Selected Library Policies and Procedures
ARCHIVES & SPECIAL COLLECTIONS READING ROOM POLICIES AND PROCEDURES
Registration and Security Regulations
All visitors to the Library must present current picture identification (e.g., student or faculty ID, driver's license, passport).
All patrons to the Archives & Special Collections are required to register.
Only items necessary for research are allowed in the reading room (e.g., notes, paper, pencil, laptop computer). Personal belongings such as backpacks, books, and carrying cases will be secured away from the research tables.
Research materials do not circulate outside the reading room. Materials must be reviewed in the research room and can not be checked out.
Materials are retrieved by staff for the researcher and only a limited amount of material is available at a time (e.g., researchers may request to see multiple books or boxes of materials and will be given one (or a few) items. Additional items are provided as the researcher completes use of the first item(s).
Use pencil only. Pens are not permitted as they can result in damage to the historical materials.
Food, drinks, and smoking are prohibited.
Cell phones should be placed on silent and calls handled outside the reading room.
Photocopying and Photographic Services
Photocopies of materials in Archives & Special Collections are prepared by the staff. Depending on the staffing level and size of the copy request, photocopies may not be available on the same day of the request. Staff will discuss with patrons when photocopies will be ready.
Researchers can pay by personal check, or by purchasing a copy card on the main level of the Library near the reference desk.
Archives & Special Collections reserves the right to prohibit or limit photocopying of fragile, restricted, and copyrighted materials.
Permission to Publish
Permission to publish materials which have been photocopied is not automatically granted. Photocopies are primarily made for research and study.
Permission to publish materials in Archives & Special Collections must be requested in writing. Sometimes additional permission is required from the copyright owner. Publishing includes theses, dissertations, exhibits, broadcasts, and display for the Internet.
Researchers are encouraged to donate the Archives & Special Collections with a copy of any publication that cites materials from its collections.
CIRCULATION POLICIES AND PROCEDURES
Fines
Patrons are encouraged to return circulating and reserve materials in a timely manner to ensure equitable access for all library users. Patrons with overdue or lost materials are subject to fines:
A daily fine of $.50/day will be assessed for regular circulating items. After 30 days of delinquency, the item(s) will be declared lost and the borrower charged a replacement fee.
Course reserve materials are checked out for two hours. After two hours, the borrower is assessed a fine of $.50 per hour. If the course reserve material is a book, it is considered lost and the borrower is charged a replacement fee.
Renew materials
Library materials must be renewed on or before the due date. Materials cannot be renewed if they have been recalled or placed on hold by another patron, if the borrower has a delinquent Interlibrary Loan item (s), or any other outstanding fees due to the Library. As a courtesy, overdue notices are sent to borrowers after the loan period has expired.
Patrons may renew books online if they are not overdue. A Library barcode is required to complete the transaction. Log on to My Library Account and select the "Renew Items" option from the menu.
Materials that are overdue or have been renewed twice online must be taken to the Library's circulation desk for processing.
Recall materials
Circulating materials may be recalled if a faculty member has requested the item for course reserves, or if requested by another borrower and the item has already been renewed once by the current borrower.
Place materials on hold
Borrowers can place a hold on items charged to other borrowers via the online catalog. Once the item is returned to the Library, requesters will be contacted by Library staff.
Search for missing books
If an item cannot be located on the shelf, Library users are encouraged to ask the Circulation staff for assistance. Users may request Circulation staff to conduct an on-demand and periodic search for the missing item.
If not located immediately, Circulation staff will check the stacks at regular intervals and notify the requester of the results via email or telephone. Users are encouraged to place an Interlibrary Loan request for time sensitive items
LIBRARY ACCESS POLICY
Effective September 2, 2008 in an effort to ensure the safety and security of our users and the availability of resources to our Atlanta University Center member users, please be advised that the Library will implement a new user access policy. This policy rescinds the Library Admittance policy issued August 17, 2007.
- At any time, persons entering the library may be subject to the request to show a valid government-issued photo identification (e.g. driver'ss license, military ID, passport) or a current Atlanta University Center identification card. Persons without appropriate identification will not be admitted.
- After 7 p.m. only Atlanta University Center member users with valid identification will be admitted to the Library. Persons without appropriate identification will not be admitted. Persons in the library without appropriate Atlanta University Center identification will be asked to leave.
- Vendors conducting business in the Library are required to sign in and out with Security Services and required to display visitor badges during all times within the building. The badges will be surrendered upon exit.
- Persons under the age of 17 (seventeen) will be admitted when they are accompanied by a parent/guardian with valid, government-issued photo identification; or accompanied by a member of the Atlanta University Center with a current Atlanta University Center identification card (an AUC sponsor).
- Parents/guardians and AUC sponsors of persons under the age of 17 (seventeen) using the Library are advised that Internet sites suitable for research, instruction and study may contain content not appropriate for children. The Library is not responsible for any site accessed by children that are age 17 (seventeen) or younger. For the Robert W. Woodruff Library computer use policy please see this link.
- The Library's, print, media, electronic resources and equipment are provided for non-commercial, academic research and instruction of an AUC authorized user only. Unauthorized or inappropriate use of these resources may result in the suspension of library privileges.
- Limits on the use of Library resources may be implemented to ensure availability to Atlanta University Center member users.
Questions regarding this policy should be directed to Ms. Diane Wilkins, Security Services Manager, 404-978-2108 or dwilkins@auctr.edu.
ROOM RESERVATIONS
Group Study
The Robert W. Woodruff Library currently has eight rooms available to be reserved for group study. Faculty and students are strongly encouraged to reserve rooms at least one day in advance of the date needed. Reservations are not accepted over the phone.
Main Level [Rooms 200-201-202-203]
Atlanta University Center (AUC) faculty and students may reserve any one of the group study rooms located on the main level for up to three hours at a time during normal hours of operation. Persons seeking to reserve a room will be asked to present a valid AUC campus photo ID at the Reference Desk on the Main Level. NOTE: Rooms must be occupied within fifteen (15) minutes of the onset of the reservation. After fifteen minutes have passed, the rooms may be occupied on a first-come, first-served basis until the next reservation goes into effect. Capacity: 12
Upper Level [Rooms A-B-C-D]
Atlanta University Center (AUC) faculty and students may also reserve Rooms A, B and C located on the Upper Level (near the Virginia Lacy Jones Exhibition Hall) for up to three hours at a time between 8:30 a.m. and 5:00 p.m., Monday through Friday. After 5:00 p.m. Room D will also be available for use. Persons seeking to reserve a room will be asked to present a valid AUC campus photo ID at the Reference Desk on the Main Level. NOTE: Rooms must be occupied within fifteen (15) minutes of the onset of the reservation. After fifteen minutes have passed, the rooms may be occupied on a first-come, first-served basis until the next reservation goes into effect. Capacity: 10
Individual Study Carrels
Individual study carrels may be rented for the semester by faculty and students who are presently engaged in ongoing research. The study carrel application must be completed, signed by the appropriate university officials, and submitted to the Office of the Director for approval.
Meeting Room Reservation Policy and Procedures
The following procedures outline the guidelines required to reserve or meeting rooms on the Upper Level of the Robert W. Woodruff Library. Click here.
Virginia Lacy Jones Exhibition Hall Policy and Procedures
The following procedures outline the guidelines required to reserve or rent the Virginia Lacy Jones Exhibition Hall in the Robert W. Woodruff Library. Click here
Hours available for use:
Monday - Thursday 8:30 a.m. - 12:00 a.m.
Friday 8:30 a.m. - 5:00 p.m.
Saturday 10:00 a.m. - 6:00 p.m.
Sunday 2:00 p.m. - 10:00 p.m.
Capacity 50 to 200 persons maximum
Cost:
A $200 per hour fee is assessed to groups not affiliated with
the Atlanta University Center.
To reserve or rent the Virginia Lacy Jones Exhibition Hall please submit a request to the email address listed below:
Email: adminres@auctr.edu
Phone: (404) 978-2003
The Robert W. Woodruff Library encourages all users to keep track of their personal items at all times. It is recommended that your belongings are always within eyesight. Also we advise users to not carry large amounts of cash. The Woodruff Library is not responsible for personal items.