Office of the Associate University Librarian for Research and Instructional Services
Public Services Policy Memo 6
Cooperative Access Arrangements
- RLG Partnership SHARES Program
- OCLC RLAC Reciprocal Faculty Borrowing Program
- New Jersey Library Network and Statewide Library Services
- Metropolitan New York Library Council (METRO)
- Pennsylvania Academic Library Consortium, Inc. (PALCI)
- Princeton University
- New Brunswick Theological Seminary (Sage Library)
- American Hungarian Foundation
- Whitman Library
- Council for Higher Education in Newark (CHEN)
- Reciprocal Borrowing and Lending Program (REBL)
- University of Medicine and Dentistry of New Jersey
- Urban Campus of Camden County College and Rowan University
- VALE Reciprocal Borrowing
- Appendix 1: New Brunswick Theological Seminary Gardner Sage Library Letter Introduction (separate PDF file)
The Rutgers University Libraries maintain memberships in consortia and have special cooperative and affiliated arrangements with libraries and other organizations to provide access to scholarly materials for Rutgers faculty, students, and staff. Current partners are the RLG Partnership, the OCLC Research Libraries Advisory Committee, the Virtual Academic Library Environment of New Jersey (VALE), and Council of Two-year College Libraries, the Metropolitan New York Library Council (METRO), the Pennsylvania Academic Library Consortia, Inc. (PALCI), Princeton University, the University of Medicine and Dentistry of New Jersey (UMDNJ), the New Brunswick Theological Seminary, the American Hungarian Foundation, the Whitman Library, and various local arrangements. The terms of each agreement vary.
RLG Partnership SHARES Program
SHARES began as a collaborative effort of RLG over 20 years. It enables participating institutions to agree on prices, procedures and policies; monitor their own performance; and manage workflow to support increased lending activities. The program gives each participant's faculty, students and staff on-site access to collections and services at the other SHARES institutions. This international sharing partnership expands and enhances local collections with materials owned by partners around the world.
On-site access privileges through the SHARES partnership permit faculty, emeritus faculty, students, and academic and professional library staff of partners' institutions to use the collections and services at other SHARES libraries. Rutgers visitors at other SHARES libraries must present a currently valid RUconnection photo ID card.
In-library use of material is permitted, but visitors are not granted borrowing privileges. When libraries have restricted stack access, visitors will receive the same degree of access accorded their peers at the host institution; for example, visiting faculty will be accorded local faculty stack privileges. Access to special or restricted collections or materials is possible if arranged in advance.
On-site access does not extend to alumni, retired faculty (except for emeritus faculty), courtesy or fee borrowers, spouses, or docents; or to faculty, staff, and students from non-SHARES units affiliated with SHARES participants.
Local protocols take precedence over the SHARES on-site access guidelines. For example, participating institutions in the same region may have established more liberal policies or more specific guidelines for each other's clientele. Visitors can expect reference consultation, photocopying at the local constituency rate, database search services at the local constituency rate, and other services available to comparable groups at the host institution.
Special arrangements may be available for using unique local resources and electronic databases that are restricted by license agreements. Visitors will not receive direct ILL borrowing services; for example, the visitor cannot present an ALA ILL Request form and expect to carry out the requested item.
On-site access is available during the institution's regular business hours. To verify hours, holiday access, and access to departmental libraries and special collections, contact the SHARES partner contact in advance: http://www.oclc.org/research/activities/shares/partners/default.htm
Consult the website for policy details: http://www.oclc.org/research/activities/shares/procedures.htm .
OCLC RLAC Reciprocal Faculty Borrowing Program
The OCLC Research Libraries Advisory Committee sponsors a Reciprocal Faculty Borrowing Program that allows borrowing privileges and on-site access to faculty members of participating institutions. A current list of participants is available at: http://www.oclc.org/membership/advisorycommittees/profile8.htm.
When Rutgers faculty wish to use a participating institution, Rutgers librarians may search the institution's library web site for the policies of the institution of interest. Interlibrary loan staff may also search OCLC's Policies Directory for relevant access policies. Refer Rutgers faculty to the head, university libraries access and interlibrary services, who will issue an OCLC/RLAC card for an appropriate period.
Refer faculty from an OCLC institutions who present an RLAC/OCLC card at a circulation or reference desk to the head, university libraries access and interlibrary services who will issue a Guest borrowers card for the appropriate period.
New Jersey Library Network and Statewide Library Services
The Rutgers University Libraries participate in programs of the New Jersey State Library that provide interlibrary loan services to New Jersey public, academic, school, and special libraries through the statewide New Jersey Library Network. Rutgers libraries also participate in activities and services of appropriate regional library cooperatives.
Interlibrary Loan Services - The Rutgers University Libraries provide interlibrary loan and photocopy of materials held in the Rutgers Libraries' collections to libraries that participate in the New Jersey Library Network.
Regional Library Cooperatives - Rutgers University Libraries participate in educational and other activities of the INFOLINK Regional Library Cooperative, which serves Essex, Hudson, Middlesex, and Union, and the South Jersey Regional Library Cooperative, which serves: Atlantic, Burlington, Camden, Cape May, Cumberland, Gloucester, and Salem Counties.
Metropolitan New York Library Council (METRO)
The Rutgers University Libraries participate in the Metropolitan New York Library Council (METRO), a nonprofit membership organization of more than 250 libraries and library systems located primarily in the five boroughs of New York City, and Westchester County. METRO members represent a diverse group of individual libraries include academic, hospital, law, business and other types of special libraries, research libraries, public library systems, school library systems, archival collections and others in the information field across the metropolitan area. In key areas including resource sharing, digitization, advocacy, professional development, job placement, collection expansion, and shared services, METRO helps libraries of all kinds to protect and expand their role as vital resources for learning.
The Rutgers University Libraries participate in the METRO Referral Cards program, which gives users limited access to collections that are usually closed to the public. Cards for Rutgers library users are issued from the reference desks of any Rutgers library, and cards brought to Rutgers by users from other METRO libraries are honored at any Rutgers circulation desk.
Yellow cards are used for access to specific titles, while blue cards provide access to specific subject collections. Instructions are available on METRO's website by following the path Programs and Services / Delivery Services / Referral Cards/.
RLG SHARES libraries that are also METRO members recognize Rutger's RLG status for onsite access; Rutgers visitors are not required to produce METRO reference cards.
Pennsylvania Academic Library Consortium, Inc. (PALCI)
The Rutgers University Libraries joined the Pennsylvania Academic Library Consortium, Inc. (PALCI) in 2003. PALCI is a membership organization formed in 1996 as a grassroots federation of private and public academic libraries. The primary mission of the group is to spur the development of library cooperation within the Commonwealth of Pennsylvania, and now beyond to other nearby states, and its focus has been the improvement of virtual library services among member institutions.
E-ZBorrow - Over three dozen academic libraries, including Rutgers, currently participate in the PALCI E-ZBorrow program. PALCI libraries have developed a virtual union catalog with more than twenty-six million items that permits combined searching and direct requesting by their students, faculty, and staff.
E-ZBorrow works as an extension of Rutgers collections. It may be used for requesting books either not owned, checked out, or otherwise not available in the Rutgers University Libraries. Requests may be placed for books charged out to or on hold for another Rutgers borrower, available only as a reference or reserve item at Rutgers, or noted as missing in the Library Catalog. Books are normally available in seven or fewer working days.
E-ZBorrow books are charged out in the Library Catalog in the same way as books owned at Rutgers. Requesters are notified by email when a request has been placed and when books are ready for pick up. They are also be notified about book availability in their "My Library Account" in the Library Catalog.
Users will find links to the E-ZBorrow program on the Libraries' website in a number of locations. More information on the E-ZBorrow program is available on the Delivery and Interlibrary Loan page.
Reciprocal Borrowing - Through PALCI, Rutgers also participates in a free reciprocal borrowing program that grants faculty direct, personal access to materials that are not available at the home institution. A list of participating libraries is available here. Rutgers faculty wishing to take advantage of this service must secure an authorization form from the circulation desk of any Rutgers library. The form must be signed by the head of access services on the particular campus. Faculty from other PALCI libraries who present an authorization form at a Rutgers circulation desk are registered as guest borrowers with one-year expiration. Copies of all forms are sent to the head, university libraries access and interlibrary services, Alexander Library.
Additional information is available on the PALCI website.
All Rutgers University faculty and students can obtain access to Firestone and most Princeton libraries by showing a valid ID at the access office at Firestone Library. You may call the access officer at 609/258-5737 to check hours that the office is open and ask any other questions. Access to other Princeton libraries may require a Rutgers ID or photo ID and Firestone access card.
Full-time Rutgers faculty who reside in Princeton Borough are granted borrowing privileges upon application directly to the access office at Princeton.
A limited number of Princeton borrowing cards may be granted to active (not retired), fulltime faculty who do not reside in Princeton. Faculty may apply to the Rutgers university libraries research and instructional services administrative offices in Alexander Library, TEL: 848-932-7129. When granted, these cards expire on June 30 of each year and are not automatically renewed.
New Brunswick Theological Seminary (Sage Library)
Gardner A. Sage Library of the New Brunswick Theological Seminary and the Rutgers University Libraries have a long tradition of cooperation. Sage and Rutgers library collections have traditionally been understood to complement each other since they reflect each institution's overall mission and scope of research and study. In practice, this has meant over the years that the Rutgers libraries relied on Sage Library for many theological and religious works. The Rutgers collections now also have a strong foundation of theological and religious works, while Sage Library has expanded its scope to include strengths in such areas as the African- American religious experience, urban ministry, and Asian immigrant materials.
Faculty and students of the seminary and the university are welcome to use Sage and Rutgers libraries according to the following arrangements:
Seminary Users at Rutgers - Full-time faculty, adjunct professors during the semester they are teaching, students, and staff are eligible for primary borrowing privileges at the Rutgers University Libraries. Privileges are issued for one year with expiration dates of 6/30 or 12/31, and must be renewed annually. As primary borrowers, Seminary users receive term loans and may request delivery of Rutgers books to a Rutgers pickup library and electronic delivery of Rutgers articles. Seminary faculty may request Alexander Library to place materials on reserve for their classes. The Sage Library provides interlibrary loan services to Seminary faculty, staff, and students. To register at RUL, Seminary students must bring a letter of validation from the seminary and an ID card to the circulation desk of any Rutgers library. Full-time faculty, adjunct professors, and staff whose names appear on the list provided annually by Sage Library to the Rutgers university libraries administration are entered into the Rutgers online borrower file; they may present an ID card at any Rutgers circulation desk to receive a borrower card.
Rutgers Users at Sage - Rutgers full-time faculty and graduate students may register for direct borrowing privileges at Sage Library upon presentation of a current Rutgers identification card. Undergraduates must present a completed form letter [PDF] from a Rutgers reference librarian and signed by a circulation supervisor, or a letter from a professor, indicating that they need Sage resources. Sage library staff may telephone the circulation desk at Alexander Library to verify a student or faculty member's current status and Rutgers affiliation. Sage Library sets borrowing terms and privileges. Rutgers faculty and graduate students are permitted to borrow up to 25 items at one time, while undergraduates are permitted to borrow up to 6 items. Materials borrowed on site at Sage need to be returned directly to Sage Library. Rutgers borrowers with long overdue items borrowed from the Sage Library are subject to Rutgers University Libraries' lost item replacement fees and delinquent accounts procedures, including transcripts and diploma holds at Rutgers and collection agency fees. Faculty, students and staff on any Rutgers campus can request Sage Library items by using Interlibrary Loan and Article Delivery Services. Materials will be borrowed from Sage or another resource sharing partner by the interlibrary loan services staff. Rutgers faculty may request Sage Library to place materials on reserve for their classes, and students on their class rosters are entitled to temporary borrower privileges.
American Hungarian Foundation
The Library of the American Hungarian Foundation is an affiliated library of Rutgers, The State University of New Jersey. A small portion of the Library's holdings is integrated into the Library Catalog. The Library is identified in the Library Catalog as Hungarian. Most of the items at the Foundation that are in the Library Catalog circulate to Rutgers students, faculty, and staff, but only by placing requests in the Library Catalog through the Rutgers Delivery Service. Anyone may visit the Library to look at materials. There is a photocopy machine available for use. The Rutgers University Libraries accept interlibrary loan requests for Foundation Library materials. The Foundation Library also has manuscripts. For further information, consult the Foundation website at http://ahfoundation.org/.
The Whitman collection is comprised primarily of books donated to the Walt Whitman House by Colonel Richard Gimbel at his death in 1971. The collection was cataloged into the Library Catalog in 1986-87 as part of a grant received by Professor Geoffrey Sill, the President of the Walt Whitman Association and a member of the Department of English at Rutgers University in Camden. The collection is available to scholars by prior arrangement with Margaret O'Neil, curator of the Whitman House, a National Historic Landmark.
Walt Whitman lived with his brother George in Camden from 1873 until 1884, when he bought his own house at 328 Mickle Street, where he lived until his death in 1892. Among the many visitors he received in Camden were Thomas Eakins, John Burroughs, Oscar Wilde, and Horace Traubel. The house, now numbered 330 Mickle Boulevard, displays furnishings owned and used by Whitman and a collection of manuscripts, photographs, and memorabilia. The house is managed by the State of New Jersey Division of Parks and Forestry and is open to the public. The library is in an adjacent building at 326 Mickle Boulevard (856/964-5383).
Council for Higher Education in Newark (CHEN)
The John Cotton Dana Library on the Rutgers - Newark Campus participates in library activities sponsored by the Council for Higher Education in Newark (CHEN). CHEN is a consortium that includes a number of academic and research libraries in Newark. Under CHEN auspices, Rutgers University - Newark, the University of Medicine and Dentistry of New Jersey, the New Jersey Institute of Technology, and Essex County College, and Newark Public Library participate in a reciprocal borrowing program. Students, faculty, and staff may receive guest borrowing privileges for one semester at participating institutions. The privileges granted by Rutgers extend only to use of the Dana Library. Cross-registered students from the University of Medicine and Dentistry, the New Jersey Institute of Technology, and Essex County College receive full borrowing privileges at the Dana Library and the Rutgers University Libraries for the semester that they are cross-registered.
Reciprocal Borrowing and Lending Program (REBL)
The John Cotton Dana Library on the Rutgers - Newark Campus participates in REBL, a reciprocal borrowing program for borrowers in good standing from public and academic libraries in Essex County. REBL stickers are issued on a calendar year basis by the patron's home library. Guest borrowing privileges extend to Dana Library only and must be renewed every six months.
University of Medicine and Dentistry of New Jersey
The Rutgers University Libraries, in cooperation with the University of Medicine and Dentistry of New Jersey (UMDNJ) Libraries, provides select library services to UMDNJ students, faculty, housestaff, and staff located on the New Brunswick/Piscataway, Newark, and Camden campuses.
Services are granted for one academic year. Individuals eligible for services may register, and must re-qualify annually for continued services, at the circulation desks at either the Rutgers University Alexander Library, or the Library of Science and Medicine, the Dana Library in Newark, or the Paul Robeson Library in Camden. Borrowing privileges are available to UMDNJ students, faculty, housestaff, and staff at the Robert Wood Johnson Medical School (RWJMS) in New Brunswick/Piscataway, and the School of Health Related Professions (SHRP), the Graduate School of Biomedical Sciences (GSBS), and the School of Public Health (SPH) on the UMDNJ New Brunswick/ Piscataway, Newark, and Camden campuses.
These privileges include: semester loan period, renewal using the "renew your checkouts" option in the "My Library Account" section of the Library Catalog, borrowing limit of 240 items, the Rutgers Delivery Service (delivery of Rutgers books to a Rutgers pickup location, recalls, and electronic delivery of Rutgers articles), interlibrary loan, and use of reserve collections.
Remote access privileges to use licensed electronic information resources are extended to UMDNJ students, faculty, and staff enrolled in or employed by the joint Rutgers/UMDNJ Graduate School of Biomedical Sciences (GSBS) and School of Public Health (SPH) on the New Brunswick/Piscataway, Newark, and Camden campuses. Remote access privileges include access to electronic reserves. Access to electronic information resources and electronic reserve documents are available to all library users onsite, including UMDNJ students, faculty, housestaff, and staff at the Robert Wood Johnson Medical School (RWJMS) and the School of Health Related Professions (SHRP).
Members of the UMDNJ community may direct any questions about these services to: Kerry O'Rourke, Campus Library Director, Robert Wood Johnson Library of the Health Sciences (New Brunswick), (732) 235-7606, firstname.lastname@example.org. Users can also send questions to the Rutgers University Libraries Ask A Librarian Service, accessible from the front page of the Libraries website.
UMDNJ students and faculty in Camden and Newark may be entitled to either guest or full borrowing privileges limited to the campus where they register depending on the program in which they are enrolled and such cooperative statewide or regional library programs as VALE or CHEN.
Urban Campus of Camden County College and Rowan University
The Paul Robeson Library on the Rutgers - Camden Campus provides students, faculty, and staff from Camden County College and Rowan University Urban Campus in Camden with library services. These services include borrowing materials onsite from any Rutgers University library, requesting interlibrary loans from any library in the world, and arranging for bibliographic instruction sessions in the Robeson electronic classroom. The annual contract includes the hiring of a librarian, who has direct liaison responsibilities with this program, and financial support for library collections.
VALE Reciprocal Borrowing
VALE, the Virtual Academic Library Environment of New Jersey, is a statewide consortium composed of public and private institutions of higher education. Through cooperation, technology, and leveraged purchasing, VALE has made available scholarly electronic resources to its members. The "VALE Reciprocal Borrowing Agreement," effective January 2, 2002, is a cooperative onsite borrowing agreement among participating VALE colleges and universities. The VALE agreement replaces the New Jersey Academic Library Network (NJALN) and Council of Two-year College Libraries agreements.
A description of the VALE agreement, a list of participating libraries, and instructions are available on the VALE home page http://www.valenj.org. Under the agreement, faculty, staff, and graduate students from participating institutionsUnder the agreement, faculty, staff, graduate students, and undergraduate students from participating institutions who are in good standing at their home library qualify for onsite borrowing privileges at each other's libraries.
To apply for onsite borrowing privileges at one of the participating VALE libraries, faculty, staff, graduate students, and undergraduate students must first obtain a signed "VALE Reciprocal Borrowing Application Form," available at their home institution's library, and present it along with a photo ID at the lending library's circulation desk. At Rutgers, a guest borrower card will be issued. Privileges are for one academic year and expire June 30th. To renew borrowing privileges, borrowers must re-qualify and present an updated "VALE Reciprocal Borrowing Application Form" at the lending library. Faculty, staff, graduate students, and undergraduate students are responsible for complying with the lending library's circulation policies, including loan periods, overdue fines, recalls, all replacement and processing fees, and for returning all borrowed items directly to the lending library.
Rutgers faculty, staff, graduate students, and undergraduate students wishing to apply for guest privileges at one of the VALE participating libraries can contact the circulation librarian on the Camden or Newark campus, or the circulation desk of the Alexander Library or Library or Science and Medicine in New Brunswick/Piscataway, or the head, university libraries access and interlibrary services for validation and an application form.
Approved by Public Services Council: November 30, 2000, rev. October 23, 2003, rev. February 26, 2004
Approved by Cabinet: April 17, 2001, rev. November 18, 2003, rev. March 23, 2004
Last Revised by the User Services Council in August 2010