Library users are expected to respect the rights of others, the integrity of Libraries resources and the scholarly mission of the Libraries.

Individuals will:

• Use email or online resources within the guidelines of UW computer use policies.
• Adhere to policies governing appropriate use of University identification.
• Present identification upon request.
• Comply with library policies.
• Respond to emergency and security gate alarms and other situations as instructed by staff; leave buildings at closing and limit use of the library to authorized areas only.

Behaviors that infringe upon the rights of library users or staff are prohibited. Prohibited activities and behaviors include, but are not limited to, the following.

Individuals will not:

• Exhibit any threatening or intimidating behaviors, e.g., abusive language, threats of violence or harassment.
• Engage in behavior that is potentially unsafe or harmful to self or others.
• Create disturbances with disruptive noise, e.g., loud talking or audible electronic devices.
• Engage in any sexual activities including, but not limited to, unwanted or inappropriate touching, unwanted or inappropriate advances, harassment or indecent exposure.
• Vend, peddle, solicit or petition in the libraries; post or distribute materials without permission.
• Use alcohol, tobacco or controlled substances.
• Disturb others with strong odors, e.g., perfumes, alcohol or unsanitary personal conditions.
• Obstruct use of Libraries equipment or facilities, or deny access to Libraries materials through theft or deliberate misplacement.
• Deface or damage library materials including, but not limited to, underlining, highlighting, writing, removing pages or security devices.
• Leave young children unsupervised.
• Misuse, misappropriate, damage or deface library furniture, buildings or equipment, including computer systems.
• Have food or drink in areas where they are prohibited.
• Bring animals, other than identified service animals, into libraries.
• Allow others to use their nontransferable UW identification or network authentication (UW NetID).
• Leave personal belongings unattended.
• Bring bicycles into the building.

Individuals will not engage in the following activities in the Suzzallo and Allen Libraries:

• Take organized, posed photographs or videos, such as wedding parties and staged film shoots, and any photography or videography that blocks building entrances, passages, and staircases. Photography or videography requiring the use of special lighting or reflectors is also not allowed.

Sanctions for non-compliance:

Library users found in violation of this code of conduct may be asked to present identifi cation to library staff; may be subject to a search of backpacks or bags; may be directed to leave the premises and not return to any library facilities for the day; and may be reported to University of Washington police. Disciplinary or legal action may also be taken in accordance with applicable laws and policies.

Federal and Washington State laws, local regulations and UW policies, including the Student Conduct Code, Workplace Violence and Sexual Harassment policies and other policies in the UW Policy Directory also apply within the University Libraries. In addition, the Libraries has written policies on food and drink, use of computers and borrowing library materials. All referenced library policies can be found at http://www.lib.washington.edu/about/policy.

.

revised May 2013

1. First priority for use of computers is accorded to University of Washington students, faculty, and staff.
2. Use of computing resources is a privilege that depends on individuals using the resources appropriately and in accordance with University policies and local, state, and federal laws. These laws and policies cover such areas as illegal access to computer systems, networks, and files, copyright, and harassment issues. http://www.washington.edu/computing/rules.html
3. At times, the demand for library computer equipment exceeds availability. You are asked to be sensitive to the needs of others and limit equipment use during times of heavy demand. The Libraries may take additional steps to regulate computer use, such as restricting email access or setting time limits.
4. Due to the public nature of the Libraries, individuals should demonstrate respect for individuals’ rights to privacy and freedom from intimidation or harassment. You are asked to be sensitive to the fact that some on-screen images, sounds, or messages create an atmosphere of intimidation or harassment for others. The Libraries may take steps to maintain an environment conducive to study and research.
5. Use of computer equipment for recreational purposes such as game playing deters others from using workstations for educational or research purposes, and otherwise makes the Libraries less conducive to study. Libraries may intervene to ensure optimal access to computers for educational and research purposes. Odegaard Undergraduate Library Gaming Policy
6. We welcome the use of laptops and other personal computing devices in the Libraries. Users may connect personal equipment only to the wireless network, or to ports designated for such use. Users may not unplug any Libraries’ equipment or cables for any reason. Use of personal equipment, such as extension, adaptor, or power cords must not pose a safety hazard for others.

If you fail to comply with the conditions of this policy, you may be subject to actions outlined in the Libraries Code of Conduct, University Libraries Operations Manual, Policy on Library Disruptions, Vol. 1, Section B, No. 4, Appendix A. (Lib. 76), http://www.lib.washington.edu/about/codeofconduct.html

Last reviewed and updated: September 2005

Exhibits are a valuable part of the University Libraries' public services outreach and user education program. Exhibits inform, educate, and promote the Libraries' information resources and services, and, at times, entertain. Exhibits provide an excellent opportunity for the Libraries to engage in collaborative projects, especially with faculty members and others in the university community.

The Libraries hosts a variety of exhibits including, for example, displays of current imprint book jackets, selected examples from the collections, and traveling exhibits of artifacts, documents, and books. Individual units use a variety of exhibit “equipment” ranging from bulletin boards to glazed, lighted cabinets, both free standing and built-in.

This policy defines the philosophy and goals for exhibits and public art displays throughout the Libraries, identifies responsibility for these programs, and defines acceptance guidelines and general policies. Smaller exhibits which are regarded by Libraries staff as "displays" are covered by this policy with the exception of extent of publicity. Libraries staff involved in organizing, curating, and/or mounting exhibits or displays are deemed to be acting within the course of official duties and under the authority of the University of Washington Libraries.

The display of public art is an important part of providing welcoming and pleasant facilities and also enriches the Libraries' service and outreach programs. The Libraries' permanent art collection and Art on Loan exhibits are not covered by this policy, but rather, by the Libraries' Public Art Policy.

The Senior Associate Dean of University Libraries, in consultation with others, will be responsible for updating and revising this policy.

Goals

• Promote the diverse holdings and scholarly value of specific library collections
• Promote the role of the library, its collections, resources, services, and staff as central to the research and teaching programs of the university
• Nourish intellectual, aesthetic, and creative growth
• Educate the university community on particular topics
• Enhance the strategic mission and development goals of the library
• Encourage individuals to contribute to the expansion of knowledge
• Support university events, programs, symposia, activities, and accomplishments
• Promote university and community relations
• Recognize library supporters, friends, and donors

Criteria for Selection

Exhibits in the Libraries will be selected with reference to the Exhibits Policy and Goals Statements. Exhibit spaces are made available, in accordance with these Guidelines, to University and University-related departments, groups, and organizations, to student organizations registered with the UW Student Activities Office, and to exhibitors sponsored by the Libraries.

The following criteria apply as exhibit proposals are considered, although not all exhibits will meet all criteria. The Libraries reserves the right to approve or disapprove all exhibit requests, to have final approval for the layout of the exhibit, and to make all decisions regarding length of exhibit duration, placement of the exhibit within a library, and content of publicity.

• Educational content ranging from advanced scholarly contributions to general informational value
• Relevance to library collections
• Broadness of appeal of the main theme
• Appropriateness of subject, technique, and style for intended location and audience
• Appropriateness to special events, anniversaries, holidays, etc.
• Relation to other events or exhibits in the community
• Representation of an influential movement, genre, trend, or national culture
• When the topic is controversial, an objective presentation is required
• Does not promote the partisan political, religious, or social doctrines of any single person or group
• Reflects vitality, originality, artistic expression, and experimentation
• Does not promote the financial profit of any individual, organization, or commercial enterprise
• Ease and cost of installation
• Satisfies public safety considerations, e.g. free standing displays, hands-on exhibits, etc.
• Exhibitor agrees to sign an exhibit proposal with the Libraries

Exhibit Proposal Process and Forms

Process for proposing an exhibit in the University of Washington Libraries

1. Exhibitor reads University Libraries Exhibits Guidelines
2. Exhibitor reviews Room Use Policy and looks for an open exhibit timeframe via the schedule and calendars. See Exhibit Locations, Room Use Policies, Schedules, and Calendars.
3. Exhibitor completes Exhibit Proposal Form [pdf] online, prints, signs, and sends copy of the proposal to the appropriate contact.
4. Libraries contact for the exhibit location approves or rejects proposal in a timely manner, based on the Exhibit Criteria for Selection and/or schedule. Exhibitor is contacted with result.
5. If approved, Libraries contact forwards copies of Exhibit Proposal Form to the Dean of University Libraries, Publications Coordinator, and Development Officer/Events and Marketing.
6. Exhibit is added to the calendar for the exhibit location and to the general Libraries calendar.
7. At exhibit installation, the Exhibit Release Form [pdf] is signed by Libraries exhibitor, sponsor and contact.
8. Exhibit Proposal and Exhibit Release forms are retained in the approving department's files.

University of Washington Libraries Exhibit Proposal Form

Exhibit Locations, Room Use Policies, Schedules, and Calendars

The Libraries has a number of exhibit locations in the Suzzallo and Allen Libraries, the Odegaard Undergraduate Library, and the other campus and branch libraries. Exhibit space is also available at the University of Washington Tacoma Library and the University of Washington Bothell/Cascadia Community College Library. Some exhibit spaces are managed by a unit for the designated use of that unit.

Listed below are exhibit spaces that may be scheduled according to the use policy for each facility. The Dean of University Libraries has delegated to staff members listed as "Libraries Representative" in the "Room Use Policies" the authority to approve exhibits on behalf of the Dean of University Libraries.

Libraries events and exhibits information is located on the Libraries Web site's Events and Exhibits page. See the publicity section of this document for information about this and other ways to promote your exhibit.

To view the Use Policy/Description of Facility and the schedule for a particular exhibit location please select from the following list. Completed Exhibit Proposal Forms [pdf] are to be submitted to the Contact listed for the appropriate space.

• Allen Library North Lobby
  
• Allen Library First Floor Balcony Area exhibit case
  
• Allen Library Special Collections exhibit cases (Allen South Basement)
  
• Odegaard Undergraduate Library Lobby
  
• Odegaard Undergraduate Library First Floor West photo cases
  
• Odegaard Undergraduate Library Second Floor
• UW Bothell / Cascadia Community College First Floor Lobby
  
• UW Tacoma Library
  
• Health Sciences Libraries
  

In each designated exhibit location, a sign will be posted informing viewers of the Libraries' exhibit policy. Sign will read:

"For information about this exhibit location, please consult the Libraries Exhibits Guidelines at http://www.lib.washington.edu/about/news/exhibits/guidelines/"

Space not specifically designated for exhibits, such as corridors or study areas, may be considered for a temporary, special exhibit. To inquire about this type of space, contact the Senior Associate Dean of University Libraries in the Suzzallo and Allen Libraries, the Director of the Odegaard Undergraduate Library for space in that library, and the library director or head in other libraries. The Dean of University Libraries has delegated to these staff members the authority to approve exhibits in these locations on behalf of the Dean of University Libraries.

Funding

Exhibitors are solely responsible for funding all costs associated with the exhibit, including but not limited to shipping, installation, dismantling, and insurance. Exhibitors are responsible for publicity beyond that provided by the Libraries. See the publicity section of this document for more information.

Security and Insurance

Exhibits are often located in high traffic areas whose visibility reduces the likelihood of damage or theft of materials; however, the Libraries takes no responsibility for the security or welfare of exhibits at any time, including during transport, installation, or dismantling. Before an exhibit is installed, exhibitors and the Libraries representative must sign a release, indemnifying the UW from any responsibility for loss or damage. The original signed Exhibit Release Form [pdf] will be retained in the unit. A copy of the Form will be sent to the Office of the Dean of University Libraries.

Insurance coverage, if needed, is the responsibility of the Exhibitor. Insurance to cover the value of the exhibit is available for on-campus exhibitors from UW's Office of Risk Management. Exhibitors from off-campus are encouraged to insure their exhibit through their own agent.

Safety

Exhibits and displays must be placed so as to accommodate physical safety considerations. There cannot be loose cords or cabling; free-standing units must be secure; and ease of egress from the exhibit for emergency purposes must be assured. The exhibits must be set up so as to accommodate disability access.

Best Practices

Exhibits must be well prepared, organized, and aesthetically pleasing. In order to most effectively promote a Libraries exhibits program, units are encouraged to have a schedule of exhibitions planned for six to twelve months in the future.

Exhibit Duration: Exhibits should have specific start and end dates, although the end date may be extended if the schedule allows. As a general rule, exhibits should be on display for two to three months, but shorter exhibit times are permissible. Since exhibit conditions place a strain on library materials being displayed, exhibits running longer than three months are not encouraged, and should be undertaken only under exceptional circumstances.

NOTE:  Duration for exhibits in the Allen Library North Lobby is limited to 6 weeks.

Exhibit Materials Handling: Exhibitors must handle books and artifacts gently and with conservation concerns in mind. In general, books should be displayed on bookstands, cradles or supports. Exposure to direct sunlight should be avoided. Panels with halogen light and cases with interior lighting can also be damaging to exhibited materials. Exhibitors should consider using facsimiles for fragile materials such as newspapers and photographs.

Special Collections and Preservation staff are experienced in the proper handling and display of unique and fragile materials, and can provide guidance to library exhibitors. Special arrangements should be made in advance for consultation and questions by contacting the Manager of Special Collections Operations or the Preservation Administrator.

See these sources for more information:

• ANSI/NISO Z39.79-2001 Environmental Conditions for Exhibiting Library and Archival Materials
• NEDCC: Protecting Paper and Book Collections During Exhibition

Generally, when circulating Libraries materials are used in a display, the materials must be checked out using an exhibition check-out card available from Circulation. This will cause a special message to appear in the UW Libraries Catalog that the item in "Unavailable" for the duration of the exhibit. Exhibitors may place a card in the display noting that the materials will be available for check-out after the exhibit ends.

Exhibit Text/Labels: Text should be word processed and printed on a high quality printer if not professionally designed and/or typeset.

• Typeface should be a legible font such as Times New Roman, Century, or Arial
• Text should have contrast, such as black on white.
• Introductory panels should be 150-170 words or less
• Captions for individual items should be 20-30 words
• Font size should be at least 28 point for introductory text panels. For secondary text panels, 18 point is acceptable if the reader can be within 20 inches. For text that only contains a few lines of copy, 14 point is acceptable.

Exhibit Support Materials:

• Bibliographies, brochures and other promotional material and/or instructional materials to accompany an exhibit are strongly recommended but not mandatory.
• Exhibitors are strongly encouraged to create an accompanying Website to be linked to from the Libraries' website's Events & Exhibits page.

• Exhibitors are responsible for preparing the content of the publications associated with their exhibit. Examples include: a bibliographical list of items displayed; a double sided brochure; an exhibit catalog.

Traveling Exhibits will be complemented, if possible, by exhibits of materials from the Libraries collections.

Sound, video, or computer displays accompanying exhibits will be installed and removed by the exhibitor in consultation with library staff.

Publicity

• For information to be placed on the Events & Exhibits webpage, send copies of the approved proposal to the Libraries Communications Officer.
• Flyers, posters, handbills should contain consistent messages and should present the Libraries official logo. The Libraries Communications Officer is available for consultation in the creation of flyers, posters, and handbills.
• The placement of posters in the Suzzallo and Allen Libraries should be coordinated with Facilities.
• The Libraries Communications Officer is also available for advice on media contacts.

Receptions & Exhibits Related Activities

Rooms in the Libraries may be, on occasion, available for receptions and other activities (workshops, talks, demonstrations) linked to exhibits. These should be discussed with the specific Libraries exhibit contact who will consult the room use policy and check the schedule to see whether a reception or other activity can be held.

Some rooms carry a room-use charge and the exhibitor will be responsible for meeting these costs unless other arrangements have been made prior to the reception or event. If alcohol will be served, consult the Serving and Sale of Alcoholic Beverages at University Facilities website.

Dispute Resolution

The University Libraries supports academic freedom and the free expression of opinion. The Libraries will not exercise any censorship of materials such as books, images, labels, catalogs, or promotional literature that do not violate the guidelines as expressed in the University Libraries Exhibits Guidelines or local, state, or federal laws.

The University Libraries subscribes to the American Library Association's Library Bill of Rights as it applies to exhibit spaces and bulletin boards, specifically:

The library should not censor or remove an exhibit because some members of the community may disagree with its content. Those who object to the content of any exhibit held at the library should be able to submit their complaint and/or their own exhibit proposal to be judged according to the policies established by the library.

Challenges of a display, exhibit, or printed materials posted or displayed in a UW library may be sent in writing to the Associate Dean of University Libraries for Research and Instructional Services for areas in the Suzzallo and Allen Libraries, the Director of the Odegaard Undergraduate Library for space in that library, and the library director or head in other libraries. The Libraries will respond to written statements as follows:

• The individual will be notified that the Libraries has received his/her written statement of concern.
• A copy of the statement is to be forwarded through the supervisory chain.
• A review process will be conducted in a timely matter by Libraries Administration in response to an individual's statement of concern.
• While a concern is being considered, there will be no change in the status of the display, exhibit, or printed materials.
• Upon completion of the review process, the appropriate administrator will notify the individual of the Libraries' decision.
• The individual may appeal the decision to the Senior Associate Dean of University Libraries.

Last reviewed and updated: September 2010

Policy on Food, Drink and Tobacco Products

It is the policy of the University Libraries to maintain an environment appropriate for the protection of library materials and conducive to study in all units of the Libraries system.

Snack foods and covered beverages are allowed in many, but not all, university libraries. All libraries prohibit the consumption of food while using university computers or other technology (such as scanners, plotters, plasma screens, etc.) and in the book stacks.  Libraries that do not allow the consumption of food and/or beverages post that information at library entrances and on library websites.  The Libraries reserves the right to ask any user to remove his/her food and/or beverage from the library if in the judgment of the staff it constitutes a violation of this policy. In addition, failure to comply with posted restrictions or staff instructions regarding the consumption of food and beverages constitutes a violation of the Libraries Code of Conduct.

Guidelines for the Consumption of Snack Foods and Covered Beverages in Libraries:

In order to conserve library resources and provide a comfortable environment for all, we ask that you adhere to the following guidelines:

• Snacks and covered beverages are permitted in most areas.  Meals or messy, noisy or strong-smelling foods are not permitted.
• Only covered beverages are permitted in the book stacks and near university funded technology.
• Meals are permitted in food services areas such as By George, and Suzzallo Espresso and Market.
• Deliveries of food to Libraries are not permitted.  An exception is made for scheduled, catered events taking place in the Libraries.
• Unattended food and/or beverages are subject to being disposed of by staff.
• Clean up any spills right away—if additional assistance is needed, contact library staff at any desk.
• Properly dispose of all food, trash, compostables, and recycling.

Libraries where consumption of snack foods and/or beverages is allowed:

• Built Environments Library (covered beverages only)
• Drama Library
• East Asia Library (covered beverages and in the Main Reading Room only)
• Engineering Library
• Foster Business Library
• Friday Harbor Library (covered beverages only)
• Health Sciences Library
• Mathematics Research Library (covered beverages only)
• Music Library (covered beverages only)
• Odegaard Undergraduate Library
• Physics and Astronomy Reading Room
• Suzzallo and Allen Libraries (see below for unit-level exceptions)
  • Government Publications, Maps, Microform-Newspapers (covered beverages only; some restrictions apply)
  • Research Commons (covered beverages only)

The consumption of any food or beverage is specifically prohibited in units whose materials are difficult to replace and are especially susceptible to damage from spills.  This designation is made at the sole discretion of the Libraries.

Units and Libraries where food and beverages are prohibited are:

• Art Library
• Special Collections (Allen South Basement)

The use of tobacco products is prohibited in all areas of the University Libraries.

Rationale

1. Eating in the library
   Responsible stewardship of the Libraries collections requires that we exercise care in allowing food in library buildings. Food is easily spilled on books, furniture, and equipment, causing damage. Particles of food left behind on books, furniture, or floors attract rodents, cockroaches, silverfish and other unwanted pests.
2. Drinking in the library
   All beverages, including water, are easily spilled on books, furniture and floors. Damage to library materials results in replacement costs to the Libraries and makes the material unavailable to library users. Allowing covered beverage containers greatly minimizes the risk of damage and, at the same time, meets the needs of users who are frequently in the library for extended periods.
3. Use of tobacco products
   Smoking is prohibited in all libraries (as it is in all University buildings) by state law for reasons of health, personal safety, and the protection of library materials. The use of chewing tobacco is also prohibited because spitting is unsanitary and can damage library materials and property.

Policy last updated 10/15/2010

The Odegaard Learning Commons is experiencing higher than normal gaming activity. In response to numerous complaints by students unable to access a computer to complete their academic work, a new policy is being implemented on a test basis:

Effective May 1, 2012: Gaming is prohibited on computers in Odegaard Library from 9 am to 6 pm daily.

Please note:

• This is a policy from University of Washington Information Technology (UW-IT) and Odegaard Library, and went into effect during Spring Quarter 2012.
• During all hours, current policies that give academic work the highest priority and restrict activities that are disruptive to other patrons remain in effect.
• Students, staff, and faculty are encouraged to provide feedback at:

In reaching this decision, UW-IT and UW Libraries consulted with the UW Attorney General’s office, the Student Technology Fee Committee, and the UW Library Student Advisory Committee. First and foremost, the Odegaard Learning Commons is a place for all UW students to study and to do their work. If students need to game for academic purposes, they will be directed to a lab in the department issuing the course-related activity.

Karalee Woody
Director, Computing Infrastructure Services
UW Information Technology

Jill McKinstry
Director, Odegaard Undergraduate Library
Special Assistant to the Dean of University Libraries for Undergraduate Education & Programs
University of Washington Libraries

http://www.lib.washington.edu/about/policy/computeruse

5. Use of computer equipment for recreational purposes such as game playing deters others from using workstations for educational or research purposes, and otherwise makes the Libraries less conducive to study. Libraries may intervene to ensure optimal access to computers for educational and research purposes.

Have questions:  Ask us!

Gifts have made significant contributions to the excellence of the Libraries and have helped build its outstanding collections.  Your support carries on that tradition of giving and ensures that the University Libraries will continue to foster quality scholarship and lifelong learning.

For information on how you can make a gift of materials that will support the study and research needs of our students, faculty and community, please contact:

Conditions, Use, Acknowledgment

Upon receipt, all gift materials become the property of the University of Washington Libraries.  The Libraries reserves the right to determine retention, location, cataloging treatment and other considerations relating to the use and disposition of gifts.  Materials not selected for addition to our collection may be donated to other institutions, sold, recycled, discarded or otherwise disposed.  Proceeds from the sale of unwanted materials are used to benefit the University Libraries.

We endeavor to accept only those materials that are in good condition and that will enrich or refresh our collections in support of the needs of our academic and research community.  Items may be added to our holdings as first, additional, or replacement copies.  Be assured that your gift will be handled responsibly and with care.  Each item will be evaluated for addition to our holdings by highly trained staff and subject specialist librarians.  We regret that we are not able to notify donors of the final disposition of their gifts or return items not added to our collection.

The University Libraries is committed to providing socially and environmentally responsible disposition of gift materials not needed for our collection. Whenever possible, we share or trade useful surplus gift materials with other libraries.  We also recycle materials that we are not able to redistribute.  Although we are not able to accept gifts for the sole purpose of redistributing them, the Gifts Program staff will gladly suggest alternative opportunities for giving.

Each gift to the University Libraries is acknowledged.  Acknowledgment letters typically include the date of receipt and a brief description of the gift.  We recommend that our donors prepare a detailed inventory and include a copy with their donations to support their charitable tax deductions.

Libraries Rooms Available

University or University-affiliated groups (i.e. the Alumni Association, UW Foundation) may reserve Libraries facilities for official University purposes only. Rooms are not available for private use by members of the University community, nor are they available for use by non-University groups.

• Allen Auditorium, Allen Library
  Capacity: 49, lecture
• Odegaard Library Room 220
  Capacity: 100, conference, lecture, or reception. Rental fee applies.
• Petersen Room, Allen Library
  Capacity: 20-75, conference or reception. Rental fee applies.
• Smith Room, Suzzallo Library
  Capacity: 20-75, conference or reception. Rental fee applies.

Other Campus Facilities

• Alternative Campus Locations

Special Accommodations

All Libraries event facilities are wheelchair accessible. If your event requires special accommodation, please contact the Disability Services Office at 206.543.6450 or dso@u.washington.edu.

Policies on the Use of the Donald E. Petersen Room

1. The room is not available for private use. Only University of Washington or affiliated groups (e.g., the Alumni Association, UW Foundation) may reserve the Petersen Room for official University purposes. Room not available to non-university use, except for media filming. Media filming must be arranged through the UW Media Relations and Communications office, 206-685-2647.
2. The room is suitable for meetings and small receptions.  It includes conference table seating for 20, lounge seating for 10, and can accommodate a standing reception for a maximum of 75.  The room cannot be fully darkened for media presentations.  No live or recorded music is permitted because a study area is adjacent to the room.
3. The room furniture includes a large conference table and chairs, two side tables along walls, two sofas and end tables, which must must remain in their permanent arrangement.  Two additional  free-standing tables can be reconfigured by request.  Additional tables and chairs (40 maximum) can be provided by request.  Reset fees will be levied if the furniture is rearranged in any way.  The cost of repairs to room, furniture, flooring, or equipment damaged during an event are the responsibility of the sponsoring department.
4. The room is equipped with hardwired and wireless Ethernet, telephone with conferencing equipment, and projection screen and stand.  A podium with microphone is available by request.  Users must arrange for delivery, set-up, and retrieval of projector or any additional media equipment rented through Classroom Support Services (206) 543-9900 or provide their own.  Equipment must be removed promptly after the event.
5. UW Net ID for guests needing wireless access can be obtained via UW-IT-Connect.
6. Food and beverages are permitted at catered events.  A small kitchen is available for staging.  Users are responsible for catering arrangements.  Banquet permits are required to serve alcohol. Information on obtaining the permit is included on the reservation form.  Linens or other appropriate protection are required to prevent heat/water damage to tables.  Users must advise caterer that the room must be cleared promptly at the end of the event. Rental charges run until room is cleared and locked.

Revised: 20 FEB 13

1. Candid, snapshot photography is allowed as long as it is not disruptive to Libraries users
2. Organized, posed group or individual photography or videography, such as, but not limited to, wedding parties and staged film shoots, is not permitted, and any photography or videography that blocks building entrances, passages, and staircases is not allowed.
3. Photography or videography requiring the use of special lighting or reflectors is not allowed.

Questions should be directed to:

Libraries Facilities
206-543-2009
uwlib-facilities@uw.edu

Federal law, state law and local policies govern the privacy of library records. The Libraries may release information to law enforcement agents in response to a search warrant, subpoena or other lawful directive. All requests for personally identifiable information will be reviewed by the Attorney General’s Office.

Commercial Use of Information

No personal information maintained by the Libraries is sold to third parties.

Web Use

For information about web use, cookies, links to other sites and related information see the University of Washington Online Privacy Statement.

Circulation Records

The circulation database contains information needed to manage the loaning of library material. There is no active record linking a user to library material after the book has been returned unless charges have been levied. Circulation data may reside on secure system backup files for a short period of time. The Libraries may provide information to third parties under contract to the University in order to obtain payment of fees or return of library materials.

General Request for Services or Information

Responses to information and reference questions may reside on secure servers for a period of time.

Fee-based services

Information is maintained in order to respond to user requests and to manage billing. The Libraries may provide information to third parties working for us to obtain payment of fees or return of library materials.

Email

When contacting library staff users should be aware that email messages are subject to public disclosure laws and may be obtained as a public record.

Contacting Us

For more information about our privacy policies please contact Thom Deardorff, Coordinator for Access Services at tdeardor@uw.edu.

Last reviewed and updated: August 2011

It is the intent of the University Libraries to provide an aesthetically pleasing environment for students, faculty, staff, and visitors that is conducive to the pursuit of intellectual study and cultural enrichment. To that end the University Libraries welcomes opportunities to display art within the public areas in its facilities.

This public art policy covers gifts of art to the Libraries or art purchased for the Libraries by donors as well as art currently on display in the Libraries. The policy also covers the temporary, long term loan to the Libraries of art pieces for display from the Campus Art Collection, art owned by a University of Washington department or unit, or an individual. Art accessioned as part of the Libraries' collections and not intended for public display is not covered by this policy. The short term display of artwork, including UW student artwork, is covered in the UW Libraries Exhibits Guidelines.

This policy covers all of the Libraries administered by the Dean of University Libraries.

The Libraries Art Advisory Committee

The Libraries Art Advisory Committee is composed of seven members of Libraries staff, including the Committee Chair. The Dean of University Libraries appoints one staff member each from Libraries Advancement, Special Collections, Libraries Facilities, the Odegaard Undergraduate Library, plus two members-at-large to the Committee. Volunteers to serve as members-at-large will be solicited from the Libraries staff. The Committee members are appointed for 2 year terms, with the terms being staggered so that there are new members and members in their second year of service during any one year. The Coordinator for Access Services will serve as the chair of the Libraries Art Advisory Committee.

The UW Bothell Library and the UW Tacoma Library will both be guided by this policy, but each library will establish its own Library Art Advisory Committee, and this committee will work directly with its respective Director and with the Dean of University Libraries.

Procedures

When a library or library unit is offered a piece of fine art for display in a public area, the librarian in charge will contact the Coordinator for Access Services with a brief description of the art and any special needs or special circumstances related to the gift or long-term loan. The Coordinator for Access Services will alert the Dean of University Libraries and together they will determine how best to involve the Libraries Art Advisory Committee.

The Libraries Art Advisory Committee shall advise the Dean of University Libraries on works of art to be accepted for display in public areas. During its discussion and information-gathering process, the LAAC will consult with the unit head and other appropriate parties. The LAAC will summarize the recommendations and forward them to the Dean of University Libraries. In addition to making a recommendation on acceptance, the Committee will recommend the most appropriate location for the art piece in question. The Committee also may advise on the style of framing (in the case of a painting or photograph, etc.) or the style of a pedestal base that might be required for a piece of sculpture. The Committee will work with Libraries Facilities staff on security and/or display issues.

Requests from the Campus Art Administrator to display works of fine art in the Libraries will go directly to the Coordinator for Access Services who will then follow the procedure above.

The Libraries Art Advisory Committee and the Coordinator for Access Services will be advised by the office of the Director for Libraries Advancement on selections of artwork which are part of the ongoing Artist Images Gallery Series as well as for other art donations which are related to the Advancement Program.

Acceptance of Art Guidelines

Display of public art is an important part of providing welcoming and amenable facilities and is an enriching aspect of the Libraries' service, educational, and outreach programs.

The decision to accept artwork for display in the Libraries rests entirely with the Libraries. Upon acceptance, the Libraries will make all decisions regarding placement, length of time for the display, publicity, and display removal.

When accepting a work of art, the University Libraries reserves the right to:

1. Exhibit any donated object in a manner that is consistent with University Libraries' policies, needs, and available space. Acceptance of a work of art does not imply that it will be on permanent public display.
2. Return loaned art to the Campus Art Collection or to the owning University department or to the individual owner upon recommendation by the Libraries Art Advisory Committee and approval of the Dean of University Libraries.
3. Move and relocate art work for any reason it deems necessary.

Gifts of Artwork

The University Libraries will consider for acceptance as gifts such pieces of fine art as paintings, sculpture, wall hangings, photographs, and other original works in various media. Gifts of works of art will be accepted without limitations or conditions placed on the Libraries by the donor or artist unless those limitations or conditions are approved by the Libraries Art Advisory Committee or the Dean of University Libraries.

Title to all gifts of art will pass to the University of Washington Libraries. Gifts to the Libraries remain outright and unrestricted donations to be used according to the sole discretion of the Libraries. Such art works will be used to the best interest of the Libraries.

Donors who wish to receive a tax credit are responsible for getting an appraisal. By law, the University Libraries cannot provide value estimates on gift material. The office of the Director for Libraries Advancement and the Coordinator for Access Services will work together to determine the appropriate process of receipt and acknowledgment for gifts of art. The documentation will identify and acknowledge the gift without appraising the work of art.

Long-term Temporary Loan of Artwork

In addition to gifts of art or art purchased for the Libraries by donors, the Libraries also will evaluate the long-term temporary loan of art pieces for display from the Campus Art Collection (as negotiated with the Campus Art Administrator), art owned by a University department or unit, or art owned by an individual.

Long-term loans of art pieces for display will be covered by a written agreement (Agreement of Acceptance) that includes the details for duration, placement, security, and return of the item when the loan is over. Title of loaned materials will remain with the lending department or person. The care, security, and preservation of artwork that is loaned for display in the Libraries will be the responsibility of the owner, whether that entity is the Campus Art Collection, a department such as the School of Music, or an individual.

Selection Criteria for Artworks

Overall, the University Libraries has limited space for the display of art, and therefore it is important to consider very carefully the acceptance of a piece of art for long-term loan or as a gift. Some Libraries units are in a position to house more works of art, and in these cases, they should make their situation known to the LAAC. Also, there may be some pieces or collections of art that are suitable for rotating among the different Libraries.

Style and nature The art should be appropriate in scale, material, form and content for the library environment.

Quality and Elements of design: Public art may have other functions in addition to aesthetic enjoyment. For example, a work of art may establish a focal point, modify, or enhance a space or identify a building function. As far as possible, the work of art should complement and enhance the building and its purpose. The reputation of the artist may be a factor in the decision.

Durability: Works of art will be examined for durability, taking the library environment and the condition of the piece into consideration. Extremely fragile items or those that are potential targets for vandalism are not appropriate for the library setting.

Installation/Maintenance costs: When selecting a work of art to purchase or determining if a gift may be accepted, the Libraries will take into consideration any security issues, the cost of installation, and the cost of maintaining the work over its lifetime. Start-up and ongoing costs for cleaning and mounting will also be considered.

Public liability: Works will not be selected or accepted that create unsafe conditions or contain other factors that may bear on public liability.

Conditions of acceptance: In the case of gifts or donations, the donor's conditions may affect whether or not the gift will be accepted.

Libraries Discretion: The Libraries, in its sole discretion, will determine whether to review and accept or reject any gift or proposed artwork.

Questions about this policy should be referred to the Coordinator for Access Services.
Responsibility for revising this policy rests with the Coordinator for Access Services and the Libraries Art Advisory Committee.

Last reviewed and updated: June 2011

The primary purpose of library reserves is to facilitate student access to educational materials for university classes.  The UW Libraries seeks to achieve this purpose in a manner fully consistent with copyright law and applicable licenses for online databases.   

The UW Libraries licenses numerous resources for use as course reserves. (See http://www.lib.washington.edu/types/course/instructors/compliance for details on using licensed resources.)  When instructors choose to use copyrighted materials that are not licensed, the instructors are responsible for complying with U.S. copyright law. 

In implementing this policy, instructors may consider the principle of fair use, which limits the copyright owner’s exclusive rights and allows for the use of copyrighted works under certain circumstances.  The principle of fair use has been developed through many court decisions and is codified in Section 107 of the copyright law.  Section 107 sets out four factors to be considered in determining whether a particular use is fair:

1. The purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
2. the nature of the copyrighted work;
3. the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and
4. the effect of the use upon the potential market for or value of the copyrighted work.

In addition to fair use, other principles of copyright law may sometimes be relevant to the use of copyrighted works in the university.  For example, under some circumstances the copyright owner’s exclusive rights do not limit the performance or display of a work in the context of classroom teaching.  See 17 USC §§110(1) and (2).

Responsibilities

The Libraries and UW instructors have shared responsibilities in operating and using library reserves.

Libraries

The UW Libraries operates the overall reserve system and responds to requests to instructors to make materials available.  Specifically, Libraries

• will place material on reserve at the request of the instructor for the educational use of students.
• will evaluate purchasing or licensing material that is placed on reserve if possible.
• will negotiate licenses for online resources that include permission to use materials in e-reserve systems and course packs whenever possible.
• will limit online access to UW faculty, students and staff.
• will not charge for reserve use.
• will place a copyright notice on photocopied works or on an intermediary screen for electronic reserve material.
• will remove access to reserve material after the class has ended.
• retains the right not to place materials on reserve, and to remove materials, in order to comply with applicable law.

Instructors

Instructors are responsible for providing the Libraries with copies of or citations for the materials they want on reserve, and for compliance with legal restrictions.  Specifically, instructors

• are responsible for compliance with copyright law, including compliance with the principle of fair use.
• will obtain any required permissions from the copyright owners and pay royalties when necessary.
• will make appropriate use of state resources by only placing on reserve those materials that are required or supplementary readings for students in the class.

In addition to paying for these resources, the Libraries typically negotiates license agreements that stipulate how and by whom they may be used. If license terms are violated by anyone, licensors usually have the right to temporarily suspend access for the entire University community! In some cases, licenses can be permanently revoked.

You can help prevent problems with our electronic resource providers by adhering to "good practice" and avoiding improper use. Here are some good rules of thumb:

DO'S AND DON'TS

Always acknowledge your source on any published or unpublished document when you use data found on electronic resources.

GREY AREAS: Some resources allow inclusion for electronic reserves, course packs, and multiple copies for classroom use and interlibrary lending. Others explicitly forbid one or more of these activities.

Sharing with non-UW users: This means peer-to-peer informal sharing for research, teaching and educational purposes.  For example, if you are working with a colleague at another institution, and wish to make him/her aware of an article of mutual interest, you may send that article in print or electronically if this use is "allowed".  Some publishers do not allow sharing with non-UW users, and only allow this activity with other authorized users within the University of Washington community.

Course Reserves: Most electronic resources may be used for print or electronic reserves.  If "Course Reserves Allowed" is indicated, then copyright clearance has already been granted.  Reserves, both print and electronic need to be secured, and not made available on the open web.

Course Packs: Some electronic resources allow for limited portions, such as a single articles from a journal, to be reproduced and provided to students in a course pack.  If "Course packs allowed" is indicated, then copyright clearance has already been granted for this use. In nearly all cases, course packs must be provided on a cost recovery basis only, and not sold for profit.   If "Course packs not allowed" is indicated, then the material needs to have copyright cleared with the publisher before proceeding with inclusion in a course pack.

If you have questions about a particular resource, please contact us.

For more information, see UW Technology's Appropriate Use of UW Resources.

Policies on the Use of the Smith Room

1. The room is not available for private use. Only University of Washington or affiliated groups (e.g., the Alumni Association, UW Foundation) may reserve the Smith Room for official University purposes. Room not available to non-university use, except for media filming. Media filming must be arranged through the UW Media Relations and Communications office, 206-685-2647.
2. The room is suitable for meetings and small receptions.  It includes conference table seating for 20, lounge seating for 12, and can accommodate a standing reception for a maximum of 75.  The room cannot be darkened for media presentations.  No live or recorded music is permitted because a study area is adjacent to the room.
3. Room furniture includes 8 conference tables with 2 standard configurations and permanently arranged lounge furniture.  In addition, 30 chairs and 2 tables for catering are available by request.  Reset fees will be charged for special configurations, additional seating, and/or additional tables.  Furniture cannot be removed from the room. The cost of repairs to room, furniture, flooring, or equipment damaged during an event is the responsibility of the sponsoring department.
4. The room is equipped with hardwired and wireless Ethernet and a projection screen with stand.  A podium with microphone is available by request.  Users must arrange for delivery, set-up, and retrieval of projector or any additional media equipment rented through Classroom Support Services (206) 543-9900 or provide their own.  Equipment must be removed promptly after the event.
5. UW Net ID for guests needing wireless access can be obtained via UW-IT-Connect. 
   
6. Food and beverages are permitted at catered events.  Users are responsible for catering arrangements.  Users must advise caterers that there is no kitchen, no access to water, and no staging area.  Banquet permits are required to serve alcohol.  Information on obtaining the permit is included on the reservation form.  Linens or other appropriate protection are required to prevent heat/water damage to tables.  Users must advise caterer that the room must be cleared promptly at the end of the event. Rental charges run until room is cleared and locked.

Revised: 20 FEB 13