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Miscellaneous Policies

Reciprocal Agreement (University of Tennessee, Knoxville)

Upper division (junior and senior level) and graduate students may be issued reciprocal borrowing permits to support course related activities, when Carson-Newman does not own the materials needed. Students must consult with the Reference Librarian to determine the necessity of such a permit. Carson-Newman faculty are issued permits upon request. Borrowing permits may be issued only by a Librarian. Loans are subject to the policies stated on the back of the permit.

Delegation of Authority

While the Director of Library Services is responsible for the implementation of policies and procedures to ensure the safe and efficient operation of the library, it is not always possible for the Dean to be present or available to address needs as they arise in the operation of the library. The following points may be helpful in resolving questions of leadership authority:

  1. In the absence of the Dean, the Library should be opened only when a library faculty member or library staff person is available and present.
  2. When library faculty and staff both are present, the senior library faculty member present assumes authority for the library, unless a different prior designation has been made. If no library faculty member is present, the senior library staff person present assumes authority, when no prior specific designation has been made.
  3. The authority to be assumed includes presenting and interpreting library policies, along with implementing appropriate procedures to carry out the policies to be addressed. In addition to policy issues, there are specific instances requiring a prompt judgment call which include: closure of the library for reasons of inclement weather or unsafe conditions (including fire, bomb threat, earthquake, etc.); shutting down equipment or restricting access to a part of the building (usually by reason of danger to equipment or people); moving patrons to a safe area (i.e., tornado); summoning emergency services (accident, injury, or health complication for a student, faculty, college staff or a patron); and requesting outside assistance (campus security or Jefferson City Police) with a disciplinary problem.
  4. Difficulties for which library policy is clear may be addressed within the framework established with a report to the Dean only in unusual cases.
  5. In situations where library policy is less clear, the person carrying delegated authority should attempt to contact the Dean. If the Dean cannot be reached, the person carrying delegated authority may need to reach a logical decision independently. In such an instance, a report of the situation, the decision reached, the thought behind the decision, and the ultimate resolution of the problem should be made to the Dean at the earliest opportunity.
  6. In extreme cases, especially where personal injury or property damage may be involved, the Provost may be consulted or a report given to him, in the absence of the Dean.

Emergency Procedures

The Carson-Newman Safety and Security Guide is the final authority for emergency procedures. The following guidelines are intended to serve as a quick reminder and interpretation of those guidelines in the context of the library:

  1. If a severe weather warning is issued, please take care to monitor local news for further updates.
    1. a. In the event of a severe electrical storm, it may be necessary to move people away from windows and to shut down electrical appliances. Use of the phone should be restricted.
    2. b. If a warning for a tornado or earthquake is issued, move all people in the library to the hallway on the first floor of the library, but away from stack areas.
    3. c. If the shelter sustains structural damage from a tornado or earthquake, do not use candles or electricity after the event, as gas lines may have been ruptured.
  2. Never treat a bomb threat as a joke.
    1. a. Keep the caller on the line and attempt to have them answer the following:
      • When is the bomb going to explode?
      • Where is it?
      • What does it look like?
      • What kind of bomb is it?
      • What will cause it to explode?
      • Did you place the bomb?
      • Why?
      • What is your address?
      • What is your name?
    2. Also note if you can: probable sex of the caller, any clues as to race or age of the caller, the length of the call, time and date, and the number at which the call was received.
    3. After you hang up, call 911, relate the details of the threat, and pull the nearest fire alarm.
    4. Enlist co-workers to evacuate the building immediately to a distance of 1,000 feet from the building. Do not allow re-entrance until cleared by local police.
  3. If a fire is discovered, pull the nearest alarm and evacuate the library immediately. Call 911 and report the location of the building and the exact location of the fire within the building, in so far as you were able to determine. If you cannot find a fire alarm, call 911, then get everyone out of the building. Do not use the elevator. Stay beneath the smoke. Do not open any door hot to the touch.
  4. If you observe a personal altercation or some other life threatening situation, call 911.
  5. To contact Campus Security (where the circumstances are not life-threatening):
    • Dial 504-9940, the Safety & Security pager. (If using a campus phone, you must dial 8 first.)
    • Listen for tone.
    • Enter last 4 digits of phone number (calling from a campus phone).
    • Enter area code and number if calling from non-campus phone.
    • Wait at that phone for a Safety officer to return your call, unless the situation forces you to leave for a safer location.
  6. If sexual assault is reported to you, the victim has the right to choose whether or not to report the sexual offense. In either instance, all information must be kept confidential. Determine the exact location of the assault and, if the victim is willing to report the offense, contact the Director of Safety and Security at 471-3349 (during office hours) or follow the above procedures to contact a security officer. If willing, the victim should be taken immediately to the hospital for a medical examination in accordance with investigative policies so that all forensic evidence may be preserved. The victim should not bathe, change clothes or comb his or her hair until the attending physician and police investigator have conducted the appropriate medical and investigative procedures. Free counseling services are available to the victim through the Sexual Assault Center in Knoxville and/or with the college’s counselors at the Wellness Center.
  7. A campus escort service may be reached by calling C-N Security as outlined above.
  8. All academic buildings are off limits to students after 11 pm (12 pm during the last six weeks of classes, library only). If you find a student in the building after that time (without authority from the library), call Security.

Inclement Weather Policy

In the event of snow or inclement weather that prevents the college from maintaining a class schedule, the following contingency plans will be implemented. Please note that programs and activities are designated as either “essential” or “non-essential.” Essential activities are programs and services that must be provided, regardless of weather, because students are on campus. Non- essential activities are activities that are important but are not required to meet the basic needs of our students during the closing. In the event of school closure, all essential employees are encouraged to make every reasonable effort to arrive at the campus.

Library (non-essential)

  1. The library will follow its general policy of being open the day and evening immediately preceding a day of scheduled classes. (For example, the library is currently open Sunday afternoon and evening prior to Monday classes, whereas it is not open on Friday or Saturday evenings since there are no classes on Saturday or Sunday.) Thus, the library will make every effort to be open on the day and evening immediately prior to the day classes are to be resumed.
  2. The library will attempt to be open every day according to the following priorities: (1) daylight hours (2) evening hours
  3. Librarians will share duties as circumstances permit. Very likely, not all services can be provided. Priorities for the provision of services are as follows:
    • Building open, no services provided.
    • Circulation desk (including reserve books).
    • Periodical assistance.
    • Reference service.
    • Audio-visual services.
  4. A contact list will be prepared listing telephone numbers of librarians, non-professional staff, and student assistants. The Director of Library Services will contact librarians first, who in turn will contact non-professionals and students who work in their areas.
  5. Walkways, steps, and parking areas around the library should be cleared of snow as soon as possible.

Reciprocal agreement policy
Recorded: March 18, 1998 Library Personnel
Reviewed and modified: March 25, 1998 Library Personnel
Reviewed and approved: April 16, 1998 Library Committee
Reviewed and modified: March 3, 2003 Library PersonnelDelegation of Authority & Emergency Procedures
Recorded: March 25, 1998 Library Personnel
Reviewed and approved: April 16, 1998 Library Committee
Updated (& Inclement Weather Policy added) March 3, 2003 Library Personnel

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