Philip Weltner Library Policies

Acceptable Use Policy for Library Computer Workstations and Networked Resources

Purpose:

The Reference Commons and other library workstations are provided to support the educational, research, and informational activities of the Oglethorpe University community. These workstations provide access to local resources, GALILEO (Georgia’s Virtual Library), licensed content, and the Internet.

Workstations are equipped with 2 USB ports and a headphone jack. Networked laser printers enable quick, double-sided printing, which is free for members of the Oglethorpe community.

Loaded software include Windows 7 running Citrix, Office 2010 Suite (Word, Excel, PowerPoint, Access), SPSS (Statistical Analysis Software), Adobe, compilers for software programming courses (i.e. VB6, C++), Maple (Calculus Software) and general Internet software. Users requiring more specialized hardware or software needs should visit other campus computer labs or consult with ITS.

The use of library computers and networked resources is governed by this document, other relevant library and university policies, including the ITS Email and Computer Usage Policy, and all applicable federal, state, and local laws.

Usage Guidelines:

• Individuals are responsible for using the library’s workstations in an ethical, respectful, and lawful manner.
• Research instruction provided by library staff to groups and individuals has priority over all other activities.
• Activities supporting the educational and research goals of the university community are primary. Secondary uses (which include game playing, online banking, and personal email) may be prohibited if they are interfering with primary activities.
• Current students, faculty, and staff of Oglethorpe University have priority. The library also extends user privileges to authorized ILU patrons from other ARCHE institutions, Oglethorpe alumni, community borrowers, and other visitors as resources permit.
• During peak times when computer workstations are in demand, reasonable time limits may be imposed. Users are automatically logged off after 15 minutes of inactivity. Locked, unattended workstations are rebooted if others are waiting.

Unacceptable Uses:

• Users may not violate copyright laws and fair use provisions, software licenses, or any other state or federal law governing intellectual property. Inappropriate reproduction and/or distribution of copyrighted music, movies, computer software, text, images, etc. is strictly prohibited.
• Uses may not break into, tamper with, steal, copy, damage, or otherwise alter computer software and hardware.
• Users may not introduce viruses or download additional software onto library workstations. Requests for additional software should be submitted to the Electronic Resources Librarian for evaluation.
• Inappropriate activities include disrupting the work of others, wasting resources, and anything in violation of state or federal law or university policies.

Enforcement:

Unauthorized or inappropriate use of library workstations and resources is prohibited and is grounds for sanctions which can include suspension or loss of computing and/or library privileges, disciplinary action, or legal action.

Deselection Policy

Deselection, or deaccessioning, is the removal of library materials that are no longer useful, appropriate, used regularly by patrons. Just like regularly adding new items, the removal of material is a standard practice in managing a library’s collection. An overcrowded library collection with outdated and irrelevant materials makes it difficult for patrons to find the resources they need.

Objectives of Deselection: The Philip Weltner Library deselects to ensure a collection that is credible, useful, timely and accessible, and to align our patrons’ needs and the university’s current academic programs and offerings.

The Philip Weltner Library faculty and staff review, evaluate, and deselect materials regularly to ensure collection vitality. Aside from this routine deselection, other, more substantial projects may be undertaken periodically. Circulation and other statistics may be examined. Items that are not in demand may be eligible for deselection. Disciplinary faculty will be consulted regarding larger-scale projects or when the library subject specialist deems appropriate. If no feedback is received within the designated review period (generally two weeks), the items will be withdrawn from the collection. Materials that are withdrawn from the collection may be offered for sale in the regular library book sale, recycled, or transferred to a more appropriate library.

The Philip Weltner Library may, at its sole discretion, remove and withdraw any item based on the criteria identified below.

Criteria for Possible Deselection:

• Duplicate copies of the same title and edition may be withdrawn unless the work has recognized importance or is a high-use title.
• Materials may be withdrawn if they are factually inaccurate or have information that is out of date.
• Textbooks that are not currently used in courses may be withdrawn.
• If a newer edition of a title is available in the collection, the superseded editions are subject to deselection; however, if they are of historical value, earlier editions may be retained.
• Materials in damaged or poor condition (missing pages, unreadable text, water damage, poor paper quality, musty, beyond repair, or other factors that prohibit re-binding) may be withdrawn, unless items are rare or difficult to obtain from other libraries. Rare and difficult-to-obtain items may be considered for replacement if they are available for purchase in good condition.
• Materials that do not support current or anticipated courses or academic needs may be withdrawn.
• Single or scattered issues of serial titles may be withdrawn.
• Titles with low circulation or that have never circulated may be withdrawn.
• Titles available in other formats in the library or online may be withdrawn, especially when they are low use and not rare.
• Media materials in obsolete formats may be considered for preservation, replacement, or withdrawal.
• Areas such as travel guides, medicine, technology, law, and science are of a date-sensitive nature. Items in these subject areas whose information is not current will be withdrawn.
• Individual items under consideration for deselection should not be removed from multi-volume sets. Either the complete set should be withdrawn or all items in the set should be retained. In the case of incomplete series, the library may either order the missing volume or discard the set.
• Items listed as missing in the catalog for more than one year will be withdrawn.

Deselection Guidelines of Date-Sensitive Areas:

• Items in the following areas may be considered for deselection on a specific schedule.
  • Technology and applied science: 3 years
  • Library and information science: 3 years
  • Occupational guides, résumé guides, etc.: 3 years
  • Financial management: 5 years
  • Travel: 3 years
  • Health, medicine, nutrition and nursing: 3 years
  • Psychology: 10 years
  • Physical education: 10 years
  • Atlases: 3 years
  • Study prep guides: 3 years

For any questions or concerns about the Philip Weltner Library deselection policy, please contact the University Librarian.

Portions of this policy were adapted from the Oxford College Library of Emory University and the Stafford Library of Columbia College.

This policy was presented to, and endorsed, by the Academic Program Committee on December 12, 2024.

Interlibrary Use Policy

Oglethorpe University students, faculty, and staff may obtain materials from other libraries through Interlibrary Services. Interlibrary Services consists of Interlibrary Loan (ILL) and Interlibrary Use (ILU).

In order to use either service, your library account must be active and in good standing (i.e. your account is not blocked). If you are unsure of your status, please contact the Circulation Desk at 404-364-8511. Oglethorpe alumni are not able to utilize either ILL or ILU.

Interlibrary Loan allows you to borrow materials from other libraries without having to visit them.  You may request books, journal articles, microfiche, dissertations, and other materials not available in the Philip Weltner Library.  Items generally arrive within 7-10 days. You are notified via email to pick up your items at the main Circulation Desk.  Links to requested journal article are emailed to your Oglethorpe email account.

Please note the following policy guidelines:

Item(s) owned by the Philip Weltner Library and required textbooks

Items owned by the Philip Weltner Library and required textbooks may not be requested through ILL. If an item is checked out, you can request it be recalled by visiting the Circulation Desk.

Cost

If the book is not owned by the Philip Weltner Library, and it will cost to borrow, the cost may be passed on to the patron.  Please indicate on the Book Request Form how much you are willing to pay. The Philip Weltner Library subsidizes any cost associated with article requests by students and faculty.

Book Loan Periods

Loan periods of usually 4-8 weeks are determined by the lending library.  You must renew your item(s) prior to the due date to avoid fines from lending libraries. You, the borrowing patron, are responsible for all overdue, damaged, or lost book fees as determined by the lending library. Loss or damage to an ILL book will result in suspension of ILL service for one semester.

How to Request Materials

First, verify that the material is not available in our library by checking the online catalog. If you are unable to locate it, submit the request form below or email [email protected].

Overdue Items

The library does not charge overdue fines for books. Once an item is past its due date, the item is marked in our system as “Lost.”

The library staff will then place a hold on the student, preventing the student from registering for classes, requesting transcripts, and graduating UNTIL the item is returned or paid for.

If a student renews the item or returns the item, the status of “Lost” will be removed. Patrons can renew their items by visiting the library or by clicking “Your Account,” signing in, then renewing their items online.

At the end of every semester, all unreturned items will be marked as “Lost.”  Students must return all items at the end of each semester.

Lost Items Policy

The library will give students every chance to find and return a lost book or item. Should the book / item not be found, the student is responsible for the following charges:

• The total cost per lost item is $60.
• The total cost comes from the replacement fee, which is $35 (one book costs the library an average of $52 to replace), plus the cost of the processing fee for each item, which is $25.
• The payment may be made to the library by check or cash.

In the event that a student finds a lost book after paying for it, their money will be refunded (one year limit).

Visitors Policy

Philip Weltner Library’s primary purpose is to meet the needs of the students, faculty, and staff of Oglethorpe University. We also regularly serve alumni, family of faculty and staff, and ARCHE and GPALS interlibrary use patrons. Study rooms are for currently-enrolled Oglethorpe students only. Access to the 24 Hour Room and any after-hour spaces are also restricted to currently-enrolled Oglethorpe students.  Visitors may access the building only during regular hours. Breach of any of the Philip Weltner Library’s visitors policies, may result in a permanent ban of the use of the library.

Visitors (including OU alumni) are required to introduce themselves at the Circulation Desk by showing a valid photo ID. They must sign the guest registry each time they visit the library. Special limitations on the use of library workstations are addressed in the library’s Computer Access Policy.

Visitors who are not from ARCHE or GPALS institutions are asked to utilize local public libraries, though they will be accommodated for a one-time use only. Visitors, including OU alumni, are not authorized to print from library computers.

Use of the library by visitors is at the discretion of the supervisor on duty and subject to limitation during the academic cycle. We reserve the right to limit use of this facility in order to meet our primary purpose.

Questions about this policy may be directed to the University Librarian and Director.

Borrowing Privileges for Visitors

Who may check out materials at Philip Weltner Library?

1) Oglethorpe University Alumni who live in the Atlanta area:

• Alumni who are residents of the Atlanta area may apply for borrowing privileges. No remote access is provided to any library resource for OU alumni, and printing in the library is not accessible to alumni.

2) Students, faculty, and staff from the following ARCHE schools may check out books:

• Agnes Scott College
• Brenau University
• Clark Atlanta University
• Clayton State University
• Columbia Theological Seminary
• Emory University
• Georgia Gwinnett College
• Georgia Institute of Technology
• Georgia State University
• Interdenominational Theological Center
• Kennesaw State University
• Mercer University–Atlanta Campus
• Mercer University
• Morehouse College
• Morehouse School of Medicine
• Spelman College
• University of Georgia
• University of West Georgia

Patrons from these schools must present a valid school ID and a current ILU (Interlibrary Use) card in order to borrow materials. ILU cards are obtained from a designated librarian at your home library. Learn more information in the Interlibrary Use Policy section.

What materials can be checked out?

Most books, movies, sound recordings, and reserve materials circulate, though some reserve items are limited to library-use only. Items in the University Archives and Special Collections do not circulate and may be used only in the library.

How long is the check out period?

Alumni

•  Books: 30 days, 2 renewals
• DVDs and CDs: 7 days, 2 renewals

ILU users: 

• Books: 30 days, 2 renewals

Where can I return items?

Books can be returned at the Circulation Desk or in the book drop located in the parking lot behind the library. Reserve items, videos, and sound recordings should be returned at the Circulation Desk to avoid damage. Borrowers will be responsible for AV materials damaged in the book drop.

Borrower Responsibilities:

The borrower bears all responsibility for materials checked out on their card. Receipts for returned items are available upon request. Patrons are encouraged to take an active part in ensuring the accuracy of their contact information and library record.

Fines and Fees

All Alumni and ILU borrowers:

• Overdue fines on standard items are $1.00 per day. Replacement costs are assessed and your patron record is blocked once items become 40 days overdue.
• Overdue fines accrue on recalled items at $1.00 per day.
• Students at other schools may find their registration and transcripts blocked due to outstanding fines and books that are more than 40 days overdue. Items that are over 40 days overdue are billed to borrowers to cover replacement costs and fees.

Lost or damaged items are assessed according to actual replacement or repair costs. Fees are:

• Replacement cost of the item
• Processing fee: $25.00