CHAPTER 1
ORGANIZATION AND OPERATION
[Prior to 6/26/91, see Library Department[560] Ch 1]
[Prior to 3/30/94, see Cultural Affairs Department[221], Library Division[224] Ch 1]
286—1.1(256) Definitions. The definitions used in Iowa Code chapters 17A and 256 will apply for terms used throughout this chapter. In addition, the following definitions will apply:
“ADA” means the Americans with Disabilities Act of 1990.
“Administrator” means the state librarian, who shall serve as the administrator of the division of libraries of the department of education.
“Department” means the department of education.
“Director” means the director of the department of education.
“LSTA” means the Library Services and Technology Act Grant Program as defined by P.L. 104-208 (1997).
“State librarian” means the chief operating officer of the state library.
“State library” means the library agency within the division of libraries of the department of education.
286—1.2(256) Mission. Rescinded IAB 12/16/98, effective 1/20/99.
286—1.3(256) Organization and operation.
	1.3(1) Location. The state library is located at 1112 East Grand Avenue, Des Moines, Iowa 50319; telephone (515)281-4105; fax (515)281-6191. Business hours are 8 a.m.	to 4:30 p.m., Monday through Friday, excepting legal holidays.
	1.3(2) Units. The state library consists of four units: library development (includes the LSTA Grant Program, public library accreditation, library staff certification, Enrich Iowa, continuing education and consulting); information services (includes state documents, the state documents depository program, special collections, the state law library, and technical services); the state data center; and administration.
	1.3(3) Commission of libraries. The commission of libraries consists of nine members as defined in Iowa Code section 256.52. The commission shall meet at a time and place specified by the chair. Notice of a meeting and the agenda will be posted at the state library at least 24 hours prior to the meeting and shall be mailed to any interested individual or organization upon request. The operation of commission meetings shall be governed by the following procedures:
	a. 	A quorum shall consist of five members.
	b. 	Any action taken by the commission requires an affirmative vote by at least five members.
	c. 	Persons wishing to appear before the commission shall submit a written request to the state librarian not less than 14 days prior to a meeting. Presentations shall be allowed at the discretion of the chair. Persons wishing to submit written material shall do so at least 14 days prior to a meeting so that commission members have adequate time to receive and evaluate the material.
	d. 	Near the conclusion of each meeting, the chair shall set the date, time and location of the next meeting.
	1.3(4) Minutes. Current and archived minutes of commission meetings can be viewed and copied free of charge at the state library. The current and archived minutes are also accessible on the state library’s website.
	1.3(5) Library services advisory panel. The library services advisory panel consists of no fewer than 11 members as defined in Iowa Code section 256.62. The advisory panel shall meet at a time and place specified by the chair. Notice of a meeting and the agenda will be posted at the state library at least 24 hours prior to the meeting and shall be made available to any interested individual or organization upon request.
[ARC 2622C, IAB 7/20/16, effective 8/24/16]
286—1.4(256) Information delivery.
	1.4(1) Photocopies of library materials for Iowa residents. The state library will provide library service to any resident of Iowa. To ensure the availability of high-demand library materials for in-house use, the state library may choose not to lend specific library items. In lieu of lending the original item, the library may choose to provide a photocopy of the requested material at a nominal charge of 20 cents per page.
	1.4(2) Photocopies of library materials for nonresidents of Iowa. To encourage interstate resource sharing, the state library may enter into reciprocal free interlibrary loan photocopy agreements with out-of-state libraries. For other out-of-state businesses and residents, the state library will charge a $15 handling fee plus 20 cents per page.
This rule shall not preclude the state library from participating in interstate library compacts to support reciprocal resource sharing.
[ARC 2622C, IAB 7/20/16, effective 8/24/16]
286—1.5(256) Access to library’s collections.
	1.5(1) Collections. The state library’s materials collections are housed in the Ola Babcock Miller State Office Building, 1112 East Grand Avenue, Des Moines, and in the State Capitol Building.
	1.5(2) Library access. Primary research and study areas of the library’s two locations are accessible to the disabled; however, upper tiers are generally closed to all public access. Staff may authorize access on a case-by-case basis or will retrieve materials requested by library users.
	1.5(3) Definitions.
“Holds” are patron requests to reserve items checked out to other patrons. Materials may be placed on hold through the library’s online catalog using a library card. When an item on hold becomes available, the patron placing the hold will be contacted and given five days to pick up the item.
“Individual library card” means a card distributed by the state library that allows a patron to access the library’s collections, reference assistance, and online resources.
“Proof of identity and state residence” means a government-issued form of identification with a photo and indication of Iowa residency, including but not limited to a driver’s license, a passport, a nonoperator’s identification card, or a military identification card; or, for minors, a school identification card.
“Resident” means a person who lives in Iowa or pays property taxes in Iowa.
“State employee library card” means a card distributed by the state library that allows a state employee to access the library’s collections, reference assistance, online resources, and interlibrary loan services.
	1.5(4) Library cards. A resident of Iowa may obtain an individual library card by providing proof of identity and state residence in person, by mail, or online. A state employee may obtain a state employee library card by providing proof of identity, state residence, and state employment in person, by mail, or online. Cards expire regularly but can be reactivated. Library privileges will be suspended or canceled when a patron’s library card has expired.
	1.5(5) Circulation of library materials. Circulating materials are checked out for three weeks, and each item may be renewed once if there are no holds on the item. Patrons may renew materials through the library’s online catalog.
	1.5(6) Fines and fees. Fines are not assessed for overdue materials. Lost, unreturned or damaged materials may incur replacement costs up to $100. Replacement copies will not be accepted. Library privileges will be suspended or canceled when a patron has outstanding debt to the library.
	1.5(7) Library records confidential. Library records are confidential pursuant to Iowa Code section 22.7. The state librarian is the custodian of the library’s records.
[ARC 2622C, IAB 7/20/16, effective 8/24/16; ARC 4891C, IAB 1/29/20, effective 3/4/20]
286—1.6(256) Collection policy of the library. The purpose of this policy is to define the intended coverage and clientele; establish collection management and selection policies; provide staff with the means to ensure consistency, responsiveness, and wise use of funds in collection building; assist in development of performance measures; establish priorities to guide budget allocations and cataloging and preservation decisions; and document the library’s commitment to intellectual freedom.
See: Collection Policy. State Library of Iowa, April 2016.
[ARC 2622C, IAB 7/20/16, effective 8/24/16]
286—1.7(256) Disposal of library materials.
	1.7(1) Purpose. Disposal of library materials shall be undertaken by the state librarian only as a means of strengthening and benefiting the mission of the state library. Disposal shall not be used solely to generate operating funds for the library.
	1.7(2) Definitions.
“Deaccession” means permanent removal of materials from the state library’s collections.
“Library materials” includes, but is not limited to, books, journals, documents, audio visuals, and software in any format.
“State librarian” means the chief operating officer of the state library.
“State library” means the library agency within the division of libraries of the department of education.
	1.7(3) Ethics.
	a. 	Disposal of materials shall be undertaken in an open, public manner conforming to appropriate ethics guidelines.
	b. 	Ownership of deaccessioned materials shall not, under any circumstances, be transferred to or personally benefit any employee, spouse or immediate family member of an employee of the library.
	1.7(4) Criteria. Materials may be deaccessioned from the collections of the state library if they are no longer deemed relevant and appropriate to the mission of the state library or if they have deteriorated beyond repair and usefulness.
	1.7(5) Procedure.
	a. 	The appropriate unit supervisor shall recommend to the state librarian those materials to be deaccessioned.
	b. 	The state librarian shall approve or disapprove those recommendations from the unit supervisor.
	c. 	The method for disposition of the deaccessioned materials, including sales, donation or destruction, shall be decided by the state librarian.
	1.7(6) Limitations.
	a. 	Revenue from the disposition of any books or other library materials shall be credited to the state library fund established by the treasurer of state.
	b. 	Proceeds shall be used solely for the purchase of books and other information resources for the state library.
	c. 	Any balance in the fund on June 30 of the fiscal year shall remain in the state library fund and shall not become part of the state’s general fund.
This rule is intended to implement Iowa Code section 256.52(3)“c.”
[ARC 2622C, IAB 7/20/16, effective 8/24/16]
These rules are intended to implement Iowa Code sections 256.50 to 256.56.
[Filed 6/3/91, Notice 3/20/91—published 6/26/91, effective 7/31/91]
[Filed emergency 3/3/94—published 3/30/94, effective 3/30/94]
[Filed 5/6/94, Notice 3/30/94—published 5/25/94, effective 6/29/94]
[Filed emergency 8/10/95—published 8/30/95, effective 8/11/95]
[Filed 11/25/98, Notice 9/23/98—published 12/16/98, effective 1/20/99]
[Filed ARC 2622C (Notice ARC 2510C, IAB 4/27/16), IAB 7/20/16, effective 8/24/16]
[Filed ARC 4891C (Notice ARC 4554C, IAB 7/17/19), IAB 1/29/20, effective 3/4/20]