Fast Facts About the Library

Did you know that the Library:

• Owns over 2.1 million items and circulates over 140,000 of them every year.
• Is a member of the Association of Research Libraries, a consortium of the top 120 research libraries in the country.
• Represents at least 25 languages in its collections.
• Owns over 130,000 maps, atlases, and aerial photographs.
• Added nearly 11,000 books to its collection last year.
• Lends about 16,000 books and articles to other libraries every year, and borrows almost 12,000.
• Circulates a wider range of DVDs and videos (over 8,000) than any library in Long Island - including every Shakespeare play, dozens of silent era films, feature films from Mexico, Iran, China and Iceland, the first animated films, lectures and readings by Nobel Prize winning scientists and world-renowned authors.
• Has, with nearly 4 million rolls, one of the country’s largest microfilm collections.
• Assists patrons in searching over 7 million patents in the U.S. Patent Office databases.
• Spends over $2.5 million a year to lease online research databases and over 60,000 electronic journals.
• Makes all its electronic resources available to every Stony Brook student and employee anywhere in the world.
• Has a Special Collections that houses over 25,000 rare books, 500 collections, 800 maps, and the University Archives. Highlights include the papers of U.S. Senator Jacob K. Javits, Environmental Defense Fund, William Butler Yeats and an extensive Long Island Collection.
   

Mission, Vision, Values

Mission

The Library provides a gateway to intellectual discovery in support of the university’s missions of education, research and service.

Vision

We envision a library . . .

• Receptive to the information needs of the university community
• Rich in resources
• Inviting, accessible and user-centered
• Dedicated to developing a professional staff in a genuinely collaborative work environment
• Innovative in adapting new technologies that empower its users
• Diligent in developing partnerships within and outside the organization

Values

• Collaboration: We foster teamwork, cooperation and respect across departments and employee ranks in order to advance the interests of the organization as a whole.
• Communication: We value an open and respectful exchange of ideas in order to resolve conflicts and encourage staff to transcend traditional lines of responsibility.
• Professionalism: We believe in lifelong learning, commitment to excellence in all our services and programs, accountability, a consistent work ethic that fosters mutual respect, and a clear vision toward a common purpose.
• Leadership: We will be leaders in bringing information and people together. We will be leaders in providing quality services to our campus community and within a dynamic life-long learning environment.
• User-Centered Service: We are committed to developing and delivering services and programs that effectively meet user needs. We treat our users with respect, and we encourage them to share with us their opinions, suggestions and advice.
• Diversity: We value diversity of cultures, opinions, and ideas as essential components of our environment. We affirm the essential equality of everyone on the staff.

Cataloging

Frank Melville Jr. Memorial Library, W-2520
Stony Brook University
Stony Brook, NY 11794-3347
631.632.7137, 631.632.7140

The Cataloging Department organizes and prepares monographic materials for use by the University and on-line communities. Serials and music are cataloged by their respective departments. The technical cataloging process uses machine-readable data for each item, creating a bibliographic record, which then is made globally available through the Library's web based on-line catalog STARS [81]. Physical material is then prepared and distributed to the Main stacks or a branch library.

The collection of about 2 million titles includes books, maps, microforms, videotapes, CD's, DVD's and web resources. Materials are in most European and Asian languages with imprint dates spanning seven centuries.

Questions about the accuracy of the data on STARS [81], or those of a technical nature, should be addressed to the Cataloging Department. Questions about the location of materials should be addressed to either the Reference or Circulation desks.

Cataloging Staff

Collection Development

Nathan Baum 
Associate Director for Collection Strategy and Management
nathan.baum@stonybrook.edu [10]
631.632.9959 (t), 631.632.7116 (f)

Development of the University Libraries' collections is the responsibility of librarian subject selectors. Selectors serve as liaisons between the University Libraries and university departments, programs, and schools.

The major focus of Collection Development is to acquire materials that support campus instructional and research needs. The Libraries add an average of 40,000 volumes to the collection each year. Stony Brook's collections now total approximately 1.9 million cataloged volumes.

Purchase requests for library materials are welcome. "Request for Library Purchase" forms are available at the Reference Desk in the Central Reading Room. Requests may also be submitted to the selector responsible for specific areas of the library's collection development program as listed below.

Requests for book titles that are currently available for purchase, i.e., in-print, are usually honored. Requests for journal, magazine, and newspaper titles are accepted; however, new subscriptions for these materials are placed very sparingly because of budgetary constraints. 

See a list of selectors by subject [85].

Documents and Serials Cataloging

Frank Melville Jr. Memorial Library W-2520
Stony Brook University
Stony Brook, NY 11794-3375
631.632.1716 (t), 631.632.1375 (f)

The Documents Receiving and Serials Cataloging Department is composed of two interconnected units. The Documents Receiving unit (located at C-2601) receives around 60 % of the Government Printing Office (GPO) publications. Selectors choose which titles to catalog and the remaining material is organized uncataloged by SuDoc number which starts with a letter representing the issuing agency. Selected materials in paper, microforms, maps, CD-Roms and electronic resources are cataloged speedily.

The Serials Cataloging unit (located at W-2520) catalogs titles which appear at intervals on a continuous basis. These titles are subscriptions (periodicals are non circulating and serials generally circulate) but some are gifts or are cataloged for the University Archives.

Documents Receiving & Serials Cataloging Staff

SuDoc Classification

Electronic Resources and Services

Nathan Baum [10], Head
Frank Melville Jr. Memorial Library C-2620
Stony Brook University
Stony Brook, NY 11794-3319
631.632.9959 (t), 631.632.7116 (f)
 

The Electronic Resources and Services Division (ERSD) is responsible for the selection and acquisition of the University Libraries' online citation and abstract databases, electronic journals and newspapers, e-books, and assorted other electronic resources in support of the research and teaching needs of the University. In addition, the Division manages access to these resources and implements other services that facilitate their usage. The gateway to this collection is the Libraries' Homepage [87]. In addition, records for this material are being added to STARS [81], the Libraries' online catalog.

These resources are available to current Stony Brook faculty, students, and staff from any computer with an internet connection and an up-to-date web browser. On site access to these resources is available to everyone; remote access is limited to Stony Brook faculty, students, and staff and requires authorization by netID.

In addition, ERSD coordinates the development of the Libraries' digitzation projects, and its web development and maintenance operations.

Digital Resources Staff

Gifts and Donations

Nathan Baum 
Associate Director for Collection Strategy and Management
nathan.baum@stonybrook.edu [10]
631.632.9959 (t), 631.632.7116 (f)

If you are interested in donating materials to the library, please review our Gift Policy [88].

Inquiries and offers should be addressed to the Gift Books Coordinator at the contact information above.

Gifts of books, tapes, CD's, videos, LP's and miscellaneous materials (e.g. pamphlets, manuscripts, local history, souvenirs and memorabilia) are welcomed by the library as a means of supplementing our book and media collections, filling in gaps in our holdings, and adding copies for heavily used titles. Periodicals, journals, and newspapers are generally not accepted unless the library lacks a particular title or there are gaps in our holdings. In most cases donors from off-campus sites are asked to arrange for delivery of materials to the library's loading dock. If this is a problem, call the Gift Book number.

Donations are first checked against the library collection to identify titles already owned. Books deemed useful by subject selectors will be cataloged. Those not needed are either included in the library's on-going book sale (see below), or offered to the appropriate academic department. Rarely are materials discarded and then only when in poor condition (e.g. moldy. stained, insect damaged, torn or heavily marked up). But any materials donated become the property of the library which has the right to determine their ultimate destination. As a state institution, we cannot provide a monetary valuation, but a letter of acknowledgement for the gift will be sent to the donor when requested. Donors may seek an independant appraisal from an outside source in the case of extensive or valuable collections.

Large collections are especially welcome when they complement the library's holdings in a particular subject area or support newly established academic and research programs (e.g. Asian studies). In special cases, the library can assist in packing and transporting a collection or reimbursing postage.

Book Sale

This department maintains an on-going book and record sale on the 3rd floor of the library opposite the Circulation and Photocopy units. Books, records and other materials in many subject areas are available for purchase usually at prices between 50 cents and $2; sets and select items are sold at higher prices. The shelves are replenished regularly from donations and, occasionally, discarded library materials. Occasionally, special sales are featured when large numbers of books or other materials are obtained in a particular subject area, such as mysteries, children' books, opera recordings, popular fiction, videos or foreign language books. Sets of encyclopedias or Time-Life series are frequently offered when available. Proceeds from the book sale are used to benefit the library and increase our purchase power.

Preservation Department

The Preservation Department oversees, manages, participates, advises, collaborates with and make recommendations to the Library administration, faculty and staff in the care, treatment, standards and preservation of all library and related custodial assets (both analog and digital) within the care of the University Libraries, and its affiliated partners and bodies, in support of the Library's and University's missions of education, research, regional leadership and community service.

The Preservation Department Head oversees the operations of the department and manages the expenditure of a grant of $126,000 which is received each year from the New York State Education Department.

The day to day operations of the department are collaboratively overseen by the Preservation Technician and Department's Head.  The daily work includes but is not limited to:

• Repair of books and other paper material, or sending very damaged materials to commercial specialists such as binders and conservators.
• Making sure the environment is not damaging to materials (e.g., monitoring for appropriate temperature, humidity, air quality, light)
• Encouraging proper storage and shelving practices, including the cleaning of collections.
• Reformatting deteriorated materials (e.g., preservation photocopying or microfilming a book whose pages are crumbling with age).
• Maintaining a written disaster plan / emergency manual [89] and coordinating teams for rescuing materials caught in a flood or fire, and developing strategies for preventing emergencies and disasters.

Preservation Staff Contacts

Serials, Acquisition and Control

Frank Melville Jr. Memorial Library W-2520
Stony Brook University
Stony Brook, NY 11794-3315
631.632.7136 (t), 631.632.1375 (f)

The University Libraries subscribe to over 6,000 serial titles published in a wide variety of formats such as print, online, microform, etc. A serial is a publication comprised of successive parts and is intended to be published indefinitely. Examples of such publications include newspapers, magazines, journals, books in series, conference proceedings, transactions, reports, papers of societies, almanacs, abstracts, annuals, bibliographies.

Serials staff check in and process more than 38,000 serial and periodical issues, over 33,000 microforms and approximately 10,000 newspapers annually. Additionally, serials staff shelve new materials in the Melville (Main) Library’s Central Reading Room, where unbound journal issues are arranged alphabetically by title. As volumes are completed, they are commercially bound and sent to the Main Library Stacks, where they are then shelved by Library of Congress call number.

The Serials Acquisitions & Control Department is the central processing unit responsible for managing the following for all the University Libraries (excluding the Health Sciences Center Library) and is responsible for handling of daily mail, ordering, receiving & processing, claiming issues not received, preparing invoices for payment, maintaining fund accounting records.

Requests for new serial standing orders or periodical subscriptions should not be directed to the Serials Acquisitions & Control Department. All such requests or suggestions should be directed to the appropriate subject selector [85]. 

Serials Staff

Related Links

Our major serials subscription agent is Ebsco Subscription Services [92] which provides a wide array of useful information regarding all aspects of serials acquisitions, management and control. Two other major vendors used by Serials Acquisitions and Control and their respective are Otto Harrassowitz [93] and Blackwell’s Book Services [94].

Our commercial binder, Bridgeport National Bindery [95], provides comprehensive services including a local online bindery preparation system, (LARS).

Technical Services

Daniel Kinney [48], Associate Director of Libraries for  Resource Management
Frank Melville Jr. Memorial Library W-2120
Stony Brook University
Stony Brook, NY 11794-3330
631.632.7921 (t), 631.632-1375 (f)
 

The Resource Management and Technical Services Division is responsible for all aspects of collection management. The division is also responsible for the gifts program and maintenance of the STARS bibliographic database. The Special Collections Department and University Archives and the Music Library are part of the Collections and Technical Services Division because of the nature of their collections and the special cataloging and processing required by these collections.

• Acquisitions [96]
• Cataloging [97]
• Gifts and Donations [98]
• Music [99]
• Preservation [100]
• Serials [101]
• Serials and Government Documents Cataloging [102]
• Special Collections [103]

Building Operations

Operations Manager
W1517 Frank Melville, Jr., Memorial Library
Stony Brook University
Stony Brook, NY 11794-3300
631.632.7100 (t), 631.632.7116 (f)

The primary purpose of this page is to clarify the proper way for resolving building operational problems. As a guiding rule, when reporting such problems via telephone (2-7100) or email to your operations manager, please be ready to provide all the information that is listed:

• Identify yourself
• Give a brief description of the problem
• Specify exact location i.e.. room location number W2540 or men’s lavatory SE corner 3rd floor second stall
• Provide telephone number you can be reached for follow-up if necessary.

The above information is critical for a proper response by physical plant personnel. Rapid repairs are dependant on accurately conveyed information so please comply when making a call or sending email.

Most of our facility problems will involve a response to any physical plant categories that follow:

Physical Plant Emergencies as defined by our West Campus Physical Plant management.

• Loss of electrical power
• People trapped in an elevator
• Unidentified odors
• Ceiling leaks
• Overflowing sinks or toilets
• Smoke or fire

Contact your building operations manager during normal business hours (8:30 AM - 4:30 PM) at extension 2-7100. After normal work hours call 2-6400 to report problem. In case of fire or smoke call University Police at 333.

HVAC (Heating, Ventilation, Air Conditioning)

• Room or area too hot or too cold
• Thermostat vandalized, hissing or not working

Contact your building operations manager during normal business hours (8:30 AM – 4:30 PM) at extension 2-7100 or email guiding rule information.

Custodial or Housekeeping

• Trash pickup
• Spills or floods
• Floor care i.e.. vacuum, waxing, shampooing rugs
• External air vent cleaning
• Re-lamping easy to reach light fixtures
• Room setup for meetings Washing inside windows

The first contact person for such problems is the cleaner assigned to your area. If you cannot reach your cleaner, than notify your building operations manager via 2-7100 or email to resolve the problem. Provide the guiding rule information.

Door and Lock Hardware

• Issuing new keys or replacing existing hardware requires a written work request (form SUSB MBF) and a materials service requisition (SUSB 828-S) that has been authorized with a valid and viable account number. These work requisitions can be obtained by calling 2-6400. SUSB 828-S forms can be obtained through West Campus Central Services. Forward both forms to your building operations manager for signature and delivery to our lock shop.
• Replacement of a lost key requires a police report attached to the work request.
• Broken door checks
• Cracked glass doors and broken panic bars, malfunctioning detex devices
• Alignment problems, piano hinge repair, astral repair
• Graffiti on door
• Handicap door malfunctioning

Contact your building operations manager at 2-7100 or email for resolution. Provide the guiding rule information.

Electrical

• Light switch or key switch malfunctioning
• Exit signs not illuminated
• Handicap door or push button not working
• Ballast failure in light fixture
• Receptacle damaged or dead
• Handicap strobe light not flashing during fire alarm
• Circuit breaker tripped

Contact your building operations manager via 2-7100 or email during normal work hours 8:30AM - 4:30PM. Provide guiding rule information.

SMART Team Repair and Assistance

• Mount items on walls i.e. clocks, frames, bulletin boards, sides etc.
• Repair damaged ceiling tiles
• Repair broken door checks and window mechanisms
• Re-lamp very high ceiling lights
• Repair door alignments and hinge related problems
• Repair minor roof leaks including skylights

Contact your building operations manger via 2-7100 or email during normal work hours 8:30AM - 4:30PM. Provide the guiding rule information.

Elevators - Passenger and Freight

• Doors not closing or opening
• Lights not working
• Call buttons broken or stuck
• Key switch malfunctioning
• Floor tiles damaged
• Ceiling damaged
• Ventilation fans not working
• Offensive graffiti on walls or doors
• Passengers stuck in elevator call University Police at 333

Contact your building manager during normal work hours 8:30AM - 4:30PM. Provide the guiding rule information.

Plumbing

• Clogged toilets, urinals, sinks
• Overflows and leaking, faucets, toilets, urinals and sinks
• Roof drains leaking
• Faulty plumbing fixtures

Javits Seminar Room Reservations
 

Call 2-7100 to reserve room when available. Users are responsible for cleanliness of room when having catered food. Users must sign for keys and return them after room use ASAP.

Galleria Special Events
 

Call building manager at 2-7100 for details and booking.

Fire Safety Issues

Review procedure described in the Building Emergency Plan [104]. (1.6 MB PDF file. You need Acrobat Reader to open the document.)

Committees and Teams

Committees

Committees are elected groups that generally deal with non-operational issues such as professional development and tenure; committees lack staff and budgets.

• Appointment and Promotion Committee [153]
• Faculty Executive Committee [154]
• Library Services Committee [155]
• Professional Executive Committee [156]

Teams

Teams are appointed multi-departmental groups that have operational and / or oversight responsibilities; teams have operational staff and / or financial resources (budget).

• Digitization [157] (oversight / operational)
• Instruction [158] (operational)
• Publicity [159](oversight / operational)
• Reference [160] (operational)
• Social Events [161] (oversight / operational)
• STARS [162] (oversight / operational)
• Web [163] (oversight / operational)

Human Resources Forms & Procedures

Human Resources
W1511 Frank Melville, Jr., Memorial Library
Stony Brook University
Stony Brook, NY 11794-3300
631.632.7100 (t), 631.632.7116 (f)

 Please see the left side links to access myriad Human Resources forms & procedures.

Job Openings

Dean of University Libraries

Stony Brook Libraries are known for a wide-range of print and digital resources and world-renowned special collections. The Stony Brook Libraries belong to the Association of Research Libraries (ARL), with a Health Sciences Center Library that is a member of the Association of Academic Health Sciences Libraries. The Libraries’ collections exceed 2 million volumes, including e-books, print and electronic holdings of scholarly journal subscriptions, microforms, music recordings, and a sizable map collection. The SBU Libraries include four distinct
facilities, including Marine and Atmospheric Sciences, Chemistry, Math/Physics, and Health Sciences Libraries. The University’s Libraries stand as the largest academic research library on Long Island, serving as a resource in the local community, state-wide, and nationally through the National Network of the National Libraries of Medicine.

For all academic matters, the Dean of University Libraries reports to the Provost, and works closely with the Senior Vice President of the
Health Sciences Center. The Dean of Libraries is responsible for: providing a strategic vision and leading the planning and advancement
of the SBU Libraries; leading innovation in the Libraries’ collection and technologies; ensuring sound management; representing the SBU
Libraries locally and nationally; and leading philanthropic efforts. As the University increases both intra- and extra-campus research
activities in a multitude of disciplines, the incumbent will be expected to lead the libraries in the development of new service and
collection models to adapt to the shift in information formats and access technologies. The incumbent is required to partner with others
across the campus community to create a new type of 21st century information center in support of research and education. Furthermore,
the Dean of Libraries will help establish collaborative relationships with other campus entities to address future data retention and
dissemination challenges related to such issues as digital preservation, intellectual property, scholarly communication, and unique institutionally-created information.

See the entire posting and instructions on how to apply [148].

Library faculty and staff positions are posted on the Campus Job Opportunities [189] page.

Student Positions

The Library employs both graduate and undergraduate students for federal work study and student assistant positions. You can view current openings through Solar. The Library hires throughout the year on a need basis and keeps submitted applications till an opening becomes available. If no openings are listed on SOLAR [150], you can still submit an application for employment.

>> Fill out and submit our online application << [151]

Pamela DiPasquale [25], Student Employment Coordinator
Library Administration
W1508 Frank Melville, Jr., Memorial Library
Stony Brook University
Stony Brook, NY 11794-3300
631.632.7100 (t), 631.632.7116 (f)

Audio Visual Policies and Procedures

Borrowing and Renewals

Stony Brook patrons may check out 3 videos or 3 DVDs only. Any requests for exceptions must be approved by Mary Ficuciello or Elba Orsland. Only members of the University with valid IDs (or those approved for courtesy borrowing) are allowed to check out videos.

If you need assistance call Mary Ficuciello or Elba Orsland, 631.632.7115 or 631.632.7138.

Audio-visual material (Videos and DVDs) are due back in 7 days. Audio-visual (AV) material can be renewed 3 times. Reserve videos cannot leave the Main Stacks (except by faculty when shown during class). No exceptions will be made. There are no recalls for AV material. Staff will place a hold on AV material for faculty, only if needed for classroom use or Reserve.

Viewing Rooms

The viewing room is to be used mainly for Stony Brook audio-visual material. Although we allow the viewing of personal videos and DVDs, priority will be given to Stony Brook material. The library is not responsible for damage to personal videos or DVDs.

Patrons viewing class reserve material have priority over other users (Stony Brook students or general public). Headphones may be used in the viewing room and will be checked out for a four-hour period. Under no circumstances are they allowed to leave the area. A valid picture ID (driver's license or any other appropriate identification document) will be required to access the room.

Reserve Policy

Course Instructors:

•  Instructors should make sure that the name(s) of all TAs in charge of borrowing AV material appear on the AV & Booking Reserve form [208].
• Any faculty member interested in showing AV material to their class which has already been placed on Reserve by another instructor, will need to complete a  AV & Booking Reserve form [208].
• When you submit a form, if you use your Lotus Notes email address, you will receive a confirmation copy by email from Melissa Bishop. Please send any communications regarding A.V. Reserve concerns to Mary Ficuciello or Elba Orsland  - not to Melissa.  
• The library will order only one copy of any title not owned in the collection, regardless of the number of students in the course or if multiple courses are using the same title.
• Unauthorized reproductions of videos/DVDs or videos borrowed from other libraries or video rental stores, will not be accepted.
• The library cannot assume responsibility for loss or damage of personal videos or DVDs.
• Personal copies must be retrieved at the end of the semester.

Students:

• Patrons must have a current SBU ID card in order to borrow AV material.
• One Reserve video or DVD may be borrowed at a time.
• AV Reserve items do not leave the circulation area.

Permanent Reserve

Permanent Reserve is located behind the Circulation Desk on the third floor. This material is restricted due to their cost (over $200), content (classics, extremely popular, susceptible to theft), and difficulty to replace. They are due back in 2 days.   Any title you wish to include in this permanent reserve should be sent to Mary Ficuciello [209].

Fines

• Overdue Videos: $1 per video per day. Delinquent patrons will be billed after 10 days. Any patron accumulating a $5 fine will be blocked from borrowing.
• Lost Videos. A $100 replacement fee will be imposed for any lost AV material. Found or replaced items will be subject to a $10 late service fee for all patrons. Items not returned after two months will be subject to an additional $10.00 fine. Patrons may opt to replace lost items at their own expense. However a $6.50 fee for processing cost will automatically be imposed in addition to the $10 late service fee when AV material is replaced.

Courtesy

The following groups may check out audio visual material:

• Alumni
• Emeritus
• LILRC staff
• Renaissance Technology staff
• Long Island High Tech staff
• Osher Lifelong Learning Institute (formerly: the Round Table) members

Emergency Opening and Closing Guidelines

When the University closes, the Libraries close.

When the University cancels classes, the Libraries will attempt to open at 10 a.m., allowing staff time to arrive and park on campus safely.

All Public Services staff will contact their supervisor if they cannot report to work. It is the responsibility of the head of each Public Services department and branch to determine whether and when the department or branch can open. The head should consult with an Associate Director or Director. If the Libraries do not have sufficient staff to open a single reading room, Administration will close the Libraries to the public. Administration will place this announcement on 632-7100 x3.

Public Services staff of all levels who report to work will be asked to staff Public Services desks.

Once the Libraries have opened, if there is sufficient staffing, at least one Public Services unit of the Melville Library will remain open until scheduled closing time. Sufficient staffing is one regular staff plus student assistants. If the regular staff person in charge of the Libraries decides there is insufficient staff to keep one Public Services unit open, he/she will report this to the Associate Director for Public Services or the Director. (March 3d, 2004)

Fire Alarm Policy: Evening & Weekends

• Whenever the alarm rings, staff should remove occupants from immediate danger and direct them to nearest exit.
• If you see fire or smoke and the fire alarm is not already ringing, activate the fire alarm by using nearest "pull station" and call University Police by dialing 911 from any campus phone, or 632-3333 from a cell phone. If you dial 911 from a cell phone, you will be contacting Suffolk County Police.
• Confine the fire by closing doors behind you. Evacuate the building or use an extinguisher if trained.
• A library staff member should meet with University Police and/or Fire Marshal outside the NW corner stairwell of the building, on the west side of the bookstore, to get status reports.
• University Police and/or Fire Marshal will make every attempt to notify Library (Safety Warden) staff by way of two-way radio, and will try to send an Officer/Fire Marshal to the main lobby doors to advise people when it is safe to re-enter the building.
• If an extended period of time goes by, and staff has not heard from anyone, then the most senior person from the library staff may call police for an update.
• During fire emergencies, all warden vests should be worn so that the police and fire marshal can recognize the responsible staff.

Food and Drink Policy

• Food and drink are permitted only in the Galleria and in the Commuter Lounge of Melville Library.
• No food/drink (except drinking water) should be consumed or brought into any reading rooms.
• If patrons come to reading rooms with food/drink, they should either consume outside of the library or discard before entering.
• Patrons may deposit their food/drink on side table or counter top near entrances at their own risk (maybe discarded by staff).

Gift Books Policy

The University Libraries accept donations of books and other materials that support the research and teaching mission of the University. Especially welcome are items that will have significant importance to the library’s collections based on their subject matter and content. Due to the high cost of processing donations, the Library reserves the right to decline gift offers at its sole discretion.

Online Chat Privacy Policy

Online Chat Privacy and Confidentiality

Your privacy is very important to us. Our online privacy policy is intended to let you know what information is collected by our chat service and how it is used.

What Information is Collected?

Our Chat Help service uses QuestionPoint software. The software keeps a transcript of every chat reference session, including the complete conversation between the librarian and the patron. If co-browse was used, the software also keeps track of all web sites visited during the session.

If you do not enter an email address, you will be an ANONYMOUS PATRON and the software will have no email or or other identifying information, though the transcript of the session remains.

Giving us your e-mail address allows us to:

• send a transcript of your session with the librarian to your e-mail address at the conclusion of the session
• contact you in case we missed your question
• contact you if we find additional information about your question.

We will not use these email addresses for any other purpose.

Why Are Transcripts of Chat Reference Sessions Saved?

We usually save the transcripts in order to:

• answer questions that came in when a librarian was not available
• provide better service to all patrons
• compile statistics about usage
• improve online reference service
• analyze the amount and types of questions we are being asked
• train librarians for the service

Who Has Access To this Information?

The information collected is only accessible to the librarians associated with the service.

With Whom Does the Library Share the Information?

Usage statistics from the service may be used for library reports or publications. However, information about specific individuals (e.g. IP address, e-mail addresses, names, phone numbers, etc …) are never included in statistical reports generated by the software.

What Choices Do Users Have?

Any patron who wishes to have a record of their chat session deleted may e-mail the chat administrator (William Glenn [33]) to request the deletion of their transcript of the session in the chat database. Please send the date and time the chat session began.

Preservation Procedure for the Repair of Gift Books

1. The Preservation Dept. will consider repairing a damaged volume that has been received as a gift if the volume is rare or otherwise special or important to the library's collections, the cost of repair would not exceed the value of the material in question, the volume appears capable of undergoing a repair without further stressing its structure, and the repair would result in a volume with long-term viability.

2. The Gifts Librarian may ask the Preservation Dept. to consider such repairs. When there is some question about whether an item's value to the collection justifies a repair, the selector for the volume's subject area should be asked for an opinion. The opinion of the selector can be solicited by the Gifts Librarian or the Preservation Librarian.

3. The Preservation Librarian may recommend that a volume not be repaired, even if the book is deemed important to the collection by the selector, if the former feels the cost of the repair is not justified, or the repair will not result in the volume's long-term viability.

4. When the Preservation Librarian's view is not in agreement with the selector's, a final decision can be solicited from the Associate Director for Collections and Technical Services at the selector's request.

5. As a general guideline, the Preservation Dept. recommends that books received as gifts that are brittle, broken or otherwise damaged, marked with pencil or pen, bear the identification stamps, labels or attachments (such as pockets) of other libraries, or have an odor suggesting mold infestation, not be introduced into the collections unless they are rare or otherwise of importance. In the latter case, the Preservation Department should be allowed to evaluate these materials for possible appropriate treatment.

Richard Feinberg, Head, Preservation Department, Feb. 18, 2006.

Selecting Materials for Offsite Storage

The purpose of these guidelines is to identify broad categories of materials to be sent to offsite storage. The final decision to send items offsite will be made by selectors. Individual selectors may wish to consult with faculty in certain instances before making a final decision. The selection of materials for offsite storage will depend on the discipline and the significance of a title as determined by the appropriate selector(s). The number of times a title has circulated since it was acquired is available from STARS for help in making decisions. The circulation information goes back to 1990. Priority will be given to areas needed for stack maintenance. The following general categories should guide the process of selecting materials for offsite storage:

Serials

• JSTOR titles
• Serials that have ceased publication and titles that are no longer received on a current subscription
• Volumes of serials that are on current subscription based on subject and date of volume. As a general guideline pre-1980 volumes of science and technology journals, pre-1960 volumes of journals in the social sciences, and pre-1900 volumes in the humanities. Titles should be reviewed individually.

Print volumes held in other formats 

Monographs

• Titles published before 1950

Other formats

• Infrequently used microforms

Members of the task force:

Dana Antonucci
Mary Ficuciello
William Glenn
Brigitte Howard
Daniel Kinney
Susan Lieberthal
Donna Sammis
Lynn Toscano
David Weiner

January 2009
 

Theft and Mutilation of Library Materials

• The Library's legal rights [210]
• Section L.1: Definition of terms [211]
• Section L.2 [212]
• Section L.3 [213]
• Section L.4 [214]
• Section L.5 [215]
• Section L.6 [216]
• Section L.7 [217]

Because of the rising incidence of library theft and mutilation of library materials, libraries are suffering serious losses of books and other library property. “Typically, libraries lose between 5 and 10 % of their collection annually to theft and mutilation.”

• Removing, or attempting to remove, library materials without following proper check out procedure, or without official library authorization.
• Mutilating library materials by marking, underlining, removing pages or portions of pages, cutting pages, removing binding, removing electronic theft devices, or in any other way damaging or defacing library materials.
• Accessing or altering any computer system, network computer program, or data without prior authorization from a Library or Systems official.
• Damaging or destroying any computer system, network computer program, or data.
• Being in unauthorized areas of the Library, remaining in the Library after closing, or when requested to leave during emergency situations or drills.
• Causing a disturbance or engaging in any behavior that interferes with Library activities or operations. Proscribed behavior includes, but is not limited to, verbal abuse, threats of violence, sexual harassment, and lewdness in act or word.

Any person who commits or attempts to commit any of the offenses listed above, or any other behaviors illegal under the laws of the state or federal government, is subject to sanctions, including:

• Being asked to leave Library premises
• Being reported to police or security authorities
• Legal prosecution
• Suspension from the University
• Being reported to the Student Judiciary

Definition of terms

“Book or other library property” means any book, plate, picture, photograph, print, painting, drawing, map, newspaper, magazine, pamphlet, broadside, manuscript, document, letter, public record, microform, sound recording, audiovisual material in any format, magnetic or other tape, catalog card or catalog record, electronic data processing record, artifact, or other documentary, written, or printed materials, or equipment, regardless of physical form or characteristics, belonging to, on loan to, or otherwise in the custody of a library.

Any person so stopped by an employee of the library shall promptly identify himself or herself by name and address. Once placed under detention, such person shall not be required to provide any other information nor shall any written and/or signed statement be elicited from such person until a peace officer has taken such person into custody. The said employee may, however, examine said property which the employee has reasonable grounds to believe was unlawfully taken or defaced/destroyed as set forth in Sections I and II. Should the person detained refuse to surrender the item for examination, a limited and reasonable search may be conducted. Only packages, shopping bags, handbags, or other property in the immediate possession of the person detained, but not including any clothing worn by the person, may be searched.

The willful concealment of a book or other library property upon the person or among the belongings of the person or concealed upon the person or among the belongings of another while still on the premises of a library shall be prima facie evidence of intent to commit larceny thereof. The willful removal of a book or other library property in contravention of library regulations shall be prima facie evidence of intent to commit larceny thereof.

Section L.4

In detaining a person who the employee of the library has reasonable grounds to believe committed, was committing, or was attempting to commit any of the crimes set forth in Section I, the said employee may use a reasonable amount of non-deadly force when and only when such force is necessary to protect the employee or to prevent the escape of the person being detained or the loss of the library's property. 

An employee of the library who stops, detains, and/or causes the arrest of any person pursuant to Sections I and II shall not be held civilly liable for false arrest, false imprisonment, unlawful detention, assault, battery, defamation of character, malicious prosecution, or invasion of civil rights of the person stopped, detained, and/or arrested, provided that in stopping, detaining, or causing the arrest of the person, the employee had at the time of the stopping, detention, or arrest reasonable grounds to believe that the person had committed, was committing, or was attempting to commit any of the crimes set forth in Sections I and II.

The fair market value of property affected by crimes set forth above determines the class of offense: value under $500 indicates a misdemeanor; $500 to $5,000 a Class I felony; above $5,000, a Class II felony. The aggregate value of all property referred to in a single indictment shall constitute the value thereof. 

A copy or abstract of this act shall be posted and prominently displayed in all libraries. 

http://ws.cc.stonybrook.edu/stuaff/judiciary/ [218]

University Policy on Library Material

The Standards for Internal Controls in New York State Government require the University to adequately protect its assets, files, documents and other resources that could be wrongfully used, damaged, lost or stolen. Management should decide which resources should be subject to safeguarding, to what extent and the particular manner in which they should be protected. Management should make this decision based on the vulnerability of the items being secured and the perceived risk of loss, and reassess this decision periodically.

1. The University is required to protect the assets that are under its control and to ensure their availability to meet the University's objectives.
2. Library materials are assets that are under the University's control.
3. Library materials are assets that could be wrongfully used, lost or stolen.
4. Library materials are purchased so that they may be used by library patrons in their learning, teaching and research activities that are part of the University's mission.
5. Library patrons are responsible for the materials that they borrow.
6. Loss of library materials borrowed by library patrons makes them unavailable for use by other library patrons. To continue to make them available may require that they be replaced. The nature of some of these items may make them extraordinarily expensive to replace.
7. A reasonable means for providing for replacement of borrowed materials lost by library patrons is to charge them for the costs associated with replacing those materials.
8. Charges to recover the costs of replacing library materials are a widely used practice in libraries.

Weeding Policy

Weeding is the removal of materials from the library collection that are no longer needed or viable and is a standard practice in managing a library’s collection. Weeding is important in keeping a collection vibrant, relevant, and useable. It assists in preventing stacks from becoming overcrowded. It makes remaining materials more visible and accessible.

Make a Gift

Stony Brook University Libraries offers its friends, alumni, faculty, and staff a number of funding opportunities:

Online Giving. Stony Brook University’s online donation website [226]. The University promises to protect your personal information and uses advanced encryption for your safety.

Direct Gifts. A gift can be made by check or credit card payable to Stony Brook Foundation. To charge your gift to your credit card, please call 631.632.8625.

Securities. You can donate marketable securities outright or fund a planned giving arrangement. A gift of securities during your lifetime will result in a gift tax charitable deduction while The Libraries receive the value of the stock.

Real Estate. Real property can be deeded to the Stony Brook Foundation to benefit the Library.

Tangible Personal Property. The Library accepts gifts of materials (books, records, videos) that complement the mission and vision of the University Libraries. Please contact Nathan Baum [227] at 631.632.9959 for further information. For the donation of rare books and materials, contact Kristen Nyitray [228] in Special Collections at 631.632.7119

Charitable Gift Annuity. In a contract between you and the University (Stony Brook Foundation), the University promises to pay a lifetime income to you or to a person you designate in exchange for your irrevocable gift of assets, usually cash or securities.

Bequests. The Library can be designated in a bequest made in your will or in a living trust.

Qualified Retirement Plan. Consider naming the Stony Brook Foundation as a beneficiary of your qualified retirement plan restricting the funds to the Libraries.

Matching Gifts. Many employers will match a donor’s gift to the Libraries. Enclose a matching gift form obtained from your employer’s human resources office and send with your gift.

For further information about these opportunities please contact:

Dawn McBrearty [225]
Advancement
488 Administration Bldg.
Stony Brook, NY 11794-1601
631-632-4061

Establish a Collection

Much of a resource libraries reputation is based upon the number and variety of publications and material that are acquired, available and preserved for its users. Stony Brook University Libraries offers you an opportunity to enrich its collection by participating in the Collection Endowment project. Collection endowments begin at $10,000 and the Library invites donors to make a single gift or fund their endowment over several years. You can choose a specific subject area or apply your funds to where the needs are the greatest. Special bookplates inscribed with text provided by you will be affixed to the books purchased from your generous gift.

For further information, please contact:

Dawn McBrearty [225]
Advancement
488 Administration Bldg.
Stony Brook, NY 11794-1601
631-632-4061

Honor with Books

The birth of a child, a special anniversary, a visit to a sick friend, an afternoon of pleasure…many of us think of books as a special gift for so many occasions. Books are to be cherished and what better way to cherish a loved one than by honoring them with a book.

Stony Brook University Libraries invites you to participate in Honor with Books, a program designed to honor a special person by placing his or her name on a bookplate in a newly purchased book in the subject area of your choosing. A $100 gift will support the acquisition of a book and at the same time honor a special person in your life. A gift of $500 will provide six book-plated books. This is a wonderful gift for graduation, memorial tributes, personal achievements, birthdays or any occasion that you chose to show you care.

When you make your gift to the Honor with Books program, a copy of the bookplate will be sent to you and the honoree along with a letter of acknowledgement.

For further information, please contact:

Dawn McBrearty [225]
Advancement
488 Administration Bldg.
Stony Brook, NY 11794-1601
631-632-4061

Friends of the Libraries

Great libraries form the core of great universities, allowing their users in every field to make connections, find answers, and pose new questions. The Stony Brook University Library system, with a collection of more than two million volumes and state-of-the-art information services, fills this essential role for our students, faculty, and the surrounding community.

Public librarians regularly refer their patrons to Stony Brook's libraries. High school students come here to do research. Community musicians use our music carrels to listen to musical masterpieces. Corporations seek out our specialty business, engineering, and scientific libraries, among others, for the vital information that only a research library can offer. Our Audio-Visual Library is a source of some of the finest films for our users. And, of course, students and faculty benefit significantly from the Library system’s accessibility. Stony Brook University is proud of the Library’s exceptional reputation.

Friends of the Libraries

By becoming a Friend, you will be making an investment in the future of the Library. The Library System's impressive resources and many cultural activities enrich the academic life of your community. Your membership will support the:

• acquisition of significant collections and cutting-edge information technology
• renovations and enhancement of study spaces and reading rooms
• preservation and conservation of collections
• expansion of services and programs available to the community

Your Membership Makes a Difference

• $60 purchases one new book
• $100 supports a Library program
• $500 helps acquire sound recordings and musical scores
• $1000 conserves and repairs five books
• $5000 maintains an electronic database
• Larger gifts offer naming opportunities

Benefits of Friends Membership

• Member-only special events, tours, and tutorials
• Library system-sponsored programs and exhibits
• Library borrowing privileges (excluding the Health Sciences Library)
• In-house access to digital collections, databases, and information services
• Use of the Special Collection’s rare books, manuscripts, and archives
• Subscription to the Library newsletter

To join, fill out a membership form (.html [229] or .doc [230]), or contact:

Hanne Tracy : Coordinator-Friends of the Library
Monday to Friday, 8:30 am to 5:00 pm
Phone 631-632-7115
hanne.tracy@stonybrook.edu [231]

Donate Materials

Gifts of books, tapes, CD's, videos, LP's and miscellaneous materials (e.g. pamphlets, manuscripts, local history, souvenirs and memorabilia) are welcomed by the library as a means of supplementing our book and media collections, filling in gaps in our holdings, and added copies to heavily used titles. Periodicals, journals, and newspapers are generally not accepted unless the library lacks a particular title or there are gaps in our holdings. In most cases donors from off-campus sites are asked to arrange for delivery of materials to the library's loading dock. Pick-up may be provided for on-campus donors. More information... [98]

Inquiries and offers should be addressed to the Gifts Coordinator at the contact information below.

Nathan Baum [227], Gifts Coordinator
Frank Melville Jr. Memorial Library
Stony Brook University
Stony Brook, NY 11794-3319
631.632.9959

University Libraries Distinguished Student Employee Award

The University Libraries Distinguished Student Employee Award was established in 2004 by the university libraries staff to reward outstanding work and commitment to the university libraries by the library student staff. The award is funded by voluntary contributions of the university libraries staff and individual owners.

Criteria and Application Packet [233]

Supervisor Instructions and Evaluation Form [234]

Donation form [235]