Clark Field Archive & Library

Policy Manual


Revised March, 2001



A. QUALIFIED BORROWERS


1. Subject to limitations described below, materials may be borrowed by the following persons:

....º Faculty of the Department of Anthropology.
....º Anthropology Department graduate students.
....º Undergraduate students in Anthropology Department classes.
....ºAnthropology Department and Office of Contract Archaeology (OCA) staff.
....º Maxwell Museum staff, docents, and other volunteers.
....º Members of the Maxwell Museum Association (MMA).

2. A Borrower Card will be maintained for each borrower and will be filed in the library by library employees. The Borrower Card will be checked and updated as needed each time a new item is borrowed or any material is removed from the library. Borrower Cards should be renewed at the start of each Academic Year, and checked for current ID, warnings, or unreturned books at the beginning of the Spring Semester.

3. When required by provisions elsewhere in this manual, check-out slips must be approved as follows:

.a) Check-out slips for graduate students, undergraduate students in Anthropology Department classes, and staff of the Anthropology Department must be signed by an Anthropology Department faculty member.

b) Staff, docents, and other volunteers in the Maxwell Museum must obtain the signature of the Maxwell Museum’s Director, a curator, or the museum’s Director of Education.

c) OCA staff must have the signature of the OCA Director.

d) Maxwell Museum Association members must have the approval of the MMA representative on the CFAL Policy Committee.

e) Such authorizations shall not be required for materials being worked upon by CFAL volunteers.

B. BOOKS
The following requirements must be fulfilled to check out books, subject to additional considerations described in other sections:

1. A valid UNM ID or MMA member card must be shown and verified against the Borrower Card file each time a book is borrowed.

2. A signed check-out slip is required for each book borrowed from the general collection.

3. No more than a total of three books and/or journals may be checked out by an individual borrower at any one time.

4. Books may be borrowed for a maximum of 2 weeks, but the borrowing period may not extend beyond the last day of classes of each term.

5. If a book that is checked out is requested by another borrower, a waiting list will be opened for that book. Once the book has been returned, the person at the head of the waiting list will have three days to check it out. If not checked out within that period, it may be checked out by anyone else including the previous borrower of the same item, so long as a new check-out slip has been signed.

C. JOURNALS

The following requirements apply to check out journals, subject to additional considerations described in other sections:

1. A valid UNM ID or MMA member card must be shown and verified against the Borrower Card file each time a journal is borrowed.

2. A signed check-out slip is required for each journal borrowed from the general collection.

3. Journals may be checked out for 2 operating days only and may span a weekend.

4. The latest issues of journals currently on the new acquisitions rack may be checked out for photocopying purposes only.

5. No more than a total of three books and/or journals may be checked out by an individual borrower at any one time.

D. ACTIVE RESERVES (all types of materials)
The following rules apply to check outs of books, journals, photocopies, and reprints placed on active reserve:

1. The check out must be recorded in the Active Reserve/Photocopy Log.

2. Books and journals placed on active reserve do not require check-out slips.

3. The latest issues of journals currently on the new acquisitions rack may be checked out for photocopying purposes only.

4. The check-out period must not exceed 2 hours, but if checked out within 2 hours of the posted closing time they may be held overnight or over a weekend and must be returned within 2 hours of the next opening time.

5. Up to 4 active reserve items may checked out at any one time.

E. PHOTOCOPYING
(books or journals)
Books or journals not set aside as active reserves, may be checked out for photocopying following the rules given for active reserves, with the following exceptions:

1. Overnight check-outs are not permitted.

2. A maximum of 3 items (in addition to the regular book/journal limit of 3) may be checked out at any one time.

3. The borrower’s current student ID or driver’s license will be held in the library until all photocopying materials are returned.

F. INACTIVE RESERVES
(photocopies & reprints)
Check-out procedures for inactive reserves of photocopies and reprints are the same as for books, with the following differences:

1. A check-out slip is required but need not be signed by a sponsor.

2. Up to 3 items (in addition to the book/journal limit of 3) may be checked out at any one time.

G. COMPS RESERVES


1. In each Fall semester, students taking Anthropology Department Comprehensive Exams may set aside a limited number of books (one copy per title) and reprints in a Comps Reserve section.

2. Lists of books and reprints suggested to be set aside may be derived either from official faculty Comps reading lists or selected by a consensus of the respective Comps student cohorts—not by individual students or faculty.

3. The lists must be approved by the CFAL Policy Committee or its Chair to ensure that they are not too numerous.

4. If there is only one copy of a book, that copy may be put on reserve for a class by a professor under regular borrowing terms.

5. Students who are officially signed up to take the Comps (i.e. are on a list provided by the Anthropology Department office) may check out one book at a time for a period of up to one week from the Comps Reserve as soon as it has been established. Such check-outs shall be recorded in a separate log maintained for the purpose.

6. Those not taking Comprehensive Exams may borrow Comps Reserves materials (including photocopies and reprints) on the same basis as for photocopying.

7. Immediately after Comprehensive Exams each Spring Semester (normally late March/early April), all Comps reserves will be re-shelved and returned to regular borrowing status (i.e. anyone with a valid Borrower Card may again borrow them under normal terms).

H. DISSERTATIONS, THESES, AND UNPUBLISHED REPORTS


1. Department dissertations, theses, and unpublished reports may not be borrowed for any purpose. Those needing copies are advised to use copies maintained at the Zimmerman Library. If the Zimmerman copy is missing, a request for photocopying of the CFAL copy may be made. Such photocopying will be handled by the staff of the Anthropology Department on a low priority basis, as time and staff permit. Cost will be borne by the person requesting the whole or partial copy.

2. All theses and dissertations are to be stored in a designated area out of reach of library users.

3. Anyone wishing to read a thesis or dissertation must request it of the employee on duty. The employee will get the item (only one at a time). The requester must sign in with name, date, address, telephone and Social Security numbers in a log kept at the front desk, and submit his/her UNM ID or driver’s license to the employee while using the material in the front reading room. The ID or driver’s license will be returned and the log entry crossed out when the item is returned to the employee for reshelving.

4. In the event that photocopying is requested and it can be verified that the Zimmerman Library copy of a thesis or dissertation is missing (by phone by a CFAL employee), the requester must get an authorization note from the Chair of the CFAL Policy Committee. The Library employee will inform Anthropology Department staff who will copy the specified pages requested, bill the requester at the current per-page copying rate and return the item to the CFAL — normally within 3 days. Requesters may not remove the thesis or dissertation from the library.

I. GENERAL


1. The CFAL is operated by the Maxwell Museum, Anthropology Department, and Maxwell Museum Association, independently of UNM’s General Library System. It is run as a research facility principally for the benefit of users in the Anthropology Department and Maxwell Museum. With the objective of having its collections readily accessible to its principal patrons, circulation of its holdings is limited as suited to their specific types of requirements. Accordingly, the CFAL does not make interlibrary loans.

2. These, and other policies governing the CFAL are established by the Clark Field Archive & Library Policy Committee (operations and general collection management), and the Maxwell Museum Association (donations and cataloged collection management). Policy revisions posted in the CFAL from time to time, shall be considered amendments to this manual.

3. Business hours and temporary borrowing restrictions shall be as posted at the library entrance. Only CFAL administrative or maintenance staff, current employees, or authorized volunteers shall be permitted in the library outside business hours.

4. Regardless of other borrowing periods specified herein, all borrowed materials must be returned by the last day of classes of each term.

5. All check-outs and check-ins must be performed by library employees. Department and museum staff who are not library employees are not authorized to perform check-outs or check-ins.

J. INFRACTIONS OF RULES

Infractions of rules contained herein may lead to suspension of borrowing privileges and placement of a hold on the borrower’s academic and bursar accounts.

1. Improper conduct in the library will at least, lead to suspension of borrowing privileges.

2. If borrowed items are not returned by the due date set when they were originally checked out, the borrower will be given notice.

a) A warning may be given either by phone, regular mail, or e-mail using information contained on the borrower’s Borrower Card kept on file in the CFAL. It is the borrower’s responsibility to ensure that this information is always current.

b) The warning will remind the violator about the remaining conditions set forth herein.

c) More than 2 warnings in a single semester will result in loss of borrowing privileges for the remainder of that semester.

3. If the items are not returned within one week after the original due date, a hold will be put on the violator’s academic account. This will jeopardize the borrower’s ability to register for courses, graduate, or obtain an official diploma. The hold will remain on the academic account until the borrowed items have been returned or payment has been made for their replacement as described below. In addition, the violator’s borrowing privileges will be suspended.

4. If still not returned within two weeks following the original due date:

a) The unreturned items will be replaced and their cost plus a handling fee for each item will be charged to the borrower’s bursar account.

b) After this period, the borrowed items may be returned, but the replacement costs will not be reimbursed.

c) The holds on the borrower’s academic account, and charge to the borrower’s bursar account will be removed when the bursar has been paid for the replacement cost plus a handling fee for each item.


d) The violator’s borrowing privileges will be suspended through the end of the semester following the date the total amount due has been paid.


K. DONATIONS
The Maxwell Museum Association accepts both cash and non-cash contributions on behalf of the CFAL.

It is our practice to acknowledge each contribution in writing unless donors specifically decline the acknowledgment. Consequently, all donations must be accompanied by the donor’s name, address, and telephone number. Anonymous donations will not be accepted and unidentified contributions will be discarded.

We may not be able to incorporate every donated item in our collection. All donations are screened for appropriateness and we periodically dispose of those items we are unable to shelve. Any sales proceeds are applied to other, prioritized needs within the CFAL. These priorities are established by the Clark Field Archive & Library Policy Committee and the Maxwell Museum Association’s CFAL Committee.

Donors who wish to obtain tax credits for their contributions should be aware of specific IRS documentation requirements which go beyond the information which may be contained in our acknowledgments. IRS documentation requirements may depend on the total amount of non-cash contributions the donor makes to all charitable organizations in a given period. The IRS may even require a qualified appraisal by an independent appraiser. We are unable to appraise or substantiate the value of items donated.

Thus, donors interested in tax credits are advised to determine their IRS documentation requirements before making their donations to ensure they can fully comply with IRS regulations.
Donors wishing an itemized receipt for non-cash contributions should prepare an itemized list and present it with the contributed item(s). We will, in turn, sign, date, and identify the location of the contribution and return it to the donor in accordance with IRS regulations.

If a donor’s contribution must be appraised, the Maxwell Museum Association will acknowledge receipt of the specific items donated to the CFAL by signing the resulting Appraisal Summary. We may also be obligated to advise donors of the value we realize if we dispose of the item within a time limit set by the IRS.

Since tax laws change continually, and since we are not qualified to offer tax advice, we recommend that donors carefully consider the tax consequence of their charitable donations in conjunction with authoritative sources of information.