Library Services and Policies

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Interlibrary Loan

Request a Journal Article
Request a Book or Book Chapter
Request a DVD/CD/Other Item

What it is:
Interlibrary Loan (also called ILL) is a network where individual libraries will, under certain conditions, borrow materials from and lend materials to other libraries in the network. ILL services are available to students, faculty, administration, and staff of Villa Maria College. Alumni, trustees, and AcademicSHARE users are not eligible for ILL services at this time.

How it works:
To get materials from other libraries, users should fill out the above form for each item needed. You may also contact Lucy Waite at [email protected] or 716-961-1863. Users may request books, journal articles, audiovisual media, music CDs, and dissertations/theses intended for classroom use or research. Items that may not be requested include but are not limited to items already owned by the Library, items on reserve, textbooks or other course material, entire journal issues, computer software, or electronic supplemental material access codes.

How much it costs:
There is usually no charge to obtain materials through ILL. Librarians will make every effort to get materials free of charge; if there will be a cost associated with obtaining an item, users will be offered the opportunity to decline completion of the request before charges are incurred.

Item delivery
The length of time it takes for an ILL item to arrive depends on how long it takes the lending library to receive the request and ship the item out. Articles usually but not always arrive within a week. All other materials usually but not always arrive within two weeks. The Library does not guarantee any specific time frame for the arrival of an item. When an ILL item arrives, users will be notified via an email and a phone call. Items that arrive in electronic format (such as articles or book chapters) will be included as attachments to the notification emails. Physical items will be held at the circulation desk for pickup by the user.

Loan Periods
Loan periods are determined by the original lending library for Interlibrary Loan materials. Users may keep ILL books, AV media, CDs, and dissertations/theses for the length of time specified on the ILL Information Slip that accompanies each item. Print photocopies and electronic copies of journal articles are the user’s to keep.

Renewals
Renewals may or may not be available for these items. Renewals must be requested one week in advance of the due date and are not guaranteed. If a renewal request is denied by the lending library, the item must be returned by the original due date. Users that do not return ILL items by the due date will be charged $1 per day, per item.

Tips
When doing research, it is best to plan ahead and allow extra time for ILL requests to process. Starting research early gives you time to gather the best resources for projects.

In a hurry? If the item you need is owned by one of the libraries on the AcademicSHARE program list, you can visit that library and use the resources they have (books, databases, journals, photocopiers, etc.). If you want to borrow books from that library, all you need to do is show your Villa Maria College ID card to the staff at that library and complete their procedures for entering your name in their circulation system.

Information Literacy Instruction

Information literacy is the ability to find, evaluate, interpret, manage, and use information to answer questions and develop new ones. It also involves the ability to create new knowledge through ethical participation in communities of learning, scholarship, and practice. The purpose of library instruction at Villa Maria College is to help students develop these information literacy skills in both general and specific areas of study.

Information literacy is common to all disciplines, learning environments, and levels of education. It forms the basis for lifelong learning. Villa Maria College is committed to graduating information literate students who can draw upon traditional and electronic resources to satisfy their information needs, whether personal, recreational, educational, or professional.

Please contact Susan Abel-Smith at [email protected] or 716-961-1864 to arrange an information literacy session for your course.

Research Assistance Appointments

Researchers who need assistance on research projects are welcome to make an appointment to receive personal, one-on-one help. This could include developing research proposals, finding information resources, obtaining source materials etc. If you have any questions or would like to make an appointment, please contact Lucy Waite at [email protected] or 716-961-1863.

Technology and Equipment

Computers
There are 30 computers available in the Library Computer Lab, 6 computers available in the Library Foyer, and 8 computers available in the Library North Room. The Library Computer Lab may at times be reserved for information literacy sessions or other classroom instruction.

Printing
There are two multifunction printer/scanner/copier machines in the library connected to our print release system (Papercut). Both can print either black/white or color pages. To print, a user must select the “Papercut Printer on vmc-pcut” and select other additional settings. Black/white, double-sided printing is the default; to print in color, a user must go into the “Print Properties” or “Printer Settings” options and select “Auto Color”. Once the print job has been sent, the user must then swipe his or her Villa ID card at the printer station, choose the print job for release, and then authorize it to printed.

Each user has a declining balance of $25 in his or her Papercut account to use for printing; fees are 8ȼ per page to print in black/white and 18ȼ per page to print in color. Funds can be added to a user’s Papercut account by visiting the Business Office and Computer Services.

Copying
The multifunction printer/scanner/copier machines can produce both black/white and color copies. A fee of 8ȼ per black/white page and 18ȼ per color page will be charged to the user’s Papercut balance.

Scanning
The multifunction printer/scanner/copier machines will do black/white and color scans quickly. It will scan to a flash drive or send scans to a user’s Villa.edu email address.

Faxing
Fax service for students, alumni, trustees, and AcademicSHARE users is not currently available on campus. For faculty, staff, and administrators, faxing is available in the Business Office.

Video Viewing
Computers in the Library do not have built-in disc drives. External disc drives are available for checkout from the circulation desk.

Other Technology
A small number of laptop computers, headphones, and phone chargers are available for students to use within the library. Laptop/projector carts, tripods and easels are available for faculty, administration, staff, and student use on campus. Off-campus use may be granted on a case-by-case basis. Please see the librarian at the circulation desk to borrow these items. Items will be lent out on a first-come, first-serve basis, with classroom/group use taking precedence. Students borrowing laptops will be required to sign a Library Laptop Computer Sign Out Contract prior to their first use of a laptop.

Equipment reservations can be made in advance by speaking with a librarian. Please note that library staff do not deliver equipment; it must be picked up and returned by the borrower.

A variety of other equipment, including microphones, digital still cameras, digital video cameras, and Fire tables are also available for students to use.

Testing Center (Accommodations and Make-Ups)

The Library now coordinates all accommodated and make-up tests.

Students

To be sure that there will be someone in the Library to proctor your test, please use the link below to sign up for a time slot and let us know when you want to take your accommodated or make-up test. Please be sure to choose the “Testing Center (Library)” schedule when logging in to be sure you are signing up on the correct calendar.

Sign Up for Testing

Faculty

Please send test cover sheets and testing materials to [email protected]. The Test Cover Sheet (in both Word and PDF formats) and more detailed instructions are available below.

Video Tutorials

If you need help with campus technology, Library resources, or Student Success Center resources, click here to see various video tutorials on how to use these tools and services.

Library Policies

Rules of Common Courtesy for Library Conduct

  • Please do not re-arrange the furniture in the library.
  • Please do not sit on the arms or attached desks of the chairs.
  • Please do not put your feet up on tables. Feel free to use one of the step stools to put your feet up!
  • Please wear appropriate clothing, including shirts and shoes, in the library.
  • Please dispose of any garbage in the proper receptacles.
  • Please be respectful of others working and studying around you.

Borrowing

Borrowing privileges at the Villa Maria College Library are available to:

  • Students
  • Faculty
  • Administration and staff members
  • Trustees
  • Patrons of libraries participating in the AcademicSHARE program

Borrowers associated with Villa Maria College must present a valid, current Villa Maria College ID or Alumni Association membership card to check out library materials. AcademicSHARE program participants must present a valid college or university ID from their participating institution to borrow library materials.

Borrowing privileges are not transferable. Borrowers are responsible for all materials checked out in their names.

Borrowing Item Limits

Maximum number of materials that can be borrowed:

Books DVD/VHS Music CDs Reserve Materials
Students 10 2 5 3
Faculty 25 10 25 5
Administration 25 10 25 5
Staff 25 10 25 5
Trustees 5 2 5 Not applicable
AcademicSHARE 10 2 5 Not applicable

Cell Phone and Noise Policy

The library is committed to providing a welcoming environment that is conducive to studying, reading, and doing educational research in order to fulfill its mission to the College. Compliance with the Cell Phone and Noise Policy helps to ensure an appropriate academic atmosphere in the library. Violations of the library’s Cell Phone and Noise Policy can be reported to library staff for assistance. Users who fail to comply with this policy may be asked to move to a more appropriate area or, if they refuse to comply, they may be asked to leave the library. Users refusing to comply with any library policy may be asked to produce their Villa Maria College Student ID or other photo ID.

Cell phones must be silenced while in the library for both calls and notifications. Phone conversations are not permitted in any part of the library. If you must make or take a call, please use the hallways outside the library to do so. Texting within the library is acceptable as long as the phone is silenced and the text conversation is not disturbing other library users.

The North Room of the library is a designated Quiet Zone. Conversation is not permitted here. Headphones may be used if the sound is not audible to others.

The South Room of the library is a designated Collaboration Zone for collaborative work needs. Groups can converse on class projects and assignments. Library users must be respectful of others working and studying in the Collaboration Zone and keep conversations at a low volume. Group usage of study space in the South Room is limited to two hours. The library reserves the right to ask users who have exceeded this time limit or are using the area for socializing to move to a more appropriate area or, if they refuse to comply, leave the library.

The Casual Corner directly across from the Checkout Desk may be used for quiet conversation and socializing.

Music, video or computer audio of any kind is only permitted when using headphones. It must not be loud enough over the headphones to disturb others. Headphones are available to borrow from the library Checkout Desk.

Child Policy

Any child must be accompanied by an adult. Any disruptive behavior or behavior inappropriate to a library setting will result in both child and adult being asked to leave.

Flyers or Bulletins

In accordance with the College’s policy, the posting of any bulletins or flyers must be approved by library staff prior to being displayed.

Food and Drink

In order to maintain a standard of cleanliness and prevent pest problems, food and drink consumption is limited in the library.

Drinks must be in sealable, spill-proof containers.

No food of any kind is permitted at computer stations. Dry, light snacks such as pretzels and candy are permitted in study and seating areas. Meals are prohibited in the library. Foods that are wet, sticky, aromatic, noisy or otherwise disruptive to other library users are not permitted anywhere in the library. This includes, but is not limited to, fresh fruit, soup, pizza, etc.

Any food or drink spills, stains or residue must be brought to the attention of library staff. Any garbage or leftovers should be disposed of in proper receptacles.

Special event food and drink must be approved by library staff.

The library reserves the right to ask users to remove their food and drink from the library. Users who refuse to comply may be asked to leave the library. Users refusing to comply with any library policy may be asked to produce their Villa Maria College Student ID or other photo ID.

Gifts and Donations

Gifted and donated material will be evaluated for content that supports Villa Maria College’s current and evolving curriculum. The Library will add gift material to its collections if the item(s) support instruction at the College and space permits. Books and other items given to the Library become the property of the Library upon donation.

In order to make the most efficient use of library resources, the library reserves the right to dispose of gifts that are duplicates or irrelevant to the collections. Disposition of out-of-scope materials may include sale, donation to another entity, or recycling.

Loan Periods

Students, Trustees, and AcademicSHARE

Item Type Loan period Renewable?
Books/Audiobooks 3 weeks Yes, up to 2 times during a semester
DVD/VHS 1 week Yes, up to 2 times during a semester
Music CDs 1 week Yes, up to 2 times during a semester
Periodicals 1 week Not applicable
Reference Materials Do not circulate, but may be photocopied Not applicable
Reserves See section Reserve Materials Circulation below
Interlibrary Loan Loan period set by lending library; see slip accompanying item for due date (Students only – trustees, alumni, and AcademicSHARE not eligible for ILL service)

Faculty, Administration, and Staff

Item Type Loan period Renewable?
Books Through end of semester Courtesy renewal from Fall to Spring
DVD/VHS Through end of semester Courtesy renewal from Fall to Spring
Music CDs Through end of semester Courtesy renewal from Fall to Spring
Periodicals 1 week Not applicable
Reference Materials Do not circulate, but may be photocopied Not applicable
Reserves If it is an item you placed on Reserve: through the end of the semester. If it has been placed on Reserve by another professor, see section Reserve Materials Circulation below
Interlibrary Loan Loan period set by lending library; see slip accompanying item for due date

Part Time Faculty

Item Type Loan period Renewable?
Books Through end of semester No
DVD/VHS Through end of semester No
Music CDs Through end of semester No
Periodicals 1 week Not applicable
Reference Materials Do not circulate, but may be photocopied Not applicable
Reserves If it is an item you placed on Reserve: through the end of the semester. If it has been placed on Reserve by another professor, see section Reserve Materials Circulation below
Interlibrary Loan Loan period set by lending library; see slip accompanying item for due date

Overdue Fines/Late Fees

The Library no longer charges overdue fines. If an item is more than 30 days overdue, it will be declared lost.

Overdue Notices and Lost/Damaged Items

Overdue notices will be emailed to a user’s Villa.edu email address. In the case of AcademicSHARE users, overdue notices will be emailed to the address put on file at the time of registration. Users will receive an email when an item is overdue asking them to return the item.

If an item is more than 30 days overdue, it will be declared lost and a hold will be placed on the user’s College account. Failure to return any items by the final day of the semester will result in a hold being placed on the user’s College account. Users with holds on their accounts cannot receive grades/transcripts, register for classes, or graduate from the College. The hold will not be removed until the item is returned/replaced and/or all outstanding charges paid.

For each item declared lost, users will be billed for the replacement cost of the item and a $20 processing fee. If the item is found and returned before the Library purchases a replacement copy, the replacement cost and processing fee will be refunded.

Items returned in damaged condition will be evaluated for continued usability; if the item in question is no longer acceptable for general use, the borrower will be billed for the replacement cost of the item plus a $20 processing fee and any applicable overdue fines.

It is the user’s responsibility to notify the Library of changes to email and mailing addresses. The Library is not responsible for communications that do not reach the intended recipient; regardless of whether or not a notice is received, users are responsible for any and all overdue fines, lost item charges, or any other penalties that accrue until the item is returned or replaced.

If a user withdraws, drops out, finds other employment, or is otherwise no longer connected to Villa Maria College in way that affords library privileges, any materials that are currently checked out by that user must be returned to the Library as soon as possible. All outstanding fines, losses, damages, and unreturned items will be reported to the Registrar’s Office and the Business Office. Grades, transcripts, and degrees will not be released until Library obligations are satisfied.

Renewals

Library materials may be renewed over the telephone, by email, or in person. To renew materials over the telephone or email, please contact any of our librarians.  Please note that not all Interlibrary Loan materials may be renewed; please see Interlibrary Loan Services for details.

Faculty (full-time), administration and staff will have library items renewed as a courtesy between the Fall and Spring semesters of an academic year. All library items must be brought in for inventory and assessment at the end of the academic year. Items can then be checked out again. Department-purchased equipment maintained by the library will be renewed across academic years, and does not need to be brought in for inventory and assessment.

Part time faculty must return library items by the end of each semester.

Reserve Materials

Instructors often bring required or supplemental reading materials to the library to place on Reserve. This is to ensure the availability of course materials to their students. Reserves may consist of books, journal articles, or media items; usage policies are determined by the instructor. See the chart below for information on reserves circulation.

Reserve Materials Circulation

Reserve Type Can item leave the library? Loan period
Closed 2-hour No 2 hours
Closed No Until Library closing time
Overnight Yes 1 day
3-day Yes 3 days
1-week Yes 1 week