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This manual was developed by the staff of Lane Community College Library from 1992 to the present, as a complement to the general policies of Lane Community College, and in particular the policies of the LCC Board of Education.
Contents
Cataloging
1. The cataloging department is responsible for all aspects of cataloging service for books and materials acquired by LCC Library.
2. Cataloging service may be extended to collections acquired by departments on or off the LCC campus, provided that:
 the collection will be made accessible to the entire LCC community.
the cataloging records will appear in the LCC Library's main catalog.
Cataloging functions
1. Cataloging and classification.
2. Physical preparation of material for use.
3. Maintaining catalog records.
New book loans to Library staff
Any Library staff may borrow a newly arrived book/AV item in the cataloging area, unless it has been previously requested. The item must be rush cataloged and then checked out.
Rush items
1. The cataloging department will rush catalog an item when requested by an LCC faculty, staff, or student for circulation or assignment-related urgency. Any Library staff member can receive a rush request and then inform the cataloging staff. The title and author of the item, the reason for the rush request, and the requester's name and telephone number should all be noted.
2. The cataloging staff will perform the rush cataloging and will in general have the item ready one day from the date of the request.
3. After the rush item is cataloged and processed, the item will be placed on reserve (if it is a reserve item) or will be placed on hold in the circulation department. The circulation department will be responsible for notifying the requester that the item is ready and held at the circulation counter.
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Code of Ethics for Library Employees
The statement which follows sets forth the ethical obligations of individuals as LCC Library staff members.
1. To maintain the principles of the ALA Library Bill of Rights and the Freedom to Read Statement.
2. To maintain the principles of the LCC Library mission statement and unifying principles.
3. To understand and execute the policies of the College and Library, and to express in a positive manner any concern or objection with the policies, philosophy or programs of these institutions.
4. To maintain an objective and open attitude of understanding, courtesy, and concern for the patrons' needs.
5. To protect the essential confidential relationship which exists between a library user and the library.
6. To serve all patrons equally according to their needs.
7. To make the resources and services of the Library known and easily accessible to all current and potential users.
8. To avoid any possibility of personal financial gain at the expense of the employing institution.
9. To be aware of the obligations of employment and of what constitutes abuse of working conditions and benefits.
10. To acknowledge the importance of the work done by all staff in all divisions of the Library.
11. To maintain a sense of loyalty, respect, and cooperation in our relationships with fellow staff
12. To carry out assignments so that fellow staff members need not assume added responsibilities, except in times of emergency.
13. To share knowledge, experience, and expertise with others.
14. To use the resources of the Library and College in an efficient and economical manner, consistent with the best service to the library user.
15. To use care and discretion to distinguish between private actions and speech, and those actions and speech which are taken in the name of the institution. This policy should be interpreted as consistent with the rights of an individual to take part in public debate, and to engage in social or political activity.
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Confidentiality and Privacy
1. LCC Library will protect the essential confidential relationship which exists between the library user and the library.
2. LCC Library will protect the confidentiality of the following information:
3. LCC Library will not reveal to any outside source any information from these records which may lead to individual identification, except:
4. LCC Library will follow College policy with respect to the confidentiality of class registration records.
5. Legal interpretations of the Oregon Public Records Act and the Federal Privacy Act will be recognized as they relate to community college libraries.
6. Nothing in this policy shall restrict the rights of Lane Community College to use these records in accordance with its own lawful policies and procedures.
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Copyright
Copyright Law stimulates the development of creative works by protecting the author's rights to that work, including the right to receive financial remuneration from the reproduction and distribution of that work. In general Copyright Law protects literary works, musical works, dramatic works, choreographic works, artistic works, audiovisual works, sound recordings, and software. Copyright Law gives the copyright owner the exclusive right to reproduce, distribute, modify, and publicly display the works.
Use of copyrighted materials by educators is governed by the statute itself, and by guidelines that have been developed to interpret the Fair Use exception that is set forth in the statute. The responsibility for following copyright law and securing copyright clearance rests with the individual faculty member requesting the service.
Copyright as it relates to Library copying:
The provisions for Library copying are found in Section 108 of the Copyright Law.
1. There cannot be any commercial advantage resulting from making a copy and the copy must bear the notice that the material copied has been copyrighted.
2. It is possible to reproduce a copy of a published work for the purpose of replacement of material that is damaged, deteriorating, lost or stolen if it has been owned by the Library and after a reasonable effort has been made to obtain a duplicate copy if a replacement copy cannot be obtained at a fair price.
3. Copies can be made from items in a library for a user at their request if not more than one article, or other part of a copyrighted collection, periodical, or recording is involved provided that the copy becomes the property of the user and the copy will not be used for any purpose other than private study, scholarship or research.
4. The library must prominently display, at the place where orders for copies are taken or copies are made, a warning of copyright infringement and that the use of the items copied must be only the use indicated above.
5. There shall be no liability for copyright infringement upon the institution or its employees for unsupervised use of various types of reproductive equipment located on its premises, provided that such equipment displays a notice that making such a copy shall be subject to copyright law.
6. The person making the copy for their use has the liability for determining whether or not use of the copy fits the criteria for Fair Use as described in Section 107 of the Copyright Law.
7. The law specifically states that permissions given in Section 108 does not include any musical work, pictorial, graphic or sculptural work, motion pictures or other audiovisual works.
Copyright as it relates to public performance rights:
The Lane Library does not purchase public performance rights when it acquires or borrows videocassettes or DVDs, so a copyrighted film may not be shown to groups of students or staff unless it meets the criteria which define a “face-to-face teaching” exemption to copyright law. This exemption allows for legally reproduced work to be used only:
- in a classroom or similar place devoted to instruction, and
- in the course of face-to-face teaching activities of a nonprofit educational institution, and
- as long as there is no direct or indirect admission charge, and
- if it is a regular part of the instructional activities, and
- if it is directly related to the teaching content
Anyone who checks out copyrighted films from the Lane Community College Library, for use in a public performance setting, must abide by the provisions of the face-to-face teaching exemption.
For a fuller explanation and interpretation of copyright law and policy at LCC, please see the College Online Policy and Procedure System (Copyrighted Materials: Reproduction) For additional helpful hints regarding fair use, please consult Copyright Law and Guidelines for LCC Teachers and the brochure developed by Kirkwood Community College.
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Cross-Training
It is the policy of LCC Library to cross-train library staff in as many library functions as possible. The reasons for this policy are to strengthen the library's ability to meet student needs under varying circumstances, and to enable library staff to respond to student needs with a versatile and adaptable set of skills.
1. Cross-training will be encouraged for all staff, but will remain voluntary
2. Primary responsibility for each function will remain with the staff assigned to that function
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Electronic Database Searching
LCC Library provides access to many electronic databases as part of its reference services. This policy is intended to provide the fairest and broadest access to these services for our patrons, consistent with efficient use of the resource.
1. LCC Library undertakes to make database searching freely and equally available to all LCC students, staff, and public patrons.
2. Electronic database searching is free of charge to LCC students, staff, and public patrons.
3. Any search for which LCC Library incurs a database searching charge shall be performed by designated Library staff only. Searches which are free or which incur a minimal charge may be performed by the patron.
4. LCC Library may, at the discretion of the Library Director, perform database searching for outside organizations, businesses, and individuals. These patrons must be a resident or based in the LCC service area. LCC Library reserves the right to regulate the volume of such searches and to charge a reasonable fee to recover costs.
5. LCC Library reserves the right to regulate database searching to ensure efficient and economical use of the resource, consistent with the best possible service to students, staff, and public patrons.
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Interlibrary Loan
Borrowing from Other Libraries
The Library is a member of the Orbis Cascade Alliance, and has reciprocal borrowing agreements with all of its member libraries through the Summit catalog. The Library may also negotiate reciprocal borrowing agreements with other libraries to provide greater access for students and staff. These agreements will document any special requirements, regulations, conditions or exclusions on behalf of each participating library. They will be signed by the person at each institution authorized to enter into such agreements, and be subject to periodic review and revision.
The Library offers interlibrary loan service for materials not available through the Library or Summit Catalogs. Interlibrary loan policies are based on the National Interlibrary Loan Code of the American Library Association, and on the regulations of the individual lending libraries. Students, faculty and staff members of Lane Community College, and community borrowers, are eligible for borrowing privileges through interlibrary loan. Requests must be submitted via a completed ILL request form. It is our goal to process all interlibrary loan requests within 1-2 days.
The Library is responsible for compliance with the copyright law (Title 17, U.S. Code) and its accompanying guidelines, and shall inform its users of the applicable portions of the law. An indication of compliance shall be provided with all copy requests. Patrons requesting an interlibrary loan sign the request form indicating that they have read the copyright warning and take responsibility for any photocopies received.
Every effort will be made to locate lending libraries which do not charge for the use of their materials and do not charge, or charge a minimal amount, for providing photocopies of periodical articles. If, however, the lending library does charge, the requesting patron will have the option to specify a dollar amount that she/he is willing to pay for the item(s). All charges must be paid before the ILL item will be given to the patron.
The time involved in processing interlibrary loan requests depends upon the nature of the material requested. Esoteric materials may take longer to identify and locate at another library, often taking up to four weeks or more, if they have to be pursued at several institutions. More common titles may be obtained within a shorter period. Most items will arrive within two weeks of their request.
Library staff try to accommodate all research needs, but during especially busy periods, they reserve the right to limit the number of requests that may be submitted at any one time to four per person. This allows as many people as possible to access a heavily used service.
The following items are usually not available for interlibrary loan:
Lending to other libraries
Any library may request materials from our Library. The request must come on an OCLC or ALA form, or electronic mail. Telephone requests are accepted under special circumstances.
There are no ILL charges for books. There are also no charges for photocopies up to the first 30 pages, and $.10 per page for all copies beyond thirty pages.
Lane Community College ILL policies on charges, loan periods etc. are available to potential borrowers via the OCLC NAME-ADDRESS Directory. They are subject to change at any time.
In accordance with standard practice and national guidelines, the borrowing library is responsible for replacing any lost item. This is true if the loss occurs through patron negligence or due to losses in the mail.
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Library Assignments
The Lane librarians are committed to creating partnerships with other college faculty to develop library assignments and exercises for students. Librarians are available in each teaching discipline to collaborate on library assignments, and we strongly encourage faculty to take advantage of this service.
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Library Environment
Facilities
1. Furniture: working within the scope of current budgetary guidelines, the Library will provide tables or carrels and chairs for individual and group study. Some "soft" or "lounge" seating will be provided. Tables and carrels modified for wheelchair access will be readily available.
2. Lighting: staff will monitor lighting levels in the Library and make recommendations to the campus facilities department as needed.
3. Sound: recognizing the importance of quiet in an academic library setting, the Library staff will:
4. Food/Beverages: food and beverages are not allowed in public areas of the Library. Staff members wishing to eat or drink within the Library may do so in private offices or in non-public areas.
5. Keys: in recognition of the fiduciary position that the Library holds within the institution, access to keys to the Library doors and elevator will be restricted. Non-library personnel (any person without a work space within the Library) wishing to have key access must make application to the Library Director and supply proof of physical limitation.
People
The LCC Library is available for use by all registered students and staff of the College, and the general public. Adult community residents may obtain borrowing privileges by purchasing a community borrower card. Borrowing privileges of young adults are restricted to those enrolled in official LCC courses. Infants and young children must be in the constant care of a parent or guardian. Library staff may ask the adult caring for a noisy child to remove the child from the Library. In the event that a child is left unattended in the Library and becomes disruptive, Library staff may contact LCC Public Safety for assistance.
Children and young adults not enrolled in official LCC courses are not allowed to view video tapes or use other audiovisual media in the Library.
Patrons using the Library are expected to adhere to the Student Code of Conduct and behave in a socially responsible manner. In the event someone becomes disruptive or creates a problem in any way, Library staff is authorized to call LCC Public Safety for assistance.
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Meetings
It shall be the policy of LCC Library to hold regular, scheduled staff meetings. The purpose of staff meetings shall be to:
The Library will hold full staff meetings at least once per month, at a time to be arranged at the start of each academic year. All contracted staff are expected to attend. Meetings shall be chaired by the Library Director. Regularly scheduled librarians' meetings will also be held.
Any staff member may submit agenda items. Submitted items shall be designated information, discussion, and/or action. Agenda items shall be submitted 48 hours in advance. Agendas will be published 24 hours in advance.
Separate meetings will be held as needed for sub-groups of Library staff.
Minutes or notes will be taken for all staff and librarians' meetings, including meetings of sub-groups, and distributed within one week to all staff. Minutes and notes should reflect all decisions made at the meeting, except for discussion of confidential personnel issues.
Any meeting of library staff will be open to all library staff, except for discussion of confidential personnel issues.
MISSION AND PURPOSE
LIBRARIANS COUNCIL
Purpose and Charge:
- To develop learning outcomes for each of the essential functions that comprise the instructional responsibilities of the reference librarian classification. These essential functions are:
o Provide one-on-one reference and research assistance
o Prepare and deliver bibliographic instruction
o Develop library curriculum
o Serve as liaison to assigned instructional departments
o Assist teaching faculty with the integration of library research skills into their courses
o Develop and manage the library’s print, non-print and online collection
o Promote library collections and services
o Prepare bibliographies and reference guides
o Assess effectiveness of the library’s instructional program
- To collaboratively make and implement objectives which achieve these outcomes and which are evidence-based.
- To develop an annual work plan for identifying and achieving learning goals, including a time line for completion and assignment of responsibility. This plan should identify any stakeholders who should be consulted or included in the planning process.
Composition:
All reference librarians, and the Library Director in his/her role as an individual with responsibility for some of the essential functions described above, and any additional members the Council deems appropriate.
The convener will be a reference librarian, who will be responsible for assembling meeting agendas and facilitating the discussions.
The note taker will be a non-member of the Council so that all can fully participate in the discussion.
Decisions are made by consensus whenever possible, and in accordance with the Library’s Decision-making matrix and principles adopted in April 2002
Librarians Council may discuss and recommend library-wide policies and activities outside the scope of these primary responsibilities, but such recommendations will be referred to the entire library staff for discussion and adoption.
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Periodicals and Continuations
Periodicals and newspapers are purchased or accepted as gifts for one or more of the following reasons:
Individual titles are selected on the basis of student and staff recommendations according to the following criteria:
Newspapers are purchased to give local, metropolitan, national and international news coverage, and to represent community or interest group viewpoints. Subscription cancellations will be based on the same criteria.
Lane Community College Library maintains approximately 500 subscriptions. When a decision to subscribe is made, the format (paper, microfiche, or both) will also be determined.
Decisions on periodical subscriptions may be made by the Librarians' group. Anyone who requests a periodical subscription will be notified of the decision.
The Acquisitions Department is responsible for all periodical processes, procedures, and record-keeping. Once a periodical is processed and placed in Circulation (including display carousels), caretaking will be assumed by the Circulation Department until discarding is necessary.
Format
The format of a periodical subscription may be paper, electronic or microform. Format will be determined when the subscription is first authorized, but is subject to review whenever appropriate.
Retention policy
The basic period for retention of periodicals in paper format is five years. Retention means that a full year of issues is maintained while issues for the next year accumulate. All microforms will be retained indefinitely. Exceptions to this policy may be implemented depending on usage or other appropriate considerations. Periodicals for which there is no microform backup may be retained for periods of time other than the basic retention period. Newspapers in paper format will be discarded after two months. Discarding shall take place once a year in December. Any discarding of periodicals will be done by the Serials Assistant to ensure the maintenance of accurate records of holdings.
Donations and free subscriptions
Decisions regarding donated or free subscriptions will be considered using the same criteria used for paid subscriptions. Any donation will become the property of the College and will be incorporated into the collection or be subject to appropriate disposal. If periodicals covering a span of years are donated, they may or may not be retained if future continuation is in doubt. Subscriptions not beneficial to the periodical collection will be discarded, given away or diplomatically refused.
Donations for tax purposes must be made through the LCC Foundation and the donor is responsible for determining the value. For a donation to be accepted by the IRS for tax purposes, it must be donated to a recognized organization. The only such organization at Lane is the LCC Foundation. The donor is completely responsible for determining the value of or having the value determined for a donation. All letters of acknowledgment for donations shall be made by the LCC Foundation.
Periodical services
The Serials Department will provide to faculty a copy of the tables of contents for periodical titles when requested.
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Personnel
Library governance
Decision-making
It shall be the decision-making style of the Library staff to use shared or consensus decision making whenever possible. Shared decision making in the Library will be construed to mean that anyone affected by a decision will be consulted before the decision is made. Consensus will be construed to mean that all present for the decision will be able to accept the decision made, and will agree to support it. The Director's role in shared decision-making shall be as initiator of discussions and issues, leader of debate, and as a peer in consensus taking or decision-making. If consensus cannot be achieved, it will be the Director's responsibility to make or delegate the decision.
Operating principles
- Anyone may raise any issue.
- In most cases, there will be more than one viable option; choices will be made based on which seems most appropriate to mission, purpose, goals, policies, long-term strategies and resources of the College and the library at the time.
- Decision-making will be conducted in a manner consistent with our library unifying principles, code of ethics, and governance statements, and the College Work Roles and Relationships agreement.
- Decisions may be revisited if there is new information.
- Decisions made using the appropriate process, will be supported.
- Reasons for decisions will be provided.
- Appropriate assignment of responsibility, timelines for completion, and process of evaluation will accompany decisions.
- Each staff member will be provided opportunities to acquire and enhance the skills necessary for effective decision-making.
Work policies
1. The Library will staff all positions in the Library with fully qualified people, unless that is not possible. Cross training will be encouraged, but it will be the first priority of the Library to staff with qualified persons.
2. Library staff will be encouraged to participate in professional development activities. Library travel funds will be distributed as equally as possible. Whenever possible, it will be the policy of the Library to send at least one staff member to at least one national or regional conference per year.
Work expectations
1. It will be the policy of the Library staff to adopt a "customer first" attitude. For this reason, we will endeavor to make our patrons welcome, and to serve them promptly, efficiently, and with the highest quality.
2. It will be the policy of the Library to strive to keep the confidential nature of interstaff conflict between only those persons affected. Library conflict which occurs among staff or between staff will be addressed as openly and directly as possible. It will the pledge of the staff to strive to address concerns about a staff member's performance, attitude, or behavior first to the person concerned, and then to the supervisor.
3. It will be the policy of the Library to provide an orientation program for every new staff member. This orientation will consist of a tour of the Library and campus, introductions to Library personnel, and the assignment of a mentor from the individual's unit who will act as advisor for a three month period.
4. It will be the policy of the Library to try to provide a personal working space for every regular staff member. This space will be the private space of the staff member. College equipment provided for the space will be designated for the staff member. However, such equipment and space may be used by other staff members when the need arises. In such a case, arrangements will be made with the staff member ahead of time.
5. Each staff member may contribute $2 per month ($24 per year) for the purpose of having a fund for memorials, flowers, birthday cards, etc. This contribution will be prorated for part-time staff. The fund will be managed by the department administrative specialist and will be housed in the department safe.
6. No department member will be expected to pay out of his/her own funds to reimburse students for lost change in machines etc.
7. All department members will be expected to pay for personal use of copiers, laser printers, fax, phone or other equipment. Charges are:
- telephone: actual cost of long distance charges
- fax: actual cost of long distance charges
- laser printing: $.05 a page
- photocopying: $.05 a page
- laminating: $.50 a page
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Privacy of Communication and Workspace
The Library recognizes that privacy of communication and privacy of workspace are essential within an organization, both to respect individual rights and to encourage the free interchange of ideas. In addition, various state and federal laws protect personal and business communications. For these reasons, Library policy is to protect the privacy of communication between individuals, and to respect the privacy of the individual workspace. The following guidelines should be followed:
1. parcels, mail (including inter-office, voice and electronic mail), and fax communications should be opened or read only by the addressee or successor.
2. messages, notes and passwords should be read only by the addressee or user, even if placed in public view such as office doors, desktops, monitors and mail boxes.
3. access to offices and personal workspaces to retrieve materials or information, or to use equipment, should be conducted with the utmost discretion and respect for the privacy of the occupant, and with minimum disturbance to the office or workspace.
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Publications
The Library may develop various publications for the use of students within the Library, and for distance education students. Publications may include instructional handouts, guides, exercises, assignments, brochures, and curricular materials, in print, electronic, or audiovisual formats. Generally, publications will be developed as team projects involving librarians, other library staff, and/or other College faculty. Involvement will vary depending on the nature of the publication. Librarians may elect to develop independent publication projects to meet specialized student needs, or to meet individual professional objectives.
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Reference
The goals of the reference service are to:
1. Assist students, staff and public patrons in accomplishing their goals and objectives by providing comprehensive reference service. We will:
2. Maintain a high level of communication between the Library and other departments. We will:
3. Assist students and staff in becoming competent in their use of the Library. We will:
4. Provide and maintain an accurate, relevant, and timely reference collection that fulfills the needs of the Lane Community College community.
5. Provide a conducive learning environment.
6. Provide easy access to the reference staff.
7. Maintain a professional, highly trained reference staff.
8. Provide the most current library reference technologies.
Reference loan
Library materials classified as Reference do not circulate outside the Library. Individual exceptions may be made by the librarians on a case-by-case basis. If an exception is made, the item is usually allowed out on an overnight, or shorter, loan. In the event a librarian is not available, other Library staff may allow a patron up to ten free photocopies in lieu of authorizing a loan.
Some reference books are never allowed to circulate. This list includes the following:
Safety
In conjunction with the College's general policies on a safe working environment, it is the policy of the Library to provide a safe and secure working environment for staff and students to whatever extent possible. This includes hazards associated with work, personal security, and environmental hazards.
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Study Room Policy
The Circulation Department handles scheduling the use of the two third-floor study rooms (Room #s 311 & 312). The rooms are available for study when a group of students are working on a team project. The rooms are not intended for individual use. Other rules and procedures are listed below:
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The study rooms may be reserved for up to a two-hour block, in ½ hour increments. If you have not arrived to check out the room before ¼ of the reserved time has elapsed, the reservation will be cancelled.
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The person who has reserved the room can stop by the Circulation/Reserve desk to checkout the packet and to be let in to the room. A photo ID is required to checkout the room.
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Reservations are on a first-come, first-served basis. If the room is not needed, a call to the Circulation Department (463-5273) to cancel the reservation will be appreciated.
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Each study room is equipped for no more than five people. Please do not remove chairs from nearby study spaces.
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The person who checks out the study room is responsible for the condition of the room and should return furniture to the original arrangement. Costs to fix any damage to the room will be charged to the person who made the reservation.
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Food and beverages are not allowed in the study room.
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The rooms are not soundproof; users should be sensitive to the need for quiet in order not to disturb other library users.
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When leaving make sure the room is locked and the packet is returned to the circulation desk.
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Teaching and Instruction
The objective of LCC Library is to prepare individuals to make effective, productive, lifelong use of information resources and information systems.
Library instruction at Lane Community College provides library orientation and instruction to enable users of the Library to effectively utilize its resources and services. It is accomplished by the appropriate librarians in the following ways:
1. Library presentations to groups who wish to schedule visits to the Library.
2. Instruction in electronic searching by appointment, workshop, and minicourses.
3. Course-related instruction and preparation of subject-specific bibliographies and library-related assignments.
4. A three-credit Use of the Library course designed to give students basic understanding of library skills, resources, research methods, and bibliographic form. Other courses may be developed as appropriate.
5. Printed instructional materials, such as guides and handouts to aid users in accessing library resources and services.
6. Evaluation and continual revision of the library instruction program as library resources and services change, and as LCC programs and users change.
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Website Guidelines
1. The site shall serve the information needs of the students, faculty and staff of the LCC community, and of other users worldwide.
2. The site shall follow LCC website guidelines, as applicable.
3. The site shall be kept current, informative, and relevant.
4. Contents of each library page shall be determined by shared decision-making, except as outlined in (5) below.
5. Contents of individual staff pages shall be determined by the responsible individual, in consultation with the Library Director.
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