Library Policies

The library follows the following policies. All Kalamazoo College policies, the Student Code of Conduct, and the College Honor System also apply.

Classrooms

The Kalamazoo College Library has a limited number of classrooms available for study for current students on a first-come first-served basis. Classrooms are kept locked when not in use. The following classrooms may be checked out: ULC 213, 302, 303, 305, 306, 308, 310, 311, and 312. Classrooms reserved in advance through Facilities Reservations are not available for checkout until the reservation period has ended.

Checkout Policy:
Students with a valid Kalamazoo College ID and library fines under $20.00 can check out library classrooms.

Classrooms are checked out at the Circulation Desk for immediate use. No reservations are accepted at the Circulation Desk.

The checkout period for a classroom is four (4) hours.  Renewals must be made in person at the Circulation Desk.

During the academic year while classes are in session, classrooms may be checked out during the following times:

    Monday through Thursday, 5:00 p.m. – 1:00am
    Friday, 5:00 p.m. – 9:00 p.m.
    Saturday, 9:00 a.m. – 9:00 p.m.
    Sunday, 11:00 a.m. – 1:00am

During breaks and holidays when the Library is open, classrooms may be checked out during Library hours.

All personal belongings must be removed from the classroom at time of checkout.

All classrooms must be vacated at least fifteen (15) minutes before the Library closes.

Library staff may lock the room and verify its condition prior to checking it in.

Classrooms are not checked out on days finals are in session. Students may use the rooms on a first come first served basis unless the room is reserved or scheduled for a final exam.

Rules for Use:
The person who checked out the classroom is responsible for the condition of the room during the checkout period regardless of who uses the room. Users of the classrooms must clean up after themselves and leave the room in good condition for the next users. The Kalamazoo College Library reserves the right to charge a $72 housekeeping fee to the responsible person’s Library account based on the condition of the classroom when the checkout period ends.

Good condition” includes, but is not limited to:
   Floors and tables are clean and completely free of trash
   Tables and chairs are moved back to their original locations
   Chalkboards and whiteboards are clean and erased
   Walls and tables are not smudged, gouged, or defaced

Users of Library classrooms must comply with:
   All Library policies. The Library food and drink policy is posted in all classrooms.
   The Kalamazoo College Honor System
   The Kalamazoo College Student Code of Conduct

Do not move furniture out of or into classrooms.

Do not leave a classroom unattended. The Library is not responsible for lost personal property. Property left unattended in a classroom for more than 30 minutes may be removed and the classroom checked in.

Failure to follow College or Library policies may result in a temporary or permanent suspension of Library classroom checkout privileges.
 
Policy updated July 27, 2018

Confidentiality


The Kalamazoo College Library maintains the confidentiality of its patron records. The Library staff will not divulge any details of a patron’s library record to other patrons or agencies, except in accordance with proper judicial order and with permission of
the designated administrative officer(s) of the College. Patron information includes name, address, telephone number, borrowing record, and Web browsing histories. The library follows the Code of Ethics of the American Library Association and Michigan’s Library Privacy Act. These require all libraries to protect the patron’s right to confidentiality and privacy when using library material.
 
Policy updated February 22, 2006

Displays and Exhibits

Policy Purpose
 
The following policy has been developed to ensure that exhibits in the Upjohn Library Commons (ULC) reflect the Information Services (IS) department’s overall commitment to quality. For the purpose of this document, exhibits are defined as thematic displays of materials, including but not limited to books, posters, documents, art work, artifacts, and other objects, that should be accompanied by written commentary or labels.
 
Objective of Exhibits
 
The purpose of the Upjohn Library Commons exhibit facilities is to increase public awareness of Information Services resources and to promote the educational and cultural mission of Kalamazoo College.
 
Exhibitors
 
As an educational and cultural institution, the Upjohn Library Commons welcomes exhibits of interest, information, and enlightenment to the Kalamazoo College community. IS retains oversight for all exhibits. When appropriate, IS exhibitors will collaborate with other departments on campus or with community organizations to develop and present exhibits and collaborative programs.
 
There are four exhibit areas in the Upjohn Library Commons building.  The lobby display case and Café Art Gallery are the only spaces available for non-IS exhibits. IS staff reserves the right to change, reschedule, or cancel exhibits when necessary.
 
Lobby Exhibits
 
IS maintains the exhibit areas and will set up the majority of exhibits, but other Kalamazoo College groups are welcome to propose and devise appropriate displays in this area. Non-Kalamazoo College individuals or groups may present exhibits at the discretion of IS staff. Groups or individuals interested in presenting exhibits should contact the Library Director.
 
Biggby Café Art Gallery
 
Kalamazoo College students, faculty, and staff are welcome to propose and devise art displays in the Café. Non-Kalamazoo College individuals or groups may present exhibits at the discretion of IS staff. Groups or individuals interested in presenting exhibits should contact the Library Director.
 
Archives Exhibits
 
The exhibit cases outside the Archives are maintained by the Archives staff. Only Archives staff may present exhibits in the Archives exhibit cases.
 
Rare Book Room Exhibits
 
The exhibit cases in the Rare Book Room are maintained by the Technical Services Librarian. Only the Technical Services Librarian may present exhibits in the Rare Book Room exhibit cases.
 
Exhibitors pay any special costs incurred in mounting an exhibit, including costs for materials, and repairs or replacement costs due to any damage to the Upjohn Library Commons building or college property caused by the installation or removal of an exhibit.
 
Goals
 
Exhibits in the Upjohn Library Commons facilities must further one or more of these purposes:
 
to call attention to a theme related to Information Services issues, collections, or programs to bring together library materials related to a theme of current interest to highlight current issues, events, or other subjects of campus interest to display high quality original art, crafts, photographs, or writings created by Kalamazoo College artists or contained in traveling exhibits to highlight past scholarship and encourage future scholarship to highlight alternative and unique topics for investigation to honor donor gifts and encourage philanthropic giving to the Upjohn Library Commons and Kalamazoo College to enhance the visual atmosphere of Upjohn Library Commons.

Content
 
Exhibits must be appropriate to a public setting and informative to the patrons of Upjohn Library Commons. Exhibits should support the curriculum or instructional mission of Kalamazoo College, or reflect Kalamazoo College collections and services.
 
All exhibits must meet existing state and federal laws on obscenity, libel, defamation of character, or invasion of privacy.
 
Exhibits may not include any organic materials, such as food or liquids, that may degrade over time and damage other items or the display area. 
 
IS is not responsible for ensuring that all points of view are represented in any single exhibit. Granting of permission to display materials does not imply IS’s endorsement of content, nor does IS accept responsibility for the accuracy of statements made in exhibits or displays. IS retains the right of refusal and is not obligated to accept every exhibit offered for display.
 
Displays may not be used to promote personal, commercial, or political positions; however, controversial subjects may be presented, provided that an exhibit reflects an equitable balance of viewpoints and does not violate state and federal obscenity, libel, and privacy laws.
 
The IS staff reserves the right to reject any exhibit or item for any reason at any time.
 
Security
 
All Library display cases are kept locked.  The doors to the cases are glass, however, and this places items in the cases at some risk of damage or theft.  Items hung in the Café are not secured.
 
Kalamazoo College and IS do not provide insurance to cover the loss of or damage to displayed items.  The person or group responsible for the exhibit assumes all risk of damage and loss. IS assumes no responsibility for the preservation, protection, or possible damage or theft of any item displayed or exhibited. All items placed in the Upjohn Library Commons for display is done so at the owner’s risk.
 
General Guidelines for ULC Lobby Exhibits
 
Exhibits must be appropriate to a public setting and informative to the patrons of Upjohn Library Commons.
 
Exhibits should reflect professional quality, coordinated mounting materials, appropriate preservation and archival exhibit supplies, attention to design aesthetics and public engagement, and use a minimum amount of uniformly printed titles and textual information.
 
While Library staff is available to consult with exhibitors on the mounting and dismantling of exhibits, the individual or organization that reserved the display space is responsible for timely installation and removal. IS staff will support the preparation of exhibits to ensure the proper handling of materials displayed and a uniform, professional appearance of exhibits.
 
Exhibitors must schedule an appointment to meet with the Library Director prior to the installation of an exhibit to inspect the areas to be used. Once the display is installed,
the exhibitor must seek final approval from the Library Director before leaving the building. Exhibitors must also schedule a time to meet with the Library Director upon dismantling the exhibit to inspect for damage the areas used in the display.
 
The preparation of a quality exhibit requires a significant investment of thought, effort and time. Begin planning and developing approved exhibit well before the installation date. Prepare an exhibit and its descriptive labels well in advance of the opening so that the display may be installed as quickly and completely as possible, avoiding empty cases or an incomplete exhibit for any length of time. If you must leave the exhibit unfinished for any length of time over 24 hours, please post a visible sign in the case indicating “Exhibit in Progress.”
 
General Guidelines for The Book Club Café Art Gallery Exhibits
 
Exhibits must be appropriate to a public setting and informative to the patrons of Upjohn Library Commons.
 
Artists displaying work in the the Café Art Gallery are encouraged to post a statement about their work.  For each work, the artist should provide a display card or title label indicating the name of the work, artist’s name, medium, and price. No labels, signs, artwork, or other material may be attached to any walls without approval of the Library Director. 
 
A gallery system is provided to display art. All art must be able to hang with a wire. Work that is fragile or has questionable durability may be rejected. Each cable can hang art up to 30 pounds in weight. Artwork up to 60 pounds may be hung with two cables. No artwork heavier than 60 pounds may be hung in the Café. Floor space must be kept clear, and artwork may not protrude from the wall in a way that interferes with patrons’ ability to use the Café comfortably.
 
Works of art on display may be offered for sale, with prices established by the artist. The artist is responsible for conducting the sale of any work directly through the buyer. Works that are not available for purchase should be clearly designated as “NFS” (not for sale). Works sold must remain on exhibit throughout the display period. Artists must notify the Library Director within 48 hours of sale so the artwork may be marked “sold.”
 
The Café display area is open during scheduled library hours. Artists must provide their own insurance coverage if they desire to ensure their works. Kalamazoo College is not responsible for loss or damage incurred while the exhibited items are in the Library. All items placed in the Library are placed there at the owner’s risk. All artists are required to sign an Exhibit Agreement that releases the Library from responsibility for any items in the exhibit. The Exhibit Agreement must be signed and submitted to the Library Director on or before the exhibit set-up date.
 
Permission to photograph and reproduce any work accepted in the exhibition for publicity purposes is considered granted unless otherwise stated in writing.
 
Artists must remove artwork from the Library no later than two days after the end of the exhibit unless the artist/lender has made written arrangements with the Library Director prior to the exhibit.

Using Library Materials in Exhibits
 
Any library books used in an exhibit must be checked out before placement in the display cases. The Library reserves the right to remove library materials if the need arises.
 
Library materials used in exhibits must be displayed in a manner consistent with vetted preservation standards. Never use rubber bands, staples, paper clips, post-it notes, or any kind of sticky adhesive or metal fasteners on library materials.  Library staff is happy to provide advice or guidance in this area. Any library materials displayed in a potentially damaging manner will be redisplayed or removed from the exhibit.
 
Supplies
 
The sponsoring organization assumes any costs incurred in mounting the exhibit (e.g. supplies, signage, publicity).
 
While the Library does not provide exhibit supplies for guest exhibits, staff from the Archives and Center for New Media Design are available for consultation on mounting exhibits.
 
Suggested supplies include:
   Foam Core
   Poster Board
   Card stock or other heavy paper for captions
   Fabric for lining cases/covering shelves
   Glass Cleaner
   Display Stands (the Library has some display stands available for use in exhibits on a first-come basis)
   Signage
 
Exhibitors should provide a sign announcing the title or theme of the exhibit.
 
Exhibits presented by non-Information Services staff must include a sign or label clearly visible within the exhibit area that indicates the name of the individual or organization responsible for the exhibit.
 
The context and text, including font size of labels, of an exhibit should be clear and easy to read. Choose clean, easy to read fonts, like Arial or Tahoma, and use font size 16 pt. or larger.
 
If the exhibit is left unfinished for any length of time over 24 hours, please include an “Exhibit in Progress” sign visible in the case.
 
Conservation Considerations
 
Exhibits must be mounted in display cases, units or other areas specifically designed for exhibitions. Display materials must not be affixed to library walls or other surfaces that can be damaged or defaced by adhesives, fasteners, etc.
 
Materials in the display cases may fade or discolor because of exposure to light. If this is
a concern, consider using color photocopies rather than original documents. Use foam core to create rigid backings for documents displayed upright. Display books flat or on cradles or stands to prevent damage to the pages or spine. Some books do not stay open, and forcing a book to display open will result in damage that may be impossible to repair.
 
All exhibits must adhere to established guidelines for mounting, according to the National Information Standards Organization’s Environmental Conditions for Exhibiting Library and Archival Materials (https://groups.niso.org/apps/group_public/document.php?document_id=6482).
 
Library staff is available to consult with exhibitors on display techniques.
 
Follow-up and Clean-up
 
Exhibitors are responsible for all items displayed during the exhibit, and for keeping the display neat and tidy.  The Library is not responsible for maintenance of the exhibit.
 
Humidity, light, and temperature fluctuations may change the nature of paper products and adhesives. Check your display regularly to ensure that materials remain intact
and tidy.
 
Exhibits must be removed on or before the proposed close date. The person or organization putting up the exhibit is responsible for ensuring the dismantling of the display. Contact the Library Director if you find you are unable to keep these dates.
 
Publicity
 
Information Services does not provide assistance with publicity.
 
Priority (ULC Lobby and Café Exhibits)
 
Priority for groups presenting exhibits in the Upjohn Library Commons main floor lobby display cases is as follows:
 
Information Services-produced or solicited exhibits have priority over exhibits proposed by non-Information Services groups or individuals.
Kalamazoo College groups or individuals have the next level of priority. Non-Kalamazoo College affiliated groups may use the display cases on the main floor at the discretion of library staff.
 
Exhibitors not associated with Information Services must work with a staff member in Information Services when presenting displays. Information Services staff will support the preparation of displays to ensure the proper handling of exhibited materials and a uniform, professional appearance of displays.
 
Exhibit Space (ULC Lobby)
 
There are four upright cases in the lobby on the first floor of the Upjohn Library Commons with the following dimensions: 
 
57 inches high, 34 inches wide, and 12 inches deep
 
There are two adjustable glass shelves in each case with the following dimensions:
 
34 inches wide and 10 inches deep
 
Each case is lit from the top by a fluorescent tube bulb. The back of each case has a tackable surface.
 
Procedure for Requesting ULC Lobby or Café Exhibit Space
 
Requests for using Library exhibit space should be made at least six weeks in advance of the exhibit period.  Please submit requests to the Library Director. All non-IS exhibitors are required to sign an Exhibit Agreement that releases from the College all responsibility for any items on display.
 
Policy updated July 12, 2017

Food and Drink

Policy Purpose
Food and drink are limited in Upjohn Library Commons to keep trash to a minimum, prevent damage to the building, and to prevent damage to library materials, including books and computers.

FOOD

Food is limited to snack or wrapped items that are consumed individually. Group meals, fast food, or open plates of food (such as pizza, subs, or take-out) are allowed in the Book Club Café area ONLY.

The delivery of food to Upjohn Library Commons for building users is prohibited.

This policy applies to all Upjohn Library Commons classrooms (rooms 213 and 302-312) and study rooms (rooms 211, 217, 232, 233, 234, 235, and 319) at all times.

Users eating foods that disturb other patrons (such as strong-smelling foods or loud, crunchy foods) will be asked to put the food away.

DRINKS


No alcoholic beverages are permitted in Upjohn Library Commons at any time.

The following drink containers are acceptable:
   Spill-proof mugs (such as travel mugs, screw-top containers, or pull-top containers) with the top attached at all times
   Leak proof water bottles with leak proof lids that close securely, either twist on or pop-top sports type. Lids must be kept securely closed when not in use.
   Café paper cups with lids

The following drink containers are NOT acceptable:
   cans
   bottles without a screw-on cap
   containers with built-in drinking straws
   juice boxes
   open mugs with no lids

Patrons disregarding the Food and Drink Policy will be asked to leave the Library.


Food and drink are never allowed in the Archives, Rare Book Room, ULC 118, Video Editing Studio, Video Production Studio, Audio Studio, or Graphics Lab.

Users are liable for any damage to library property and equipment caused by food or drink.

Information Services staff have final approval of any sort of food, beverage, or container allowed in the Upjohn Library Commons building, and reserve the right to exclude any food, beverage, or container for any reason.

SALE OR DISTRIBUTION OF FOOD OR DRINK


Sale or distribution of food, drink, or other items that may interfere with the commerce of the Book Club Café is prohibited inside the Upjohn Library Commons building.

Please follow these simple rules and don’t make us have to become the food and drink police. Not many libraries allow food or drink, but we want to make your study time as comfortable as possible. We need your cooperation to continue this policy. Be responsible and leave no trace!

Policy updated July 12, 2017

Personal Items

Upjohn Library Commons staff is not responsible for any lost, damaged, or stolen personal items. Library staff cannot store personal items in locked closets, drawers, or offices. Library staff is not responsible for personal items left at the Circulation Desk.
Unattended personal items may be subject to removal, search, and/or confiscation by Kalamazoo College Security.

Policy updated October 2, 2006

Postings

Upjohn Library Commons serves its users as a center of campus activity, news, and academic life. Library bulletin boards provide an avenue for Kalamazoo College community members to advertise events and other announcements.
 
For the purpose of this document, all public notices, posters, flyers, bulletins, advertisements, and other miscellaneous announcements will be called “postings.”
 
Purpose
 
The purpose of this policy is to establish the procedures and rules by which postings will be displayed in Upjohn Library Commons (which will be applied without discrimination and in the best interests of all of the building’s users), and to preserve Information Services materials and facilities.
 
Display Areas
 
Postings are permitted only:
 
   on the bulletin board in Book Club Café on the first floor
   on the bulletin board in the Copy Center on the first floor, and
   on the bulletin board across from the elevator on the third floor
 
Postings are not permitted anywhere other than bulletin boards, including (but not limited to) the exterior of the building, in restrooms, on equipment or materials, on security gates, on windows, on walls, or on doors in the Upjohn Library Commons building.
 
Content
 
Postings should be related to the mission of and activities of Kalamazoo College, including signs, posters, and announcements issued by Kalamazoo College departments, offices, or student organizations. All postings must meet existing State and Federal laws on obscenity, libel, defamation of character or invasion of privacy. Postings of unlawful, threatening, abusive, libelous, defamatory, and/or obscene material will be removed. Posting material constituting or encouraging conduct that would constitute a criminal offense, give rise to civil liability, otherwise violate any local, provincial, national or international law, including without limitation, export control laws and regulations
will be removed.
 
Display of any posting does not constitute an endorsement by the College or Information Services.
 
Approval
 
Postings must be approved and stamped by the Student Development Office or posted with the permission of the Library Director.
                                                                                                            
Length of Display
 
Individuals or groups who have posted items to Upjohn Library Commons bulletin boards are responsible for their timely removal.
Unauthorized and outdated postings will be removed by Information Services staff. Most postings are generally removed at the end of each quarter. Multiple copies of postings which meet the above criteria for content may be left for display on bulletin boards as space allows.
 
Information Services reserves the right to remove and discard any posting at any time.
 
Information Services cannot assume responsibility for the preservation, protection, or possible damage or theft of any item displayed on or near bulletin boards. Items displayed in Upjohn Library Commons are done so at the owner’s risk.
 
Policy updated July 27, 2018

Public Address System

Purpose

The purpose of this policy is to define when the Upjohn Library Commons public address system should be used. This regulates acceptable use and ensures that disruptive noise and arbitrary use of the public address system are avoided.

Policy


Only Information Services staff or Security staff may use the public address system.

The Upjohn Library Commons public address system is used only to announce building closing times or to make service announcements, such as weather related warnings, which involve everyone in the building.

There will be absolutely no paging of patrons, announcement of programs, or other incidental uses of this system.

When a person asks an Information Services staff member to use the public address system for emergency paging, the individual should be referred to Security (extension 7321).

If Security staff requests an Information Services staff member to make an emergency page, the Information Services staff member should comply.
 
Policy updated March 23, 2006

Reading Room Use

The purpose of the Eugene and Mildred Hoff Yehle Reading Room is to provide reflective study space for students, faculty and staff. The room is not meant to be used for social functions or receptions.

The space is utilized for informal academic purposes only, except for special one-time meetings at the discretion of the President in consultation with the President’s Staff.

The solid wood doors to the Reading Room must remain open at all times so library staff can monitor the use of the room. Any exception must be approved by library staff.

Policy updated May 10, 2010

Unacceptable Behavior

Unacceptable behavior in Upjohn Library Commons includes, but is not limited to:

   Disturbing or harassing others with noise or actions
   Physical threats or abuse
   Abusive or profane language
   Not wearing a shirt, shoes, pants, skirts, or other basic clothing
   Bringing inappropriate wheeled transportation into the building, such as bicycles or scooters
   Being in the library building without authorization from the Library Director when the library building is closed
   Abuse or misuse of Library furnishings, equipment, or materials
   Commission of an illegal or unauthorized act on Library property against patrons, personnel, or property of the Library, i.e., theft, trespass, assault, arson, etc.

Further, all Kalamazoo College campus policies apply to persons in and around Upjohn Library Commons. Unacceptable behaviors covered by college polices include but are not limited to:

   Smoking, vaping, or burning any material (see the Kalamazoo College Smoking Policy)
   Bringing pets into the library building (see the Kalamazoo College Pets on Campus Policy)
   Use of alcohol or mood-altering drugs in or around the Library
(see the Kalamazoo College Alcohol Policy and
the Kalamazoo College Controlled Substance Policy)
   Inappropriate use of sensitive materials
(see Responsible Use of Sensitive Text or Electronic Material)
   Possession or use of weapons, firearms, fireworks, or explosives. See the Kalamazoo College Policy on Weapons, Firearms, Fireworks, and Explosives

All local, state, and federal laws also apply.
 
Patrons will be warned once and requested to leave if the unacceptable behavior continues. Suspension of library privileges may occur if a patron is found to have engaged in unacceptable behavior on Upjohn Library Commons property.
 
Policy updated July 27, 2018