General Policies - PASCAL
(last updated July 29, 2008)
Preservation and Access Service Center for Colorado Academic Libraries
The statements here provide general overview of PASCAL policies and practices; they should not be considered comprehensive. For complete information about PASCAL, its policies, membership, etc. please contact the PASCAL Manager, Head of Access of the Health Sciences Library, or the Director of the Health Sciences Library who acts as the Chair of the PASCAL Board.
Michael Kelty, PASCAL Manager, 303-724-1112
Douglas Stehle, Head of Access HSL, 303-724-2139
Jerry Perry, Director HSL, 303-724-2133
- Materials in any physical form normally considered appropriate for library collections may be stored at PASCAL, if the conditions of this policy are met. Owning libraries agree to be guided by decisions of the PASCAL Board.
- The depositing library will retain ownership of materials it stores at PASCAL.
- Materials in an advanced state of deterioration, infested with mold, insects, or other vermin, and potentially flammable or destructive items will not be accepted.
- Archival materials and artifacts that meet other criteria in this policy will be accepted for storage.
- In the case of duplicate items targeted for discard by depositing member, PASCAL staff will determine which copies are in the "best" physical condition for storage.
- If a library attempts to store materials that duplicate items already stored and the duplicate items are then discarded, the depositing library may continue to count those items in its holdings statistics. In some cases, it may be possible to address recall requests by supplying electronic versions of the materials.
- Depositing libraries may recall their own stored materials permanently. Permanent recall of materials should be kept to a minimum.
- There is a $5.00 charge for each item permanently recalled.
- Requests to permanently recall combined serials or materials deposited by another library must be submitted in writing, along with justification, to the PASCAL Oversight Committee for decision.
Non-Duplication of Serials
Only one copy of a serial title may be stored at PASCAL. Serial holdings from depositing libraries may be combined to form one complete run of a print serial title. The depositing library will retain ownership of material it stores at PASCAL. If a library attempts to store materials that duplicate items already stored in PASCAL and the duplicate items are then discarded, the depositing library may continue to count those items in its holdings statistics. Requests to permanently recall combined serials or materials deposited by another library must be submitted in writing along with justification to the PASCAL Governing Board. Before sending materials to PASCAL, participating libraries will determine if the exact materials are already in PASCAL. Whether a title duplicates what is already in PASCAL should be determined by a match on both OCLC number and title, as well as a match on specific holdings information from records in Prospector. Although storing the best copy is ideal, it is not practical for PASCAL staff to retrieve volumes and examine physical condition nor is it feasible for staff in the various libraries to compare their in-house items to what is already stored in PASCAL. Each library should, to the extent possible, note damage or incomplete condition in the item level or in holdings statements so that other libraries can readily see physical condition and act accordingly. Prior to sending undesirable volumes, a library should search to see if another participant has undamaged volumes or a library may choose to send duplicate volumes if it has intact holdings while damaged volumes are already located at PASCAL. A library may elect to discard its damaged holdings and rely on the better holdings whether located at PASCAL or in another participant library.
Sending of duplicate copies of a given monographic title from the same institution is discouraged except in exceptional circumstances.
Non-Paper Media—AV/media, video, film, VHS, etc.
Microfilm, videos and film are sent like any other material. Microfilm and videocassettes are stored in trays. 16mm films are stored on shelves.
Microfiche can be sent either individually or in runs. Each run should be attached to an item record. The fiche should be requested individually from a tray. If a library decides to send runs of microfiche, PASCAL will provide trays. Microforms can duplicate paper copies. If microforms are processed individually then they are counted individually in PASCAL inventory. If they are sent in runs, then each run is counted as one volume.
Rare Materials, Special Handling
Rare materials should be designated as non-circulating. Patrons will be directed by information in the item record or by owning library staff that these items may only be used by appointment at the home library. Rare material should be requested by owning library staff via e-mail or telephone to PASCAL staff.
- At a minimum, archival collections should contain box-level inventories in order to establish basic intellectual control and facilitate ready retrieval of materials.
- Archival materials should not be permitted to be viewed on-site at the PASCAL facility due to issues concerning copyright, access restrictions, theft, ownership, and other matters of potential legal importance.
- Request for archival materials should be made through the archival institution that maintains the research materials. Upon specific request, authorized archival personnel will recall boxes from the PASCAL facility for researcher use.
- Research materials will be returned to the PASCAL facility following their use.
- All such transactions may be documented at the discretion of the owning library through call and transmittal slips in the event of loss or theft.
- All materials to be sent to PASCAL must be represented by a machine-readable bibliographic record appearing both in the local library's OPAC and in Prospector. Cataloging will be the responsibility of the owning library and must be completed before materials are shipped to the storage facility. It is critical that materials be cataloged as fully and accurately as practical, since the cataloging record will be the only mechanism for identifying and retrieving the desired materials. Records may be suppressed in Prospector at the discretion of the owning library.
- Full-level cataloging for each item is the ideal model. Full-level cataloging assumes that a bibliographic record has been created/used in OCLC or created locally. Information in the record includes author, title, other title information, imprint, physical description, series (if appropriate), any appropriate notes, and subject and other tracings as appropriate.
- If the library cannot provide full-level cataloging, the minimum acceptable will be K-level cataloging. K-level cataloging includes author, title, other title information, imprint, physical description, and series (if applicable). It usually does not contain notes or tracings, although some subject access to these materials would be very desirable (at least one or more subject headings assigned).
- Collection level records or other minimal level records for special or archival collections are acceptable.
- Local policy will determine the assignment and form of classification numbers. The call number assigned by the owning library will continue to display in the record. Call numbers have no relevance within PASCAL, but they could still be used to locate all materials on a given subject whether housed locally or off site.
- All physical volumes or units attached to the bibliographic record must be represented by an item record. The item record will include the owning library's barcode. A second inventory barcode will be applied to existing item records by PASCAL staff.
ACCESS AND USE OF MATERIALS AT PASCAL
Visiting PASCAL, By Appointment
Patrons must make an appointment to use material at PASCAL during the regular operating hours of the facility (8-4:30 M-F) . Patrons should request items in advance of their scheduled appointment so that the material can be retrieved and acclimated before use. Patrons are encouraged to make appointments at least 24 hours in advance via email (firstname.lastname@example.org) or telephone (303-724-1114). Patrons may use materials in the PASCAL conference room. A photocopy service is available. PASCAL Libraries are responsible for assuring that users who wish to use PASCAL materials on site make an advance appointment and come prepared with valid identification.
Patrons should make their requests online through their home library’s catalogue. Paging slips will be generated once daily, in the morning. Requested items will be packaged for the courier and sent to requesting libraries (including Prospector requests). All PASCAL member library faculty, staff and students with a valid borrower card from any PASCAL member library campus are eligible to borrow materials from PASCAL. Courtesy and paid borrowers with valid borrower cards from the PASCAL campuses may borrow materials from PASCAL.
PASCAL staff will not lend books directly to non-PASCAL library patrons. Non-PASCAL patrons will borrow through Interlibrary Loan according to the loan rules established by each lending unit. PASCAL will check out materials to the lending units, which will lend materials to the requesting libraries. Upon return of the item the lending unit will place the item in transit to PASCAL.
Member libraries may place requests for document delivery via Ariel, fax or the Rapid website. 24-hour turnaround is guaranteed on all requests.
All requests for articles to be copied and sent via Ariel, Rapid or fax should be transmitted to PASCAL staff via Ariel (IP address: 188.8.131.52) by ILL staff or through the Rapid website. All requests received before 3 p.m. will be processed and sent that day. All confirmation of Ariel and fax transmissions including the destination of each transmission and the number of pages transmitted will be sent to the owning library’s ILL department via Ariel immediately following completion of each transmission to a requesting library or updated on the Rapid website. Notification of unavailability of an article will be sent via Ariel to the requesting library’s ILL department or on the Rapid website.
- On site - On site use of material is not supervised by PASCAL staff. Patrons should make an appointment in advance before visiting PASCAL. There is a PASCAL reading room where patrons may use and look at the material on their own.
- Home library only restrictions & Rare Material - Libraries may designate material for home library use only. Rare materials can only be used at the owning library. See Rare Materials and Archives information above.
Requests for special circulation such as term reserves should be directed to the PASCAL Manager.
Onsite Reading Room
- The PASCAL reading room is available only to use stored materials onsite.
- The library user must possess a valid form of identification issued by a PASCAL library to use stored material at the PASCAL site. Other users must go through their ILL/Prospector procedures.
- Materials are retrieved for users by PASCAL staff and brought to the reading room for use. The collection is not designed for direct access by users.
- Because the staff at PASCAL is limited and the retrieval of material from high density stacks takes some time, it is recommended that users come prepared with the citations of each item they wish to use. Prior appointments are strongly encouraged.
- No food, drink or smoking.
- No equipment is available at PASCAL for viewing of material such as microfilm, videocassettes, etc. The Health Sciences Library on the Anschutz campus, not far from PASCAL, does have equipment for viewing video but does not own any microfilm reader/printers.