duration of one continuous hour per day during Library hours when available.
• A Library staff member will enter a guest user ID and password at one of the computer stations within the Library that the staff chooses.

Howard Colman Library abides by Illinois Law which states that the records of patron transactions and the identity of registered Library patrons is confidential material. We do not make available the records of patron transactions to any party except in compliance with the law. The Library does not make available lists of registered Library patrons except in compliance with the law.

The copyright laws of the United States (Title 17, United States Code) govern the reproduction, distribution, adaptation, public performance, and public display of protected material.

Under certain conditions, libraries are authorized to lend, lease or rent copies of computer programs and audiovisual materials to patrons for nonprofit purposes. Any person who makes an unauthorized copy or adaptation of these materials, or redistributes the loaned copy or publicly performs or displays these materials, except as permitted by Title 17 of the United States Code, may be liable for copyright infringement.

This institution reserves the right to refuse to fulfill a loan request if, in its judgment, fulfillment of the request would likely lead to violation of the copyright law.

Howard Colman Library is handicapped-accessible in public areas on the main floor. An elevator to the top floor and the lower level is available. Restrooms are available on upper and lower floors.

The Library maintains display cases principally for the purpose of promoting the Library and other programs and topics of interest to the University community. While all displays are ultimately the responsibility of Library staff, suggestions for themes or particular displays are welcome.

Food and drink are permitted in the Library, as long as these items are not deemed disruptive. Library users are asked to dispose of food containers and leftovers in wastebaskets and to leave their area clean. All drinks should have lids.

Donations to the Howard Colman Library of resources can sometimes broaden and enrich our holdings, and help replace lost or damaged materials.

What to donate: Materials useful to the Library include the following:

• Books and other items published by Rockford University faculty
• Monographs (hardback preferred) that supplement or complement an existing academic program.
• Books with current scholarship in a subject to ensure accurate and appropriate context (EG: published date should be no older than 5 to 10 years, dependent on the discipline).

Transfer of ownership: Gifts of materials are accepted by Howard Colman Library with the understanding that upon receipt, the Library becomes the owner of the materials. Howard Colman Library reserves the right to determine the retention based on their usefulness in meeting the instructional and research needs of the students, faculty and staff. Material that cannot be used in exchange may be offered to other libraries, placed as sale item, or discarded.

Scope: Small donations of books may be dropped off at the Library’s Circulation/Help Desk Monday through Friday between 9:00 A.M. and 4:00 P.M. Please complete a Statement of Library Materials Donation form when you drop off items.

NOTE: Gifts of Cash, Securities, Bequests, Life Insurance/Retirement Plan Proceeds, Charitable Lead Trusts and Charitable Remainder Trusts, and Charitable Gift Annuities, please contact:

Rockford University Office of Advancement
Rockford University, 5050 East State Street
Rockford, IL 61108-2393
Phone: 815.226.3376

Howard Colman Library, as a University Library, has open hours which follow the cycle of the academic calendar.

Current hours and anticipated changes are posted at the Library building entrance, Rockford University intranet (portal), Rockford University Website and on Library social media sites. Exceptions that occur (eg: semester and summer breaks) will be posted a minimum of one week prior to the occurrence whenever possible. The Library will be closed on days when all University offices are closed, including national holidays.

Inclement Weather: The Library may close with limited or no advanced notice when circumstances arise that adversely affect the health, wellbeing, or would present risk to, any patron.

In order to further the teaching mission of Rockford University, Howard Colman Library offers information literacy and research support services, including but not limited to:

• LIL 101, LIL 102, & LIL 103 is an introduction to basic academic research methods, principles of source evaluation, and information ethics. This credit bearing course is taught twice per semester, usually online.
• One hour, as-needed instruction sessions (aka one-shots) customized for classes in other departments. Faculty are encouraged to schedule a session for their courses*.
• Individual one-on-one research assistance and instruction by appointment or in response to our open door librarian access model.
• Librarian office hours: designated hours when students can get Library and research help from a professional librarian.
• Research guides for particular disciplines or research topics such as citation and copyright.
• Workshops on a variety of applicable topics scheduled throughout the semester.

Customized Instruction Sessions*: In order to allow for adequate time to prepare, faculty should make a request for Library instruction sessions at least 1 week before the session is needed and provide the following information: their name and contact info, course name and number, date and time of session, number of students, and any additional information about the class and the assignment that will allow the librarian to tailor the session to student needs. Requests should be made to the Student Success Librarian in person, by phone, or by email.

The Howard Colman Library supports the American Library Association’s Bill of Rights, Code of Ethics, and its statement regarding Challenged Materials. The Library attempts to purchase materials which represent differing opinions on controversial matters, and selects books without partisanship regarding race, gender, sexual orientation, religion or moral philosophy.

Borrowing: Due to borrowing agreements between libraries, interlibrary loan and patron-placed holds are restricted to current Rockford University students, employees, faculty, and faculty with continuing privileges.

Participation in resource sharing through borrowing and lending materials is a privilege. It provides for the enrichment of our collection for our patrons, allows us to share our holdings with other libraries, and allows us to participate in consortia and other broad collaborative networks to our mutual benefit.

Interlibrary loan materials circulate according to loan rules and periods set by the lender. Renewals can be requested by contacting interlibrary loan staff but are subject to lender’s agreement and should be requested before the due date to avoid fines.

Fines, fees, and penalties: Interlibrary loan materials do not belong to Howard Colman Library and as a result, fines, fees, and penalties are not negotiable. They begin to accrue the first day after the due date. No eligible patrons are exempt from these fines and fees. The patron’s account will be frozen from further activity once the threshold of $10.00 is reached and will continue until issues have been resolved.

Interlibrary loan services are a privilege. The patron will have ALL Library borrowing privileges suspended until the issue is resolved.

In the event that materials are unreasonably late, they will be deemed lost or missing, and an invoice will be generated from the lending library. When this invoice for item replacement arrives from the lending library, those charges will be added to the accumulating late fines and sent to SAS. This debt would impact a student’s ability to register for the next semester’s coursework. Repeated abuse of interlibrary loan policies and procedures may result in a permanent suspension of that privilege.

Howard Colman Library has two meeting rooms that may be reserved: the Map Room (formerly known as the Rare Book Room – RBR) and the Large Seminar Room (LSR). Either room may be scheduled by faculty or staff for meetings or other University related uses. A designated faculty or staff member must be in attendance for scheduled events.

Map Room (also known as Rare Book Room) (main floor – North West corner): Equipment in the Map Room includes: mini-computer with usb port, internet connection, computer projector.

Large Seminar Room (upper level – South end): Equipment includes: internet connection, and computer projector.

Civil, courteous behavior is expected on the part of all Library users. Any Library patron or guest found to be abusing Library property, other Library users or staff members, or otherwise creating a disturbance, may be asked by Library staff to desist or to leave the building. Library staff may call campus security in situations where this step is felt to be necessary.

Library users asked to leave the Library may be subject to loss of future Library privileges, if this is deemed necessary.

Students are given a printing allocation for each academic year and printing from any campus computers use that allocation. Additional funds may be requested through the IT department.

Alumni may purchase a print allocation in IT for use when visiting.

Guests of the University are asked to pay $.10 per impression at the Circulation/Help Desk, cash only.

Copies: $.10 per page, self-service only. A coin operated unit is available at the machine or copy cards are available in units of 50 for $5.00 at the Circulation/Help Desk.

Appropriate service animals are welcome. The animal will be expected to be tethered, with their owner at all times, and respectful of the other patrons using the library. If the animal is not exhibiting appropriate behavior or causes disruption to other patrons the owner may be first asked to address the issue and relocate within the library. If the disruption continues the patron may then be asked to take the animal and leave the library.

Study carrels, located along the walls on the third floor, are available to individual students desiring a study area of their own. Students wishing to have a carrel may apply at the Circulation/Help Desk. Carrel assignments are for one semester and must be renewed (checked out again) for subsequent semesters.

The user assumes responsibility for materials left in his/her carrel; valuables should never be left unattended in the Library. Library materials left in the carrels must be checked out. Library staff will remove non-checked out materials and return them to the shelves.