Policies & Fees

Introduction

The State Library of Iowa maintains a collection of print, journals and electronic resources. The collection is for Iowans, librarians, state government agency employees, and legislators. The library supports the State Library's mission by providing access to specialized materials which are described below.

Selection Responsibility

• A staff member from the Specialized Library Services is appointed responsibility for determining which items will be added to or removed from the Main Library's collection
• A staff member from the Library Support Network is appointed responsibility for determining which items will be added to or removed from the Library Science and the Kits collections
• A staff member from the Specialized Library Services is appointed responsibility for determining which items will be added to or removed from the State Law Library collection

Selection Criteria

Materials are selected to supply the basic information needs of the patrons and staff of the State Library, and priority is given to materials which can meet the routine and continuing inquiries most effectively.  Cost of materials will be considered in all acquisitions. Materials may be identified through analysis of user inquiries, interlibrary loan patterns, and the professional judgment of the library staff regarding topics of concern and interest.

Reference

• Subject matter and relevance to the educational and research needs of state government
• Potential use by patrons – may be indicated by use of previous editions and/or inclusion in standard recommended lists
• State of Iowa publications which are relevant to the collections
• Currency and relevance of the subject
• Existing coverage in the collection
• Recommendations from patrons will be considered
• Language and place of publication – only U.S. and/or English language publications are acquired

Legal

• Content and demand for the resource
• Accessibility options for staff and patrons
• Subject and date coverage
• Nature of content: full text, primary or secondary authority included
• Target audience: staff/ lawyer/ legislative staff/ lay person/ inmate
• Ease of use for staff and patrons
• Cross-coverage of materials
• Access to current and superseded materials
• Availability of usage statistics

Library Science

• Subject matter materials related to libraries, and relevant to the educational and research needs of librarians and staff
• Recommendations from patrons and staff
• Book lists and reviews from professional sources

STEM and Storytime Kits

• Subject matter materials related to Science, Technology, Engineering, and Mathematics
• Subject matter materials curated to assist in the development of early literacy skills
• Activities designed for library professionals facilitating library programing

Iowa Collection

• Nonfiction books about Iowa, by local and international authors, are collected
• Potential use and recommendations from patrons and staff are considered
• Donated books will be evaluated, accessions will be made for items that fit the selection criteria
• Currency and relevance to patrons
• Book reviews and reading lists
• Language/place of publication - only U.S. and/or English language publications are acquired.

State of Iowa Published

• Materials administered and published by the State of Iowa, including agencies, and branches of state government as outlined in IAC 11—131.8 (8A)
• Primary source materials will be given priority, such as official reports and materials created to inform Iowan on activities of Iowa government.
• Internal office documents and ephemera, such as directories, newsletters, and brochures, are not a required accession to this collection
• Donations will be evaluated, and compared to current holdings before accepting materials

Electronic Resources

• Subject matter and relevance to the educational and research needs of primary clientele
• Ease of use
• Ease of remote access
• Currency and quality of information. 

Popular Materials, Current vs. Retrospective Materials, and Multiple Copies

• Popular materials are acquired to meet the identified needs of patrons
• Retrospective material is added at the discretion of the selectors
• Multiple copies may be purchased for staff professional collections and continuing education

Replacements

Materials that are missing, lost, or damaged are not replaced automatically, even when the library is reimbursed for these items. The decision to replace material is based on use, subject matter and relevance to the needs of patrons and currency.

Missing journal issues are replaced when possible to prevent gaps in the library's print journal holdings. Issues that are stolen or damaged may be replaced by using library exchange services.

Gifts and Rare Books/Archival Collections

Gifts are evaluated under the criteria in this Collection Development Guideline, and are added only if they meet the needs of the library’s patrons.  The State Library does not acquire rare books or archival materials.

Material suggestions from State Library staff and patrons will be taken into consideration.

Weeding

Weeding, or the removal of items from the collection, is an integral part of developing and maintaining a relevant, useful collection. Materials which are no longer relevant to the needs of State Library patrons, and duplicate copies of seldom-used items, are removed periodically from the collection. This is done to conserve valuable space and to improve the usefulness of the collection. Withdrawn materials are sent to a vendor to be sold, or discarded.

Criteria for weeding books and reference materials

• No longer pertinent to current collections or patrons needs
• Currency and relevance of information
• Superseded editions may be withdrawn if there is a more recent edition in the collection
• Duplication of information in other resources
• Poor physical condition
• Limited shelf space

Criteria for weeding journals and annuals

• Lack of current demand, as well as lack of probability of future demand, by primary users as evidenced by current use patterns
• Dead runs – titles which expired 5 years ago due to cancellation or cessation of publication, and which are not being used as determined by statistics
• Limited shelf space

Criteria for weeding electronic materials

• Evaluation of usage statistics
• Cost
• Age and accuracy of the materials
• Cross-coverage of materials

Requests to Purchase Materials

Requests to purchase materials to be added to State Library collections should be directed to Information.Services@iowa.gov. Materials will be evaluated for inclusion using the selection criteria for each collection outlined above.

Purpose

The purpose of the Circulation Policy is to define approved practices for the registration of library patrons, circulation of library materials, a fines and fees schedule, and the suspension of library privileges.

Who Can Get a Library Card

Residents of Iowa

• Must live or pay property taxes in Iowa.
• Provide proof of address – Photo ID (valid Iowa Driver’s License or non-driver ID, Military ID, US Passport), School ID if high-school age or younger
• May apply in person, by mail, or online

Employees of State of Iowa

• Provide proof of address – Photo ID (valid Iowa Driver’s License or non-driver ID, Military ID, US Passport)
• Must provide State ID verification

Types of Cards

• Individual: allows access to State Library’s collection, reference assistance, and online resources.
• State Employee: same as an individual, plus allows requests for materials via interlibrary loan; may have items delivered.

Library Card Renewal

Library cards expire regularly.

Loan Periods

Materials marked for circulating check out for three weeks and may be renewed once if there are no holds on the item. Renewals may be done online through the library’s catalog.

Holding Materials

Library materials may be placed on hold with your library card through the online catalog. Patrons will be contacted by email and the material will be held for 5 days.

Suspension of Library Privileges

Library privileges will be suspended or cancelled when:

• The library card has expired
• Patron has outstanding debt to the State Library

Confidentiality of Patron Records

The State of Iowa has deemed patron records to be confidential as cited in Chapter 22.7 of the Code of Iowa. The State Librarian is the custodian of records.

Approved by the Iowa Commision of Libraries March 7, 2018

The State Library offers access to the internet to enhance the library's collections of information resources and is intended for the educational and informational use of library customers. Internet access is offered through public computers and free Wi-Fi in the Law Library. The full Internet Use Policy for the State Library is located in Iowa Administrative Code Section 286, Chapter 7.

Read 286 IAC 7

Photography & Videography Policy

Photography and videography are allowed during open hours in the Law Library from within the accessible visitor space. Aligned with overarching Iowa State Capitol guidelines, large equipment and lighting systems are not permitted to be set up or used in the library and furniture may not be moved. Photographers and videographers should understand the space is first and foremost a functioning library, and disruptions will not be allowed. 

Special Events Policy

During open hours, the library is a public workspace and destination for visitors. The Law Library is not available to reserve for private events. Requests to access the Law Library after hours will not be granted.

This policy applies to the Forrest Spaulding Conference Room #310 in the Miller Building.

Purpose

The primary purpose of the State Library meeting room is the facilitation of library-related activities and activities of other building occupants. When the room is not being used for these purposes, it will be available to other users on a first come, first served basis.

Availability of the room will be determined by State Library staff. The State Library reserves the right to cancel reservations when circumstances warrant; cancellations will not be made without prior notification.

Hours

Meeting room is available during library hours: Monday through Friday, 8:00 a.m. until 4:30 p.m., except state holidays.

Scheduling

Requests for the use of a meeting room must be submitted to the State Library scheduler by filling out the online reservation request form. 

Meeting room use intended for one-time events or for brief series of meetings. Users may request a maximum of three separate events at any one time, and a maximum of five consecutive days in any one month. The meeting rooms are not intended for long-term training or semester-long classes.

Equipment & Technology

Teleconferencing and presentation technology are integrated into the room, including monitors on all walls, built-in cameras and microphones, and a Clickshare dongle or HDMI cable to connect to a laptop or device. Users must provide their own laptops or devices that are compatible with Clickshare in order to use the integrated room technology. A provided HDMI cable may be connected for video only presentations that do not require the room's cameras or microphones.

Room Use

• Users may not move or rearrange the tables and chairs. Post-it notes and self-adhesive flip chart paper may be attached to the walls, other types of adhesive are not allowed. The user is responsible for leaving the meeting room in good order, and is financially responsible for any damage to or loss of library property.
• The user is responsible for ensuring that the scheduled meeting or activity does not disturb State Library customers or other building occupants, interfere with work-related activities of staff, or interfere with the continuing conduct of state agency business.
• Food and non-alcoholic beverages are allowed in the meeting room. All refreshments (including coffee and condiments) are to be provided by the user. Users must clean up the room and discard their own trash.
• Smoking is not permitted anywhere on the Capitol Complex.
• Users must comply with posted fire regulations.

Other

The State Library is not responsible for theft or damage of personal items occurring in connection with use of the meeting rooms.

Permission to use the meeting room does not imply endorsement of, or agreement with, the purpose(s) or the expression of any individual or organization by the Iowa Commission of Libraries, State Library, or its staff.

Statement of Policy

The State Library of Iowa complies with the Americans with Disabilities Act of 1990, Public Law 101-336 (ADA), which prohibits discrimination on the basis of disability. The ADA requires that no qualified individual with a disability shall, on the basis of a disability, be denied the benefits of government services, programs, or activities.

Accordingly, the State Library of Iowa will:

• Take appropriate steps to ensure that communications with applicants, participants, and members of the public with disabilities are as effective as communications with others.
• Make reasonable accommodations in policies, practices, or procedures when necessary to avoid discrimination on the basis of disability, unless a fundamental alteration in a local government program would result.
• Operate its programs so that, when viewed in their entirety, they are readily accessible to and usable by individuals with disabilities.

How to Request Reasonable Accommodations

Persons who need an accommodation in order to receive the benefits of a State Library of Iowa service, program, or activity should submit a request to the form linked below. State Library staff will receive the request and reach out to assist.

Accessibility Assistance Request Form

Grievance Procedure

Persons who believe they have been discriminated against based on their disability should file a complaint to the State Library Administration by providing the information below and submitting via email to information.services@iowa.gov or by mail to State Library of Iowa, Attn: Library Administration, 1112 E. Grand Ave., Des Moines, Iowa, 50319. 

ADA Grievance Service Delivery Discrimination Complaint Information

• Full Name
• E-Mail Address  
• Address including City, State, and Zip
• Phone Number  
• Name of unit and/or employee against whom the complaint is filed.
• Description of the action or treatment which you think was discriminatory. Include information about who, what, when, where, how, why, and the names, addresses and phone numbers of any witnesses, if you know them.
• Description of the relief or satisfaction you want from the State Library (please be as detailed as possible).
• Type or sign your name as a digital signature.  
• Any additional comments

Individuals may also file an administrative complaint with the U.S. Equal Opportunities Commission (E.E.O.C.) within 180 days of the date of the alleged discrimination or may file a lawsuit for injunctive relief and damages. Any or all of these methods may be pursued at the same time. Individuals are protected from retaliation or coercion when pursuing their rights or responsibilities under the ADA.

Appeal Process

If not satisfied with the response of the Library Administration, you may appeal to the Iowa Commission of Libraries. 

If still not satisfied, you may file your complaint with the U.S. Department of Justice, Civil Rights Division, 950 Pennsylvania Ave. NW, Disabilities Rights Section NYAV, Washington, D.C.  20530 or call 202-514-3847 (Voice), 1-855-856-1247 (toll-free), or 202-305-1435 (TTY).

The State Library provides copy and reproduction services for physical materials in the collections when physical condition and copyright permits. 

The State Library will not send materials that exceed standard shipping rates. 

Requests for copies or scans of materials may be requested in person at the library or by emailing General Reference or the Law Library. 

Remote requests for scanning are required to provide billing information to be able to accurately process the request. In-library requests will be required to pay upon delivery of the scanned materials or by setting up a billing account in the State Library's print management system.

*Items that have been checked out for use outside of the library and become lost, unreturned, or damaged may incur replacement costs up to $100. Replacement copies will not be accepted.

Library privileges will be suspended or canceled when a patron has outstanding debt to the library.

The State Law Library will provide access to legal resources by mail correspondence. The requests will only be accepted when received directly from the institutionalized individual. Refer to the fees for copying in the Information Access Requests section above.