UCB Libraries

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PASCAL Policies

Materials Eligible for Deposit

Materials in any physical form normally considered appropriate for library collections may be stored at PASCAL, if the conditions of this policy are met.  Owning libraries agree to be guided by decisions of the PASCAL Oversight Committee.  Libraries that wish to store materials outside of these guidelines will be charged accordingly.


General Guidelines

  1. Materials in an advanced state of deterioration, infested with mold, insects, or other vermin, and potentially flammable or destructive items will not be accepted.
  2. Archival materials and artifacts that meet other criteria in this policy will be accepted for storage.
  3. The PASCAL staff is responsible for making a preliminary determination of duplication and for notifying the depositing library.  The library will be given the opportunity to recall the items or to instruct PASCAL staff to discard the items.
  4. In the case of duplicate items targeted for discard, PASCAL staff will determine which copies are in the "best" physical condition for storage.
  5. A study and review of the duplication policy should be conducted in two years or when the decision is made to proceed with the next building phase, whichever happens first.
  1. Except in extraordinary cases, each depositing library may store only one copy of a monographic title.  Extraordinary cases include items of physical value, such as signed or specially bound items.
  2. The depositing library is responsible for identifying items of physical value to alert PASCAL staff.  PASCAL staff may not discard flagged items without consent from the depositing library.
  1. Except in extraordinary cases determined by the PASCAL Oversight Committee, only one copy of a serial title may be stored at PASCAL, with the following exceptions:
  2. One copy of a serial title in an alternate format, for example, microfiche, may be accepted for storage.
  3. Serial holdings from depositing libraries may be combined to form one complete run of a print serial title.
  1. The depositing library will retain ownership of materials it stores at PASCAL
  2. If a library attempts to store materials that duplicate items already stored and the duplicate items are then discarded, the depositing library may continue to count those items in its holdings statistics.  In some cases, it may be possible to address recall requests by supplying electronic versions of the materials.
Permanent Recall of Materials to Library Collections
  1. Depositing libraries may recall their own stored materials permanently.  Permanent recall of materials should be kept to a minimum.
  2. Requests to permanently recall combined serials or materials deposited by another library must be submitted in writing, along with justification, to the PASCAL Oversight Committee for decision.
  3. There is a $5.00 charge for each item permanently recalled.
  1. All materials to be sent to PASCAL must be represented by a machine-readable bibliographic record appearing both in the local library's OPAC and in Prospector.  Cataloging will be the responsibility of the owning library and must be completed before materials are shipped to the storage facility.  It is critical that materials be cataloged as fully and accurately as practical, since the cataloging record will be the only mechanism for identifying and retrieving the desired materials.  Records may be suppressed in Prospector at the discretion of the owning library.
  2. Full-level cataloging for each item is the ideal model.  Full-level cataloging assumes that a bibliographic record has been created/used in OCLC or created locally.  Information in the record includes author, title, other title information, imprint, physical description, series (if appropriate), any appropriate notes, and subject and other tracings as appropriate.
  3. If the library cannot provide full-level cataloging, the minimum acceptable will be K-level cataloging  K-level cataloging includes author, title, other title information, imprint, physical description, and series (if applicable).  It usually does not contain notes or tracings, although some subject access to these materials would be very desirable (at least one or more subject headings assigned).
  4. Collection level records or other minimal level records for special or archival collections are acceptable.
  5. Local policy will determine the assignment and form of classification numbers.  The call number assigned by the owning library will continue to display in the record.  Call numbers have no relevance within PASCAL, but they could still be used to locate all materials on a given subject whether housed locally or off site.
  6. All physical volumes or units attached to the bibliographic record must be represented by an item record.  The item record will include the owning library's barcode.  A second ÒinventoryÓ barcode will be applied to existing item records by PASCAL staff.
Lending and Delivery of Materials
  1. Lending

    a.     Via home library
    Materials are requested by patron through the home library, retrieved by PASCAL staff, sent to requesting library.  Requesting library checks out material to patron.  Loan periods are those of the requesting library.  Archival material will be for in-house use only, at the requesting library. Patrons may request no more than 15 items at a time.

    b.     Via Prospector
    PASCAL will be treated as a location in the depositing library's catalog, in the Prospector system. Loan periods for materials requested through Prospector are those of Prospector. Patrons may request no more than 15 items at a time.

    c.     Onsite
    No material will be lent to individuals from the PASCAL site.  This policy will be reviewed when UCHSC moves to the Fitzsimons campus.
  2. Copying/scanning

    a.     Normally, the physical volume will be shipped. Only in extraordinary circumstances will copying be done.

    b.     Fair use guidelines will be followed.

    c.     Charges will be determined by the PASCAL Oversight group.
  3. Delivery

    a.     All effort will be made to guarantee a 48 hour turnaround (weekdays) time from time of request to time of delivery to requesting library.

    b.     CCLS Courier will be used.

    c.     Special Handling.  Any special handling including fax or rush requests will be considered a special request.  This will be charged at rates determined by the PASCAL Oversight group.
  4. Special Requests

    Requests for special circulation such as term reserves should be sent, with justification, to the PASCAL Oversight Committee.  Electronic version may be substituted for hard copy when appropriate.
  1. At a minimum, archival collections should contain box-level inventories in order to establish basic intellectual control and facilitate ready retrieval of materials.
  2. Archival materials should not be permitted to be viewed on-site at the PASCAL facility due to issues concerning copyright, access restrictions, theft, ownership, and other matters of potential legal importance.
  3. Request for archival materials should be made through the archival institution that maintains the research materials.  Upon specific request, authorized archival personnel will recall boxes from the PASCAL facility for researcher use.
  4. Research materials will be returned to the PASCAL facility following their use.
  5. All such transactions may be documented at the discretion of the owning library through call and transmittal slips in the event of loss or theft.
Onsite Reading Room
  1. The PASCAL reading room is available only to use stored materials onsite.
  2. The library user must possess a valid form of identification issued by a PASCAL library to use stored material at the PASCAL site.  Other users must go through their ILL/Prospector procedures.
  3. Materials are retrieved for users by PASCAL staff and brought to the reading room for use.  The collection is not designed for direct access by users and is not browsable.
  4. Because the staff at PASCAL is limited and the retrieval of material from high density stacks takes some time, it is recommended that users come prepared with the citations of each item they wish to use.  Prior appointments are strongly encouraged.
  5. Materials my not be checked out at PASCAL.
  6. Basic photocopiers and microform reader-printers will be provided onsite.  Self-service or staff photocopying will be the choice of the PASCAL staff.
  7. No food, drink or smoking.
  8. Public terminals with no Internet access will be provided.