Media Policies and Processes
for SML Selectors
(Revised 29 Sep 2006)
The media policy aims to mainstream the ordering, processing, and availability
of media such as videotapes, DVDs, CD-ROMs, sound CDs, sound cassettes,
and floppy disks. In general, then, selectors acquire materials in all formats, and the decisions and methods that selectors
use for books apply to media materials as well.
Fund usage: Use the same allocated funds that you use for
purchasing books through firm orders and approval plans, and in the
same manner. You may also use purchase cards, following the approved
Videotapes and DVDs: Equipment
for viewing all international formats is available at CCL. The Cataloging
Dept. also has such equipment.
CD-ROMs: Before ordering, confirm with the vendor that the
software will work on the Library's approved computer operating system,
and inquire about the return policy in case the software proves not
to work on our equipment.
Sound cassettes and sound CDs: Like videos and CDs, there
are cases for shelving sound recordings in the SML/CCL stacks. They
should not go to the Music Library except by agreement.
Large sets: Before ordering a large set, confirm that the
Library has or can order sufficient media cases. If you intend the
set to go to the SML/CCL stacks (rather than LSF), the Library must
also have enough security shells, and you must consult with Access
Services about space requirements. In general, orders for media supplies
should be made in the same cycle as the biannual equipment requests.
Give the order support staff at least two months' notice for
ordering supplies, particularly the shells. See the Containers
& Supplies page for further information.
Information needed by order support staff: Provide as much
information as you can, such as physical format (such as VHS or DVD),
encoding format (such as PAL or Region 1), computer operating system
compatibility, and whether the item is intended for Reference. This
is especially important for materials coming from foreign countries.
Approval and blanket order plans: You may wish to review these
plans to allow you to automatically receive titles with accompanying
media or stand-alone media.
Equipment and obsolescence: Here are the main points from
the Library's policy
on supported equipment:
The Library will make its best efforts to provide
equipment for using all media formats that specific libraries have
acquired during the most recent five years, at a minimum....
Formats supported by Library equipment may include
U.S. and foreign videotapes (NTSC, PAL, and SECAM), DVDs (Regions
1-6), sound CDs, sound cassettes, and CD-ROMs.....
As long as reasonable,
the Library will attempt to maintain and support media technologies
that are currently no longer widely used or are obsolete. When possible,
the Library will refer users to university locations that still support
technologies that are no longer available at the Library.
Review Plaza and Public Service
Arrival: Receiving staff will put all media materials in approved
cases upon arrival. However, gifts will not be in cases when
they arrive on your shelf, since the decision to keep them has to
Enclosures and inserts: After receipt, staff will send selectors
all materials accompanying a media item. Some of this material has
information that catalogers need but may discard afterwards. Some
are brochures, ads or catalogs, which selectors may discard or leave
with the media item. If for any reason (such as artifactual value)
the selector wishes to keep the accompanying material with the media
item, he/she must attach a note to that effect for Cataloging, Preparations
and Collection Care.
However, serials support staff must follow more general policies
so that selectors do not need to intervene for every issue of the
periodical. The overall "rule of thumb" for media inserts
approved by the Collection Development Council and the Library Management
Council is (quoting the CDC Media Task Force's final
Media items with content that can be used without
additional payment (e.g., articles, data, music, "freeware,"
etc) shall be kept, even if the item also has a commercial or advertising
purpose. Items with a primarily commercial or advertising purpose
which cannot be used without payment or lose their value after a set
period without payment (e.g., "1000 free hours of AOL")
shall be discarded. Any item not clearly fitting these categories
shall be referred to the appropriate selector for decision. Selectors
may overrule these general guidelines as needed.
Media accompanying journals and magazines will be immediately shelved
in the stacks, and the paper portion that goes to the Periodical Reading
Room will have a sticker affixed indicating there is also accompanying
Special packaging and unusual contents: Some items have special
packaging that might be of interest in itself, or include unusual
materials such as viewers, playing cards, swatches of cloth, etc.
In these cases, receiving staff will attach a decision flag so that
the selector can decide whether to keep and shelve the packaging or
other materials. If you decide to keep an item like this, check the
appropriate box on the flag and put the item on the proper shelf,
to be forwarded to Collection Care. In some cases, the best shelving
location may be LSF or LSF-R.
Shelving locations: All of the shelving locations that are
available for books (SML, CCL, LSF, LSF-R, Reference, etc.) are also
available for media, and should be used in the same manner for the
Cataloging priorities: Selectors may assign media materials
the same cataloging priorities that are available for books (High
Visibility Title [HVT], Frontlog, etc.). The items should then be
placed on the appropriate shelf or truck for transfer to Cataloging.
Frontlog media will be in the same frontlog as books.
Titles with multiple pieces:
|Combination of formats (e.g., a book + CD-ROM) packaged
as a single item
||Treat as a monographic title which can go to the
frontlog, even if it has many media parts
|Solely media (e.g., a set of DVDs)
||Treat as a Multipart Monograph (MPM), which goes
Circulation policies: The standard circulation policies for
media are as follows:
These circulation policies are initially applied when the material
is received, according to the following policies:
|Combination of formats (e.g., a book + CD-ROM), including
media with a user guide
Apply the item type circ, which gives the standard loan
periods for books
NOTE: If you determine that the print matter is a user
guide that accompanies the media item (rather than vice versa),
you can place a grey "Media -- One Week Loan" flag in
the book in order to change the loan period.
| Solely media (e.g., a single CD-ROM or set of CD-ROMs),
without any print accompaniment
Apply the item type media, which gives the title a one-week
Separate records and circulation policies: In some situations,
catalogers must put items on separate bibliographic records in accordance
with cataloging rules. On a case-by-case basis, selectors may request
such separation in order to improve identification and access to an
item. An example is when the media item (e.g., a videotape) is likely
to be of interest in its own right, or even has its own title. Your
request should be attached to the item so that the cataloger can apply
the changed policy. In such situations, the circulation period for the
media item will be one week.
Support services: The following is the Library's support
policy for media:
Revised by Tobin Nellhaus
Yale libraries owning media items and equipment
will make reasonable efforts to ensure that their playback and computer
equipment is in working condition.
- Libraries with video recordings in non-U.S.
formats will provide equipment for viewing these materials.
- Libraries will also seek to maintain the
usability of reference CD-ROMs/DVD-ROMs that must be used within
- The Library cannot guarantee that all software
and databases will function on its computers or other computers
that may be available to researchers.
Yale libraries do not assist patrons with installing
or using media items which circulate outside the library.
- The Library cannot guarantee that any circulating
item will operate properly on equipment outside the Library’s
control. Assistance may be available from ITS.
- By borrowing items from the Yale University
Library, users agree that the Library assumes no liability for
damage to personal equipment or for the loss of personal data
caused by using media items.