Policy Manual                                                                                                    Last Revision 2005 Table of Contents Mission Statement and Definitions Use of Facilities and Service Policies Services Eligibility to Use Library Services Computer Access Dried Herb Collection Dry Lab Hours Interlibrary Loan Photocopier/Printers Wireless Network Circulation Policies Regulations for Borrowing Materials Alumni Association Members Fines Loans to New Graduates Loan Periods and Loan Limits Privacy of Records Renewals and Reserves Replacement Costs Sanctions Code of Conduct Policy on Theft and Vandalism of Library Resources   MISSION STATEMENT                      The Learning Resource Centre  (LRC) strives to further the academic mandate of the College by providing a comprehensive collection of materials in all formats, in the area of naturopathic medicine and by providing resources and services to facilitate study and research   Goals to obtain materials in a variety of formats to support all areas of the core curriculum to maximize the use of information technology in the delivery and implementation of library services to efficiently organize and manage library collections to ensure optimum access to resources to provide efficient and effective reference and circulation services to maximize access to resources to provide state of the art facilities and an environment conducive to learning to provide high quality information services to the CCNM community to meet their research and information needs  BACK TO TABLE OF CONTENTS 1.   DEFINITIONS                        CCNM Community refers to: Current CCNM students in good standing Current CCNM staff and full-time faculty Current part-time faculty, clinic supervisors, TAs Current staff who are on contract or who have adjunct status Alumni Association Members Board Members INER Members  Members of the Public refers to:  Individuals located at CCNM but not employed by CCNM Individuals enrolled in non-credit courses or who are auditing courses Area high school students, students from other campuses Residents at CCNM who are not registered CCNM students Clinic patients Members of the Press                                 External Researchers                                                                                        SERVICES PROVIDED        Services and Facilities offered by the Learning Resource Centre include: access to the collection of books, journals and multimedia resources access to the online catalogue circulation of library resources reference assistance tutorials on the use of databases newsletters and other publications inter-library loans access the Internet, email, electronic databases and specialized medical software, and general word processing photocopy facilities study areas dried herb collection dry lab wireless access network The library reserves the right to restrict or control access to any area, resource, or service when the preservation of materials, the needs of the CCNM community, the efficient operation of library services, or the upholding of the library’s mission is served by such restrictions. BACK TO TABLE OF CONTENTS ELIGIBILITY TO USE SERVICES CCNM COMMUNITY : May access all service of the library with the exception of : Alumni Association Members who have access to selected collections CCNM students who are on a leave of absence CCNM students who are facing sanctions or other penalties MEMBERS OF THE PUBLIC : During regular hours of operation, the library is open to any person with an interest in naturopathic medicine on a self-serve basis only, provided that this does not compromise service to CCNM Community patrons.                                                                             Special Provisions                             Persons involved in research pertaining to any aspect of naturopathic medicine that require access to the library collections and databases are required to produce a letter of introduction from a person in authority at their institution, eg. A school principal, or school librarian, or a research supervisor.  The decision to permit access to resources is not automatic and will be dependent on the availability of resources, license provisions, the value of the item and the format.  The Library Manager will be responsible for authorizing and defining the parameters for use of services.  Access is on a self-serve basis and will incur costs for use of resources.   SERVICE POLICY           4.1 HOURS Except when otherwise posted, the library hours are: Monday-Thursday      Friday                          Saturday          Sunday                  8am -10 pm  8am - 8pm    10 am - 5 pm 12pm - 5 pm Posted exceptions will reduce hours during holidays and summer months, and extend hours when possible during the examination periods in the fall and winter semesters.  The library will be closed on all days when the college is closed including holidays and during the week between Christmas and New Year.  The library will be closed on the Saturday of a long weekend  BACK TO TABLE OF CONTENTS 4.2  COMPUTER FACILITIES The Computer Lab provides workstations for student access to the Internet, email and library databases.  In addition there are research-only workstations available in the Reference area.  The lab and research workstations are accessible during regular library hours only.  Access to computers in the library is restricted to registered CCNM students, staff, and faculty only.  Other researchers of Naturopathic Medicine must contact the Library                                                                                                 Manager to arrange for access to these resources.  Use of computer equipment is for study purposes only and should not be used for computer games, etc.                                                                                                                             4.3.  DRIED HERB COLLECTION Materials in this collection are for use in the library only and must be returned to the collection after use   4.4.  DRY LAB COLLECTION The Practical Dry Lab is open to all members of the CCNM community Academic and teaching faculty may loan material for teaching purposes only (items must be signed out at the front desk of the LRC) Students may not remove materials from the Practical Dry Lab to other areas of the library Maximum loan time for classroom teaching is 3 hours per item   4.5  PHOTOCOPIERS/ PRINTERS        Printers and photocopy facilities are provided in the computer lab and research area of the library.  These facilities operate with a card purchased at the circulation desk. Cards are valued at  1,5, and 10 dollars in addition to a dollar deposit that is refunded when the card is returned to the library. Printing facilities are available to the CCNM community only.  Photocopy facilities are available to all persons using the library.                                                                         BACK TO TABLE OF CONTENTS 4.6  WIRELESS NETWORK                 Access to the network is available to current CCNM students, staff, faculty and Alumni Association members. The network provides access to the Internet, Email, Library Catalogue and Databases. Access points include areas in the library, the cafeteria, main foyer, Clinic and Student Business Centre, and conference rooms 1-5 in the clinic Registration to the network is valid for one academic year.   Access to the network is dependent on the patron’s acknowledgement and acceptance of the IT Acceptable Use Policy . Library and ISS staff will not be in a position to troubleshoot or install wireless hardware or software. The network does not support the use of printers or PDA units                                                                                                                                          4.7  INTERLIBRARY LOANS AND DOCUMENT DELIVERY     The Inter-library loan service obtains journal articles from journals not owned by the LRC.  This service does not include book requests from other libraries. Inter-library loan services are only available to the CCNM community The library makes every effort to obtain requested items at no charge.  However, if there is a cost imposed by the supplying library, this cost will be passed on to the patron Interlibrary loan rates vary from $7-20 dollars per request  At least two weeks must be allowed for the library to obtain the requested materials Full citations must be accompanied with each request Students will be expected to obtain articles if available, from the University of Toronto Libraries The library reserves the right to limit requests during peak periods Due to copyright restrictions articles cannot be delivered to the patron via electronic  format                                                                                                      Interlibrary Loan Application Forms                   An online request form for Interlibrary loans shall be available on the CCNM library webpage Http://www.ccnm.edu/lrc.  Alternatively, forms shall be available in hard copy at the circulation desk. BACK TO TABLE OF CONTENTS CIRCULATION POLICIES            5.1      PRIVACY OF RECORDS All circulation records are subject to CCNM’s policies on privacy and confidentiality.  No information regarding items on loan, or personal information shall be made available to any person other than authorized CCNM staff for the efficient operation of the library and for the purpose of retrieving outstanding materials and payments via a financial collection agent   5.2  REGULATIONS FOR BORROWING MATERIAL Borrowing privileges are based on the requirements of the academic program for each year of study. The needs of currently enrolled CCNM students always take priority over other categories of borrowers. Full borrowing privileges are extended to all members of the CCNM community free of charge. Alumni Association Members and new graduates of CCNM who require use of the collection to write the NPLEX Board Examination have limited access to resources Members of the Public do not have any borrowing privileges with the exception of: The library reserves the right to place restrictions on the borrowing of certain categories of material, or titles to meet the needs of the academic curriculum The library reserves the right to limit the number of items borrowed Individuals are responsible for all materials borrowed in their names Individuals are responsible for overdue and replacement charges Individuals are responsible for the return of materials by the due date/time specified at the time of borrowing Individuals owing more than $5.00 in library charges shall not be allowed further borrowing privileges until their account is settled It is the responsibility of all patrons to settle any outstanding payments and return all materials on loan if they intend to be away from the college for an extended period or are withdrawing from the college All library patrons must be prepared to produce their library card upon request and must produce their library card each time to borrow materials  BACK TO TABLE OF CONTENTS ALUMNI ASSOCIATION MEMBERS Individuals who have joined the CCNM Alumni Association, qualify for the following privileges: Alumni Association Members are eligible to access the EBSCO Databases, and MD Consult Alumni Association Members are allowed to borrow materials from the General Book and Audio Collection only Alumni Association Members do not qualify for literature searches but can request to be trained in the use of resources Alumni Association Members can borrow up to 5 items at any one time An Alumni Membership card is needed to borrow books and other material Alumni Association Members will not be permitted to loan materials or access the databases until the library receives a signed copy of the form declaring that the individual accepts the conditions of use of the library Alumni Association Members are subject to these and all other policies related to use of the library as stated in this document   5.4   LOANS TO NEW GRADUATES New graduates of CCNM are permitted to borrow materials from the collection until August 1 of the current year, in preparation for the NPLEX examination.  A fee of $200.00 shall be paid to the Finance Department of CCNM, which will be refunded if all fines are paid and materials returned by August 1 of the current year.  Borrowing privileges will not be granted unless the library receives proof of payment of this fee and a signed copy of the conditions of use policy. New graduates are subject to all policies related stated in this document   5.5  LOANS AND RENEWALS                                            Non-Circulating Collections Historical/rare books, reference materials, journals, student papers, lecture notes, subject files, and vertical files are not for loan and must be used in the library                                              Circulating Collections                                   Books in the general collection (stacks), overnight collection, audio-tapes, CD-ROMs, and videos can be loaned.  Refer to table for applicable loan periods.  Items may be renewed, unless there is a hold placed on the title BACK TO TABLE OF CONTENTS 5.5.1  LOANS General Provisions Library loans are calculated on either a weekly, daily, or hourly basis depending on the format, the demand for the item, the physical condition, and the value of the item Loans of more than two weeks are subject to recall after the first week Due dates will be adjusted for periods during which the library is closed Notwithstanding the specific loan policy on any item, exceptions may be made under special circumstances.  Determination of such exceptions is made by the Library Manager who may also delegate this responsibility Materials must be returned on or before the due date, or otherwise renewed by the due date.  If returned on the due date it must be done so by 7pm.  Materials returned after this time will be considered overdue Materials may be returned after-hours to the book-drop box outside the library Items returned to the book-drop box on the due date must be returned by 7pm or they will be considered overdue Materials must be checked out 30 minutes before library closure                                                                                                       5.5.2  Loan Periods                                        General Books (Stacks) 2 weeks Overnight Books 1 day Audio tapes 1 week NPLEX tapes 1 day Videotapes 1 day CD-ROMs 1 day   5.5.3  Loan Limits A patron may only have up to 12 items on loan at any given time.  In addition, there are separate limits placed on individual types of materials: General Books (Stacks) up to 8 items Overnight Books 2 items Videos 2 items Audio tapes 8 items NPLEX Audio 3 items BACK TO TABLE OF CONTENTS 5.5.4  Renewals Any item borrowed may be renewed unless requested by another patron Items may be renewed online, or by phone (416 498 1255 x246, or in person (with or without the books in hand) Online renewals can be done from the link on the library homepage called SEARCH OUR CATALOG http://www.ccnm.edu/lrc   5.5.5  Reserves When an item is on loan but needed by another patron, a request can be placed by the patron for that item to be held for them when it is returned.   This is referred to as a “Reserve.” Reserves cannot be placed on items that are not out on loan. Reserves cannot be placed for titles with the intention of booking it in advance for a later date. Items will be held for the patron until 2pm the next day.  Thereafter books are returned to the shelf or passed on to the next person in the queue. Written notification of books waiting that the reserved item is available is posted on the pillar next to the circulation desk.  Notification of books waiting to be collected will not be done via email, telephone or post. It is the responsibility of the person placing the reserve to follow up the request.                                                                                                                                                       5.5.6  Recall of Books on Loan                                      A recall request requires the immediate return of a specific item.  A recall request is generated by the library for items that are currently on loan in response to: A recall request from a patron for items on extended loan An identified academic need The item is in high demand and it requires the library to adjust the loan period The library reserves the right to recall an item on loan in cases where fair and equitable access to materials and/or the efficient operation of the library would be served When a recall request is placed, the patron will be requested to return the item to the library within 48 hours.  A penalty of $5.00 per day will be levied for failure to return the recalled item by the date indicated.  A patron will be blocked from taking out additional material or renewing material until the recalled item is returned and any library charges incurred are paid  BACK TO TABLE OF CONTENTS 5.6  FINES RATES Financial penalties may be levied in cases of overdue items, to encourage the equitable access to and the use of resources. Fines will be charged to patrons failing to return borrowed items by 7pm on the date that the item(s) is due. Fines are calculated at the following rates: General Books (Stacks) 35 cents a day   Overnight loan books $2.00 per day Two weeks prior to the final exam period, library fines on overnight loan materials will increase to $5.00 per day   Videos $1.00 per day Audio 35 cents a day                                                                                                    5.6.1  OUTSTANDING FINES AND OVERDUE MATERIAL    Patrons are expected to pay fines owing as they are incurred. All fines owing must be paid in full by the last day of the semester. Those who do not pay their fines by this time will be temporarily suspended from borrowing material until fines are paid. Patrons that accumulate overdue fines of  $5.00 and more, will be temporarily suspended from borrowing material until fines are paid. In the case of 4th year students all fines must be paid and outstanding material returned by the last day in April.  Thereafter loans will be strictly on an overnight basis for all categories of material. 4th year students who have materials outstanding or unpaid library charges will: be suspended from attending graduation not be issued any transcript information until their account is settled Note: accounts of new graduates that are not settled will be forwarded to a financial collection agent Persons who leave CCNM either on leave of absence, or exit the program, or who are no longer in the employ of CCNM, are required to settle their accounts with the library before they leave.  If this is not done, they will be billed for the cost of each item outstanding.  Accounts that are not settled will be transferred to a financial collection agent. BACK TO TABLE OF CONTENTS Methods of Payment  Fines can be paid in cash or cheque, or money order at the Circulation desk.  Cheques for less than ten dollars will not be accepted. The library will not accept $50 or $100 dollar bills. Patrons are issued a receipt for all financial transactions.  This receipt must be produced if there are any complaints or queries arising out of monies paid for fines or lost items.                                                   5.6.2  Statement of Account/Sanctions       The library will send out a monthly notice to all patrons with overdue materials and/or fines outstanding. It is the responsibility of the patron to communicate with the library regarding any questions or concerns pertaining to notices received. Sanctions To establish an equitable practice of collections, and to ensure that library loans are honoured, the library maintains the following sanctions practices for outstanding materials and fines Suspension of library privileges Withholding of official transcripts Withholding of final grades Disciplinary Action Suspension from graduation Accounts in arrears will be forwarded to financial collection agent   5.7  REPLACEMENT COSTS FOR MATERIALS Books The patron will be responsible for the repair or replacement cost of lost or damaged items.  Persons who leave CCNM either on leave of absence, or exit the program, or who leave CCNM for any other reason, and who do not return library books before they leave will be billed for the cost of each item outstanding.  Accounts that are not settled will be transferred to a financial collection agent. The replacement cost of a lost item and/or unreturned item(s) is as follows: current price of the item if it is available in addition to a $10 processing fee additional $10 binding fee will be added to the above if only a paperback copy is available $40 replacement cost will charged in addition to a processing fee if the item is out of print                                                                                          BACK TO TABLE OF CONTENTS Multimedia Resources                                 These include video recordings, audio-tapes, CD-ROM, and DVD Patrons are responsible for checking the contents of the item and reporting any discrepancies to the circulation staff before checking out such material.  Patrons will be charged a replacement fee for missing items not reported prior to checkout or if items returned are found to be copies of the original item   6.  LIBRARY CODE OF CONDUCT      Food & Beverages To protect the library resources and computers, patrons are asked to refrain from bringing food or drinks into the library with the exception of water bottles. Cell Phones Cell phones must be used outside the library.  If a phone has a vibrate setting it will be considerate to others to have this setting on  Noise Patrons are asked to be attentive to the noise level in the library especially in the computer lab and the photocopy areas.  Although the library is not a completely quiet space, noise does carry and can be disruptive to those who need to study in a quiet area Charging Out Books All materials must be charged out 30 before the library closes.   During emergencies such as power failures or fire no material will be charged out. Returning Books Materials should be returned by 7pm on the due date.  Items that are returned to the book drop bin after this time would be considered overdue.  Telephone renewals received o the due date of the book must be done before the library closure or late charges will apply. Overnight materials should be returned no later than 5pm on the due date. Computer Workstations Library staff may log off workstations left unattended for more than 15 minutes. Patrons are not permitted to install any programs on the library workstations or to play computer games. Fire Alarms and Emergencies If the fire alarm sounds, or the power goes out, please leave the library immediately and wait outside the building for the all-clear.  In the case of a power failure the situation will be assessed at the time taking into account safety and ability to use library resources Persons who abuse and/ or disregard the conditions imposed on the use of library resources and services, the matter shall be referred to the appropriate parties for further action, in accordance with established campus policy.                                                                                                                               BACK TO TABLE OF CONTENTS Theft and Vandalism of Library Resources       In accordance with CCNM’s Code of Conduct, the Learning Resource Centre operates under a zero tolerance policy in regard to theft and vandalism of library resources Theft Your right as a library customer: To have equal access and opportunity to consult, use and borrow (in accordance with the library’s circulation policy) library materials Your responsibility as a library customer: To follow library procedures and policies in using the facilities and services To report any incidences of theft, or attempted theft that you witness.  To stop immediately if and when the security alarm sounds as you pass through the security gate.   If this happens be prepared to declare books in your possession or to have your bag searched. To return borrowed items to the resource centre within a reasonable period of time and to pay for the replacement of materials lost or damaged while in your care. To read and understand the policies of the library. Definition: The following types of incidents will be regarded as theft: placing library resources in your bag, pocket, or otherwise concealing them prior to legitimately checking the item(s) out of the library failing to stop immediately if the security alarm goes off when you step through the gates failing to return borrowed items, or make arrangements to replace lost items in your care within 4 months of  the item becoming overdue Action: If you are caught in the act of stealing library resources, an incident report form will be completed by the library staff and signed both by the library staff as well as any witnesses to the incident.  The incident report form will be forwarded to the Dean of the Naturopathic Program and the  Director of Student Services, for disciplinary action.  Possible consequences could include:                      suspension of library privileges suspension from college activities documented infraction placed on transcript dismissal from the college                                        BACK TO TABLE OF CONTENTS Vandalism Your right as a library customer: To have access to materials and facilities that are clean, complete and in good condition. Your responsibility as a library customer: To take good care of resources in your use.  To report any incidences of vandalism you witness.  To bring damaged resources to the attention of library staff. Definition: Vandalism of library resources includes: removing pages, covers etc. of print materials defacing materials by writing on them or altering them in significant ways neglecting to take adequate care of resources signed out to you.  Materials are signed out to you in what is considered by the library to be ‘good condition’.  It is expected that they will be returned in similarly good condition Action: If you are caught physically damaging or defacing library resources an incident report will be completed and signed by library staff as well as any witnesses to the incident. The incident report form will be forwarded to the Vice President, Academic and the Library Manager for disciplinary action.  Possible consequences could include: suspension from college activities suspension of library privileges documented infraction placed on transcript dismissal from the college BACK TO TABLE OF CONTENTS

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