A. Introduction

The Carol Grotnes Belk Library is organized to provide a continuum of learning resources and services to assist faculty in the enrichment of curricular instruction and the strengthening of the teaching process.

Belk Library, completed in 2000, is located in the center of campus, convenient to the student center, classrooms and housing. Its collections include books, periodicals, audiovisual materials, government documents, scores, and many electronic resources. Also housed in the library building are Media Services, which offers production services, equipment checkout and classroom technical support; the Tutoring Center; the Writing Center, and the Department of Instructional Design and Development.

The Elon University library offers a wide variety of services tailored to meet the needs of all of Elon University’s faculty members. The purpose of these handbook pages is to describe the services and resources available and to give some guidelines to follow for more efficient and effective service.

The NC-PALS catalog is the automated library network for the Elon University campus community. The online catalog provides access to the library holdings of Elon University as well as those of Bennett College, Greensboro College, Guilford College, and Salem College. The catalog is available onsite in the library and remotely both on- and off-campus on all networked computers.

1. Library Mission Statement

The Carol Grotnes Belk Library supports the Elon University community of learners in intellectual, scholarly, and artistic endeavors in an atmosphere of open and honest inquiry which reflects the traditions, beliefs, and spiritual values of Elon University.

2. Fiscal Responsibility

The Board of Trustees approves the overall budget for the university based on the recommendations of the university administration. The director of the library is responsible for submitting the library budget request in consultation with the library administrative council composed of the director of the library and three library coordinators. The director of the library, as fiscal agent for the library, is responsible for the expenditure of all library funds, including funds used for the acquisition of library materials, equipment, computerized services, and supplies.

Up to 65% of the library materials budget is reserved for the academic disciplines of the university. That portion reserved for use by these academic disciplines will be allocated by the director of the library in consultation with the faculty library committee, considering, but not limited to, the following criteria as determined for each academic discipline:

a. Number of full-time equivalent faculty members
b. Number of majors
c. Number of students taught
d. New courses or programs offered
e. Deficiencies in the existing collection.

Actual funds reserved for use by the academic disciplines are not transferred from the library budget to the budgets of the academic disciplines. They are, instead, reserved by the library for the purchase of materials requested by the faculty in the individual disciplines and remain at all times a part of the library budget.

Not less than 35% of the library materials budget is reserved for the general and interdisciplinary funds. These funds shall be allocated by the library administrative council, in consultation with librarians and faculty, for the purchase of electronic resources, journals and indexes, and additional materials to balance the library collection.

All materials purchased with funds allocated by the library become library property available for use by the entire campus community and the community at large. It is inappropriate for any Elon employee to use library funds to acquire materials for the exclusive use of any individual or group. Rather, departmental or personal collections must be purchased with the funds of the department or individuals using such collections.

3. Selection Responsibility

The selection process for library materials is a cooperative effort of all faculty and the professional library staff. Faculty members are encouraged to participate in the selection of materials in areas of their particular expertise or interest. Each year the chairperson of each academic department designates an individual teaching faculty member to serve as library representative. The primary responsibility of each library representative is to monitor and approve all requests from faculty members in his/her discipline for materials to be purchased with that discipline's portion of the library materials budget. In addition, each department is assigned a liaison librarian who serves as a resource person to assist faculty in selecting and using library resources and services.

Likewise, all faculty and library staff members are encouraged to participate in the selection process for materials to be purchased with the general and interdisciplinary funds. Within the budgetary guidelines established by the library administrative council, the director of the library will monitor and approve these requests. Requests from students, staff without faculty rank, and the community-at-large are welcomed and these requests will be considered contingent upon their appropriateness for the collection and the availability of funds.

4. Friends of the Library of Elon University

The Friends of the Library of Elon University, established in 1983, is an association of community members, faculty/staff, and alumni who have banded together to promote the general interests of the library and to provide for the enrichment of its total resources and facilities. By making an annual contribution in one of several categories of membership, the friends receive the following privileges of membership:

a. An opportunity to participate in the enhancement of the academic life of the university
b. A card entitling them to check out circulating materials from the library collection
c. Limited interlibrary loan privileges
d. A semi-annual newsletter

5. Library Hours

The library hours for fall semester, winter term, spring semester, and the summer sessions as well as the hours for exams, breaks, and holidays are reviewed and set annually by the library administrative council.

Library hours can be viewed by visiting the library homepage at www.elon.edu/library/.

6. Smoking and Tobacco Products Policy

Smoking and the use of tobacco products are not allowed in the library. Library staff members and student assistants on duty are authorized to enforce this policy.

7. Food and Drink Policy

Because of the risk of damage to materials, furnishings, and equipment, food and drink are permitted in the library only under limited conditions. Beverages in covered containers and small items of packaged food may be taken to study areas. No food or drink is permitted in computer labs or in the information commons.

B. Library Services

1. Circulation of Materials

a) The circulation department provides access to circulating library materials held by the Elon University Library. Current and retired faculty and staff of the university may borrow circulating materials from the library for an extended loan period of up to 120 days at which point materials must be returned or renewed. Periodicals and other reference materials do not circulate outside the library except with the approval of a librarian.

b) Faculty and staff spouses and children are entitled to borrow material for 30 days upon the presentation of a bar-coded faculty/staff Phoenix ID Card or dependent's card.

c) Students and faculty have on-site borrowing privileges at Bennett College, Greensboro College, Guilford College, and Salem College upon presentation of a bar-coded Phoenix ID Card.

2. Reserves -- Photocopies, Copyright

a) Library materials placed on reserve by a faculty member for a particular course are located behind the circulation desk in the reserves area. Due to space limitations, only those items that are required reading by the majority of students in a class should be placed on course reserve.

b) Circulating library materials, audiovisual materials, personal copies of books, and photocopies of articles may be placed on course reserve. When placing materials on reserve, faculty should contact the library one-week in advance of the time that the materials will be needed. At this time, faculty should fill out a course reserve request form indicating the course title and number, providing the actual materials to be placed on reserve for each course, and designating the length of loan period for each reserve item.

c) Course reserve materials have varying loan periods determined by the faculty member: two-hour, one-day, and three-day. Two-hour reserve materials must be used in the library without exception; one-day materials may be checked out overnight, but are due two hours after opening. Three-day materials are due three days after they were first checked out.

d) When placing photocopies of articles on reserve, faculty members should be aware of copyright law. Information regarding this law is available in the library. Course reserve materials will be removed from reserve at the end of each semester unless a request is submitted for a longer reserve period. Under the current copyright law, photocopies cannot be kept on reserve semester after semester without prior written permission of the copyright holder. Letters or notifications of permission must be filed for reference. If no permission has been granted, photocopies will not be kept on reserve for more than one semester.

3. Reference Service

Professional reference assistance is available seven days a week. Please check the library home page for current hours.

4. Library Instruction

a) To Faculty. Formal and informal instruction is available to teaching faculty wishing to improve their teaching or research skills.

b) To Students. The library offers mini-courses for individual classes at the request of faculty members. The reference/instruction librarian should be contacted at least one week in advance of the desired instruction date. He or she will schedule one or more class periods, to assist the students in accessing resources that will aid them in completing assignments. Faculty should contact the reference/instruction librarian for additional information.

5. Interlibrary Loans

a). Interlibrary loan services provide access to resources not owned by Elon. This service is available free of charge for faculty, staff and students, and in a limited way for Friends of the Library. Requests for materials or photocopies of materials should be submitted via the library’s web page www.elon.edu/library, by use of forms available in the library, or by direct contact with the interlibrary loan coordinator.

b). Elon students, faculty, and staff may receive books from Guilford College, Salem College, Greensboro College, and Bennett College by using the request feature in the online catalog and by entering the library number on the back of the user’s Elon Phoenix ID card. The books are mailed to our library, and the person making the request will be notified when books arrive.

c). With the exception of on-site borrowing privileges at Guilford College, Salem College, Greensboro College, and Bennett College, student, faculty, and staff reciprocal borrowing privileges are not available at area university and college libraries. Materials borrowed from these libraries must be obtained through interlibrary loan. This enables the Elon University library staff to monitor requests that cannot be filled by the library collection and to consider purchasing materials in these research areas.


6. Government Documents

The Carol Grotnes Belk Library has been a selective depository for U. S. Government publications since 1971 and a full depository for North Carolina State Government documents since 1988. These documents are located in the Government Documents collection on the second floor and generally do not circulate. Exceptions can be made by permission of a librarian. Federal documents not owned by Elon are available through interlibrary loan.

7. Electronic Resources

The Library is equipped to provide faculty, staff, and students with a wide variety of online resources. Providing a comprehensive list is difficult in this fast-changing environment; current resources can be identified and accessed via the library’s homepage www/elon.edu/library by clicking on “databases.” Most databases are available remotely by contacting the library to obtain the appropriate passwords.

Library staff is constantly evaluating new electronic products and new ways to access resources already owned. Faculty, staff, and students should contact any librarian with questions or concerns.

8. Special Collections. The Special Collections Room on the second floor of Belk Library houses the following materials. In general these items do not circulate.

a). The Church History Collection contains books, periodicals, artifacts, and other archival materials pertaining to the United Church of Christ in general and to the Southern Conference of the United Church of Christ specifically.

b). The Elon University Archives contains books, periodicals, pamphlets, artifacts, and other archival materials pertaining to the university.

c). The Johnson Collection contains first editions of North Carolina authors and copies of publications of Elon University faculty and staff. Faculty members are encouraged to donate copies of their publications to the library for this special collection.

d). The Sloan Bible Collection contains versions of the Bible in various languages.

e). The McLendon Civil War Collection contains materials on the Civil War with an emphasis on the Confederacy.

f). The Jane Belk Moncure collection contains copies of all published works of this well-known and prolific children’s book author.

g). The William Maness collection houses books, papers and memorabilia belonging to this lawyer and Civil Rights activist.

9. Meeting Rooms

a). Belk Library has 21 study/meeting rooms of various sizes. Eighteen of the group study rooms will accommodate 6 to 8 people, one will accommodate 8 to 10 people, and two will seat up to 20 people. All group study rooms have computer outlets. The larger rooms may be reserved through the library secretary.

b). Two instruction/computer labs, located on the first and second floors of the library, each house 20 computers and will accommodate approximately forty people. These may be scheduled for library instruction sessions by calling the reference/instruction librarian. When the rooms are not being used for library instruction, they will be open for use as computer labs.

10. Photocopying Facilities

Photocopying facilities for print, transparency, and microform materials are available for the faculty and students. Faculty members making photocopies for course-related research may charge these copies to their department.

11. Budget Allocation

a). Following approval of the annual library materials budget, the library committee applies an allocation formula. Department chairs are then notified of the library materials allocation for each discipline within their department.

b). Books and audiovisual materials are requested through the department's library representative.

c). Subscription orders, also known as serials, including newspapers, journals, annuals, and most electronic resources, involve a long-term commitment of library resources. Current subscription orders are funded within the general fund and are regularly reviewed by both librarians and faculty. New subscriptions will be charged to the requesting discipline's library materials allocation for two years. Upon renewal, the subscription cost will be included in the general fund.

12. Library Departmental Representatives

The department chair is asked to designate a library representative each year. The representatives are responsible for approving all requests for library materials to be charged against their discipline's library materials allocation.

13. Acquisitions Timeline

a) The library acquisition process is based on a fiscal year beginning June 1 and ending May 31. The cost of library materials purchased for each discipline is charged to the fiscal year in which they are received. For this reason, requests should be made as early in the year as possible. While requests are accepted throughout the year, those made after March 1 run the risk of being deferred to the next fiscal cycle.

b) Additional purchases may be possible with end-of-year funds and/or endowed accounts. Faculty are encouraged to submit all requests even if departmental allocations have been depleted.

c) Journal subscriptions are ordered in late September for a January subscription start date.

14. Ordering Process

a) Requests for library materials may be submitted by memo, note or e-mail, by circling items in a publisher’s brochure, or by initialing library material request cards or Choice cards. Cards are available in the library or may be requested from any librarian. Departmental representatives will be notified if the requested material is already on order, out of print, already in the library, or when more information is needed. If possible, it is important to provide the International Standard Book Number (ISBN), an 8-10 digit number used to uniquely identify an item.

b) When ordering audiovisual materials, please specify format. The director of media services and the non-print librarian are available to offer guidance in selecting non-print materials. When possible, requests should include brochures or indicate the source of the item information.