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JABSOM Library: Policies

Library Use Policy

Our mission: The University of Hawaii Health Sciences Library provides information services and resources for the Health Sciences faculty, students, staff, and affiliated researchers. The Library’s services are designed to anticipate and respond to individual and organizational information needs for teaching, learning, research, and health care.

The resources and services of the Health Sciences Library (HSL) at the University of Hawai‘i are primarily designed to support the students, faculty, and staff of the John A. Burns School of Medicine and the University of Hawai‘i at Mānoa (UHM) in their scholarly endeavors related to the health sciences. As such, certain materials and services, such as access to remote online resources from an off-site location, are reserved for those directly affiliated with the UHM.

As the Library and UHM have entered into license agreements with the producers of various copyrighted electronic online databases, many of these agreements limit use of these services to University faculty, students, staff and users on the library premises.

The Library is physically open to the general public– any individual who wishes to use materials inside the library building is welcome to do so. Help is available at the information desk to anyone visiting the Library with health information related questions.

All users of the Library are required to abide by HSL’s Library User Conduct Policy. Users who are not compliant will be sanctioned. See our other policies for more information:

Library User Conduct Policy

  • Policy regarding patron conduct within the Library and on Library grounds. This policy includes restrictions on animals brought on property, cell phone & pager use, children, food & beverages, general collection use, smoking, etc.

Group Study Room Policy

  • Policy on use of the Library’s Group Study Rooms

Public Computer Use Policy

  • Policy on the use of the Library’s public computers. It describes at length what computer use behaviors are considered inappropriate by the Library and University, from accessing information via the Internet (including e-mail) to using software and particular workstations

Collection Development Policy

  • Policy on how the Library develops and maintains the collections to meet the needs of the JABSOM’s faculty and students. This document includes a collection development policy for electronic resources.

 

Library User Conduct Policy

The purpose of the Library User Conduct Policy is to inform you of your responsibilities. The Library User Conduct Policy is applicable to all. The Library encourages, you, as a library user, to consider not only your needs, but also the needs of others. Violations should be reported to Library staff. Library staff will immediately report all incidents to the appropriate authorities. Disruptive behavior may result in expulsion from the Library.

The HSL seeks to provide all library users with a quiet atmosphere appropriate for research, study, and reading. To ensure that the environment is conducive to study and research, all users are to abide by this Library User Conduct Policy. The Library is committed to administering its policies in a fair and equitable manner.

General Rules of Conduct

  1. Library users are NOT allowed to enter restricted areas unless authorized by library staff. Restricted areas include the Administrative Offices and the area behind the Information Services Desk.
  2. Library users must help to maintain a quiet environment and refrain from engaging in any behavior that interferes with the normal use of the Library by others.
  3. Library users must silence their electronic devices prior to entering the Library. If taking or making phone calls by voice, users must take these calls outside of the Library to prevent disturbing others.
  4. Library users must not interfere with an employee’s performance of his/her duties.
  5. Individuals – either library users or employees — must not engage in verbal or physical abuse, intimidation, sexual harassment or harassment of any kind.
  6. Library users must not engage in sexual behavior.
  7. Children under the age of 13 may NOT be left unattended for any period of time.
  8. Library materials must be returned or renewed on or before the expiration of the loan period. Library users must return borrowed items if requested by Library staff. Library materials, equipment or property must NOT be taken from library buildings without proper checkout or authorization. See Library Circulation Policy.
  9. Library materials must NOT be concealed or hidden in the Library for the exclusive use of individuals or groups.
  10. Library users must handle library materials carefully so that they are not defaced or damaged in any way. Library users must NOT mark, underline, remove or fold pages or portions of pages, remove binding, or use post-its and paper clips.
  11. Library users engaging in vandalizing, altering or damaging library buildings, furniture or equipment, including computer systems, networks, programs or data, are in violation of Hawai‘i State Law and will be prosecuted to the full extent of that Law.
  12. Library users must follow the Health Sciences Library Computer Use Policy. University of Hawai‘i faculty, students, staff and other UH affiliated users have priority to use library computers and other equipment in public areas. Community users may be asked to relinquish computers/terminals and other equipment to UH affiliated users with valid UH identification.
  13. Library equipment, such as computers, printers, and copiers, are available to support medical education and research and for accessing and using the resources of the Health Sciences Library only. Personal copying/printing by members of the public is strictly prohibited.
  14. Library users must obey applicable intellectual property law, including the U.S. Copyright Law.
  15. As of August 17, 2015 use of tobacco products is not permitted on UH grounds. Please refer to the UH Smoke-Free Campus webpage for details.
  16. Library users are solely responsible for their personal property. The Library and its staff are NOT responsible for any lost or stolen items.
  17. Personal items, including notebooks and books, should NEVER be left in carrels, on library tables, or in study rooms unattended. The Library does not have enough study space to allow for students or others to “squat” or “claim” study space beyond the time that the individual is utilizing the space in person. Library staff will box up unattended items and leave with the JABSOM Security.
  18. Library users are required to leave the Library at closing and during emergency situations, drills, or following a violation of this Library Use and Conduct Policy.
  19. Bicycles, mopeds, and scooters are to be parked in designated areas only. These items may NOT be brought into the Library. Extremely large and bulky personal items such as surfboards are also not allowed in the Library. Rollerblading, skateboarding, or skating are NOT permitted in the Library.
  20. With the exception of service animals as defined in Title III of the Americans with Disabilities Act and on-duty police dogs, animals are NOT permitted in the Library. The Library reserves the right to request documentation identifying service animals.
  21. Animals may NOT be left fastened to handrails or posts outside the Library while the owner/caretaker is inside the building.
  22. Firearms or other deadly weapons, explosives and/or explosive devices, or other dangerous devices are NOT permitted in the Library.
  23. Food and drink are allowed in the Library with the exception of the Stacks, only bottled water is allowed in the Stacks.

Violation of Rules of Conduct

Any person who violates these rules of conduct may be asked to leave the Library and may be refused future access to the Library, including its resources and services. Such persons may be subject to the sanctions of suspension, prosecution, forfeiture, warning and restitution, as well as criminal penalties and civil fines, and may be accountable to University and civil authorities (city, state, or federal). The Health Sciences Library User Conduct Policy supplements the UH Student Conduct Code and other University System policies.

Group Study Rooms and Quiet Reading Room Policy

The HSL has three Group Study Rooms (Rooms 107A-C) and a conference room called the Quiet Reading Room (Room 105) available for reservation by JABSOM students, faculty, and staff. Reservations are considered on a first-come, first-served basis. The Library reserves the right to reject any reservation requests. To reserve, email Hilda Baroza (baroza@hawaii.edu).

To ensure that the environment is conducive to study and research, all Library users are to abide by the Library User Conduct Policy and the following Group Study and Quiet Reading Room Policy:

  1. Rooms may be reserved for use by JABSOM students, faculty, and staff for school-related activities. Priority will be given to PBL (Problem Based Learning) Tutorial groups. Reservations should be submitted at least 2 working days prior to proposed date of use.
  2. Group Study Rooms are intended primarily for studying. During normal business hours (Monday through Friday, 8:00 AM – 5:00 PM) these rooms may be reserved by JABSOM faculty/staff with the Library Director (krisa@hawaii.edu) or Head of Circulation (baroza@hawaii.edu) approval. Ask for assistance at the service desk.
  3. After 5:00 PM, the Group Study Rooms are for medical student use only. An exception would need either the approval of either the Director or the Head of Circulation.
  4. The Quiet Reading Room is in the public domain of the library (easily accessible to all, with or without programmed access cards) and therefore may be reserved as a meeting place for JABSOM affiliates.
  5. Groups have priority over individuals studying in any of these rooms. A group of two or more may reserve a Group Study Room and a group of six or more may reserve the Quiet Reading Room.
  6. Smoking is prohibited! http://manoa.hawaii.edu/smokefree/
  7. Moving furniture into or out of any of the rooms is prohibited. If furniture is rearranged within the rooms, it must be moved back to the original arrangement when the meeting is over.
  8. Nothing may be affixed to the walls, ceilings, or doors.
  9. Defacing or damaging any Library property contained within these rooms, including the rooms themselves, is strictly prohibited and in violation of Hawai‘i State Law. Anyone caught doing so will be prosecuted to the full extent of that Law.
  10. Library users are solely responsible for their own personal property. Personal items should NOT be left unattended at any time. Library staff is not responsible for the loss or theft of any personal item(s). Any unclaimed personal items found by Library staff will be turned in to the JABSOM Security.
  11. Room doors should remain closed at all times to reduce noise levels. Users should refrain from loud conversations as it may disturb others outside the rooms.
  12. Prior to leaving the rooms, users should erase all work from the whiteboards, place markers and erasers where they belong, and dispose of all trash.
  13. The lights should be turned off when vacating a room.

Public Computer Use Policy

Using Library Computers to Access the Internet

The purpose of providing computers and Internet access is to further the educational, instructional, and research mission of JABSOM and UHM. Library computers and related equipment should be used only to access information resources for educational, instructional and research needs. The use of Library computer equipment for other purposes is prohibited.

Library staff are available to provide assistance and instruction in the use of the Internet as a research and information resource. Please note that the Library does not monitor or control Internet content and cannot be held accountable for any information accessed through the Internet. Library users must respect the rights of other users and abide by all University and Library policy, licensing, and contractual agreements. Library users must not use equipment in an unsafe or harmful manner and should not damage equipment and facilities.

Library users must comply with the University of Hawai‘i Policy on Acceptable Use of University Computer and Information Resources

Priority Users

JABSOM and UHM faculty, students, staff and other officially affiliated UH users have priority for accessing information resources and using library computer equipment. Non-affiliated users are limited to a single session of up to a half hour per day for health-related research utilizing the Library’s licensed online resources. No email, web-surfing, or word-processing allowed. Non-affiliated users are required to sign-in at the Information Services Desk for computer use. Non-affiliated users may be asked to relinquish computers to JABSOM or UHM faculty, staff, or students at any time. Any user may be asked to show valid UH identification.

Appropriate Computer Use

The Library’s public computers may be used to access the Library’s catalog, databases, and online subscriptions for conducting health-related research.

Printing/Downloading

Printing and downloading from Library computers is allowed only on designated computers. Printing may only be available on a fee-per-page basis.

Word Processing/Microsoft Office Products

Microsoft Office Products, such as Word, Excel, PowerPoint, and other programs are restricted for use by JABSOM or UHM students, faculty, and staff only. Use of these programs may be password protected.

Electronic Mail (E-mail)

E-mail is prohibited on Library computers except for educational, instructional and research-related activities.

Inappropriate Use

The following is considered unauthorized computer use and is prohibited:

  • Knowingly or carelessly performing an act that will interfere with the normal operation of computers, peripherals, or networks;
  • Attempting to circumvent data protection schemes or uncover security loopholes;
  • Using the network to gain unauthorized access to any computer systems;
  • Masking the identity of an account or machine, which includes, but is not limited to, sending mail anonymously;
  • Attempting to monitor or tamper with electronic communications of other users, or reading, copying, changing, or deleting files or software of other users;
  • Installing or uploading of software programs or graphics;
  • Using a computer account that you are not authorized to use.
  • Displaying of sexually explicit images or sounds where others can see or hear them may create a hostile environment and could constitute sexual harassment according to University policies on sexual harassment. Library staff may intervene and direct users to cease this activity;
  • University resources are intended to be used for institutional purposes and may not be used for private gain;
  • Users must observe all laws relating to copyright, trademark, export and intellectual property rights.

Designated Computers

Some Library computers may be designated for specific purposes. Specific rules are posted adjacent to computers so designated. Sign-up sheets may be supplied in order to secure use time. Other Library computers may require authentication of UH affiliation in order to be used.

Policy Violations

It is the policy of the University to deny access to any person who violates this policy or who uses the University’s technology resources to violate other duly established policies or laws.

Revised September 2009

Collection Development Policy

Introduction

The Collection Development Policy of the Health Sciences Library guides the development of the Library’s collections from acquisition to retention of materials over time. The Library collects materials in support of the mission and goals of the Library and the John A. Burns School of Medicine (JABSOM) and this policy constitutes a commitment on the part of the Library to maintain a collecting program that meets the needs of the JABSOM’s faculty and students. This policy provides a framework for decision making by establishing collection priorities and levels and is directed to Library staff, who are responsible for its implementation, to library users, who contribute to the policy’s ongoing relevance through their use of the collection, and to Library and University administrators, who provide fiscal support to the Library and its collections.

Clientele

Primary

The Health Sciences Library’s primary mission is to support the students, staff, and faculty of JABSOM and its academic, research, and clinical programs.

Secondary

The Library secondarily serves the Schools of Nursing and Social Work and the rest of the UH Mānoa faculty, students, and staff, and the University of Hawai‘i System.

Tertiary

Finally, the Library serves the biomedical researchers and health care professionals in the community. And, as a member of the National Network of Libraries of Medicine, this Library serves practitioners in the Pacific Southwest Region

Coordination of Collecting Responsibilities

The Health Sciences Library shares responsibility with the University of Hawai‘i Mānoa Library (UHM Library) in supporting the needs of JABSOM students, staff, and faculty. The UHM Library collects materials in the basic sciences, while the Health Sciences Library focuses on collecting materials in the clinical science fields. By minimizing duplication between the two libraries, dollars are maximized and students, faculty, and staff have access to the broadest range of materials.

The Health Sciences Library coordinates the selection of materials with the UH Mānoa Library.

Scope & Coverage

Language

Materials are collected in English.

Chronologic

Acquisition emphasis is primarily on current publications (past 5 years).

Formats

The library primarily collects books and journals, and secondarily audiovisual materials, models, posters, pamphlets, etc. Where feasible, electronic journals are given preference over print counterparts. (Please see the Collection Development Policy for Electronic Resources Section).

Retention

All collections in the Health Sciences Library should be regularly reviewed. Individual items may be reviewed for deselection based on our collection development policy criteria. Deselected items are removed from the collection and all associated indexing.

In general, only the most current editions of reference materials, textbooks, and books are retained. Approximately twenty to twenty-five years of journal backfiles will be retained by the Library in print. A title-by-title review will determine the time span of backfiles held for each journal. Journals of particular or historical significance may be kept longer.

Collection Areas

Reference materials – The Library collects general and specified sources of information. Materials may be in print and/or electronic formats. These materials include, but are not limited to, general and medical dictionaries, abstracts and indexes to periodical literature, directories, handbooks, book catalogs, educational guides, health/medical encyclopedias, statistical compendia, and style manuals.

Textbooks – The Library collects significant textbooks in the clinical sciences.

Clinical and research materials – The Library collects materials to support the instructional and research goals of the JABSOM departments: Allied Medical Sciences, Anatomy & Reproductive Biology, Biochemistry & Biophysics, Cell & Molecular Biology, Complementary and Alternative Medicine, Family Practice & Community Health, Geriatric Medicine, Internal Medicine, Native Hawaiian Health, Obstetrics/Gynecology & Women’s Health, Pathology, Pediatrics, Pharmacology, Physiology, Psychiatry, Public Health Sciences & Epidemiology, Surgery, Tropical Medicine & Medical Microbiology.

Specialized Selection Criteria

Gifts in Kind

The Health Sciences Library may accept donations of library materials on condition of full ownership and responsibility for disposition. Acceptance is based on the criteria set forth in this policy. Items are added to the collection or disposed of at the discretion of library personnel.

Hawaiian Materials

Health sciences materials relevant to Hawai‘i will be collected using a broader spectrum of collection criteria than normally applied. These materials include publications of and about Hawai‘i, the people of Hawai‘i, and persons or organizations associated with JABSOM.

Asia and the Pacific Materials

Special attention will be made to collect health sciences materials relevant to Asia and the Pacific.

Duplication

Internal duplication is avoided except under very special circumstances that undergo continual review. Duplication of titles among formats may occur to maximize public access to library materials.

Collection Development Policy for Electronic Resources

This section of the policy applies to electronic resources (e.g. databases, e-journals, and e-books) and the special considerations that arise from the electronic format that is absent with traditional formats. Special considerations include, but are not limited to, cost, technical considerations, ease of use, accessibility, and licensing arrangements. No electronic resource will be considered for acquisition unless it first meets the standards outlined elsewhere in this document relating to scope, coverage and specialized selection criteria.

Electronic access is the preferred format over traditional formats if all other criteria are met reasonably well.

In addition, the Health Sciences Library coordinates the selection of electronic resources with the UH Mānoa Library.

Scope

This policy addresses the selection of the following types of electronic materials:

  • Journals, books, proceedings, abstracts and indexes, and databases.
  • Resources available on the World Wide Web. These may include access to publisher’s websites, search engines, and subject directories.
  • Other types of electronic resources that may be developed.

This policy does not cover general purpose applications software such as authoring programs, reference management programs, integrated library management programs, etc.

Selection Criteria

  • Must meet the content, scope, quality, and currency criteria outlined elsewhere in this document. The frequency of product content updates should also be considered.
  • Accessibility
      • Resources available to many simultaneous users are preferred over single user systems. Products accessible on any university campus (including non-contiguous/non-adjacent and satellite campuses) and remotely to authorized users are preferred.
    • Access to remotely loaded resources through a vendor or consortium sites must be considered in terms of speed and performance of the system at peak times; speed and performance in loading and printing documents; the need to deploy client software on the local desktop computers.
    • Vendor restrictions on accessibility via usernames/passwords, IP ranges, remote access, etc. and considerations about library staff time to maintain restrictions must be considered.
    • OpenURL compliant products are preferred.
  • Ease of use, intuitive navigation, and quality layout, function, and design.
  • Technical requirements, especially compatibility with library’s existing and/or future hardware and software.
  • The quality, reliability, and responsiveness of vendor technical support and training for the resource(s).
  • Availability and quality of user documentation, such as user guides, handbooks, manuals, and brochures.
  • Perpetuity rights – License agreements should include provisions for perpetual access to the information accessible during the contract period (in the event that the contract is discontinued).
  • Copyright and fair use – License agreements should permit normal library functions such as reference service, interlibrary loans, document delivery, course reserves, internal/personal photocopying, etc.
  • Provision of usage statistics.
  • Cost-effectiveness must be weighed in terms of the criteria above as well as compared to the cost of similar information available in other formats. Free resources will be evaluated using the criteria set forth throughout this policy.
  • Customer references and published product reviews should be consulted.

Duplication

In general, the Library will acquire any given information source in one format only, although exceptions may exist. Items will be reviewed on a case-by-case basis for determining duplication among formats.

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Health Sciences Library of the John A. Burns School of Medicine, University of Hawaii at Mānoa
651 Ilalo Street, MEB 101 : Honolulu, HI 96813-5525 / Phone: 808-692-0810 Fax: 808-692-1244

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