Policies

ALERT: The libraries are now open ONLY to Marymount University patrons, with Marymount ID access. MU patrons may now request materials owned by Marymount library and some WRLC libraries for contactless pickup. Services are also being provided virtually. Click here for more information on related policy and procedure changes.

All library users including students, faculty, staff, community, and visitors are expected to comply with the library’s policies. For questions about any L&LS policies or for further information, contact the University Librarian’s Office at (703) 284-1673.

Campus Affiliate Patron Policy and Form

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Cell Phone Policy

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  • Cell phones, pagers, and other electronic devices should be set to silent or vibrate mode when entering the library.
  • Anyone receiving a call should keep their voice low and the conversation short.
  • Anyone having an extended conversation should move to the stairwells, the bathrooms, or outside the library.
  • Anyone engaging in disruptive cell phone conversations in public areas will be asked by the library staff to move to one of the designated cell phone areas.

Fax Policy

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Library & Learning Services provides fax services for Marymount faculty, University administrators, official guests of the University, and staff members for University business only.

Food & Drink Policy

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Only drinks with secured lids and cold foods are permitted in public areas of Library & Learning Services (L&LS). Library users are expected to clean up after themselves. Hot food and/or food delivery to public areas of L&LS is prohibited, except for Marymount University sponsored events. All food and drink are prohibited in designated areas within the facility, such as the Gomatos Special Collections Room. Alcoholic beverages are prohibited in all areas.

Approved by AC and UL 10/15/19

Gomatos Special Collections Room Policy

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The Gomatos Special Collections Room houses rare books, special collections, and artwork. The two primary uses of the room is as a secure reading room and an environmentally controlled storage space for collections. The room is available to all members of the Marymount University community and visitors to use as a special collection reading room, event, and exhibition space.

COLLECTION ACCESS

Access to special collections is by appointment only, Monday through Friday, from 9 a.m. – 5 p.m., with the exception of University holidays. Appointments can be scheduled by contacting Gwen Vredevoogd (703-526-6835).

Inclement Weather Policy

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Library & Learning Services follows Marymount University’s policies of class cancellations and school closures.

MU Emergency and Weather-Related Closing Information.

When school closures are due to severe weather and/or extended power outages, the Library and Learning Services has alternative weather-related contingency plans for servicing residential students.

*For library hours of operation during inclement weather, please check the library Hours Page.

Library Instruction Rooms Use Policy

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Room reservations for the Library Instruction Room on the Ground Floor and the Gomatos Information Literacy Room on the First Floor of the library are made via online reservation forms that are monitored by a member of the Education Service Group.

Policies

When classes are in session:

  • When classes are in session:
  • Priority use for both rooms is L&LS instruction and library orientations.
  • When not reserved, the room is open for students.
  • Marymount faculty, staff, and campus community groups with technology needs may reserve either room after the priority use event requests mentioned above are met. The reservation will be tentative until one week before the scheduled event.  Library uses have priority up to one week.  If a Library use event is scheduled prior to the one-week deadline, the individual and/or group will be notified and removed from the Room Schedule.
  • L&LS offers only limited technical support for setting up and using the electronic equipment in the library instruction rooms, dependent on staff hours and availability. Users requiring technical assistance are encouraged to contact L&LS well in advance of their scheduled event so as to provide L&LS the opportunity to assist with familiarizing users with the room’s equipment. L&LS staff cannot offer training or support when requested less than two business days before your scheduled event, so please plan accordingly.
  • The person who reserved either room is responsible for:
    • Returning the furniture and the room to the condition in which it was found
    • Keeping the aisle in the Library Instruction Room between the door leading out to the corridor and the door leading into the library Ground Floor unimpeded by furniture for handicapped access.  The aisle must be open for ADA compliance.
    • Turning off all instructor equipment (i.e. the instructor’s PC and the monitors) at the end of the event
    • Returning all borrowed equipment to the Circulation Desk

AC Approved 9/11/17; SGL Approved 9/11/17;

Proxy Patron Policy

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Any Marymount faculty, administrator, or staff may arrange for a library proxy to pick up and charge out items on his or her behalf from a Marymount University library location.

ELIGIBILITY
The proxy must be a currently enrolled Marymount undergraduate or graduate student or a currently employed staff or faculty member. A designated library proxy may check out materials using his or her own BlueCard or other photo identification directly to the faculty/staff account (sponsor patron). A library proxy has no direct access to the faculty/staff account; all Marymount and WRLC materials will be charged to that account.

BORROWING POLICIES
All circulation policies will apply. The loan period, due date, and eligible materials are determined according to the borrower’s status (faculty or staff). The Marymount faculty, administrator, or staff borrower will have access to full privileges, including Marymount library, Consortium, and Interlibrary loans. The borrower will be responsible for all items checked out to his or her account, including fines and fees, replacement charges, and holds and recalls for materials.

Please note: WRLC Catalog does not allow for a proxy patron to make on-line requests for Consortium, Interlibrary Loan, or other materials without the use of the borrower’s own name and library barcode or ID number.

TO REQUEST PROXY BORROWING
To obtain proxy borrowing, the faculty or staff member must complete and sign an authorization form. The library will add up to two proxy patrons on each account. Proxy privileges may be valid for one or more semesters or for a specified time period.

DISABILITY ACCOMMODATION
Students who may need a proxy for a disability accommodation should contact the Office of Student Access Services. The loan period, due date, and eligible materials are determined according to the borrower’s status (undergraduate or graduate). The borrower is responsible for all items checked out to his or her account, including fines and fees, replacement charges, and holds and recalls for materials.

Unattended Children In Library and Extension Policy

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INTRODUCTION
Marymount University’s Reinsch Library and the Ballston Center Library Extension serve the academic needs of MU students, faculty, and staff; as such, they are not designed for children. Parents or guardians often view libraries as safe havens, but even on a university campus, they are not necessarily safe places for children. Marymount University Reinsch Library and Ballston Center Library Extension are open to the public and as with any other public place; unattended children and their property in libraries may be subject to serious harm.

Library staff cannot and will not watch over (monitor) unattended children. This page describes the Marymount library policy regarding children visitors.

POLICY
Children under 14 years of age

  • Children under 14 years of age must be in the company of a parent or responsible adult at all times.
  • The computers are unfiltered; the accompanying adult, not the library, is responsible for the child’s viewing and should monitor computer use accordingly. Accompanying adults are expected to ensure that children follow the MU Computer Use policy. The policy indicates that users should not install software, download large files, or play video games while using Marymount University’s internet connection.
  • The child must exhibit appropriate library behavior (for example, observing the Quiet areas of the library, no running, fighting, loud play, etc.). Excessive noise of any kind (loud conversations, crying babies, noisy toddlers, etc.) is not acceptable and may result in the adult and child being asked to leave the Library.
  • Library computers are for priority use by MU students, faculty, and staff. If a child is using a computer, the child must relinquish it immediately if needed by a MU student, faculty, or staff.
  • If an unaccompanied child is in the library, the library staff will attempt to contact the adult who is responsible for the child and ask that the child be removed. If the adult cannot be located, staff will contact Campus Safety. If a child accompanied by a guardian is not following this policy and library rules, the adult will be asked to remove the child from the library.
  • Exceptions to this policy may be made for children under age 14 on an individual basis. The parent or guardian must make an appointment to discuss the child’s needs with the Dean of Library & Learning Services before the child will be admitted without an adult.

Young adults age 14 and over
Unattended young adults over the age of 14 may use the library facilities for school-related research. Students at Bishop Ireton and Bishop O’Connell High Schools may apply for a Catholic High School borrower’s card using their student ID. Please see this policy.

  • The young adult must present legal or school I.D. and sign the guest book when entering the building.
  • Young adults must follow all library rules as well as the rules outlined in this policy. No cell phone use is allowed (except in designated areas). Excessive noise of any kind is not allowed.
  • If all library policies are not observed, the young adults may be asked to leave the library. If any patron causing a disturbance fails to leave, Campus Safety will be called.

Marymount University Library & Learning Services thanks The Catholic University of America John K. Mullen of Denver Memorial Library for allowing the use of its Unattended Children in Libraries Policies as a basis for this policy.

WRLC Borrowing and Consortium Loan Service Policies

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Library Guest Access Policy

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For the safety and security of our students, the library restricts access after 8pm to users with a valid MU ID card. Guests may still enter and use library resources and facilities, but may do so only after requesting entrance at the door and signing in with valid photo identification.

Technology Device Circulation Policy

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Technology devices used in library instruction sessions do not follow this policy and have priority over all other requests.

  • Technology devices circulate to Marymount students, faculty, and staff and can leave the library.
  • Technology devices are circulated from and returned to the main campus library only.
  • Students can only check out one technology device and associated peripherals (power cord, etc.) at a time.
  • Circulation loan period is 4 hours with one renewal.
  • Technology devices will not be renewed after 9:01 p.m., or fewer than four hours before closing, as dictated by the library schedule.
  • All technology devices should be returned 30 minutes before the close of the library. Failure to do so will result in the loss of technology devices circulation privileges.
  • There is no limit on how many times per semester a student may check out a technology item.
  • Technology devices will be checked by circulation staff to be in working order before being checked in by a patron.
  • Replacement cost for a damaged or lost technology device is $1,500.
  • Faculty may not check out multiple technology devices for classroom use.
  • All personal files must be deleted before returning the item to circulation.

Approved by SGLs:  3/5/2019, 11/07/2016 rev. 3/30/2017
Approved by AC:  3/5/2019

Meeting Room Policy

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Staff Conference Room

Marymount University faculty and staff may reserve the library meeting room (Staff Conference room) for a maximum of one 6-hour session per 24-hour period. Recurring reservations are not acceptable. Users with reservations have priority in the use of a meeting room over other users.

Revised 11/27/17
Approved by SGL 11/28/17
Approved by AC 12/7/17

Board Games Circulation Policy

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  • Board games circulate to Marymount students, faculty, and staff and can leave the library.
  • Loan period is 3 days with no renewal.
  • Patrons may check out 2 board games at a time.
  • There is no limit on how many times per semester students, faculty, and staff may check out library board games.
  • Patrons may play board games in the library, except for designated quiet areas (i.e. ground floor).
  • Board games must be returned to the Circulation Desk at Main Campus (no book drops).
  • Patrons are responsible for excessive damage to library board games materials and will be held accountable for replacing the entire board game by either supplying a new game or paying the replacement fee ($80) (lost fee for books) to cover lost/damaged items (Adapted from George Washington’s board game replacement policy).
  • The fine for overdue Marymount board games is $2.50 per day up to a maximum of $7 per item in addition to any lost and/or processing fees.

Approved by SGL 3/6/2017
Approved by AC 5/4/2017

MakerSpace Use Policy

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MakerSpace, room 212

Room use:

The MakerSpace is primarily used as a technology-driven environment/hub for students to collaborate, innovate, and create across disciplines.

The unreserved room may also be used by any patron(s). Priority is given to groups of three or more; individuals and small groups may be asked to share the room should others want to use it.

MU students, faculty, and staff have priority for unreserved use of the room, specifically during midterm and exam periods.

Room reservations:

MakerSpace may not be reserved for individual use.
The MakerSpace may be reserved for three hours at a time.
Users may place up to two requests a day (six hours), for a maximum of three requests per week.
Reservations for events/workshops must be received at least two days in advance during library open hours.
Reservations for group study in the MakerSpace cannot be made more than one week in advance and must be received four hours prior to the start of the reservation.
Recurring group reservations will only be accepted for faculty and staff MakerSpace use.
A reservation is void if the room is not claimed within ten minutes after the designated start time.

MakerSpace room reservations will be accepted according to the following priorities:

1.     Library events, Instruction, or review sessions, sponsored by Marymount faculty and/or staff, especially when project space, library technology, and/or MakerSpace tools are required.
2.    Center for Teaching and Learning drop-in tutoring labs.
3.    Student-organized group study

SGL approved 9/11/17; AC approved 9/11/17;

Group Study Rooms Policy

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Main Library study rooms 210, 211, 213, 214, L09, Boldt
Ballston Library study rooms B, C, D
Marymount students, tutors, faculty, and staff may make group study room reservations online from the L&LS webpage. Users should check library hours and room availability before submitting the request. 

Room use:

Unreserved rooms may be used by any patron(s). Priority is given to groups of two or more, and individuals may be asked to leave should a group want to use it.
MU students, tutors, faculty, and staff have priority for unreserved use of the room, especially at busy times during the semester.

Room reservations:

  • Study rooms may not be reserved for individual use.
  • The study rooms may be reserved for two hours at a time. Groups may place up to two requests a day.
  • Reservations must be received at least two hours in advance.
  • Reservations cannot be made more than one week in advance.
  • Within 15 minutes of the reservation time, at least two members of the group must be present. If not, the reservation is canceled.

Study room reservations will be accepted according to the following priorities:

  1. Students with accommodation needs, arranged in coordination with Student Access Services.
  2. Groups of two or more Marymount University students.
  3. Groups of two or more Marymount University employees (i.e. faculty, staff).
  4. Marymount University employees may not reserve group study rooms three weeks prior to or during exam periods, unless the request is from an MU faculty member conducting a review session for students.

Rev. January 2019
Approved by AC: January 28, 2019

Textbook Reserves Policies

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Rationale:
To reduce the burden of rising textbook costs on our student population and support student recruitment and retention. Policies:

  • One copy of the required textbooks will be purchased and held on Textbook Reserve at either the main library or Ballston Library Extension, determined by where the course is offered. It is at the discretion of the library liaison if additional copies should be purchased based on enrollment
  • 2 hour loan period, in-library use only
  • Faculty teaching the course can check out the textbook reserve for four hours and it is not restricted to in-library use only
  • For overdue textbooks, there will be a $2/hr fine for up to 30 hours. At this point, the item is considered lost
  • If lost, MU patron will be responsible for replacement book fee and processing fee or cost of the textbook, whichever is greater
  • At the request of L&L faculty, we will not include primary source literary texts on textbook reserves
  • LLS will purchase required materials for temporary courses
  • We will not process ILL requests for textbooks that are currently on textbook reserve unless accommodations are needed for a different version of the textbook. We will not fulfill ILL requests based on a student’s personal preference, this is to adhere to ADA compliance laws
  • There is no cap on cost per textbook
  • 6 weeks prior to the start of the semester textbooks will not be circulated outside of the library
  • LLS makes every effort to purchase required textbooks prior to the start of the semester
  • Reserve items are for the use of Marymount students, faculty, and staff only. A valid MU ID card is required to check these items out. Due to copyright restrictions, library staff cannot duplicate or provide photocopy assistance for reserve material. However, students may make a single copy for educational use.

SGL and AC approved – 11/9/2017

Emeritus Patron Policy

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Emeritus Faculty

Borrowing privileges are intended to 1) facilitate patron access to library resources while 2) maintaining an appropriate level of regulation over University property.  When access to library materials, equipment, facilities, and services is limited, priority will be given to supporting the academic mission of the University over other uses.

Marymount University emeritus faculty are eligible for borrowing Marymount University materials according to the policies indicated below.

ELIGIBILITY

Emeritus faculty status is defined in the Faculty Handbook. According to the handbook, “The rank of Professor Emerita/us may be assigned to associate professors or professors who resign their positions as ranked faculty members for valid reasons after ten years or more of distinguished service to the University. A Professor Emerita/us is designated and appointed by the president upon the recommendation of the vice president for Academic Affairs and the appropriate School Dean.”

They must present a University identification card (MU ID) or legal photo identification to obtain services.  Patron cards and borrowing privileges are not transferable. Emeritus faculty may authorize proxy borrowing privileges on their account for a Marymount graduate or undergraduate student, staff, or faculty member in good standing.

LOAN PERIOD AND BOOK LIMIT

Marymount University emeritus faculty may borrow circulating materials for a period of up to one semester. Fixed due dates occur one month after the end of the term (1/31, 5/31, 9/30). Items may be renewed three times. Emeritus faculty are eligible to borrow media items from Marymount for two weeks. There is no limit on the number of items an emeritus faculty member may have charged at one time.

Emeritus faculty members may borrow materials from other institutions through Interlibrary Loan services, according to the policies of the lending institution.

Emeritus faculty members are ineligible for consortium loan and media share services.

OVERDUE FINES AND REPLACEMENT CHARGES

Marymount University emeritus faculty are not subject to overdue fines for Marymount regular loan items. Emeritus faculty are charged the replacement fee for lost or damaged library materials. The replacement cost for Marymount items is $110 ($80 replacement fee and $30 processing fee). Borrowers may be subject to overdue fines and other fees for interlibrary loan items, according to the policies of the lending institution.

Once fees have reached $300 dollars, a block will be placed on the account, and library privileges will be suspended until all fees have been paid.

MULIBRARY SEARCH AND  DATABASES

Marymount University emeriti faculty in good standing may access the library’s electronic resources remotely, using their Marymount ID and password.

USER RESPONSIBILITIES

All library users must abide by the rules and regulations regarding the use of the facilities and the collection. All library borrowers are required to maintain current address and e-mail information in their patron account.

SGL Approved 9/17/18
AC Approved 9/24/18

Scanner & Photocopier Policy

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Marymount University Library and Learning Services provides scanners and photocopiers for public use located at the Reinsch Library and the Ballston Coakley Library Extension. Photocopies are black and white.

Policies:

  • There is no charge for use of our scanning services.
  • The charge for use of our photocopier service is $0.10 per page. Once you have finished photocopying, bring your copied pages to the circulation desk for payment.
  • If you are unable to pay for photocopy services at the time of use, the fee will be added to your library account balance.
  • The Library is not responsible for bad photocopies due to user error (using the photocopier incorrectly).
  • For machine errors, such as lines and toner defects, the Library will provide a replacement photocopy. Please direct these issues to library staff.
  • Users should report any machine errors immediately after the first bad photocopy to the nearest service desk.
  • Users can ask for staff assistance in making photocopies.

AC Approved 1/23/2019

Special Collections Consortium Loan Service Policy

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  • MU Special Collections materials can be requested through the CLS at their home institution.
  • The library will aim to fulfill requests by scanning materials and making digital or printed copies. Many Special Collections materials are not eligible for physical loan.
  • Physical loans from Special Collections may be considered if all other options have been exhausted.
  • Special Collections materials may be borrowed from other WRLC libraries where permitted; these materials can be used in the Gomatos Special Collections Room of the Reinsch Library.
  • If Special Collections materials are damaged or lost whilst on loan, MU L&LS is responsible for materials during transit, i.e. with the WRLC’s courier service.  If materials are damaged or lost when at the borrowing library, the borrowing library is responsible for the cost of repair or full replacement value.

AC Approved June 1, 2020
https://www.marymount.edu/Academics/Library-Learning-Services/About-L-LS/Policies/
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