Library Policies


Archives Policy

  • Food and drink are not permitted under any circumstances in the Hunt Library and Research Room.
  • As a matter of courtesy turn off cell phones while in the Hunt Library and Research Room. If you need to use your cell phone please do so outside the confines of the library.
  • Patrons must consult with a Librarian before using a collection, and must conduct their research in the presence of a Librarian or library staff person.
  • Researchers are not permitted in stack areas (those separate from research areas) for security reasons, nor may a researcher access a collection without the knowledge and consent of the library staff.
  • At the researcher’s work space, the patron may only have a pencil and note cards or paper on which to write. Laptop computers may also be used. Briefcases, backpacks, purses, and similar items are not permitted in the research area. They must be left at the circulation desk or other designated area.
  • Parts of collections may be photocopied for the researcher’s personal use; however, library staff will make the photocopies of the requested items for the patron. The library also reserves the right to refuse to make copies due to the physical condition of the item(s).
  • Patrons must be aware that they are responsible for obtaining permission for quoting or making public use of the collections or information therein when the library does not hold copyright for the collection.

Circulation Policy

Loan Policy

The Frederick T. Kelly Library circulates books, compact discs, audio cassettes, DVDs, videos, audio-visual equipment, and government documents. All students, faculty, and staff must present a valid Emory & Henry College ID card to borrow materials. Borrowers are responsible for all items charged on their library card. They are responsible for reporting all changes of address and telephone numbers.

Loan Periods for Emory & Henry College Students & Staff
•Books: 4 weeks
•Compact Discs, Videos & DVDs: 7 days (limited to 5 films or CDs on one account)
•Books on Tape: 4 weeks

Loan Periods for Emory & Henry College Faculty
•Books: Semester
•Compact Discs, Videos & DVDs: 7 days (limited to 5 films or CDs on one account)
•Books on Tape: 4 weeks

Community Borrowers

The Library is open to all who use it in a responsible manner. Many resources are available for use to persons not affiliated with Emory & Henry College, who may acquire a community borrower card at the Circulation Desk. Applications for community borrowing privileges are taken at the Circulation Desk and require photo identification. Persons under the age of 14 must have their registration applications signed by a parent or legal guardian. Community borrowers have the same loan periods as Emory & Henry students and staff.

Holston Associated Libraries

Persons who hold valid circulation privileges in other Holston Associated Libraries (HAL) may borrow resources from Kelly Library upon presentation of a valid library card from any HAL member library (King College, Tazewell Co. Public Library, and Washington Co. [Va] Public Library). Kelly Library circulation rules apply to these borrowing transactions, and the loan period is determined by which borrower card the patron uses.


A borrower may renew regular loans one time unless the item has been recalled or placed on hold by another user.


All materials are subject to recall if another borrower needs them or if a faculty member wishes to place them on reserve for a course. The Library may recall immediately any material needed for reserve circulation. Materials that other borrowers request are subject to recall after the current borrower has had them for one-half of the current check out period. For example, books that have been checked out for two weeks may be subject to recall for use by another borrower. Your cooperation is appreciated in the prompt return of materials that have been recalled.

Overdue Materials

The premise under which the Library operates is that, as adults, its patrons are responsible and considerate of others’ needs and should return materials in a timely manner. Therefore, the Library does not charge fines. However, the Library does send out two overdue notices before an item is billed to a patron.

In addition, patrons who have overdue videos, CDs and DVDs will not be allowed to check out any other items until the overdue materials are brought back. Patrons who have any items that have been billed cannot check out additional materials until their accounts have been settled.

Lost Materials

Library users are responsible for returning materials in the same condition in which they were checked out, allowing for some wear from normal use. The borrower is responsible for materials returned in a damaged condition or for lost materials. Charges for damaged materials may include either repair or replacement costs. The minimum charge for replacing all types of materials (books, compact discs, DVDs and audiotapes) is $50.00, plus a $25 processing fee. Items costing more that $50 will be charged at actual replacement cost. Note that some items can exceed $400 in replacement costs.

Course Reserve Materials

Professors select the loan periods for reserve materials. The three categories are:
•Material that may be checked out for two-hour library use only
•Material that may be checked out at any time and brought back the next day
•Three day checkout period

For more information, please see the Reserve Materials Policy.

Comments or Questions

Address comments or questions to the Circulation Desk (276-944-6208).

Child Policy

Kelly Library at Emory & Henry College is available for use by all registered students, faculty, and staff of the College, and by the general public. The Library provides full access to the Internet for academic and research purposes without filtering its subject matter. The Kelly Library staff does not monitor or control information accessible through the Internet and is not responsible for its content. No child can be left unsupervised by a parent or guardian in the library. Children under eighteen are not permitted to access the Internet without parental or teacher supervision; however, middle school and high school students are allowed to use the Library’s Internet resources for assignments such as National History Day projects and DAR essays. High school students that are dually enrolled have full Internet privileges. At times when Internet usage is heavy, the Kelly Library Staff reserves the right to limit the time a patron may utilize a library computer. The Library may also close the computer labs for bibliographic instruction, equipment failure, or other reasons without notice.

Adult community residents may obtain borrowing privileges by applying for a community borrower card. Students over the age of 14 may apply for their own community borrower’s card. Infants and young children must be in the constant care of a parent or guardian. Library staff may ask the adult caring for a noisy child to remove the child from the Library if the child is disturbing other patrons. In the event that a child is left unattended in the Library, the Library staff may contact Campus Security for assistance.

Patrons using the Library are expected to adhere to the Emory & Henry College Security and Acceptable Use of the Network Policy and to behave in a socially responsible manner. In the event someone becomes disruptive or creates a problem in any way, Library staff is authorized to call Campus Security for assistance.

Children and young adults who are participating in summer camps and programs at Emory & Henry may be allowed to utilize the Library and its resources, if the camp or program directors have made prior arrangements with the College’s summer events coordinator and the Kelly Library staff. Parents, teachers, and/or camp counselors are requested to accompany the participants while in the Library. The Library staff reserves the right to ask noisy or disruptive participants to exit the building. The Library staff is not responsible for supervising children in the Library. Parents, teachers, and program coordinators are reminded that Kelly Library is an academic library and as such does not filter any Internet content, and that the Library contains materials that may not be suitable for children.

Collection Development Policy

Introduction and Philosophy

In accord with the liberal arts intellectual foundation of Emory & Henry College and the mission to “challenge all persons to confront historical and contemporary ideas and issues,” Kelly Library acquires and makes available materials in a variety of formats intended to support all areas of the curriculum and other educational, research, and recreational needs of the community.

The Community

While Emory & Henry College is the primary community to be served, the library is available for use by the regional community. In addition, the library is available for use by students from other regional colleges and universities and provides materials to libraries anywhere in the world via interlibrary loan. As a selective federal government document depository, we select documents to serve the government information needs of the college and residents of the Ninth Congressional District.


The purpose of the Collection Development Policy is to provide guidance to librarians and faculty responsible for materials selection. Rising costs, increasing publisher output, new technologies, severe space limitations, and expanding demands for information necessitate careful materials selection.

Selection Responsibility

The Library is responsible for the development of its collections. However, selection of library materials is the joint responsibility of librarians and faculty, with consideration given to requests by students and other users. The Collection Development Librarian coordinates efforts of selectors and determines whether requested materials conform to the goals, qualitative guidelines, and the selection and acquisitions policies presented in this document. The Government Documents Librarian is responsible for the selection of federal publications.

Budget Allocation

A portion of the annual library book budget will be earmarked to purchase materials recommended by the academic departments. The amount set aside will be determined by the library staff based on the total book budget available, the needs of the collection, and various factors associated with the curriculum. Requests from the faculty are sent to the Collection Development Librarian for review. The Library staff retains the right to order materials with these book funds and to return for reconsideration any requests which do not meet the criteria set forth in this Collection Development Policy.

The librarians also select general materials. General materials include those items which may be interdisciplinary in nature, or of broad community interest and appeal, such as local publications, best sellers, works by Emory & Henry faculty or alumnae, works by Virginia authors, or books on topics of current controversy or interest.

The librarians are also responsible for keeping balance in the collection and for assuring that all aspects of the curriculum are supported. The library budget will absorb processing costs for government documents and provide support staff to adequately maintain the collection.

Selection Guidelines

The subject scope of Kelly Library supports primarily the teaching curriculum. Materials that meet the standards required to support undergraduate-level work will be sought. The emphasis of new acquisitions, therefore, will be on those materials likely to be used by faculty in preparing their courses and by students in doing research related to their studies.

The librarians use many selection aids, such as Library Journal, New York Times Book Review, new acquisition lists from peer libraries, professional online discussion lists, bibliographies, and reviews from disciplinary journals to choose titles for the collection.

In evaluating a book request, the Collection Development Librarian considers some or all of the following criteria:
•Available reviews of the title
•How that title supports the curriculum or enhances the collection
•Expected use, given the demand in that subject area
•Quality of the material, authority of the author, reputation of the publisher, accuracy of the information
•Price and availability of funds
•Relation to other materials on the subject already in the collection
•Whether the item is held by other libraries in the HAL consortium or is held in another format.

Other general guidelines:

The library acquires material in English except for materials in the foreign languages taught at the college.
The library does not purchase college-level textbooks unless they are the only or the best source of information on a topic or they are written by a member of the college faculty or staff.
Duplicate copies will not be bought unless there is a compelling reason to do so and decisions will be made on a case-by-case basis.

Resources that are missing, lost or withdrawn because of poor physical condition will not automatically be replaced. The merits of an item must be considered by the library staff before replacement copies are authorized. Demand for the resource, its value to the collection, and whether or not it has been superseded by a new edition or newer material will be considered as criteria in requesting replacements. In general, the Library will not attempt to replace out-of-print titles. The exception will be the replacement of lost or stolen titles which are standards in their fields and are currently out-of-print.

Worn or damaged books may be repaired, rebound, or withdrawn from the collection depending upon the value of the book to the collection, availability and price of the book on the new or used market.

The library will buy print materials in the least costly format, usually paperback when available. Exceptions are made for books for which high use and long-term relevancy is expected.

Due to higher cost and increased staff time out-of-print materials are acquired only when no in-print materials will meet the same need.

Government documents will be selected according to the applicable criteria listed above and guidelines from Instructions to Depository Libraries and the Federal DepositoryManual. Collection development tools such as the Item Lister, List of Classes of United States Government Publications, Subject Bibliographies and Catalog of United StatesGovernment Publications will be used. If a government document is declared lost or missing, the government documents librarian will make the decision on whether or not to replace the title.

The Reference Collection

The reference collection is designed to meet the basic research, verification, location, and information needs of the college community. The development of strong reference collections is essential to the entire institution; both because the reference collection is the basic tool of students and researchers and also because it is comprised of those items which generally cannot be borrowed from another library. Reference materials have historically been in print format with many titles being multi-volume works. The increasing availability of reference works in electronic format have made it possible to increase access and, in some instances, to even reduce the cost of providing access to an expensive multi-volume title. Selection of reference materials now requires careful consideration of the format as well as the work itself. (See Guidelines for the Selection of Electronic Resources). An attempt is made to provide basic reference works in subject areas contained in or overlapping the curriculum areas, as well as those subject fields common to general information requests.

Children’s Collection

The juvenile collection in Kelly Library is intended for prospective teachers, other adults who are being trained to work with young people and for the children of the college community.

Juvenile books will be collected in the following categories:
•Newbery and Caldecott Award winners
•ALA Notable Books
•Juvenile fiction
•Non-fiction (poetry, biography, science etc.)
•Transitional books for young adults
•Books dealing with issues such as death, divorce, alternative life styles, etc.

Journal Subscriptions

Requests for new journal subscriptions are considered very carefully. Journals subscriptions represent an ongoing financial commitment and journal prices historically increase approximately 9% - 12% each year. In addition, space for shelving print periodicals has shrunk dramatically so that it is necessary that any new journal addition be offset by a cancellation.

Because of increasing journal prices and decreasing space for maintaining backfiles, the format(s) of each title, both current and backfiles, must be considered. Journals may be received and backfiles maintained in print/paper, on microform, or digitally (CD ROM or via the Internet). Maintaining journals and backfiles in more than one format is carefully considered and decisions are made on a title-by-title and format-by-format basis.

While traditional selection criteria apply to the selection of electronic titles, the management of this format is more complex. Special criteria for selecting electronic subscriptions or collections of titles from Internet-based sources are found in the Guidelines to the Selection of Electronic Resources below.

Guidelines for the Selection of Electronic Resources

The term “electronic resources” refers primarily to digitized textual material such as periodicals, periodical indexes, monographs and other databases. These resources may be physically stored on a disk, a CD-ROM, a DVD, a campus network server, or a remote server.

Unlike printed books, which have only one reader at a time, electronic resources may have multiple users from a variety of interfaces. Access levels may vary from one user to unlimited simultaneous users and the access mode may vary from a single dedicated computer workstation to a campus network to the Internet. Pricing for electronic resources vary according to size of the database, publisher, mode and level of access, and institution size.

It is the library’s goal to provide the widest level of campus and remote access to electronic resources that our technology and our budget will allow. Preferably, access to Web based databases will be by IP authentication when available.

The library provides electronic access to resources, the contents of which fall within the guidelines of this collection development policy. Resources in electronic formats include, but are not limited to, CD ROM resources, remote Internet-based resources, text databases such as encyclopedias and full-text journals, and graphic and multimedia files.

In addition to producing information in tangible formats, the federal government is making the transition to a more electronic environment. Therefore, Kelly Library will catalog and make this electronic information available to its patrons. The Electronic Resources / Government Documents Librarian will monitor New Electronic Titles and GOVDOC-L to keep informed about electronic government information.

Whenever possible and advantageous, the library collaborates with library consortia to purchase access to electronic resources. Kelly Library is a member of VIVA, the Virtual Library of Virginia; the Appalachian College Association, ACA, and its library component, Central Library; and Holston Associated Libraries, HAL. The buying power of these consortia is substantial and they are often able to negotiate prices for electronic resources that Kelly Library could not afford to consider alone.

Selection considerations which apply to electronic resources include:
•Availability of value-added enhancements not in the print equivalent (e.g., wider access or greater flexibility in searching)
•Availability of and support for appropriate software/hardware required to operate or access the resource
•Mode of access (e.g., campus network access, library-only access, access on stand-alone workstations)
•Limitations to access required by vendor’s license agreement (e.g., lease vs. own; access to archived resource)
•Vendor reliability and continued support for the resource via updates or new versions
clarity and thoroughness of documentation
•Availability of customer support from vendor during library hours
•In the case of periodical databases, the availability of backfiles, the frequency of update, common searching of multiple titles.

Additional selection criteria for electronic resources include:
•Content and scope (Important vs. extraneous information)
•Authority of the resource and of the publisher and/or vendor.
•Current and projected curricular needs
•Other print and electronic holdings in the relevant discipline
•Cost of purchasing and maintaining the resource


Decisions to purchase an electronic resource should not be made without requesting a trial of the product, seeking reviews or recommendations of the work, and carefully evaluating the licensing and/or consortial agreements pertaining to the resource under consideration.

Video & Audio Recordings

The primary goal is to provide video and audio recorded materials (VHS videocassettes, DVDs, CDs, and audiocassettes) that support specific areas of the curriculum. When video and audio materials are requestedfor recreational use they are ordered only if funds are available at the end of the budget year.


Considered the responsibility of individual academic departments and Academic Computing, software is usually not purchased by the Library except when disks accompany books or other library materials or on a case-by-case basis when such packages support the academic program but do not qualify for departmental or Academic Computing support.


Kelly Library welcomes gifts of books and other library materials as well as monetary gifts to purchase such materials. Because of the hidden expense of processing and maintenance and because space is very limited, every donation must be carefully evaluated to determine that it meets our collection guidelines, that there is sufficient shelf space to house the donations, and that we have the funds and the staff time to process and maintain such additions.

The donor of a monetary gift may suggest a subject area in which the funds are to be spent if that subject is a part of the college program, but the library reserves the right to choose specific items that are needed to support the curriculum.

The following guidelines govern the acceptance of library donations:
•Once accepted, all gifts become the sole property of Kelly Library. The Library reserves the right to determine the housing and circulation policies of gift items, as well as the disposition of items that do not meet the collection criteria, or are duplicates of works already held.
•Gifts may qualify as legitimate deductions for tax purposes. However, the Library is considered to be an interested party and cannot provide an appraisal of the gift. Donors are responsible for making an inventory of the items given and for all appraisal expenses.
•The Library will provide bookplates or other indications for special gifts or memorials if desired by the donor.
•Donors will be asked to sign a Gift Form which will provide a brief description of the gift and a current name and address of the donor so that appropriate acknowledgement may be made.
•Exceptions to these guidelines must be agreed upon in writing by the donor and the library director.

Withdrawing Materials

Deselection of library materials is essential to maintain a current, active, and useful collection that supports the current curricular and educational goals of the college. In addition, space limitations require that the size of the print collection be reduced to fit into current shelving and that the collection remain at this optimum level. This means that as items are added to the collection, an equivalent number of items will have to be withdrawn.

The Government Documents Librarian is responsible for deselecting materials in the government documents collection. Selective depositories must hold publications distributed through the Federal Depository Library Program for five years and must follow disposal requirements established by the FDLP. After the five year retention period is met, the criteria outlined in this section will be followed.

Faculty will be notified when materials in any field are being deselected. If faculty members question a decision, library personnel will discuss with faculty at least two options: maintenance in the library or alternative preservation in an individual department.

Factors involved in the decision to withdraw materials are:
•Value to the collection
•Physical condition
•Number of copies of the item in the collection
•Coverage of the subject by other materials in the collection
•Age or obsolescence
•Historical value


The following materials may be considered for deselection:
•Outdated materials (in scope, content, or relevance to the curriculum
•Superseded editions not containing unique information
•Incomplete sets of longer works (Unless the work is vital to the collection, in which case the missing volumes may be replaced)
•Material worn beyond repair and not vital to the collection
•Materials that no longer support the changing curriculum
•Materials which have not been used for a reasonable time except for items considered classics or having some unique relevance to the collection
•Materials that have been replaced by another format

Government Documents

Kelly Library is one of the approximately 1300 depositories in the Federal Depository Library Program. Emory & Henry College has been a depository since 1884, and is one of three in the Ninth Congressional District (the others are University of Virginia’s College at Wise and Virginia Tech). Kelly Library is a selective depository, which means it is allowed to select the categories of publications it wishes to receive. The current selection rate is 20-25% of the documents available through the depository program.

The primary clientele of Kelly Library is E&H students, faculty and staff. Its secondary clientele is members of the Holston Associated Libraries consortium (eight academic, law and public libraries in southwest Virginia and upper east Tennessee), community borrowers and residents of the Ninth Congressional District.

Emory & Henry College is a small (under 1000 FTE), private liberal arts institution founded in 1836 and affiliated with the United Methodist Church. The Ninth Congressional District is mostly rural and small town / suburban, although Washington County (VA) is located within the standard metropolitan statistical area of Johnson City-Kingsport-Bristol TN-VA. Primary industries are agriculture, forestry, some manufacturing, coal mining, retail and tourism.

The goal of the government documents collection is to support the curriculum of the college and make available documents in subjects of interest to residents of the Ninth Congressional District. Information in all formats will be collected. Subjects of special interest include, but are not limited to agriculture, census information, civil rights, education, environmental quality, foreign relations and diplomacy, forestry; general history and military history, health, mining, Tennessee Valley Authority and tourism and recreation.

Various aspects of collection development as related to government publications are covered in the “Community,” “Selection Responsibility,” “Budget Allocation,” “Selection Guidelines,” “Guidelines for the Selection of Electronic Resources” and “Withdrawing Materials” sections of this policy.


This policy shall be approved by the library staff and the library advisory committee. Final approval shall be by the Faculty with recommendation from the Academic Policies Committee of the college.

Intellectual Freedom

The staff of Kelly Library adheres to the principles of intellectual freedom as outlined in the Library Bill of Rights of the American Library Association. The staff of Kelly Library is responsible for ensuring that all points of view are represented in the collection and that materials are not removed from the collection by groups or individuals because of doctrinal or partisan disapproval. The library will follow guidelines in the Intellectual Freedom Manual of the American Library Association when responding to censorship.

Copyright and Fair Use Guidelines

Emory & Henry College acknowledges and encourages the appropriate use (i.e., reproduction, distribution, performance, and display) of copyrighted works and materials for teaching, scholarship, and research purposes consistent with federal copyright law and the standards for fair use. Reliance upon the fair use exception should be limited to those cases that clearly meet the fair use balancing test in favor of the intended use, and are carefully documented to support that conclusion.

Section 107 of the copyright law sets forth four factors to be considered, weighed, and balanced when making a determination of fair use. These four factors appear below in a format to assist in making this determination. In all cases, considerations on the left side tend to favor fair use while considerations on the right side tip the balance in favor of seeking permission. All four factors must be taken into account before reaching a conclusion.

Fair Use

The concept of fair use is embodied in section 107 of the copyright law. This law provides that certain limited use of copyrighted materials for such purposes as teaching, criticism, commentary, reporting, scholarship and research is not infringement of copyright. The law sets forth four factors to be considered when making a determination of fair use:

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

The Four Factors

  1. Purpose & Character

    The purpose and character of the use, including whether such use is of a commercial nature or is for non-profit educational purposes.

    Uses on the left tend to tip the balance in favor of fair use. Commercial use tends to tip the balance in favor of seeking permission from the copyright holder. The uses in the middle, if they apply, are favorable to fair use: they add weight to the tipping force of uses on the left.
    * Non-Profit * Teaching * Scholarship/Research * Criticism * Commentary * Clinical/Health Care * Parody * Personal * Commercial
  2. Nature of the Work

    The nature of the copyrighted work.

    Again, uses on the left tend to tip the balance in favor of fair use. In this case, uses in the middle have little effect on the balance. Uses on the right favor seeking permission.
    * Factual * A mixture of factual and imaginative * Imaginative * Consumable materials _(e.g., workbooks, answer sheets)_
  3. Amount & Substantiality

    The amount and substantiality of the portion used in relation to the copyrighted work as a whole.

    The amount of material should be measured both quantitatively and qualitatively. Quantity should be evaluated relative to the length of the entire work and the amount needed. The reproduction of an entire work weighs against fair use. A reproduction that is relatively small, but still uses the “heart” of the work will weigh against fair use.
    * Small amount relative to the entire work. _(Examples might include one chapter of a book or the lesser of either 10% or 30 seconds of audio)_. * More than a small amount or the “heart” of the work. _(Examples might include an entire poem, essay, journal article or song)_.
  4. Effect of Use

    The effect of the use upon the potential market for or value of the copyrighted work

    Reproduction that substitutes for purchase of the original weighs heavily against fair use. This factor is closely linked to the other factors. If a use is tipping the balance in favor of fair use after the first three factors are evaluated, lost permission fees need not be considered. However, if after the first three factors, the balance is tipping toward seeking permission, potential lost permission fees must be taken into account in determining market impact.
    * Originals out of print or not available and I can document reasonable attempts to obtain a copy or permission to copy. * There is a market for permissions fees. * Use substitutes for purchase of the original work. * Item has been used in this course before.

These four factors are often difficult to apply and highly subjective. A proper review using these factors requires making several judgments in the course of “weighing” and “balancing” many facts. The Fair Use Analysis Guidelines contains information to help with this analysis. Faculty members, instructors or other authorized personnel should carefully review any copyrighted material to be used and determine whether they need to seek permission from the copyright owner. Unless some other exception under the copyright law clearly applies, this determination involves carefully considering the four fair use factors for each copyrighted work. Even after fair use has been determined and documented, there are other guidelines which should be followed whenever feasible, including the following:

  • The number of copies should be limited to the number of students in the class or, in an electronic environment, passwords or some other authentication method to insure should be used to insure that only students enrolled in that class have access to the copyrighted material
  • Web pages that contain copyrighted material for classroom use should be deactivated or made inaccessible when the class is over or the material no longer needed
  • Duplicated, distributed, or displayed material should always include available bibliographic and copyright information
  • Students should not be charged more than the actual cost of copying, producing, or otherwise making the material available
  • Faculty should obtain permission for materials that they use repeatedly for the same class.

For a more complete explanation of the Emory & Henry College copyright policy, please refer to the booklet A Guide to Copyright Law at Emory & Henry College available at Kelly Library. For an official guide to copyright law, please refer to the Library of Congress Copyright Office website.

Emory & Henry College acknowledges and encourages the appropriate use (i.e., reproduction, distribution, performance and display) of copyrighted works and materials for teaching, scholarship and research purposes consistent with federal copyright law and the standards for fair use. Given both the importance of complying with federal copyright law and the difficulty of determining fair use, this document provides guidance for the use of others’ work as well as links to copyright and fair use resources.

For purposes of this policy, copyrighted works and materials include all audio visual, electronic, and printed works and materials under copyright protection. Some materials are not subject to copyright protection, including:

  • Works that lack originality (e.g. the phone book)
  • Freeware
  • Most, but not all, US government works
  • Facts
  • Ideas, procedures, concepts, principles or discoveries
  • Works in the public domain, including works with copyrights that have expired.

Since a copyright notice is no longer required, the absence of the ©, especially for works published after 1978, does not necessarily mean the work is in the public domain. For additional information, please refer to:

Works that are subject to copyright protection should only be used with the permission of the copyright owner or with a documented determination of fair use or other exception to the copyright law. While fair use (section 107) is probably the most widely used exception to seeking permission for uses of copyrighted works, especially in the college environment, there are other exceptions in the copyright law, including section 108 which applies to reproduction by libraries and archives, and section 110 which allows performance or display of copyrighted works in “face-to-face” teaching activities. There are also specific rules for music (section 107, section 112, section 114, section 115) and works of visual art (section 113).

Reliance upon the fair use exception should be limited to those cases that clearly meet the four-factor fair use balancing test and are carefully documented to support that conclusion. All faculty, instructors, and other authorized personnel should be familiar with the fair use standards; they are encouraged and authorized to make and document a good faith application of these standards to all College-related uses. It is essential that members of the College community make a diligent effort to stay within the bounds of the law in order to avoid both institutional and personal liability for copyright infringement. If in doubt, request permission from the copyright owner. The Kelly Library professional staff will be glad to assist faculty members in locating the copyright holder of materials and securing copyright permissions.

Obtaining Permission

If it is determined that neither fair use nor any other copyright exception applies, permission must be sought from the copyright owner for each specific use (unless a blanket permission has been secured). The Kelly Library professional staff will be glad to assist faculty members in locating the copyright holder of materials and securing copyright permissions.

Display Policy


The purpose of displays in Kelly Library is to educate, inform and promote the sharing of information with the students, faculty and staff of Emory & Henry College. Display space may be requested by current E&H faculty, staff and college sanctioned student clubs and organizations.


  • Promote the use and circulation of library materials.
  • Promote the awareness of Emory & Henry College events, services, clubs/organizations, and courses/curriculum.
  • Promote the Mission and Vision of Emory & Henry College.


  • Displays/exhibits are to be consistent with the Library’s commitment to freedom of information and cultural diversity. They are not to be used to promote personal, commercial, or organization positions.
  • Displays should highlight library collections or services, either directly or indirectly, and thus promote scholarly and educational use of the library.
  • Exhibits will normally be approved for a display period of not less than three weeks and not more than eight weeks.
  • Any exhibit costs will be assumed by the sponsoring organization. Security and/or insurance for displays are the responsibility of the sponsoring body.
  • The Library cannot be responsible for personally valuable items placed in the display cases. Inclusion of such items in displays is strongly discouraged.
  • Exhibits created by individuals or groups outside the library should include a sign or other label indicating the name of the individual or organization responsible for the exhibit.
  • Displays must be of high quality design and execution.
  • Applications for displays should be submitted in writing at the beginning of each academic year. The Library will attempt to accommodate requests made after that time, but is not obligated to alter the display schedule.The preferred method to request a display case is an email response to the display request sent to all faculty and staff at the beginning of each academic year. Questions should be directed to Ruth Castillo, Library Director, at
  • The Library will review and approve each display. The Library reserves the right to alter or remove any display.
  • The sponsoring individual or organization must provide any materials needed to mount the display and ensure that it is disassembled in a timely manner.

Contact Ruth Castillo to request a library display.

Gift Policy


Kelly Library welcomes gifts of books and other library materials as well as monetary gifts to purchase such materials. Because of the hidden expense of processing and maintenance and because space is very limited, every donation must be carefully evaluated to determine that it meets our collection guidelines, that there is sufficient shelf space to house the donations, and that we have the funds and the staff time to process and maintain such additions.

The donor of a monetary gift may suggest a subject area in which the funds are to be spent if that subject is a part of the college program, but the library reserves the right to choose specific items that are needed to support the curriculum.

The following guidelines govern the acceptance of library donations:

  • Once accepted, all gifts become the sole property of Kelly Library. The Library reserves the right to determine the housing and circulation policies of gift items, as well as the disposition of items that do not meet the collection criteria, or are duplicates of works already held.
  • Gifts may qualify as legitimate deductions for tax purposes. However, the Library is considered to be an interested party and cannot provide an appraisal of the gift. Donors are responsible for making an inventory of the items given and for all appraisal expenses.
  • The Library will provide bookplates or other indications for special gifts or memorials if desired by the donor.
  • Donors will be asked to sign a Gift Form which will provide a brief description of the gift and a current name and address of the donor so that appropriate acknowledgement may be made.
  • Exceptions to these guidelines must be agreed upon in writing by the donor and the library director.

Honors Theses Policy

The standards to promote a uniform appearance in senior honors theses were adopted by the faculty in 2002.

  • Two copies of each thesis should be submitted through the departments and/or divisions to the library. One copy will be housed in special collections; the other will be retained in the reference collection.
  • All theses should be submitted in an unbound state.
  • All theses should conform to one of the recognized research paper style standards as set forth in the Chicago Manual of Style, the MLA Handbook or the Publication Manual of the American Psychological Association. The standard under which the student should submit his or her work should be decided by the individual department or division.
  • All theses should be word-processed in black ink on white paper.
  • The paper should be at least 20 lb. stock with not less than a 25% cotton content.
  • All theses should be produced on a laser printer.
  • The fonts used should be Arial, Times New Roman, or a similar undecorated font style.
  • The standard font size should be 12.
  • The margins of the document should be 1” on the top, bottom, and right side. The left margin should be 1½” to accommodate the binding.
  • The approval page of each thesis copy must have original signatures in ink of all the thesis committee members.
  • All tables, appendices, and illustrations must conform to the above-listed publication standards.

For further information, contact the Technical Services Librarian at ext. 6207

Mission Statement

Emory & Henry College’s Frederick T. Kelly Library serves the research and instructional needs of students, faculty, and the community by providing information access; providing instruction in the discovery, use, creation, and management of information; and facilitating independent study, and collaborative learning.

  • providing information access
    • supplying and maintaining the tools that provide access to physical and digital information resources
    • participating in cooperative library initiatives that benefit both Emory & Henry and the broader community
  • providing instruction in the discovery, evaluation, use, creation, and management of information
    • teaching library research skills and the critical evaluation and synthesis of information
    • providing professional research and information assistance
  • facilitating independent study and collaborative learning
    • provide clean, inviting, and adequate physical spaces conducive to study and research and provide safe, secure, easily navigable virtual spaces

Reserve Materials Policy

Reserve materials are supplemental readings for a course, which are placed on reserve by the Library staff at the request of a professor.

How to Checkout Items from Reserve

  • A valid College I.D. is required in order to check out items.
  • Bringing a syllabus to the library is helpful in the retrieval process.
  • Course reserve materials are located at the Circulation Desk.

Information for Faculty

Please refer to the Copyright & Fair Use Guidelines or A Guide to Copyright Laws booklet (available at the Circulation Desk) for specific information on copyright compliance concerning reserve library materials. It is important to note that all photocopied materials used as reserve readings may only be placed on reserve one time without obtaining written permission from the copyright holder.

Please note that the Kelly Library staff reserves the right to refuse to place any materials on reserve if they believe it violates the Fair Use section of Title 17 (copyright law) of the US Code.

  • Reserve materials must be submitted at least three days prior to scheduled use.
  • All reserves are processed in the order in which they are received.
  • At any time during the semester, faculty may add or remove items from the reserve lists.
  • To remove material from reserve, please call ahead so the item(s) can be removed from the Reserve List.
  • All materials will be removed at the end of each semester.

Types of Reserves

  • Material that may be checked out for two-hour library use only
  • Material that may be checked out at any time and brought back the next day
  • Three-day checkout period

Items That Cannot Be Placed on Reserve

  • Reference books
  • Bound periodicals
  • Books borrowed through ILL
  • Any material that, in library staff members’ judgment, violates the Fair Use exemption

Comments or Questions

Address comments or questions to the Circulation Desk (276-944-6208).

Weeding Policy

Questions and Answers

What is weeding?

Weeding a library is like weeding a garden; one looks over everything and carefully selects those things which need to be removed. In a library, weeding is a shelf-by-shelf and book-by-book review and withdrawal of certain books in a library’s collection. Weeding can be either scheduled regularly or irregularly, as the need arises, or can be constantly ongoing.

Why are you weeding?

Here at the Kelly Library, we need to weed the collection for many reasons, the most pressing of which is that we are simply out of shelf space for new books. Other reasons include the necessity to keep the collection up-to-date and to keep the information available as accurate as possible. Another reason is that, as the curriculum of Emory & Henry evolves, the collection needs to evolve, in order to adequately support it. A couple of examples include criminology and social work, which were once part of our curriculum but no longer are. Books also wear out and fall apart. At other times, certain materials were added to the collection that no longer fit our collection development policy. For example, at this time, we try not to collect textbooks, yet there are many old textbooks on our shelves. Other examples are duplicate copies of titles, where a single or a couple of copies is now sufficient for our needs. For these reasons, there are always books and other materials that need to be removed from our collection. It is important to remember that Kelly Library is an undergraduate library and has different educational goals and responsibilities than a major research institution, such as Virginia Tech or UVA.

Who decides what to weed?

The librarians and the archivist are all information professionals, trained and experienced in the science of collection maintenance. Just like collection development, collection maintenance is also taught in graduate library programs. The professional librarians and archivist on the staff are assigned sections of the collection that most closely match their areas of expertise, education, and interests. Remember that, in addition to a master’s degree in library and information science, all librarians have at least a bachelor’s degree in a subject area other than professional librarianship, and some have additional graduate degrees and certifications in subject areas as well.

What happens when you weed a collection?

When faculty members or the professional library staff select material for withdrawal, the items will be checked against collection development tools such as Best Books for Academic Libraries, Resources for College Libraries, and AHA Guide to Historical Literature. Any title found in these resources will be retained.

If a librarian has a question about the removal of a book, a faculty member in the appropriate department will be contacted. If the faculty member believes the item selected for withdrawal should be retained, it will be returned to the shelf. If no feedback is received within two weeks, the items will be withdrawn from the collection.

How often does weeding occur?

We try to weed on an ongoing basis, only scheduling organized weeding when absolutely necessary.

Why do you sometimes weed during the breaks from classes?

A large organized weeding is a dirty and difficult job, as well as a somewhat noisy one. We sometimes schedule weeding activities during a time when the students are not on campus so that the professional library staff can all participate with a minimum of disruption to the students and other library patrons.

What input does the faculty have in the weeding process?

Faculty members are always welcome to come in on their own and weed the part of the collection that corresponds to their area(s) of expertise at any time, or to set up a time to have the assistance of the professional library staff in that process. They are also welcome to come and help us with a scheduled weeding of the collection, or to be present at the weeding and inspect the selected materials being weeded.

What if something important gets weeded?

Mistakes do happen on occasion, and what gets weeded is also often a matter of opinion. Books that meet the criteria for withdrawal may be something that is considered vital to a subject area by a faculty member. If the book hasn’t been removed from the premises, we can reprocess it back into the collection. If it has, then it is too late to recover it. However, each department is given an annual budget for purchasing new books and materials by the Library. They can choose to replace weeded materials as they see fit. This is the most important reason why we welcome faculty members’ participation in the weeding process.

What happens to the books that are weeded?

Books and materials withdrawn from our collection at the Kelly Library are offered first to faculty and HAL member libraries and then to Kelly Library patrons, and finally to area used book dealers.

Can faculty, staff, or students have the weeded books?

Absolutely! Our only stipulation is that they ask first, so that we may make sure they have been fully processed and withdrawn from the collection.

Weeding Guidelines

What we remove:
  • Duplicates
  • Superseded editions of which we have the latest
  • Outdated materials
  • Computer Science older than 5 years (except UNIX, Open VMS, Cobol, Fortran)
  • Science after 10 years except History of Science, Botany and Science
  • Technology and Applied Science older than 5 years
  • Library Science after 10 years except for theory and history
  • Occupational Guides, resume guides, etc. older than 5 years
  • Financial Management and Real Estate guides older than 5 years
  • Travel books older than 10 years
  • Health, Medicine, Nutrition and Pharmacology older than 5 years
  • Psychology older than 10 years (not including Biography, History of Psychology, and Psychological Theory)
  • Physical Education older than 10 years
  • Vanity press materials in general and really old outdated materials
  • Textbooks
  • Badly damaged items (be sure to check on replacing them)
  • Atlases older than 10 years
  • Materials which no longer support the curriculum
  • Best sellers older than 10 years other than authors still publishing that are not part of our curriculum
  • Books not checked out in more than 10 years.
  • Incomplete series (either order the missing volume or delete the set)
  • Study prep guides (GRE, MCAT, etc) older than 5 years
Books We Never Weed
  • Methodist history and theology unless duplicated or in a new edition
  • Regional materials (history, literature, geography, economics, art, music, etc.)
  • Authors on the faculty
  • Classics in each field
  • Core materials in each discipline
  • Literary classics
  • Primary sources
  • Works deemed to be of historical value by the library professional staff