Access and Service

As a state and federal document depository library, policies and procedures at Florida Atlantic University follow those provided by the Library Programs Service of the United States Government Printing Office and by the State Library of the Florida Department of State. The following policies and procedures are extracted from the Instructions to Depository Libraries (mandatory rules and regulations), Guidelines for the Depository Library System (recommended conduct), the Federal Depository Library Manual (supplementary guidance), and the Florida Administrative Code Chapter lB-6.

Free access as defined by the GPO means that any member of the general public can physically handle and use a government document at the Library without impediments.

Free access to the resources of the documents collection by the general public is a fundamental obligation that all Federal Depository Libraries share. Access policies, posting of signs, and public service hours for depository patrons must conform to this requirement. Depository libraries must ensure that any library wide security or access policy does not hinder public access to depository materials. All depository materials must be housed in such a way as to facilitate preservation and access. With this as guidance, some government publications may be placed "On Reserve." These publications are not to be restricted from use in the Library by the general public.

Through the Library's online public access catalog (OPAC), Endeca, and through its membership in SEFLIN, SOLINET, OCLC, the resources of the depository are shared on a local, state, regional, national, and international level.

As part of the federal depository library electronic transition, the Government Documents Department also offers free public access to electronic information provided by the Government Printing Office. Internet access is provided through the Department's Home Page (http://www.library.fau.edu/depts/govdocs/govdocs.htm), via computer workstations throughout the library and at branch campus libraries, and through mediated assistance at computer workstations in the Government Documents Department. Downloading is available at all stations; ftp/telnet/email/printing is available at many of the public workstations. A postscript printer is available in the Government Documents Department to assist requestors in obtaining prints of specialized documents.

Access to and assistance with tangible electronic products selected by the department will be provided in a timely manner (i.e. within two working days.) If the tangible product requires commercially purchased software and accompanying technical assistance, then the department will circulate the electronic product (if floppy, then the backup copy) to the requestor. The requestor will be responsible for replacement costs. Due to security and the high volume use, the Library does not provide disk space on publicly available computers for temporary storage of electronic government information. Guides for frequently requested government sites are posted on the Government Documents Department's website. Help sheets and technical documentation, as well as personal assistance, are available for both tangible and Internet government information. The Library's Internet Team, including the government documents librarian, provide open training in using Internet resources on a regular basis.

The Government Documents Department has posted signage around the paper collection shelves identifying URL’s for general agency WEB pages or for specific titles.

Telefacsimile service is available on campus. The Government Documents Department will fax copies of depository materials (paper/microfiche) up to 10 pages per requestor per day at no cost.

The Library has several recognized focal points for inquiries about government documents:

Circulation

General library circulation policies apply to government documents. Documents are distinguished from the regular library collection by the prefix "DOC". Most government publications housed within the Documents Collection circulate to those with a valid Florida Atlantic University Library card through the Library's online circulation system. The circulation period corresponds to that already in effect for the library's regular circulating collection.

Government documents that do not normally circulate include the following:

Microform, Maps, Electronic Products
Those items stamped "For Reference Use Only"
Those marked "Doc Per" before the documents call number.

These exceptions may circulate on a case by case basis with special and conservatively administered permission of the documents staff or by the Reference Librarian on duty. They can be checked out through the manual form system available at the Reference Desk.

Microforms

The Library provides facilities for the use of government documents microforms within the Library, including self operating microform copiers and readers. The Library has purchased retrospective collections of commercially produced government documents microforms to enhance the collection.

Reference/Government Documents

The Reference Desk is the primary reference service point for assistance using basic government documents (federal and state). "Depositories are located in libraries so that members of the general public will have access to reference tools, knowledgeable librarians and other library resources. Reference service offered to members of the general public using the depository will be comparable to the reference service given to the library's primary patrons. Competent ready reference service, indexes and other tools to locate government information in the collection, need to be available to all depository patrons".

"Patrons will be able to locate specific documents in the depository by title and/or class number or other access points. At a minimum, staff should be able to locate and mount electronic products and its documentation on the proper workstation." Since most depository libraries are selective and, therefore, not recipients of all government documents disseminated through the Federal Depository Library Program, and since "the Federal Depository Library Program functions best as a system of cooperating libraries", the documents staff should be familiar with resources of neighboring depositories and be able to make appropriate referrals.

Assistance is provided in finding resources in the collection, including specific titles; location of requested publications in the library; answers to reference questions or a referral to a source or place where answers can be found; guidance on the use of the collection, including the principal available reference sources, catalogs, abstracts, indexes, and other aids; availability of additional resources in the region; information regarding borrowing documents from a regional or other library. Self operating photocopiers are provided for patron convenience. Because of the limited number of staff and the complexity of the retrieval of certain types of questions, patrons with inquiries of a legal, medical, or statistical nature will usually be referred to appropriate sources in which they may research their question.

Statistical information where the information is straight forward from a table and easily retrieved may be given. The requestor of lengthy statistical questions will be encouraged to come into the Library to retrieve the answer(s). Limited funding and number of staff also preclude the Government Documents Department from extensive searches, specialized bibliography compilations, or software programming assistance. These same limitations encourage appointments for consultations, where the information sought requires more in-depth instruction and assistance in the use of the Government Documents collections.

Interlibrary Loan/Interlibrary Loan of Government Documents

The Library is part of a network capable of offering computer access to the holdings of other depository regional and national libraries. The library offers ILL service to faculty, staff, and students of Florida Atlantic University and is able to refer the general public to their resident libraries with information on Interlibrary Loan Service for government documents not available in the library. The government documents staff will attempt to identify locations of government information in other depository libraries.

Interlibrary loan (ILL) of government publications is an integral part of the responsibilities incurred by a federal/state documents depository library when it becomes an official depository.

On the federal level, the Instructions to Depository Libraries state: "Every effort should be made to ensure that the depository collection is used, and that publications are not merely stored or placed in inaccessible locations." Since few depositories have comprehensive documents collections, cooperation with other depository libraries is essential. ILL is  regarded as an "outreach" activity in ensuring that the general public has access to depository publications. Thus, the Florida Atlantic University Library will lend government publications via the ALA guided ILL system. The Library will also borrow for its clientele. The general public not affiliated with Florida Atlantic University (and not having a valid FAU Library card) will be referred to other libraries within the Federal Depository Library Program or to their affiliated library for interlibrary loan service as recommended in the Instructions to Depository Libraries.

On the state level, the Florida Atlantic University Library receives two copies (when available) of state documents from the State Library of Florida and is identified as a Interlibrary Loan provider of State of Florida documents.

Circulation of Government Documents

Paper

Most federal and state government publications circulate through the Library's online circulation system and according to the Library's policies and procedures. Non circulating publications are those with "DOC PER" prefacing the documents call numbers or those stamped "FOR REFERENCE USE ONLY". The general public not affiliated with Florida Atlantic University (and not having a valid FAU Library card) may use the materials in-house or will be referred to their respective libraries for interlibrary loan service. Self-service photocopiers are located throughout the Library.

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Microform

Microforms do not circulate. The Library has provided self-service microform photocopiers. Documents on microfilm do not circulate.

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Maps

USGS/NIMA(DMA) topographic/quadrangle maps do not circulate. USGS maps received in the manila/brown folders do circulate.

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Electronic Products

Selected electronic products (i.e. floppies, compact disks) circulate. Older issues of serial electronic products and those serial electronic products not identified for permanent retention may be allowed to circulate at the discretion of the Documents Librarian. A copy of the floppy diskette, NOT THE ORIGINAL, will be allowed to circulate.

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Special Exceptions

Should a special exception be given to circulate non circulating government publications, the "Non Circulating Items Release" form must be completed and filed at the Reference Desk. For electronic products, the "Non Circulating Items Release" form must be completed and kept by the Government Documents Department.

Reserve

For reasons of security and/or heavy demand, selected documents are removed from their normal location on the government document shelves and placed on RESERVE. These publications do not circulate outside the library building. They are for in house use only and time limits may be placed on their use (i.e. 3 hrs, etc).

While most publications on Reserve require the patron to present a library card to use them, government documents do NOT have this restriction. "Free access to the resources of the documents collection by the general public is a fundamental obligation that all Federal Depository Libraries share". Instructions to Depository Libraries. This means that even documents on Reserve must be accessible to all who wish to use them. To ensure that basic obligation, a slip stating that "Government Documents on Reserve are available for use in-house by the general public, FAU staff, students or faculty without or with an FAU library card" shall be placed in every federal document placed on Reserve. This shall serve as a reminder to staff and patrons of this federal depository obligation of free access to government documents without barriers. Documents on Reserve can be identified in the Library's online public access catalog. The document will be barcoded (even if a serial) to facilitate Reserve personnel in "checking it out" to Reserve.

Examples of government documents placed on RESERVE:

Census of Population and Housing - Florida maps
CFR titles that are frequently stolen
IRS tax form reproducibles (GPO and IRS copies)
Occupational Outlook Handbook
North American Industry Classification System (formerly SIC)

The Documents staff must fill out a "Reserve Form" for placing any documents on Reserve. A "Removal of Reserve Materials Form" must also be filled out to remove a document from Reserve.

Internal Revenue Forms

Approximately in August or September of every year, the Internal Revenue Service will send the Florida Atlantic University Library a "Request for Federal Income Tax Forms for Miscellaneous (or BPOL) Accounts" (Form 9161). This survey will reflect the Library's request for public distribution of general IRS tax forms and related instructions for the previous year. The Documents Librarian should review the survey, complete it, and return it promptly to the Internal Revenue Service to ensure the forms are received.

The forms and accompanying instructions will be shipped in late December. When received, they are placed out in the Documents area for patrons to help themselves. If additional forms are needed, the Documents Librarian may decide to order more depending on time of year, availability of staff, etc.

No assistance is provided to patrons in filling the forms out. Patrons may be referred to local libraries providing that service, to the IRS offices, to private companies or accountants.

Census/Block Tract Maps

The Florida Atlantic University Government Documents Department received via the Federal Depository Library Program paper copies of census tract/block numbering areas for Florida only. These can be located on Reserve (DOC PER C 3.223/11:1990 CPH-3-#) and must be used within the Library. These maps provided by the Federal Depository Library Program are for use by anyone requesting to use them with or without a library card. Additional copies have been purchased from the Bureau of the Census and are housed in the Government Documents Office.

Prior to the decision of the Bureau of the Census to provide 1990 census maps, the Florida Atlantic University S.E. Wimberly Library purchased 1990 Tract and Block maps for the following counties:

Broward
Indian River
Martin
Okeechobee
Palm Beach
St. Lucie

These maps were NOT provided through the Federal Depository Library Program. They were purchased with State of Florida funds. Therefore, the following policies and procedures are in effect:

1. Census block/tract maps DO NOT circulate outside the library. They must be used in-house with no more  than two (2) folders out to one patron at one given time. The patron must be clearly told that the maps DO NOT leave the library.
2. Identification of the patron must be presented to remove the maps from the Documents workroom. Forms of identification include library card, drivers license, etc.
3. The patron must sign the attached sheet legibly after presenting identification to remove the maps from the Documents workroom.
4. Maps are to be returned to the Documents workroom where they will be checked back in. The Documents staff will check the envelopes to verify return of the contents in the correct envelopes.
5. Exceptions: see the Documents Librarian.

Replacement of Lost Government Documents By Patrons

"Depository materials which are lost, tattered or damaged, etc., should be subject to the same replacement policy that the library maintains for non-government materials". Instructions to Depository Libraries

A government document in the Florida Atlantic University is defined as that product which bears an identifying stamp of the Florida Atlantic University Government Documents Department or which in its uniqueness would identify it as an official product of a federal or state government agency. This would include U.S. and Florida documents in a variety of formats (i.e. paper, microform, floppy diskette, or compact disk).

If a patron requests to replace a lost government document at the patron's own expense and effort, the decision to accept this request will be made by the Government Documents Librarian. Should a document be replaced by the patron, there will be a $10.00 processing charge. This charge approximates the costs incurred for bibliographic verification, physical processing, online corrections, etc. completed by library staff (e.g., cataloging, documents, circulation). Any replacement should be exact in bibliographic detail and quality of the original document. If a document can be replaced by the library, the patron will be assessed the cost of the replacement and the $10.00 processing charge. Replacement costs may vary from costs listed in the Sale Product Catalog (online), ILL photocopy charges, NTIS Government Reports Announcements, the CIS Documents on Demand program or a price quote from the producing agency (federal or state). Charges for compact disks vary from $35 to several hundred dollars.

If a government document is returned damaged, the Government Documents Librarian will determine whether the document should be repaired or replaced.

Selection of Items

Publications are selected according to the needs of the local area and the l9th Congressional district, keeping in mind, the capability of proper custodial care of those items selected. A detailed Collection Development Policy for government information is available.

Training

Opportunities and resources will be provided for the initial and continuing education of staff on depository responsibilities and operations. In order to ensure an efficient and effective depository operation, depository staff members will be provided the opportunity to attend local and national meetings devoted to depository and related library issues.