Header:
CODE OF RHODE ISLAND RULES
AGENCY 17. LIBRARY SERVICES, DEPARTMENT OF
SUB-AGENCY 000. GENERAL
Date:
08/31/2009
Document:
17 000 007 MINIMUM STANDARDS FOR LIBRARY SERVICES TO RESIDENTS OF RHODE ISLAND STATE-SUPPORTED INSTITUTIONS
Table of Contents
Preface
Role of the Institutional Library
Editor's Note
Standards and Guidelines
Administration
Budget
Personnel
Services
Materials: Selection, Organization and Control
Facilities
Cooperative Relationships
Appendices
Glossary
Standards Implementation Procedure
Standards Compliance Plan
Standards Certification
Waiver Procedure
Request for Waiver
R.I. General Law 29-6-7 and 29-6-8
PREFACE
This document sets forth the first standards and guidelines ever published for library services to residents of Rhode Island's state-supported institutions. As basic evaluative criteria defining adequate service, the standards are meant to be attainable measures, vital to the provision of institutional library service. The guidelines, on the other hand, are meant to complement the standards by offering indicators for performance beyond the minimum. Both the standards and the guidelines have been written in the context of recognizing the library as an integral element of the institution, dependent on communication and coordination to reach its full service potential.
The standards also will serve as eligibility requirements for funds administered by the Department of State Library Services (DSLS). Unlike Rhode Island's public libraries, which have been subject to standards since 1965 as a qualification for state aid, institutional libraries, prior to 1989, have been subject to few eligibility requirements for state funding. However, along with the development of the first standards for Rhode Island's state-supported institutional libraries comes a legislative mandate for both increased funding and for an annual grant-in-aid program to replace the prior competitive grant program. Rhode Island General Law 29-6-7, enacted on July 1, 1989, provides that the same funding formula shall apply to both public and state-supported institutional libraries. This is the first state aid provision for institutional libraries ever to exist in Rhode Island library law. As such, it recognizes the growth and development of these libraries, their value to those they serve, and their place within the cooperative framework of the Rhode Island Library Network.
Rhode Island General Law 29-6-8 lists the state aid eligibility requirements for state-supported institutional libraries. Among these are the submission of evidence to the Department of State Library Services of compliance with standards. This provision takes into account the regulatory responsibility of the Department of State Library Services to both promulgate and enforce library standards.
The DSLS Institutional Library Standards Committee, with input from administrators, library personnel, library patrons, and the general public, has developed these standards. Hopefully, they represent the accomplishment of the Committee's goal of formulating standards that are clear, equitable, measurable, and, above all, beneficial to institutional libraries and the people they serve.
Role of the Institutional Library
State-supported residential institutions in Rhode Island meet a variety of needs and serve diverse populations, including those with mental illness, chronic illness, physical disability and incarcerated youth and adults. Despite the differences among the institutions and the changing nature of the institutional populations, there are basic assumptions regarding the role and the services of the institutional library which lend themselves to the formulation of standards.
It is the belief of this committee and a principle of Rhode Island's Constitution that all citizens have the right to library services for information, education, personal development and recreation. This means that institutional residents must have a library that provides them with services similar to those available in the outside community. It also means that library service must be accessible to all residents within the institution regardless of their location, sentencing status, need for special format or language other than English. The first aspect of the institutional library's role is thus its position as the primary, and in most cases, the only library accessible to the institutional resident.
The second aspect of the institutional library's role is that it is an integral part of the institution, providing materials and services that support the institution's total program and mission. It is therefore important that the librarian be involved in program planning and have direct access to high level administrative officers.
The third part of the role of the institutional library is its participation in the larger library community and it access to community resources. To provide the institutional resident with a full range of library services and materials, it is essential that the institutional library be a member of a multitype network of libraries. Rhode Island's network is RHILINET (Rhode Island Library Network). Access to a shared database of materials, reciprocal borrowing agreements and regular delivery service are needed to adequately provide for the institutional resident's right to library services.
It is with this multipart role in mind that these minimum standards for Rhode Island institutional libraries have been formulated.
Definitions
For the purpose of this document, the following definitions and distinctions must be kept in mind.
An "S" precedes each standard with which the library must comply. A "G" precedes each guideline which recommends a further level of quality in library service. Both standards and guidelines are numbered consecutively from section to section.
The term, librarian, underlined (librarian) is used in this document to refer to the professional librarian who is in charge of providing library services to residents rather than another professional librarian who may be part of the library staff. Librarian is being used to avoid the confusion caused by variation in terminology referring to the designated librarians in charge.
The terms "support staff" and "librarian", when used in this document, refer to staff which are not residents or students at that institution.
Rhode Island General Law 29-6-7 refers to state-supported residential institutions and the School for the Deaf. In this document, the term "resident" may be understood to mean "student" when the standards are applied to the School for the Deaf to determine eligibility for funding from the Department of State Library Services.
The term "library", when used in this document, refers to the library providing general library services to residents.
ADMINISTRATION
S.1 RESPONSIBILITY FOR LIBRARY SERVICES SHALL BE CLEARLY DELINEATED IN THE INSTITUTION'S ORGANIZATIONAL STRUCTURE.
G.1 Provision of library services should be included in the institution's goals and objectives.
G.2 The librarian should be actively involved in the institution's planning and programs.
S.2 THE LIBRARY SHALL ADOPT A LONG-RANGE PLAN, APPROVED BY THE INSTITUTION'S ADMINISTRATION, WHICH:
A. REFLECTS THE LIBRARY'S POLICY OF SUPPORTING, BROADENING, AND STRENGTHENING THE INSTITUTION'S TOTAL PROGRAM,
B. IS CONSISTENT WITH THE INSTITUTION'S GOALS AND OBJECTIVES,
C. INCLUDES DESCRIPTIONS OF THE LIBRARY AND THE INSTITUTION,
D. INCLUDES A MISSION STATEMENT, GOALS AND MEASURABLE OBJECTIVES, and
E. IS CONSISTENT WITH THE RHODE ISLAND MINIMUM STANDARDS FOR LIBRARY SERVICES TO RESIDENTS OF STATE-SUPPORTED INSTITUTIONS.
G.3 The plan should reflect nationally accepted professional library standards for the appropriate type of institution.
G.4 The plan should encompass five years and be reviewed annually.
S.3 THE LIBRARIAN SHALL PREPARE WRITTEN POLICIES AND PROCEDURES WHICH INCLUDE BUT MAY NOT BE LIMITED TO THE FOLLOWING:
A. AVAILABILITY OF SERVICES
B. COLLECTION DEVELOPMENT
C. CIRCULATION
D. INTERLIBRARY COOPERATION
E. FACILITIES
F. STAFF DEVELOPMENT
G. VOLUNTEERS
S.4 THE LIBRARY POLICIES AND PROCEDURES SHALL BE APPROVED BY THE ADMINISTRATION AND INCORPORATED INTO THE OVERALL POLICIES AND PROCEDURES OF THE INSTITUTION. THE LIBRARY POLICIES AND PROCEDURES SHALL BE AVAILABLE FOR VIEWING TO CLIENTS AND STAFF, AND OTHERS AS APPROPRIATE.
S.5 THERE SHALL BE A LIBRARY ADVISORY COMMITTEE WHOSE PURPOSE IS TO ADVISE THE LIBRARIAN AND SUPPORT AND PROMOTE LIBRARY SERVICES TO RESIDENTS.
G.5 The Library Advisory Committee should be composed of representatives of the various departments, of administration and of library users.
G.6 The Library Advisory Committee should participate in planning and problem-solving and make recommendations concerning library policy, collections and programs.
G.7 The Library Advisory Committee should meet at least three times a year.
S.6 THE LIBRARY SHALL SUBMIT AN ANNUAL REPORT AS REQUIRED BY THE DEPARTMENT OF STATE LIBRARY SERVICES INCLUDING CERTIFICATION OF COMPLIANCE WITH THESE STANDARDS.
BUDGET
S.7 THE LIBRARY'S BUDGET SHALL BE CLEARLY IDENTIFIABLE WITHIN THE INSTITUTION'S BUDGET.
S.8 THE FUNDS NECESSARY TO MAINTAIN THE RESIDENTS' LIBRARY SHALL BE PART OF THE INSTITUTION'S BUDGET WITH THE ASSURANCE OF ANNUALLY APPROPRIATED FUNDS FOR THE SPECIFIC USE OF THE LIBRARY.
S.9 THE LIBRARIAN SHALL PARTICIPATE IN THE PLANNING AND ADMINISTRATION OF THE LIBRARY BUDGET.
G.8 The library's annual budget should contain, but not be limited to, funds for the following:
a. staff salaries
b. library materials
c. equipment and furniture
d. repair and replacement of materials, equipment and furniture
e. supplies
f. contractual and cooperative service agreements
g. continuing education and travel
h. interlibrary loan
i. programs
S.10 ADDITIONAL FUNDS RECEIVED BY THE LIBRARY IN THE FORM OF GRANTS, GIFTS, OR BEQUESTS SHALL NOT BE USED TO SUPPLANT THE INSTITUTION'S APPROPRIATION OF FUNDS FOR LIBRARY SERVICES.
PERSONNEL
S.11 THE PERSON IN CHARGE OF THE LIBRARY SHALL BE A PROFESSIONAL LIBRARIAN, ENGAGED FULL-TIME IN LIBRARY WORK IN THE INSTITUTION.
Note: Professional is defined as holding a masters degree from a graduate library school accredited by the American Library Association. A waiver will be granted to a library with personnel currently in professional positions who do not comply with the degree requirement. When these positions become vacant, the institution shall comply with the above requirement.
G.9 The minimum salary for a professional librarian should be commensurate with the Rhode Island Library Association's minimum recommended salary for a full-time beginning librarian.
S.12 THE LIBRARIAN SHALL PARTICIPATE IN THE SELECTION OF LIBRARY STAFF.
S.13 THE LIBRARIAN SHALL SUPERVISE LIBRARY STAFF.
G.10 Support staff should be available commensurate with the size of the institution population, the number of buildings, and the institution's program requirements.
S.14 THERE SHALL BE JOB DESCRIPTIONS FOR ALL LIBRARY PERSONNEL.
S.15 THE LIBRARY SHALL HAVE A STAFF DEVELOPMENT PLAN WHICH PROVIDES THE OPPORTUNITY FOR CONTINUED PROFESSIONAL LIBRARY GROWTH AND DEVELOPMENT.
S.16 THERE SHALL BE A WRITTEN POLICY ON VOLUNTEERS INCLUDING JOB DESCRIPTIONS, SELECTION CRITERIA, AND TRAINING.
S.17 VOLUNTEERS SHALL NOT BE USED TO REPLACE PAID STAFF.
SERVICES
S.18 SERVICES SHALL INCLUDE REFERENCE, READERS' ADVISORY, INFORMATION AND REFERRAL, PROGRAMS, INTERLIBRARY LOAN, CIRCULATION AND OUTREACH.
S.19 THE LIBRARY SHALL HAVE A WRITTEN POLICY STATING THAT LIBRARY SERVICES ARE AVAILABLE TO ALL RESIDENTS.
G.11 Services that are available to former residents, family members and other nonresidents should be delineated in a service policy.
G.12 The library should provide services to residents who are unable to visit the library that are comparable to those provided at the library. Services, when appropriate, should be coordinated with other departments but remain the responsibility of the library.
G.13 The library should provide activities or programs based on residents' needs. These activities or programs may include, but are not limited to, bibliotherapy, creative writing, dramatics, poetry readings, discussion groups, film, video and other audiovisual showings, music or art appreciation, contests and games, guest lectures, and special displays and exhibits.
G.14 Reference service should include the use of the most up-to-date tools and technology, such as CD-ROM and online reference services.
S.20 EACH LIBRARY SERVICE OUTLET SHALL BE OPEN AT LEAST 25 HOURS PER WEEK.
G.15 The library's schedule of hours should be based on residents' needs.
S.21 A LIBRARIAN AND/OR SUPPORT STAFF SHALL BE AVAILABLE DURING ALL HOURS THE LIBRARY IS OPEN.
S.22 THE LIBRARY SHALL HAVE A WRITTEN CIRCULATION POLICY THAT INCLUDES THE REGULAR LENDING PERIOD, NUMBER OF ITEMS THAT MAY BE BORROWED AT ONE TIME AND THE AVAILABILITY OF INTERLIBRARY LOAN (ILL).
S.23 THE LIBRARY SHALL HAVE WRITTEN PROCEDURES FOR CIRCULATION, RESERVE, AND INTERLIBRARY LOAN.
G.16 The library should provide assistive devices based on the needs of the residents with disabilities. Assistive devices may include magnifying devices, amplification devices, talking book machines and computer adaptive devices for use of library materials.
S.24 THE LIBRARY SHALL PROMOTE AWARENESS OF ITS SERVICES.
G.17 The library should provide orientation to acquaint institutional residents and staff with its services and materials.
S.25 THE LIBRARY SHALL MAKE THE SERVICES OF THE REGIONAL LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED AVAILABLE TO ITS RESIDENTS.
MATERIALS: SELECTION, ORGANIZATION AND CONTROL
S.26 THE LIBRARY SHALL MAINTAIN A RECORD OF ITS HOLDINGS AND FOLLOW ESTABLISHED PROFESSIONAL PRACTICES FOR ACQUIRING, CLASSIFYING, CATALOGING, AND PROVIDING ACCESS TO MATERIALS.
S.27 MACHINE READABLE BIBLIOGRAPHIC AND HOLDINGS RECORDS SHALL BE IN MARC FORMAT.
S.28 THE LIBRARY SHALL HAVE A WRITTEN COLLECTION DEVELOPMENT POLICY.
G.18 The collection development policy should include:
a. the purpose and scope of the collection,
b. the criteria and selection of tools to be used in evaluating materials to be added or discarded, including gifts,
c. an endorsement of the Library Bill of Rights and the Freedom to Read Statement,
d. a procedure for handling requests for withdrawal of materials which includes the use of a standard complaint form, and
e. a provision for annual review of policy.
G.19 Subject areas covered by the library collection should be determined by the assessed needs of the residents with special consideration given to:
a. materials to foster literacy,
b. information on educational opportunities, and
c. resources which assist a person in the transition process from the institution to the community, e.g. life skills, job and career materials.
G.20 Formats of library materials should be determined by the assessed needs of the residents and may include:
a. hard cover books
b. paperbacks
c. large print materials
d. newspapers
e. periodicals
f. pamphlets
g. vertical file materials
h. government documents
i. films
j. filmstrips
k. records/audio tapes
l. video tapes/ discs
m. slides
n. posters
o. artwork
p. realia
q. maps
r. microforms
s. CD-ROMs
S.29 THE LIBRARY SHALL HAVE A SYSTEMATIC APPROACH FOR OBTAINING SUGGESTIONS FROM RESIDENTS REGARDING THE QUANTITY, QUALITY, FORMAT, SUBJECT AREAS AND LANGUAGES OF LIBRARY MATERIALS.
FACILITIES
S.30 THERE SHALL BE AN AREA DEDICATED TO LIBRARY USE THAT IS LOCATED SO AS TO BE ACCESSIBLE TO THE GREATEST NUMBER OF RESIDENTS.
S.31 THE LIBRARY, INCLUDING ITS FURNITURE, EQUIPMENT AND MATERIALS, SHALL BE ACCESSIBLE TO PERSONS WITH PHYSICAL IMPAIRMENTS AS MANDATED BY THE REHABILITATION ACT OF 1973, PUBLIC LAW 93-112 AS AMENDED, 29 U.S. CODE, 794. ACCESSIBILITY SHALL BE DEFINED BY THE AMERICAN NATIONAL STANDARD SPECIFICATIONS FOR MAKING BUILDINGS AND FACILITIES ACCESSIBLE TO AND USABLE BY PHYSICALLY DISABLED PEOPLE AS APPROPRIATE TO A LIBRARY SETTING.
G.21 The library should provide adequate lighting and acoustics, sufficient electrical outlets and temperature control for the comfort of library users and the preservation of materials.
G.22 The size of the library should allow for sufficient space for individuals and groups to make comfortable, efficient use of carrels, tables, chairs, equipment, and library materials, as well as for staff work space.
S.32 WRITTEN POLICIES AND PROCEDURES FOR THE LIBRARY FACILITY SHALL COVER:
A. LIBRARY OPERATIONS (service hours and general rules regarding use of the facility),
B. SECURITY OF MATERIALS AND EQUIPMENT,
C. EMERGENCY SITUATIONS, SUCH AS A BOMB THREAT, FIRE, AND DISRUPTIVE OR LIFE THREATENING BEHAVIOR,
D. DISASTER PLANNING (provisions for salvage of materials damaged by water, fire, etc.), AND
E. THE REGULAR ASSESSING AND WEEDING OF AUDIOVISUAL EQUIPMENT.
S.33 THE LIBRARIAN SHALL HAVE ACCESS TO AT LEAST ONE TELEPHONE AND AN ACCESS POINT FOR DATA COMMUNICATION FOR SENDING AND RECEIVING ELECTRONIC MAIL, ACCESSING REMOTE DATA BASES OR PARTICIPATING IN A SHARED BIBLIOGRAPHIC COMPUTER SYSTEM.
S.34 THE LIBRARY SHALL HAVE PHOTOCOPYING CAPABILITIES.
COOPERATIVE RELATIONSHIPS
S.35 THE LIBRARY SHALL BE A MEMBER OF RHILINET AND ABIDE BY RHILINET STANDARDS, POLICIES AND PROCEDURES.
S.36 THE LIBRARY SHALL BE A REGISTERED USER OF THE RHODE ISLAND REGIONAL LIBRARY FOR THE BLIND AND PHYSICALLY HANDICAPPED.
S.37 THE LIBRARY SHALL BE REGISTERED WITH THE RHODE ISLAND LIBRARY FILM COOPERATIVE.
G.23 The librarian should maintain contacts with community-based services and agencies in order to share professional information with the community as a whole.
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