Policies and Procedures

1. To provide answers to specific research questions.
2. To give personal guidance in the use of the online catalog, bibliographies, abstracts and indexes.
3. To consult about research papers, theses, etc.
4. To give formal instruction in the use of library services and resources.
5. To supplement individual and class instruction by the preparation of bibliographies and guides to the collections, types of materials, or ways of locating materials.

Reference Department Procedures
Information Literacy (Bibliographic Instruction)

Objective: To provide appropriate library instruction to library users.

Definition: Information Literacy is the current term applied to what was previously known as Library Instruction, User Instruction, Library Use Instruction and Bibliographic Instruction.

Information Literacy is based on the contention that students should be prepared for lifelong learning, therefore they must be able to locate, evaluate, and use information-search strategies no matter where or how it is stored.

Finding, evaluating, and using information in various formats is the essence of Information Literacy. The Information Literacy Seminars bridge the gap between the curriculum and the libraries’ information resources. The purpose of the Information Literacy Seminar is to ensure that Freshman, Sophomore, and Senior students of Benedict College are thoroughly familiar with information resources, and tools in general, in their major field of study.

Essential Skills for Information Literacy

• Recognize a need for information
  The library user will:
  1. Identify the information question or problem
  2. Relate the question or problem to what is already known
  3. Refine the question or problem
  4. Identify what further information is needed
• Construct strategies for locating information
  The library user will:
  1. Identify types of information needed
  2. Consider and prioritize possible sources of information
  3. Identify subject headings and key words
• Locate and access information
  The library user will:
  1. Recognize a variety of systems for organizing
  2. Identify information resources
  3. Use indexes to locate information
• Evaluate and extract information
  The library user will:
  1. Use strategies to evaluate the usefulness of the information reviewed or information needed and adjust search strategies if needed
  2. Extract information from the source
• Organize and apply information.
  The student will:
  1. Use a system to organize information
  2. Synthesize ideas and information from various sources
  3. Create and present a product using information effectively
• Evaluate the process and product
  The student will:
  1. Evaluate the efficiency of the information process
  2. Evaluate the effectiveness of the product
• Instruction ranges from conducting tours of the library, providing assistance in using the online catalog, and helping to locate materials and scavenger hunt to specialized instruction in locating resources for undergraduate students.
• Orientation tours, including basic information on the library are offered at the beginning of each semester.
• Orientation lectures are given in cooperation with the Benedict College Seminar Series and instructors who are invited to bring students to the library for one class period during the semester.

Government Documents Policy

Under the umbrella of the Reference Department, this collection incorporates the guidelines for the United States Government Printing Office (GPO) Federal Depository Library Program. The challenges of collecting and maintaining a depository collection and winning the support of the college administration will allow the document staff to work more effectively toward the goal of providing free access to government information for the institution and the residents of the 2nd U.S. Congressional District of South Carolina.

Through government agencies, the document collection helps support the curriculum in subject areas such as business, education, environment, health, law, etc. In addition this collection at government expense (free) informs faculty, staff, and students of their government’s activities, and provides access to Government information, and meets specific inspection compliance of the Federal Depository Library Program.

Purpose

1. To provide information and reference services to the college community and residents of the 2nd United States Congressional District of South Carolina as required in Title 44 of the United States Code.
2. To receive and process all United States federal documents which are distributed through the Federal Depository Library Services Program.
3. To maintain records of all materials received by verifying shipping lists and maintaining a record of each piece received in the online catalog.
4. To maintain documents in good physical condition and supersede materials according to the Superseded List and Regional Guidelines.
5. To provide public service as well as adequate space for both housing and private work areas for documents staff.
6. To communicate with neighboring libraries about trends, developments, and meetings of Regional and Federal Depository Library Services.

Collection Development
Based on the guidelines for the Depository Library System, our depository collection adhere to the following:

1. Maintain a basic collection available for immediate use consisting of all titles in the Basic Collection.
2. Acquire and maintain the basic catalogs, guides and indexes, retrospective and current, considered essential to the reference use of the collection. This should include selected non-governmental reference tools.
3. Select frequently used and potentially useful materials appropriate to the objectives of the library.
4. Select materials responsive to the needs of the users in the congressional district it serves.
5. Either solely or in conjunction with neighboring depositories make demonstrable efforts to identify and meet the government information needs of the local area.
6. Coordinate selections with other depositories in the district to insure adequate coverage within the area.

Bibliographic Control
As a depository, Benedict College Library takes on the role of legal custodian of United States Government property.

Boxes and other materials mailed from the Government Printing Office (GPO) are picked up from the Campus Post Office, taken to the Collection/Database Management Department formerly Technical Service, and placed on the Government Documents Table to be processed. Boxes are dated as they arrive and processing begins within two (2) working days. Documents are removed from boxes, titles are checked against shipping lists, and the SUDOC number is neatly printed on the upper left corner of each item in all formats. Documents and shipping lists are date stamped after check-in at the piece level. Documents are then brought to the Plaza Level for the Document Librarian to review. Finally, they are shelved by the Reference Department Work-Study Students.

In addition, shipping lists are finally given to the Document Librarian to examine, after which they are filed in the Reference Office.

Maintenance
All materials are kept in a stable environment with no sudden temperature or humidity changes. High temperature causes pests and mildew, while too little humidity may cause paper to dry out. Improper shelving practices also may cause damage (i.e. jamming documents into a tight space or letting them flop on the end).

The depository collection is kept in good physical condition. The shelving end panels are labeled appropriately. Periodicals and pamphlets are shelved in periodical boxes. Shelf dummies are used as cross-references.

Shrink-wrap on publications and rubber bands on microfiche are not evident. Documents shelved in the reference collection are security tagged using the Checkpoint book detection system. Lost or missing “high use” documents are considered for replacement through purchase from GPO.

Electronic products and microfiche are stored in acid free cabinets. CD’s are in jewel box cases and/or paper slipcovers.

All discards are made in accordance with the instructions and the procedures set by the regional library. Superseded items are done according to the Superseded List. Shelf reading occurs on a regular basis.

Mending and/or Binding

1. Send, online – Remove document from the shelf, charge out and send to the Collection/Database Management Department along with a note that recommends mending or binding.
2. Receive, online – Examine and discharge item, reshelf.

Human Resources
The guideline recommends one Librarian be assigned to coordinate activities and to act as liaison with the Superintendent of Documents and GPO in all matters relating to depository libraries.

This librarian should be responsible for:

1. Selecting, receiving and claiming of depository distributions
2. Replying to correspondences and surveys from the Superintendent of Documents
3. Interpreting the depository program to the administrative level of the library
4. Performing and/or supervising stated aspects of services, or in an integrated collection, having a knowledge of persons to whom responsibilities are delegated, such as:
   • Organization for use
   • Physical maintenance of records for the collection
   • Establishment of withdrawal procedures
   • Maintenance or reader services
   • Promotion of use of collection
   • Preparation of budgets
   • Submission of reports

Physical Facilities

1. The document collection is located on the Plaza Level of the Library as a part of the Reference Department.
2. Photocopies, microfiche readers and a reader printer are available for public use.
3. Fax services are provided for library use.
4. PC’s are also available with access to the Internet.
5. There is a ramp entrance into the library, elevator to all floors, and wide stack aisle to aid individuals with disabilities.
6. Shelf space is adequate for growth.
7. Signage, posters, and GPO directional signs enhance access to the depository resources.

Public Service

1. All documents are available to the public and the documents reference service is comparable to that received by Benedict College patrons.
2. There are no signs or policies to inhibit public access.
3. Paper documents and CD-ROMs circulate to faculty, staff and students.
4. The depository emblem is displayed on the front door as required, as well as in the Electronic Reference Center and on the CD-ROM and microfiche cabinets.
5. Referrals to other depositories can be made through the Internet.
6. Resources can be found in the library’s online catalog.
7. The most important aspect of the public service guideline is that libraries shall make depository publications available for free use by the general public.
8. Highest appellate court libraries of the states are exempt from the provisions of 44 United States Code 1911.

Cooperative Efforts
Communication with neighboring libraries takes place via telephone, meetings, and e-mail. Other communications are through the Federal Depository Library Program (FDLP) administration homepage for current GPO information, and the listservs GOVDOC-L and DocTech-L.

Government Documents Processing Procedures
Being a Selective Depository, the library receives almost daily shipments of boxes containing paper, microfiches, and electronic formats. Each shipment receives priority in order to speed up the process of placing materials in use. Any publication missing from a shipment must be requested within a sixty- (60) day time period. The following procedures are followed in handling depository shipments:

Items included in GPO boxes

1. Paper documents and particular shipping list (yr.-no.-P)
2. Microfiche and shipping list (yr.-no.-M)
3. CD-ROM and floppy disks (yr.-no.E)
4. Shipping list for items sent in separate shipments(yr.no.-S)

Receiving items via shipment:

1. Open box (slowly flip box over onto table with documents faced down, lift box up and set aside; turn documents over side up). Match documents with appropriate shipping list.
2. Check shipping list against item selection list; place check-mark beside items that we select; Neatly print the classification (Sudoc) number and shipping list number in the upper left corner of the document; place a slash mark through the check-mark on the shipping list to indicate receipt. (Note: step should be done with all lists).
3. If an item is bound or is to be cataloged into Library of Congress Classification (LC), write the Sudoc and shipping list numbers on the inside left corner of the front cover. Date stamp the inside cover also.
4. Write the sudoc and shipping list number in the upper left corner on microfiche envelopes.
5. CD-ROM: write the Sudoc as well as shipping list number and date stamp a CD-ROM slip to be placed in the jewel case.
6. Stamp each piece with the Depository Date Stamp. The date of the stamp is to correspond to the date the item is processed. Stamp the outside cover of each document close or near as possible to the upper left corner under the sudoc and shipping list numbers.
7. Do not stamp over printed information. If necessary, stamp inside cover or back of document.
8. Periodicals, pamphlets, Federal Register, Code of Federal Regulations, Weekly Complication of Presidential Documents, Commerce Business Daily, Patent and Trademark Gazettes, Crime in the U.S., Occupational Outlook Handbook, Government Manual, Statistical Abstract, Background Notes, and Daily Treasury Statement are a few publications to be sorted and checked-in immediately.
9. Missing documents: If a document is listed on the shipping list but is not in the box, circle the item and classification numbers then mark the piece as missing.
10. Duplicates in box: Mark copy 2 on the duplicate document and on the shipping list then give both to the Document Librarian.
11. Extra publications not listed: Put a note-stating document isn’t listed on shipping list and give to the Document Librarian.
12. Statistical information: Record statistics on Government Document received sheet and place documents on the shelves labeled “Documents to be check-in.”

Electronic Reference Center (ERC) Policy

Statement of Responsibilities

1. The Benjamin F. Payton Learning Resources Center-Library is not responsible for the information found on any computer workstation, (excluding www.Benedict.edu) be it from electronic online databases, compact disc, or the Internet. Information on the Internet is unregulated and may be reliable and current, or it may be incorrect and out of date. The Benedict College Library has no control over these resources, or the changes that occur. The Internet may contain material that is inappropriate and offensive for viewing by some adults and children.
2. Parents are responsible for their children’s access to any computer workstation at the Benedict College Library. Any parent/guardian may prohibit his/her child(ren) under the age of 18 from using a computer workstation at the Benedict College Library by giving a statement, in writing, to the Director of Library Services. The child(ren)’s name(s) will be put on a Prohibited Internet User’s List. Normally, parents/guardians will be given and/or sent a consent form allowing usage.
3. Computer users are responsible for abiding all laws and using library materials and equipment in a responsible manner. Failure to comply with library policies and procedures will result in the loss of computer privileges.

Computer Policies and Procedures

1. Access to the Library’s electronic resources is available via the Internet, or locally on CD-ROM. Printing is limited to 10-15 pages and there is a 30 minutes time limit. Email and word processing are prohibited. ERC is solely for the purpose of information retrieval. Services provided by ERC are as follows:
   • Bloomberg Financial System
   • Britannica Online (Encyclopedia Britannica)
   • DISCUS
   • EBSCOhost
   • Ethnic NewsWatch
   • GPO Databases
   • NewsBank
   • ProQuest®
   • Social Work Abstracts Plus
   • Internet Search
2. Any person holding a valid Benedict College Library ID Card may use a computer workstation.
3. There will be one user per computer station.
4. Users may continue to use the computer at the end of their time if there is no one waiting to use it.
5. Users displaying materials on a computer that are objectionable to others, resulting in a complaint to library staff, will be asked to exit that program as an inappropriate use of a public resource. In addition, they may be asked to forfeit the remainder of their computer time and may be barred from future computer use.
6. The library will offer limited training on the use of the Internet at various times during class visits.
7. Excessive printouts will lead to frequent occurrences of low – no toner. When this occurs, an expensive replacement cartridge will have to be ordered. Some printing down time will occur during these times.
8. Users of computer workstations are prohibited from loading their own software or downloading software from the Internet onto the library’s hardware.
9. The library does not provide e-mail accounts for its patrons.

Sources
Pathfinders, bibliographies and other library guides are also produced to enhance effective use of the library.

African-American Collection
The library features a special collection of African American books, a picture file of selected African Americans, and a vertical file on the Black experience. Also available, are selected sources on microfilm from the Schomburg Collection, the Countee Cullen Papers, and Papers of Mary McLeod Bethune. Housed in the reference department are reproductions of the Martin Luther King Jr. Assassination File, Malcolm X Surveillance File, and Marcus Garvey F.B.I Investigation File. These files are without specific written permission; however, the Federal Bureau of Investigation releases them under provision of the Freedom of Information Act.