Policies

Library Policies

The University Libraries have established policies to guide their operations, collections, services, and spaces. Polices are subject to occasional review and revision. Browse them below.

Library Cards

The Flyer Card is the University's library card and is required for all borrowing transactions. Lost or stolen cards should be reported to Campus Card Services as soon as possible at 937-229-2456 or by logging in to ”My account," choosing “Patron/Card Information,” and marking your card as lost. In the evening or on weekends, lost or stolen cards can be reported to any dining services manager or supervisor. The owner of a lost or stolen ID card is financially responsible for all library materials borrowed on the card before its loss is reported to Campus Card Services.

All borrowers are liable for fines and processing fees whether or not mailed or emailed notices and invoices are received.

Borrowing Privileges and Other Details
Visitors and Visiting Scholars

Roesch Library welcomes visitors and visiting scholars with educational and research needs not being met in a neighborhood library. While collections and services are staffed and funded to serve the scholarly needs of the University of Dayton faculty, students, and staff, we strive to provide reasonable access to the collections, computers, and facilities for all users. We do make a distinction between access (library use) and borrowing (home use) privileges. UD students, staff, and faculty have priority for all services and computers. As a depository of government publications, Libraries staff will make accommodation for users needing access to online U.S. government publications. Accommodation could include asking others to relinquish library computers. The University maintains the right to limit access to the Library when it determines such limitations are warranted (e.g., when its policies are violated, when security measures so require, etc.).


The University Libraries are committed to maintaining an atmosphere conducive to research and study. As groups and individuals use the Libraries’ services, spaces, and materials, they should conduct themselves and their activities in a manner that supports others’ abilities to do the same. If activity in the Libraries is found not to be consistent with this commitment, Libraries staff may take corrective action. People who wish to communicate about activity that does not reflect this commitment may share their concerns at any service desk, or call 937-229-4234.

Food and Drink

Food and drink is permitted in many areas within University Libraries. The Libraries seek to balance user needs and comfort with protecting collections and technology. To maintain clean study spaces and prevent damage to materials, furnishings, and equipment:

  • Avoid bringing foods that could disturb fellow library users.
  • Accept food deliveries only at the designated entrance.
  • Place food waste and packaging in the large trash receptacles.
  • Clean up spills, crumbs, and other food remnants. Paper towels are available in all restrooms. If a spill requires a greater response than paper towels, please inform a staff member at a service desk.

Certain library collections need special protection; as such, food and drink is not permitted in University Archives, the Marian Library, and all other special collections. Alcoholic beverages are prohibited. Please take responsibility for your behavior and have respect for the library, your fellow students, and the custodial staff. For further assistance, go to a service desk or call 937-229-4234.

Display or Posting of Information

The University Libraries support campus and community events and welcome announcements for activities on bulletin boards in the stairwells and on study floors. Boards are maintained by library staff; signage may be removed at library staff members’ discretion. Posting on doors, walls, or windows or in elevators, stairwells, or bathrooms of campus buildings is not permitted. Campus departments wishing to have signage in Roesch Library, such as on easels or in lobby displays, may call the dean’s office at 937-229-4265 for approval. University Libraries event information has priority on digital signage in the Libraries. Email libraries staff with questions.

Gallery (First Floor of Roesch Library)

The Libraries welcome proposals for exhibits of paintings, photographs, sculptures, multimedia, and other works in the first-floor gallery, which will reopen upon completion of the first-floor renovation. Installation options vary, including but not limited to walls, glass display cases (subject to availability), and free-standing display. University of Dayton visual arts department students, University faculty, and staff receive priority scheduling. Call 937-229-4094 for more information.

Phone and Communication Apps

To promote a productive research and study environment, phone and internet conversations (e.g., Google Hangout, FaceTime, Skype, etc.) should take place in areas least likely to disturb others, and notifications and incoming calls should be set at a quiet level or silent. If users are unaware that conversations or notifications are disturbing others, a library staff member may intervene. If users wish to call staff attention to disruptive behavior, they can go to any service desk or call 937-229-4234.

Sleeping

While falling asleep is not a violation of policies per se, it can be a discourteous use of high-demand study and research spaces; it also can be disruptive, particularly if a person is noisy or occupying a disproportionate amount of personal space or positioned in a manner that a Libraries staff member deems immodest. If sleeping in the Libraries has become a habit, or if it is disturbing the work of others or has the potential to do so, Libraries staff may intervene. If patrons wish to call staff attention to disruptive behavior, they can go to any service desk or call 937-229-4234.

Unattended Youth

The University Libraries strive provide an environment conducive to the pursuit of scholarly activities. Upholding the policies that support this environment may be difficult for young visitors. As such, visitors ages 13 and younger should be supervised by an adult. High school students are encouraged to use the libraries for research purposes. If patrons wish to call staff attention to disruptive behavior, they can go to any service desk or call 937-229-4234.

Emergencies

In an emergency, call Public Safety at 911 from UD campus phones or 937-229-2121 from all other phones. Yellow emergency call boxes are located near the elevators on floors 3, 4, 5, 6.


General Weather-Related Information
  • If classes are canceled and campus offices are closed for the whole day, the University Libraries will open at 10 a.m. and remain open until normal closing time.
  • On days when the campus closes offices early or cancels evening classes, the Libraries will remain open until normal closing time.
  • When the University delays opening, the Libraries will follow the University’s lead. If the University closes during an intersession when no classes scheduled, the Libraries also will close.
  • The Libraries website will post hours as part of its emergency announcement feature.
Tornado Alerts

Communication of tornado alerts on campus may include campus patrol car sirens; public-address systems; telephone notification; text messages; e-mails; and local radio or TV warnings.

During a tornado warning, occupants of the Libraries are advised to take shelter as directed. Shelter is available on the ground floor of the east end of Roesch Library; in the interior spaces and hallways of the Learning Teaching Center; in the tunnel connecting the LTC to Albert Emanuel Hall; and in the hallways on the ground floor of Albert Emanuel. 

Fire Alarms

If the fire alarm sounds, all must proceed immediately to the nearest exit using the stairways on the east and west ends of the building. Do not use the elevators. Persons unable to exit the building via the steps should be directed to the nearest stairwell; staff should notify administration or first responders of the person’s location. Emergency fire personnel will help the person leave the building safely.

A distance of 50 feet or more from the building is considered safe. Only Public Safety staff or an individual with assigned authority can give permission to re-enter the building.


University Libraries use social and online media (e.g. website, University blogs, social networking sites, email, etc.) to engage the University of Dayton community in books, services, materials, and programs. The Libraries recognize and respect differences in opinion. Comments, posts, and messages are welcome; they are the opinion of the author only. Publication of a comment does not imply endorsement or agreement by the University of Dayton or the Libraries. Comments that violate these guidelines or contain the following will be removed:

  • Obscene, discriminatory, or racially insensitive content
  • Personal attacks, insults, or threatening or inflammatory language
  • Potentially libelous statements
  • Plagiarized materials
  • Private, personal information published without permission
  • Comments unrelated to the content of the forum
  • Hyperlinks to material not related to the discussion

Submission of a comment establishes the acceptance of the guidelines and an agreement to adhere to them.

Content originating from University Libraries employees is not moderated. Employees are permitted to post directly to University Libraries social media outlets without approval. If you have any questions or comments about these guidelines or would like make the Libraries aware of a concern or a potential violation, email library staff.


These policies guide the acquisition and retention of materials and resources by the University Libraries, whether by purchase or gift. They are intended to align library collecting priorities with the University’s mission and its curricular and research priorities. They also guide the Libraries’ resource sharing and cooperative collection development initiatives.

Collecting Priorities

The Libraries’ highest priority is supporting the University curriculum through print and electronic collections. Other priorities include support of student and faculty research and, to a lesser degree, leisure reading. To some degree, the Libraries also support general information resources. Some research and non-curricular needs may be met through OhioLINK borrowing, document delivery, or interlibrary loan.

Special collections, which are currently supported largely through gifts, support narrowly focused specialized research needs at the doctoral level that are closely aligned with the University’s mission and identity. Exceptions to established collection parameters for special collections will be made only in consultation with University Advancement and with the approval of the Dean of University Libraries.

Model

Building and maintaining library collections is a cooperative venture between librarians and teaching departments. A librarian is assigned as subject selector for each area and works closely with the relevant department(s) to develop collecting parameters that meet the needs of the current programs and, to the extent possible, faculty research. Likewise, each academic department designates a liaison as the Library’s primary contact for the department.

The Libraries also work within the context of a statewide collection (OhioLINK). Local collection decisions are informed by this broader context to provide needed resources in the most cost-effective manner. Collection management librarians participate in broader decision-making through OhioLINK standing committees; subject selectors work through the OhioLINK subject interest groups to coordinate their efforts with other OhioLINK libraries.

Overall Collection Parameters

Duplication: The University Libraries do not normally duplicate materials. Additional copies of books, DVDs, etc., may be added when use justifies doing so. Materials are generally acquired in only one format unless there is a compelling reason to do otherwise. See below for format-specific preferences and exceptions. In addition, the Libraries are committed to cooperative collection development through OhioLINK. If five to eight copies are already held in Ohio, subject selectors should ascertain that there is a genuine need for a locally held copy before adding a copy.

Format/media: The University Libraries collect materials needed to support the curriculum in any format, provided that any equipment needed to use it is readily available. Preferred formats:

  • Books: Books remain the normal format for most monographs.
  • Ebooks: This is becoming the preferred format for reference materials and technical manuals. When fewer than 3 print copies are held by OhioLINK libraries, print duplication of ebooks is at the discretion of the subject selectors.
  • Journals: Electronic is normally preferred if IP authentication and reasonable provision for archival access are provided. Print may be preferred for reasons of cost, archival access, or unique features (e.g., higher-quality illustrations, content not available in online version). The Libraries will not normally duplicate print and electronic journal content.
  • Indexes and abstracts: Electronic is normally preferred if IP authentication is available. Print may be preferred for reasons of cost or when acceptable licensing terms are not available. The Libraries will not duplicate formats for indexes and abstracts, although older printed volumes not covered by the electronic versions are normally retained.
  • Databases: Databases include text, datasets, images, and/or sound. IP access is normally required. One-time purchases with archival rights are preferred; subscription when it is the only or most cost-effective option.
  • Video: Digital video or DVDs are preferred. Duplication of digital video by DVDs is at the discretion of subject selectors, based on needs of students and faculty. When available, subject selectors should also consider acquiring statewide digital rights through OhioLINK as part of the purchase of DVDs.
  • Audio: Digital audio or CDs are the preferred formats.
  • Microforms: Microforms are acquired when they are the most cost-effective means of preservation or of filling in back files. When possible, electronic or print editions are preferred.
  • Internet resources/websites: Freely available resources such as websites, open-access journals, etc. may be added to the collection at the discretion of the subject selectors. Criteria for adding these to the Library catalog or website include stability, quality, currency, and relevance to the curriculum and/or research needs of students and faculty.
  • Other formats: Other formats such as software and artifacts may be acquired as needed to support the curriculum. Licensing requirements and access, storage, and preservation issues should be considered in deciding to purchase such materials.

Note: The Libraries do not collect textbooks, although exceptions, when appropriate, may be made at the discretion of subject selectors.

Language

The University Libraries primarily collect English-language materials. They do collect works in other languages on a limited basis to support language study, to support doctoral research, and to provide primary sources in the original languages as needed to support the curriculum.

Collecting Levels
  • 0 - Out of scope: not collected
  • G - General information: limited selection of reference and general works
  • U - Undergraduate: materials sufficient to support undergraduate degree programs
  • PM - Professional master’s: materials sufficient to support professional master’s-level degree programs (e.g., MBA, MPA, MS in education)
  • M - Master’s: materials sufficient to support master’s programs with strong research emphasis and/or thesis requirement (e.g., MA in English or religious studies)
  • PD - Professional doctorate: materials sufficient to support doctoral work in clinical/practice-oriented programs (e.g., DPT, PhD in educational leadership)
  • D - PhD: materials sufficient to support research-oriented doctoral programs that require dissertations (e.g., PhDs in Biology, Theology)

General and undergraduate-level collections rely heavily on locally held resources (print and electronic). Graduate collecting levels may combine locally held resources, OhioLINK resources, and document delivery to achieve the needed level of support. In each case, the balance will be noted in the subject-specific collection policies.

Book Allocation Formula

The Libraries’ goal is to maintain a balanced and well-rounded collection that is responsive to current user needs. The book budget is divided into two parts — library funds and subject funds. The library funds include general reference and collection development. The associate dean for collections and operations sets the amount for each of these funds annually in consultation with the dean and the reference librarians. Most of the remainder of the book budget is divided by formula among 24 broad subject areas. In addition, some funding earmarked for specific subject funds to support graduate programs is assigned outside the formula. Funds are assigned to subject areas, not to departments or programs. Subject areas may or may not correspond to an individual department or school.

The allocation formula consists of five elements. The first is a baseline allocation to each subject line. This is intended to provide a minimum level of support for each subject. A baseline supplement is added for those subjects for which Roesch Library is the primary OhioLINK collection. Of the remaining funds available for allocation, 20 percent are allocated by number of faculty; 40 percent by number of student credit hours (with a graduate: undergraduate weighting of 1.5:1); 20 percent by cost of materials; and 20 percent by use data. Faculty and credit hour data are taken from the most recent edition of the UD Factbook from Institutional Studies. Cost of materials is based on average prices for U.S. college books in the most recent edition of the Bowker Annual of Library and Book Trade Information or from the YBP book price reports. Use data by subject is compiled in-house.

In order to avoid serious collection imbalances, the allocation to any subject area will be capped at a maximum of its baseline plus 10 percent of the remaining allocable funds. Funds remaining from the allocation process (as a result of rounding, capping, etc.) are normally assigned to the general reference fund. A portion of these remaining funds may also be assigned to particular subject funds to meet unusual needs. The associate dean for collections and operations makes such assignments, if any, when preparing the book budget for each fiscal year.

Collection Assessment Guidelines

Each subject selector will be responsible for doing assessment of his/her assigned area(s) once every five years on a schedule to be determined in consultation with the associate dean for collections and operations. Selectors should tailor their collection assessment projects to the suit the particular subject area(s) and associated campus constituencies. All projects should incorporate at least one component from each category below.

Faculty consultation

  • Review current standing orders and journal subscriptions with department(s).
  • Discuss library resources with faculty, individually and as a group, to determine how well the library is supporting the curriculum and faculty research. Identify strengths and gaps in coverage.

Student involvement

  • When possible, use class surveys tied to a class assignment to assess support for curriculum.
  • Meetings with students majoring in subject area to assess satisfaction with library resources in their areas.

Quantitative measures

  • Size of collections and their distribution (e.g., across the appropriate LC classes)
  • Comparisons with collections in comparable institutions.
  • Compare spending/collecting patterns with use patterns.

Qualitative measures

  • Choice Outstanding Academic Titles
  • Prize-winning books (scholarly/professional association, national prizes, etc.)
  • Discipline-specific core bibliographies
Deaccessioning Materials

While the University Libraries normally keep materials indefinitely, it is sometimes necessary to remove materials from the collection because they have been superseded; because they no longer support the curriculum; or for reasons of space. Categories for deaccessioning include:

  1. Medical works, legal works, and directories with outdated information are routinely discarded; they contain information which is no longer correct, misleading, and/or possibly dangerous to users.
  2. Duplicate copies will normally be discarded if high use or other reasons do not justify keeping them.
  3. Superseded editions will normally be discarded, although care must be taken to ascertain that they do not actually contain valuable information not carried over into the subsequent edition. This is especially the case with topical collections of essays.
  4. Books in poor physical condition will be reviewed by subject selectors. The library will attempt to repair or replace those whose content warrants it; others will be discarded. Rare items which are valuable as artifacts will be boxed and kept in special collections.
  5. Audiovisual and digital materials in formats no longer supported by the Libraries and/or the University may be discarded.
  6. Other works may be discarded due to space limitations. When this is necessary, we will focus on those materials that do not directly support the curriculum or graduate/faculty research and on low- or no-use materials. Selectors will verify that other copies are available through OhioLINK before discarding materials. If UD does discard the last copy of a work in Ohio, it will be offered to other OhioLINK institutions following the procedures in the OhioLINK Last Copy in Ohio guidelines.
Materials from categories 1-5 will normally be deaccessioned at the discretion of the subject selector(s) for the area involved, subject to review by the head of collection management. Criteria for deaccessioning category 6 materials will be reviewed by the subject selector and the head of collection management on a case-by-case basis, with faculty consultation through departmental liaisons and chairs. Subject selectors will use standard core lists such as Books for College Libraries, Resources for College Libraries, and discipline-specific lists (e.g., the Harvard Business School Core Collection) in deciding to retain or discard materials. Departmental liaisons will normally have a two-week period to review category 6 materials before they are discarded.

The Libraries are pleased to accept donations of books, periodicals, and other materials in good physical condition that support the research and teaching mission of the University. All donated materials will be evaluated in accordance with the Libraries’ general collection development policy for newly purchased materials. Upon receipt, donated materials become the property of the Libraries and will be reviewed by appropriate library personnel. Materials that are poor physical condition, duplicate existing holdings, or fall outside the scope of the general collection development policy may be disposed of through sale, donation, exchange, or discard.

Due to space limitations and the cost of processing donations, the Libraries reserve the right to decline gifts. The gifts liaison must be contacted prior to donating any materials to the libraries. Donations brought to the library without prior notification will be declined, and no formal acknowledgment will be sent.

Before bringing a donation to the library, donors should box all materials and contact the gifts liaison to discuss any special circumstances concerning their donation.

Donors who wish to donate materials for the general collection may contact the gifts liaison, Ione Damasco.

University Libraries also welcome monetary gifts to support collections, programs, and facilities. Donors should contact Jane Dunwoodie at 937-229-4266.

Donating to Special Collections and the Marian Library

Several of the Libraries’ collections handle their gifts directly. Donors who wish to donate to the U.S. Catholic Special Collection, University Archives and Special Collections, or the Marian Library should contact them directly to make provisions for their donation.

Guidelines for Donating Materials to the General Collection

Library staff share donors’ concerns that gift materials will actually be used at the Libraries. Therefore, donors considering donating to the library must contact the gifts liaison before donating materials to the library. In general, the following materials are not appropriate gifts for the library and will be subject to disposition (exceptions immediately follow this list): 

  • Materials not published within the last 2 calendar years
  • Materials which duplicate existing holdings (including standard editions of classic works)
  • Textbooks and workbooks
  • Newspapers and popular magazines
  • Mass-media paperbacks
  • Musical scores and recordings
  • Photocopied materials
  • Damaged and/or brittle materials

Exceptions to these guidelines include but are not limited to popular Catholic newspapers and magazines, textbooks used by Catholic schools, other materials that reflect the U.S. Catholic experience, and certain musical scores and recordings. Donations that fall into these categories may be appropriate for some of our special collections. Donors who wish to donate Catholic materials should contact the U.S. Catholic Special Collection. For non-Catholic materials, donors should email University Archives and Special Collections.

Retention and Circulation of Gifts

Under normal circumstances, gifts to which the donor has attached conditions, such as those concerning retention, housing, classification and use, will not be accepted for inclusion in the Libraries collection. University Libraries determine the retention, location, cataloging treatment, and other considerations relating to the use or disposition of gift materials. Under normal circumstances, the Libraries will not accept gifts when their physical condition does not allow normal library shelving and use. Under normal circumstances, the Libraries also will not accept gifts on which a donor places restrictions that will negatively affect the use of the materials. Exceptions may be made, particularly in terms of rare or archival materials. Contact University Archives and Special Collections with inquiries about donating these types of materials.

Acknowledgment and Receipt

University Libraries make written acknowledgment of all gifts accepted. The letter of acknowledgment notes the number of volumes received but does not include a list of the items or estimates of their values.  On request, the Libraries will provide an itemized written acknowledgment for tax purposes; however, the Libraries are not permitted to assign a cash value to gifts. Donors who want an itemized donation acknowledgment must submit a list of donated titles with each donation. 

The Libraries will not notify donors of each title’s disposition or return items not added to the collection unless prior arrangements have been made.

Tax Issues

All material gifts to University of Dayton Libraries are considered noncash charitable donations. In accordance with United States tax regulations, the Libraries will not appraise the value of gifts in kind. Each donor is responsible for determining his/her/their personal tax obligations and whether a gift requires appraisal. Any tax deduction over $5,000 will require a professional appraisal, for which the donor will be responsible. Donors should consult their tax adviser in all cases, as the tax code regarding charitable donations is revised frequently. Information also is available on the Internal Revenue Service website

Please note: Once a gift enters the processing workflow, the Libraries can no longer accommodate an appraiser; therefore, donors considering a tax deduction should have their collection appraised prior to making the donation.

Relevant IRS Publications 
  • Publication 526 - Charitable Contributions  
  • Publication 561 - Determining the Value of Donated Property  
  • Form 8283 - Noncash Charitable Contributions  
  • Instructions for Form 8283  
  • Form 1040 Schedule A - Itemized Deductions 

 


CONTACT

Roesch Library

937-229-4234
Email