CHAPTER 200 Academic Affairs
270 Library
270.1 Overview
The library provides access to information that supports and enriches learning and research both at Cal Poly and beyond.
As a nexus for learning and the community, the library supports open and informed inquiry, learning, creation, and collaboration by every student and scholar at Cal Poly and contributes to the cultural life of our community.
The library is committed to valuing the scholar in everyone by delivering excellent service, fostering collaboration and innovation, and respecting and nurturing Cal Poly's distinctive sense of community.
The library has two primary locations, the Robert E. Kennedy Library in San Luis Obispo and the Cal Poly Maritime Library in Solano.
In addition to policies here, specific library guidelines and procedures apply, which may be found on the library website or obtained from Library Administration.
270.2 Library Facilities
270.2.1 University-Affiliated Use
During open operating hours, members of the Cal Poly community have access to the library to use its collections, resources, and services. Due to the specialized nature, rarity, or fragility of some materials, use of some collections items at either campus location may be governed by more restrictive access guidelines.
Users may not engage in disruptive activity or in any behavior that interferes with the ordinary use and operation of the library.
270.2.2 Unaffiliated Use
Persons unaffiliated with Cal Poly may use most library collections and resources on-site during main library hours. Those desiring limited borrowing privileges for the library’s physical collections can become Community Members. Parameters and procedures for Community Membership are provided on the library website.
270.2.3 Partner Programs
The library shares space with other campus organizations that also support teaching and learning. Authorization to share space in the library on a long-term or short-term basis is requested through the office of the Dean of Library Services and accomplished via a memorandum of understanding.
270.2.4 Events
Library event spaces may be used for activities sponsored by the library, established partners, or for campus events. Certain areas may be used for university or curriculum-related group activities, such as presentations and meetings. Usage of all event spaces must be approved by Library Administration in advance, and spaces are not available to entities outside the Cal Poly Community.
270.2.5 Exhibitions
270.2.5.1 Priorities for Exhibitions
The library’s exhibitions program involves the academic community in visual learning experiences that are informative and educational in nature and reflect the University’s community and curriculum across disciplines. Exhibitions supporting the library’s goals and the curricular goals of academic programs are given priority.
The library sponsors its own exhibitions and considers requests from academic departments, student groups recognized by the University, faculty, staff, and students who wish to sponsor an exhibition. Exhibitions are managed through the library’s Special Collections and Archives department with support and final approval from the office of the Dean of Library Services.
270.2.5.2 Guiding Principles of Exhibitions
All library exhibitions are guided by a commitment to:
- Stimulating library users’ educational and cultural interests while reflecting the University’s mission statement.
- Affirming the American Library Association’s Library Bill of Rights, which states “…library resources should be provided for the interest, information, and enlightenment of all people of the community that the library serves.”
- Observing the campus policy statement regarding free expression and first amendment rights as expressed in CAP 141.2 (Policy Statement Regarding Free Expression and First Amendment Rights).
All displays must be suitable for viewing by the broad community of people who visit the library. These areas may serve as passageways for employees and members of the public of all ages to reach library services and spaces. Accordingly, the library discourages proposals containing images that include significant elements of sexually explicit imagery, nudity, or graphic depiction of violence.
270.2.6 Photography and Filming
Producers and photographers must secure a signed release from students who appear in any filmed scenes or photography. Library Administrative Services must approve in advance the use of the library as a filming location. All commercial photography and filming must be approved in advance by University Marketing and Communications.
270.3 Library Collections
270.3.1 General Collecting
The library’s general collection development guidelines contain the basic principles used by the faculty and staff of the library to evaluate, select, acquire, and manage library materials in all formats. It guides library faculty who are responsible for developing disciplinary collections and promoting library resources and services to faculty, students, staff, and other library users. In collaboration with library administration, library faculty apply these guidelines by evaluating and selecting materials based on clearly identifiable objectives and parameters, building a collection that best supports the library and the University’s teaching and learning missions.
270.3.2 Electronic Resources
The library’s licensed databases and online services are for the use of the Cal Poly community and on-site users only. Use is regulated by the terms and conditions of the library’s agreements with the vendors and publishers of these electronic resources. U.S. Copyright Law (including the protections of “fair use”) and contractual license agreements govern the access, use, and reproduction of these electronic resources. The information contained therein may not be systematically downloaded or duplicated, transferred, sold, or otherwise commercially exploited.
On-site users must follow all posted restrictions and guidelines on the use of equipment and electronic resources. In general, authorized users may access such resources for noncommercial, educational, scholarly, and/or research purposes.
Prohibited actions include:
- Sharing an access password with unauthorized users, including family, friends, or co-workers. Non-affiliated users may, however, use a personal device to access most electronic library resources by signing onto the Cal Poly Guest Wi-Fi while visiting the library.
- Engaging in actions intended to circumvent or defeat access control mechanisms of the library or the information provider.
- Sharing proprietary or client software connected to information resources, such as that used to analyze spatial data or to search and retrieve information.
These policies and guidelines conform to ITS policies for responsible use and other campus policies governing the use of computing networks.
270.3.3 Special Collections
The Special Collections and Archives department stewards unique, rare, limited-edition materials, campus records, and artworks with enduring historic and use value for teaching, learning, scholarship, and exhibition. Guidelines related to acquisition, research access, and use may be found on the library website.
Advanced appointments are required to consult these materials. On-site users must register and agree to follow reading room and citation guidelines and copyright laws. High-resolution digital files may be made available at nominal fees or at cost. If Special Collections and Archives holds the copyright to the materials, they may be licensed for one-time use.
Questions about accessing and using collections, including the University Archives and the University Art Collection may be directed to Special Collections and Archives at archives@calpoly.edu.
270.3.4 University Archives
In 1978, the Faculty Senate passed resolution AS-42-78 naming the University Archives the official depository for records documenting the growth and development of California Polytechnic State University, stewarded by the Special Collections and Archives department. The Campus History Collection traces the development and history of the Cal Poly Maritime Academy since its founding along with its training ships.
Cal Poly records custodians at both campuses are guided by the CSU Records/Information Retention and Dispersal Schedule are invited to contact Special Collections and Archives when they have inactive institutional records that may have historical value. Acquisitions for both campus collections are guided by collection development guidelines found on the library website.
270.3.5 University Art Collection
The Special Collections and Archives department oversees a collection of public artworks comprised of paintings, sculptures, murals, and other artifacts. Policies related to the University Art Collection are detailed in CAP 180.
270.3.6 Censorship
Free access to ideas and full freedom of expression are fundamental to the educational process. Accordingly, the library purchases and makes accessible materials in a wide variety of viewpoints.
The library will not purposely censor any subject or viewpoint in its collections, and will resist any attempt at censorship from an outside source. The library endorses the American Library Association Bill of Rights and supporting documents, including formal statements on Intellectual Freedom, Freedom to Read, Freedom to View, Access to Electronic Information, Services and Networks, Challenged Materials, and the Statement on Labeling. The principles of these documents are considered an integral part of this policy statement.
270.3.7 Senior Projects and Master’s Theses
Cal Poly senior projects and master’s theses are submitted electronically to the library by the academic departments and are made available in the library's collection.
The student retains copyright, and requests for commercial use of student work are referred to the student.
Upon request from the student, a submitted senior project or master’s thesis may be withheld from public use for a specified period of time.
Upon request from the student, a submitted senior project may be removed from the University’s digital archives.
Each academic department determines standards for the successful completion of senior projects and master’s theses, including style guides. Changes to advisor-approved senior projects or theses are not permitted after the materials have been submitted to the library.
The library determines the format in which senior projects and master’s theses are preserved and, in consultation with and subject to approval by appropriate campus bodies, recommends the student fees (if any) assessed to cover the cost of preservation.
The library promotes and provides intellectual access to these materials by:
- Sharing digitized student work in an open-access environment, including the University’s institutional repository.
- Contributing digitized and born-digital masters’ theses to ProQuest Dissertations & Theses through a publishing partnership.
- Providing on-site and interlibrary loan access to users.
270.4 Library Copyright Policies
270.4.1 General Copyright Policies
The library applies federal copyright laws (Title XVII, U.S. Code) and guidelines to the making of photocopies or other reproductions of copyrighted materials at the library and course reserve materials.
The library reserves the right to refuse any request for duplication if, in its judgment, fulfillment of the order would violate copyright law.
For more information regarding copyright and intellectual property at the library, please see: https://guides.lib.calpoly.edu/copyrightfairuse/copyrightandfairuse
270.4.2 Copyright Policies for Digital Archives (Institutional Repository)
The library manages the University’s digital archives (institutional repository). This program acquires and manages scholarly, intellectual, and creative work produced by members of the Cal Poly community. Contributors retain all intellectual property rights to their work and assign a non-exclusive license to the University for the purpose of offering open access to this work to users worldwide.
270.5 Library Privacy Policies
270.5.1 Privacy of On-Site Library Users
The privacy of all users shall be respected in compliance with federal and state laws and professional standards. The library will not reveal the identities of individual users or reveal what information sources or services they consult. This policy applies to all resources regardless of their format or means of delivery, as well as to all services offered by the library.
In all cases, the library avoids creating unnecessary records, avoids retaining records not needed for the fulfillment of the mission of the library, and does not engage in practices that might place personal information in public view.
270.5.2 Privacy of Online Library Users
To aid understanding of the use or value of resources and services, the library may aggregate and retain user data for a reasonable period of time. It will, however, neither collect nor retain information identifying individuals except for the purpose of furnishing a specific service, and only during the period that such record is necessary to furnish that service (for example, loaning a book or ordering materials from another library). Data on individuals will not be shared with third parties unless required by law.
- Date approved by the President: October 29, 2015
- Effective Date: October 29, 2015
- Responsible Department/Office: Library Administrative Services
- Revision History: October 29, 2015, May 24, 2006
Related University Policies, Procedures, Manuals and/or Documents:
- Information Technology Resources Responsible Use Policy http://security.calpoly.edu/content/policies/rup/index
- Information Security DMCA Procedures http://www.security.calpoly.edu/content/copyright/dmca-response
- Information Security Program http://content-calpoly-edu.s3.amazonaws.com/security/1/docs/policy/isp.pdf
- Computer Crimes Policy http://www.security.calpoly.edu/content/policies/crimes/crimes
- Other Cal Poly Computing Policies http://www.security.calpoly.edu/content/policies/index
- Library Administrative Policies https://library.calpoly.edu/about/policies
- Library Faculty Handbook on Personnel Policies and Procedures http://content-calpoly-edu.s3.amazonaws.com/academic-personnel/1/PDF/Criteria_Library.pdf
- Library Website https://library.calpoly.edu/
- CAP 140: Free Expression, Sponsorship, Commercialism, and Use of Buildings and Grounds
- CAP 640: Disability Resource Center
- Cal Poly Office of the Registrar FERPA Policy http://www.registrar.calpoly.edu/content/stu_info/ferpa
- CAP 180: University Art Acquisition And Oversight Policies
Laws, Regulations and/or Codes of practice referred to herein or related to this policy:
- Title 17, United States Code http://www.copyright.gov/title17/
- American Library Association Code of Ethics http://www.ala.org/advocacy/proethics/codeofethics/codeethics
- American Library Association Core Values of Librarianship http://www.ala.org/offices/oif
- American Library Association Library Bill of Rights http://www.ala.org/advocacy/intfreedom/librarybill
- American Library Association Intellectual Freedom Policies http://www.ala.org/offices/oif
- American Library Association Freedom to Read Statement https://www.ala.org/advocacy/intfreedom/freedomreadstatement
- American Library Association Freedom to View Statement https://www.ala.org/advocacy/intfreedom/freedomviewstatement
- American Library Association Challenged Materials Statement https://www.ala.org/advocacy/intfreedom/librarybill/interpretations/challenged-resources
- Library Services for People with Disabilities Policy https://www.ala.org/advocacy/intfreedom/librarybill/interpretations/servicespeopledisabilities
- Title II of the Americans with Disabilities Act (ADA) http://www.ada.gov/taman2.html
- American Library Association Policy on Confidentiality of Library Records https://www.ala.org/advocacy/intfreedom/statementspols/otherpolicies/policyconfidentiality
- Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001 (“USA PATRIOT Act”), Resolution on the USA Patriot Act and Related Measures That Infringe on the Rights of Library Users https://www.ala.org/advocacy/patriot-act
- CA Public Records Act https://leginfo.legislature.ca.gov/faces/codes_displayexpandedbranch.xhtml?tocCode=GOV&division=10.&title=1.&part=&chapter=&article=