Library policies

Goal

The goal of the library is to support the mission of UWL by providing access to a collection of materials which best serves the classroom and research needs of the undergraduate and graduate students. The collection must provide resources to support and enrich classroom instruction for the UWL curriculum, and when financially possible, should provide some materials to meet the general and recreational needs of the University community. Faculty research efforts will be supported by providing access to information as well as making document delivery services available to fulfill specific information needs. The library recognizes the need for the active participation by the faculty in the development of the library collection.

The library collection includes all formats, i.e., books, periodicals, microforms, audio-visual materials, electronic resources, etc. The University Library upholds and promotes the following statements from the American Library Association:

1. Bill of Rights
2. Freedom to Read Statement
3. Intellectual Freedom Statements

Objectives

1. To provide resources to support and enrich classroom instruction.
2. To anticipate and fulfill the information and curricular needs of the primary user group (students and faculty) by actively seeking and maintaining communication through the faculty liaison program, purchase requests, and meetings with the faculty.
3. To be cognizant of the resources in subject areas taught at UWL, and to acquire these materials as funds permit.
4. To be aware of and responsive to the dynamics of curriculum change based on the course descriptions provided by the undergraduate and graduate curriculum committees.
5. To maintain and develop current and easily accessible collection through judicious weeding or de-selection, plus continuously review the scope and depth for adequacy of support.  Whenever possible, qualitative and quantitative measures are employed in the evaluation (selection/de-selection) of resources.
6. To budget the resources allocated to Murphy Library in order to best meet the instructional needs of each department.
7. To emphasize the purchase of materials which correspond to the UWL mission statement.
8. To subscribe to online information services related to the disciplines of each college.
9. To acquire electronic and citation services which will support faculty research and scholarly work.
10. To develop and support a number of services to provide faculty with access to information and research related to their research and scholarly work.

Responsibility for Selection of Materials

All materials acquired with library funds are university property available for the use of the entire campus community.

The collection development rationale is informed selectivity rather than comprehensiveness.

It is the responsibility of the library faculty with the advice of the departmental liaisons, to maintain a library collection which conforms to the collection development guidelines.

Librarians will consult with the faculty and departments in the selection of specific information services.

Scope, mission relatedness, annual fees, and startup cost will have a bearing on the selection process.

Faculty Liaison

Each academic department will select one faculty member to serve as its Library Liaison. The Liaison will maintain communication between the department he/she serves and the library by relating departmental needs and issues to the library's collection management librarian. As the library's communication resource within each department, the Liaison:

1. will serve as the channel through which departmental requests for library purchases will be made;
2. will review and clarify the category of each book purchase request;
3. will respond to questions from the library on the status of departmental purchase requests;
4. will receive reports from the library on the status of departmental purchase requests and budget allocations;
5. will receive and circulate a periodic list of books received by the library as the result of departmental orders;
6. will meet with the collection development librarian to discuss existing and evolving departmental needs.

The assistance of the teaching faculty is solicited in the selection process to assure appropriate strength in the subject areas of their teaching. The final responsibility for selection rests with the library.

Recommendations for purchase may be initiated by any member of the UWL academic community: faculty, academic staff, staff, or students.

New academic programs should be communicated to the library faculty so that acquisition of the needed resources may be accomplished in an orderly and timely way. Additional funds will be needed.

The library is committed to making diverse viewpoints fully and freely available. No material will be excluded because of social, political, cultural, or religious views expressed.

The library faculty carries the responsibility for the correction of imbalances and weaknesses in the collection. It is the library's responsibility to ensure the adequacy and quality of selection and the building of a balanced collection. The library has the ultimate responsibility for collection development and acquisition policies and for the co-ordination of resource development of the library as a whole.

Collection Depth

It is recognized that the requirements for library materials vary in different subject areas. The UWL catalog and the mission statement will be consulted to aid in establishing the selections. The faculty liaison will be consulted in determining the depth and breadth of the collection.

Definition of Levels of Selection:

1. Minimal. A subject area in which few selections are made beyond very basic works and reference sources. No course work is offered at UWL.
2. Basic Information Levels. A collection of up-to-date general materials which serves to introduce and define a subject and to indicate the varieties of information available elsewhere. A basic information collection is not sufficient to support any advanced undergraduate course or independent study in the subject areas involved.
3. Instructional Support Level. A collection that is sufficient to support undergraduate and some graduate instruction and research. A collection adequate to maintain knowledge of a subject required for limited or generalized purpose. It includes a wide range of basic monographs, complete collections of the works of more important writers, selections from the works of secondary writers, a selection of representative journals, access to appropriate non- bibliographic date bases, and the reference tools pertaining to the subject.
4. Research Level. A collection that includes the major published source materials required for dissertations and independent research including materials containing research reporting, new findings, scientific experimental results, and other information useful to researchers. Older material is retained for historical research. UWL will not collect at this level.
5. Comprehensive Level. A collection in which a library endeavors, so far as is reasonably possible, to include all significant works of recorded knowledge (publications, manuscripts, other forms) in all applicable languages, for a necessarily defined and limited field. This selection level is one that seeks to maintain a "special collection". The aim, if not the achievement, is exhaustiveness. UWL will not collect at this level.

Guidelines for the Selection of Library Materials

The library requires that all purchase requests are categorized before submitting them.

1. Essential - Needed at Library regardless of duplication around UWS.
2. Desirable - To be purchased if funds are available, or must be readily available in another UWS library (delivery via Universal Borrowing).
3. Remotely Accessible - available via interlibrary loan (or Universal Borrowing) and not likely to be purchased.

The library will not purchase:

• Reprints of articles already in the library
• Textbooks
• Expensive and infrequently used materials

Multiple copies will be purchased only if heavy demand and continuous use as evidenced by circulation and verifiable patron request can be demonstrated.

Generally, library materials are acquired in those languages in which academic programs are taught. English language materials will predominate.

Faculty Publications

The library acquires faculty publications according to the collection policy that determines book selection in general, i.e., those works that are appropriate for an academic library are acquired.

Contacts:

Pam Cipkowski
pcipkowski@uwlax.edu
608.785.8567

Lauren Klitzke
lklitzke@uwlax.edu
608.785.8509

- Policy written 7/18/95 (Revised 8/22/2022)

Murphy Library is no longer accepting donations. This includes (but is not limited to): books, journals, DVDs, CDs, VHS tapes, and magazines.

There are three exceptions to this policy:

1. Special Collections and Area Research Center (SPARC) welcomes materials that document UWL, regional and Wisconsin history.
2. Donations of unique and rare materials will continue to be accepted and reviewed by our Special Collections Librarians.
3. Murphy Library welcomes donations of new books authored by University of Wisconsin-La Crosse faculty and staff.

Contacts

• Special Collections exceptions listed above, please contact: specoll@uwlax.edu.
• UWL faculty or staff interested in donating a copy of their new book, please contact: Collection Development Librarian Pam Cipkowski and Collection Development and Acquisitions Assistant Lauren Klitzke

This policy change is due to the high cost of storing, reviewing, and processing donations. As a university library with a focus on a collection that supports our current research and curricular needs, we have found that it is more cost-effective to purchase new titles than to review older titles that too often duplicate existing copies in our collection or at other UW System libraries.

Conditions of Acceptance

Any donations meeting the criteria listed above become the property of the University of Wisconsin-La Crosse and the State of Wisconsin and may not be reclaimed at a later date. Murphy Library does not accept gifts on long-term loans, nor can we accept gifts where the donor places restrictions or limitations on use or disposal of such gifts.

I. Responsibility

The Depository Coordinator has primary responsibility for the content of the government documents collections in accordance with the expectations of the Federal Depository Library Program (FDLP), the Wisconsin Documents Depository Program (WDDP), the overall Murphy Library Collection Development Policy, and the policies described here.

II. FDLP and WDDP Information

The Federal Depository Library Program was established by Congress to ensure that the American public has access to its Government’s information. The U.S. Government Printing Office (GPO) administers the FDLP on behalf of the participating libraries and the public. Information products from the Federal Government are disseminated to these nationwide libraries that, in turn, ensure the American public has free access to the materials, both in print and online.  

The goal of the Wisconsin Document Depository Program, as authorized by Wisconsin state law, is to preserve and make available a record of major state government programs and assure the availability of state documents published by state agencies for use by Wisconsin citizens now and in the future regardless of format.  Resources for Libraries and Lifelong Learning (RL&LL), a team within the Department of Public Instruction, administers the WDDP on behalf of the participating libraries and the public.

Murphy Library is a designated selective depository library in both the FDLP and the WDDP. In priority order, the collection is designed to meet government information research needs of  

1. The UW-La Crosse community,
2. The people of Wisconsin's 3rd Congressional district (FDLP), and
3. The general public.

Murphy Library adheres to the legal requirements and regulations published in Legal Requirements & Program Regulations of the Federal Depository Library Program (US GPO, 2011) and General Responsibilities and Guidelines for All Types of Depository Libraries (WI RL&LL, 2008) along with all library guidance and instructions maintained by GPO and RL&LL.  All tangible publications received through the FDLP are marked as such, indicating that they remain the property of the United States government.

Murphy Library has selected around 50% of the resources distributed through the FDLP since joining the program in 1965.  Also locally, the La Crosse Public Library has been a selective Federal government documents depository library since 1883; they currently select around 20% of the resources distributed through the program.  The two Federal depository libraries in the City of La Crosse maintain working relations, including collection development coordination, reflecting complementary strengths of the two collections.  The FDLP regional depository library that serves the 3rd Congressional District with a comprehensive Federal government documents collection is the State Historical Society in Madison.

As a selective depository library in the WDDP since 1974, Murphy Library receives all materials designated for full distribution through the program.  Also locally, the La Crosse Public Library is a regional depository library in the WDDP, which means they also receive materials designated only for limited distribution through the program.

III. Subject Guidelines

Murphy Library makes special efforts to select FDLP materials in subject areas corresponding to graduate degrees offered by UWL:

• Biology
• Business Administration
• Software Engineering
• Exercise and Sport Science (Clinical Exercise Physiology, Human Performance, Physical Education Teaching, Sport Administration)
• Health Education and Health Promotion
• Health Professions (Medical Dosimetry, Physical Therapy, Occupational Therapy, Physician Assistant Studies)
• School Psychology
• Recreation Management
• Therapeutic Recreation
• Education
• Student Affairs Administration

IV. Language, Chronology, and Geographic Guidelines

A. English is the primary language of the collection.

B. The collection consists primarily of materials published since Murphy Library became a depository library.  Earlier publications may be added at times, see "Non-Depository Selection" below.

C. The collection emphasizes the national as well as upper Midwest regional perspectives. For Federal publications published for all 50 states, Murphy Library will select national summaries as well as versions of documents specific to the states of Wisconsin, Minnesota, and Iowa.

V. Format

The FDLP makes Federal government documents available in paper, microfiche, tangible electronic (CD/DVD), and online.  Murphy Library primarily selects online documents, and does not select microfiche materials.  Substantial historical collections in paper, microfiche, and CD/DVD formats are retained.  Some specialized formats including braille and posters are generally not selected.

The WDDP distributes Wisconsin government documents in both print and online formats.  Murphy Library adds all Wisconsin Digital Archives items to the cataloged collection.

VI. Duplicate, Superseded, or Expired Documents

Duplicate tangible copies of government documents are not retained unless of local significance.

The FDLP and WDDP allow for a number of supersession criteria to be invoked for withdrawal from the collection.  Valid criteria include material that has expired, or items where a revised, cumulative, or corrected tangible copy was subsequently received.  Murphy Library generally invokes the option to withdraw superseded publications when permitted under these criteria.

VII. Reference and Special Collections

While most tangible government documents held are shelved in a dedicated government documents location, a few current or key titles are selected for shelving in the reference collection in coordination with the Reference Librarian.  Links to government reference databases and other websites are also listed and promoted on appropriate Murphy Library resource guides.

Some rare, fragile, or local-interest government documents are housed in Special Collections, in coordination with the Special Collections Librarian.

VIII. Non-Depository Selection

Murphy Library may add publications to the collection through means such as donations received, purchases, or offers lists from other depository libraries, in accordance with collection development policies described here.  Such activity is normally very limited in scope; the vast majority of the government documents collections consist of materials received through the FDLP or the WDDP.

IX. Retention and Weeding

Other than routine withdrawal of duplicate, superseded, or expired materials, the FDLP requires the retention of tangible items received for at least five years, and the WDDP expects libraries to keep a copy of each document for at least two years.

Further weeding decisions are made by the Depository Coordinator utilizing criteria including:

1. Is the document relevant in the context of the general collection and the curriculum of UWL?  May its relevance increase in the future?
2. Does the document carry a significant historical value?  May it be historically significant in the future?
3. Is the document of value to the community and the 3rd Congressional District?  May its value increase in the future?
4. Is the space needed for higher priorities?

All withdrawals of government documents are made in adherence with the procedures and requirements of the FDLP and WDDP; FDLP materials are also offered to libraries nationally.  Murphy Library incurs no financial benefit from the disposal of government depository materials.

July 22, 2014

Reservable Group Study Rooms

PURPOSE:

The Murphy Library Reservable Group Study Rooms support academic purposes such as study and collaboration. UWL students have priority use of these rooms. Others may reserve these rooms for occasional use to be determined on an individual basis, but student use will always have first priority.  

• Rooms 202, 203, 204, 207, 206, 275 and 276 may be booked in-person via the pad outside the door or ahead of time via your Outlook calendar (see booking directions).
• Room availability can be found via our live facility counts.

GUIDELINES GOVERNING USE:

1. Before booking, please consult our library hours to ensure we are open for the time slot you are requesting.
2. Group Study Rooms may be reserved in increments of 15 minutes up to two hours. Exceptions may be made to time limits as room availability permits. 
3. Rooms may only be reserved for two or more persons based on the seating capacity. 
4. Group Study Rooms will be held for 15 minutes past the beginning of the reserved time. After that time, the reservation is forfeited. 
5. Group Study Rooms are available for drop-in use when they are not reserved but be sure to reserve your time to ensure you do not get bumped by others. Groups with reservations have priority. Please be respectful of room reservations and exit the study room when people arrive.
6. All patrons using Group Study Rooms will honor the library’s Code of Conduct.
7. Group Study Rooms should not be used as a designated classroom. They may not be reserved for all or most meetings of a class and may not be listed as the location of a class in the Course Schedule.
8. The library may reserve the right to alter the schedule, supersede availability, or close the rooms. Students who have reserved the room should, if at all possible, be given notice.

Effective Date: Fall 2021

The mission of the Murphy Library is to select, maintain, enhance, promote, and make accessible the information, materials and research resources necessary to support the university's programs of teaching, research and public service, and to serve the larger community as a regional information and research facility, within the limits of the library's resources and its primary commitment to the university community.

According to the UW-System Policy on Use of University Information Technology Resources, "Access to information technology resources carries with it the responsibility for ensuring that the use of these resources is primarily for university purposes and university-related activities..." The library does not wish to limit access to materials; however, due to the demand on finite library resources some limited restrictions must be placed on the use of electronic information resources.

Computers for the general public are provided on a first-come, first-served basis. Because of limited resources, computer use is limited to one hour/day. University users have priority and non-affiliated users may be asked to relinquish computers to UWL students, faculty, or staff at any time. Exceptions are made for patrons accessing Federal or Wisconsin government depository materials.

The Murphy Library Reference computers are to be used for information research. Computer activities that do not support the university's mission of teaching, research and public service are not allowed.

Users may not deliberately:

• Invade the privacy of others.
• Engage in any activity that is clearly harassing or defamatory.
• Make any attempt to damage computer equipment or software.
• Violate the UW System Policy on Acceptable Use of Information Technology Resources.

Flagrant violations of these guidelines will be referred to appropriate university officers such as Protective Services. Student cases will be referred to the Office of Student Life, in accord with the Universities of Wisconsin Administrative Code.

A good information consumer must evaluate the validity and appropriateness of information. Users should be aware that some information found on the Internet may be inaccurate, incomplete, outdated, or offensive to some individuals. Library patrons use the Internet and other electronic information resources at their own risk.

This policy is supported by the UW System Policy on Acceptable Use of Information Technology Resources approved by the Board of Regents. In addition, this policy is based on the following American Library Association statements on access to information: The Library Bill of Rights, and Access to Electronic Information, Services, and Networks: an Interpretation of the Library Bill of Rights.

-Revised October 14, 2009

In Murphy Library, we strive to provide an inviting and comfortable place for study and research for students, faculty and staff. To achieve that environment while protecting library collections, equipment, and furnishings, the library has established a food and drink policy:

• The use of Murphy’s Mug is encouraged for snacks and meals.
• Food and drink are permitted throughout the library except in Special Collections and other areas posted as “NO FOOD OR DRINK,” as long as it does not disrupt other library patrons.
• Care must be taken around computers and other library equipment.
• Beverages must be in containers that have lids or are spill resistant.
• If food is delivered to the library, you must meet the delivery person by the entrance to the library.

Lending policies: Books and multimedia

The circulating collection consists of books, government documents, maps, and microforms. Reference books, bound periodicals, and material housed in the Area Research Center do not circulate.

UWL faculty, staff, and students may check out an unlimited number of items from the general collection. To checkout:

• Your barcoded UW-La Crosse ID card must be presented. IDs are not transferable.

Community members and UWL alumni may purchase a borrower's card at the Circulation Help Desk. Checkouts are limited to ten items at a time. To sign up for a card, you will need:

• Driver’s license or other state ID
• Wisconsin or Minnesota (Winona, Houston, Wabasha counties only) public library card
• One-time fee of $25 for WI residents or $50 for MN residents but must update information every two years

UWL faculty or staff partners may obtain a borrower's card at the Circulation Help Desk. To sign up for a card, you will need:

• An email from the UWL employee asking us to set up a library account for their partner sent to cirser@uwlax.edu
• Driver's license or other state ID
• No fee but must email annually to renew account

Borrowers are responsible for all materials checked out and are expected to return or renew borrowed items by the due date. A borrower's responsibility does not end until materials have been returned to and discharged by the library. Please return items on or before the due date to avoid fines and replacement fees.

Borrowers are expected to respond to all library notices and are responsible for notifying the library of address changes or corrections.

Borrowing Privileges

Murphy Library has a security system that is set off when someone exits without checking out library materials. When the security system is set off, individuals are stopped and asked to open any bags for inspection. Please note: Public Library materials, rented videos and some materials from textbook rental will set off the security system. Persons who fail to check out materials or who mutilate library materials are reported to the Student Life Office for disciplinary action. The minimum charge for mutilated items is $50.00.

Mutilation or theft of library materials can result in penalties of fine, probation, or expulsion:
UWS 17.09 (7) of the Wisconsin Administrative Code

Criteria for New Subscriptions

Subscriptions to new titles are ordered after careful consideration of the following criteria:

• The title is considered a core publication and supports the curriculum and current research. Departments should approve prospective periodical titles before submitting requests.
• The title is indexed in standard sources. Although the journal may appear useful, if it is not currently indexed in a paper or electronic index available in the library, it will receive little, if any use. Given that use is a key criterion in purchasing any new library materials, indexing is an important factor in determining whether or not the title will be purchased.
• The title should have long-term value.  Once a subscription begins, it is preferable to continue the subscription and bind it or acquire it in microform for long-term preservation.
• Price. The periodicals budget has limited funds for new titles. 
• The title is one that patrons routinely request through Interlibrary Loan.
• The title is not available full text from one of our database vendors. If the title is critical to curriculum support, it will be ordered on microfilm to ensure on-site preservation of the journal.
• Depth and breadth of journals in the discipline that are currently in the collection.

Timeline for Ordering New Periodical Titles

July 1 - May 1:

• Liaisons submit departmental requests for new periodicals subscriptions.
• Liaisons submit departmental requests for the cancellation of subscriptions to periodicals in their discipline. Please have your cancellation requests submitted to the Collection & Resource Development Librarian by May 1.

May 1 - May 31:

• Proposed cancellations will be posted to this page. Comments regarding these titles should be sent to the Collection & Resource Development Librarian.

June - July:

• After carefully reviewing the list of proposed cancellations, the Collection & Resource Development Librarian and Acquisitions Librarian will cancel subscriptions. After consideration of the criteria listed above, new subscriptions will be ordered with available funds.

Request Form

Please complete the Periodicals Subscription Request form.

Murphy Library at the University of Wisconsin-La Crosse values the privacy of library users and adheres to the policies and recommendations from the Office of Intellectual Freedom of the American Library Association, particularly those outlined in Intellectual Freedom Principles for Academic Libraries and Privacy: An Interpretation of the Library Bill of Rights. In addition, this policy conforms to Wisconsin State Statute 43.30, which covers the privacy and confidentiality of library patron records.

The library seeks to minimize the collection and retention of personally identifiable information and only retains information that is required for the management of library operations. Records retained to varying degrees by Murphy Library systems may include:

Database Search Records 
Circulation Records 
Computer Use Records 
Inter-Library Loan Records
Electronic Reference Correspondence

Only authorized staff with assigned passwords may access personal data stored in the library's computer system for the purpose of performing library work. The library will not reveal what materials are checked out, or have been checked out, to an individual or disclose personal data to a third party in a manner that would identify a user, except where required by law or to assist another Universities of Wisconsin library in recovering its materials.

The library web site contains many links to other sites, including databases and electronic journals that the library has licensed for the use of faculty, students and staff. Users should be aware that these sites have their own privacy policies that may be different from the Murphy Library policy.

UW-La Crosse Murphy Library cares about our patrons’ privacy and security. One way we maintain this security is by not allowing students, faculty, or staff to check out materials on behalf of someone else. The single exception to this policy is our Proxy System. This permits authorized patrons to check out materials for faculty and staff members. If you wish to give another person the authority to pick up and checkout books for you, you must submit the proxy’s information from your own UWL email account to cirser@uwlax.edu, so we can verify that the permission came from the correct person. The information needed:

• UW-L staff/student name – who are you allowing to be a proxy
• That person’s ID number
• Expiration date – when you no longer want them to be your proxy

At the point of checkout, the Proxy Patron must present their own valid UW-La Crosse ID and give the name of the library patron for whom they wish to check out materials.

Additionally, spouses/partners of UWL faculty and staff may also be set up as a proxy borrower. Please bring a written request on UWL Letterhead to the Circulation Help Desk and the library will create a Courtesy Card good for one year. This will allow the spouse/partner to check out materials on the staff member’s account, although with a shorter loan period.

Murphy Library is pleased to offer these technology tools for checkout to any current UW-La Crosse student or staff member with a valid UWL ID. 

When you check out technology equipment, please . . .

• Be aware of the loan periods, overdue fines, and replacement costs for these items.
• Be aware that you are responsible for the cost of item replacement should it be lost, stolen, damaged, or otherwise rendered unusable while it is in your possession and/or charged to your library account.
• Do not place equipment in the book drop or leave it at an unstaffed desk counter.
• Do not tamper with the hardware or software or attempt to load or copy software. Do not remove parts from the item.
• Abide by the University’s Responsible Use of Computing and Communications Resources guidelines and the Library’s Electronic Information Access Policy.
• Understand that the library is not responsible for lost or damaged work. Any files saved to the hard drive will automatically be deleted when the item is shut down, rebooted, or checked in. Please save files to a portable drive or to your online storage (U) drive.
• Understand that the library and University may use appropriate means to collect the amount owed for fines, damage, or loss.
• Understand that fines in excess of $200 result in the loss of borrowing privileges until the fines are paid in full. 

These guidelines ensure that these tools are available for continued use by the entire campus community.