• Helm 3001, Cravens 100, and Cravens 111 are designated  primarily  for  library-related  instruction  purposes  where  instruction  is  led  by  a  faculty  librarian  or  where  classes  are doing  library-related  research.
• Cravens  212  in  the  VPAL  (Visual  &  Performing  Arts  Library)  may  be  reserved  upon  request under  the  same  conditions  as  other  rooms  covered  by  this  policy.
• Teaching  faculty  may  reserve  the  classroom  for  library-related  instruction  such  as  use  of  the Library’s  databases,  or  to  complete  assignments  developed  collaboratively  with  librarians. Teaching  faculty  who  use  the  rooms  for  library  assignments  should  be  in  touch  with  their faculty  subject  specialist  librarian  for  planning  and  to  reserve  the  room  at  least  two  weeks  in advance  of  the  anticipated  visit.
• Library  classrooms  may  not  be  used  for  regular  classes,  exam  sessions  or  other  non-library initiated  or  non-library  related  purposes,  except  for  classes  taught  by  library  faculty  or  staff.
• Instruction  sessions  by  library  faculty  and  staff  have  priority  over  all  other  uses  of  the  room.
• WKU  Libraries  faculty  and  staff  may  reserve  and  use  library  classrooms  for  training, committees,  task  forces,  or  professional  organizations.
• Student  organizations  may  reserve  and  use  the  rooms  on  an  occasional  basis  after  4:30  pm Monday  –  Friday  or  during  business  hours  on  the  weekend.  Student  groups  may  not  use  the rooms  on  a  standing  basis  without  approval  of  the  Dean  of  Libraries.
• Use  of  rooms  and  equipment  must  be  in  accordance  with  WKU’s  Internet  Use  Policy  and  the Student  Technology  Center  Lab  Policies.  No  library  computer  may  be  used  for  illegal  or unethical  activities.
• If  software  classroom  computers  need  software  to  be  installed,  requests  must  be  made  to  the Library  Systems  Office  at  least  one  week  in  advance.  No  one  may  alter,  tamper,  revise  or otherwise  change  any  software,  hardware,  furniture,  or  classroom  equipment.
• Anyone  who  wishes  to  use  the  teaching  station  and  related  equipment  in  the  classroom  must receive  instruction  on  the  proper  use  of  the  equipment  prior  to  using  the  room.  All  equipment is  the  responsibility  of  the  individual  who  has  reserved  the  room.
• For  more  information  about  the  Library's  instruction  program,  please  call  the  Library Reference  Desk  at  (270)  745-6125.

Approved  by  the  Library  Leadership  Council and  the  Dean  of  University  Libraries May 8,  2017 

The following policy has been developed for Helm Cravens Library Buildings in cooperation with the WKU Media Relations guidelines, which are available here. 

To provide and promote an atmosphere where a reasonable expectation of privacy exists (study spaces, meeting rooms, classrooms, etc.), WKU Libraries retains the right to prohibit activities violating student educational privacy rights. Thus, these activities are not permitted without prior notification and approval from the WKU Libraries’ Dean's office or the Assistant Director of Access Services.   

If filming, photography, or recording activity is disruptive in nature and a departure from the regular usage of an academic library, prior approval will be required.  Examples include video production requiring lighting, rearranging of furniture or collections, filming in staff areas, rehearsals, music, and other production elements or activities that would disturb others and otherwise depart from the regular usage and purpose of WKU Libraries’ spaces. 

Permission for filming and photography requests may take up to 72 hours to process.   

Guidelines: 

• All filming for news features, profiles, or media organizations is commercial and requires prior approval. 

• WKU Libraries reserves the right to ask an individual to cease recording photographic, video, or audio.  

• All photography and recordings must not block aisles, walkways, doors, or exits.   

• All photography and recordings must not endanger the health and safety of library patrons and/or employees. 

• For privacy, avoid capturing identifiable likenesses of individuals or their computer screens, books, documents, etc., without signed waivers from individuals.   

• Access to staff areas and other areas closed to the public are prohibited from all photography and filming.   

• Photography and filming are prohibited in all restaurants and dining areas due to propriety restrictions from Aramark. If you have further questions about the restaurant and dining areas, contact WKU Dining Services.     

• Activities not requiring advanced authorization include using smartphones to capture what naturally occurs in a public space. 

Coming Soon!

WKU Libraries Collection Development Policy

Statement of Purpose

WKU Libraries contributes to student success by providing a collection that supports the curriculum and promotes information literacy. Collection development involves strategically selecting and deselecting materials while responsibly managing limited fiscal resources.

Mission

WKU Libraries maintains a collection of primary and secondary resources to support the curriculum and research needs of the WKU community. By acquiring, licensing, curating, and delivering access to physical and digital materials, WKU Libraries promotes student success, inspire critical thinking, and supports the generation of original scholarship.

Objective & Scope

Collection development involves planning, building, and maintaining a collection that meets current and future needs. This policy ensures resources are selected systematically and fairly, and covers all formats of library materials, whether physical or electronic. The primary objective is to support students' academic needs and the teaching, research, and service needs of the WKU community. This policy specifically applies to the general collection at Raymond Cravens Library, while policies for Special Collections and University Archives are available separately.

Copyright Compliance & Licensing

Western Kentucky University Libraries complies fully with all the provisions of the U.S. Copyright Law (17 U.S.C.) and its amendments. WKU Libraries supports the Fair Use section of the Copyright Law and expects all users and researchers to comply with U.S. law and vendor agreements when using library collections.

Intellectual Freedom & Reconsideration of Materials

WKU Libraries support the free exchange of ideas and build collections that represent diverse perspectives, without endorsing the views expressed. Items are selected based on their relevance to the university's academic program and student needs. WKU Libraries follow the American Library Association's Intellectual Freedom Policies. Requests from unaffiliated individuals to remove or add materials that contradict this policy are not considered. University-affiliated individuals may contact the Department Chair of Library Collections and Discovery for reconsideration of materials.

Selection Responsibilities & Guidelines

WKU Libraries view collection development as a community effort. While user suggestions are welcome, the Dean of University Libraries and library faculty hold final responsibility for ensuring collections support teaching and research. The Libraries follow state and university procurement guidelines, and suggestions are evaluated based on alignment with WKU community needs and available resources.

Selection Criteria

When managing library collections, selectors generally consider the following factors. This list is not exhaustive or prescriptive as different selectors may employ additional criteria when making decisions.

• Accessibility to all users on- and off-campus
• Anticipated use
• Availability of usage statistics based on accepted standards
• Availability and quality of vendor support
• Breadth of scope and coverage
• Compliance with licensing requirements
• Current publications have priority over retrospective collecting
• Diverse points of view
• Ease of use
• Funding, price, and space considerations
• Impact on staffing resources
• Physical, functional, and technical quality
• Prize-winning materials
• Relationship to the curriculum
• Reputation of author or publisher
• Strength or weakness of holding in the subject area
• Sustainability of the format

Format or Type: General Guidelines

Materials may be available in more than one format. The criteria above are used to determine the format in which the material will be purchased. Electronic format is preferred for scholarly journals, indexes, and reference sources.

WKU Libraries generally excludes the following types of materials:

• Audio/Videotapes
• Compact Discs
• Consumables
• Loose-leaf materials
• Microforms
• Obsolete Media
• Pamphlets
• Photographs
• Posters
• Realia
• Slides
• Vertical file materials

The following formats are collected as part of the collection with the following stipulations.

Books/Monographs

Collected in the format that best meets anticipated need of the user, whether print or electronic, hardcover, or paperback. Textbooks, workbooks, study guides, translations of English titles into foreign languages, or of foreign language titles translated into non-English languages are only considered by exception. Popular materials are added to the collection as needed and as the budget allows. WKU Libraries does not generally purchase multiple copies of materials. We may consider duplication for works with exceptionally high demand. A duplicate copy may also be considered when justification can be made for a reserve copy in addition to a circulating copy.

Electronic Books

E-books are heavily selected and add value to the user experience. E-books are subject to the same selection criteria as other monographs, are acquired through established vendors, and must be accessible on a major software platform without special requirements. Multiple or unlimited user options are preferred with metered access discouraged.

Serials

These purchases almost always represent a significant, continuing, and inflating cost. Justification for new requests is necessary and are considered on the following factors:

• Cross-disciplinarity
• Usefulness and size of potential audience
• Curriculum and research need
• Relevance to existing collection and mission
• Access to usage statistics, especially COUNTER-compliant, from vendor

Government Documents

WKU Libraries is a selective depository for the United States Federal Depository Library Program (FDLP). The library collects only electronic materials from the FDLP and provides access to these materials for all patrons in compliance with the requirements of the FDLP program as outlined in the Legal Requirements & Programs Regulations of the Federal Depository Library Program.

Media

WKU Libraries emphasizes electronic access to film, sound, and other media resources. Streaming options include the licensing for performance rights of films and other media in the classroom for educational purposes. Streaming media for films and other audio/visual sources are the preferred purchase options. The library typically does not purchase physical media materials unless justified. The library does not collect materials in superseded formats.

Microforms

Microforms are not purchased when the same material is available in a digital format. We do not actively collect microforms unless it has historical significance and fits within the scope of the Special Collections policy.

Open Access Materials

Open Access (OA) is the free, immediate, online availability of research articles combined with the rights to use these articles fully in the digital environment. The library pays for OA in labor, expertise, and time, just as it does for paid content. Inclusion of OA content in the library’s discovery system and catalog is considered throughout the year but follows the same life cycle as licensed electronic resources. WKU Libraries invests in OA materials, tools, and initiatives when possible and in alignment with strategic goals.

Languages other than English

Only English language materials are collected, except for acquisition of materials that support the modern language curriculum.

Faculty Publications

WKU Libraries attempts to acquire works authored, edited, or contributed to by WKU faculty during their time at the University. For maximum use and exposure, these works are housed in the general collection and no separate collection is maintained. Faculty are encouraged to submit their shorter scholarly works (articles, conference papers, etc.) to the library for inclusion in our TopScholar institutional repository.

Theses and Dissertations

The library provides electronic access to, and preservation of, Western Kentucky University theses and dissertations since 1932 through the University’s institutional repository, TopScholar. Bound theses and dissertations are not collected. Non-WKU dissertations and theses are not actively collected but may be acquired through Interlibrary Loan.

Gifts

WKU Libraries does not accept non-monetary donations for the general circulating collection. For those who wish to donate to support the Libraries’ mission, please visit our website.

WKU Special Collections gift policy can be found in that unit’s collection development policy available on the library’s website.

Policy Revisions & Questions

Questions about this policy can be directed to the Department Chair of Library Collections & Discovery. The Collection Development Policy is a living document, reviewed every two years.

Credit

This policy is heavily influenced by and draws from the work of the following institutions.

Appalachian State University

Ball State University

Bowling Green State University

Central Michigan University

East Carolina State University

East Tennessee State University 5

WKU Libraries Collection Development Policy Last edited: 10.21.24 Approved by LLC: 10.22.24 Andrew Adler, Department Chair Library Collections & Discovery

Grand Valley State University

James Madison University

Middle Tennessee State University

WKU Libraries Collection Development Policy Last edited: 10.21.24 Approved by LLC: 10.22.24 Andrew Adler, Department Chair Library Collections & Discovery

WKU Special Collections Library Collection Development Policy

Scope

WKU Special Collections supports the use of primary source materials within the WKU curriculum and the wider community of scholars. Collecting priorities may shift over time as academic research programs evolve. The goal is to provide rare materials that anticipate and meet the WKU research community’s needs.

The primary focus is preserving materials from WKU’s 27-county service area in Southcentral Kentucky, as defined by the Kentucky Council on Postsecondary Education (University Service Regions). While materials from outside this region are not excluded, their inclusion is evaluated based on how well they align with collection goals and needs. Materials that contribute to the understanding of political, social, economic, environmental, or artistic aspects of the region are prioritized.

Collections Strengths and Focus Areas

The following represent areas in which WKU Special Collections actively develops our collections. This list is neither exhaustive nor prescriptive but provides guidance for the Special Collections Library and others as to where our collection priorities lie.

• American warfare, especially experiences of Southcentral Kentuckians
• Cave & Karst
• Communities of Southcentral Kentucky
• Court Records
• Folklore
• Music, especially related to the Southern Kentucky Music Collection
• Oral Histories
• Photographs
• Political materials, especially of Southcentral Kentucky
• The Robert Penn Warren Library & Grimshaw Collection
• Shakers, especially the community of South Union, Kentucky
• Southcentral Kentucky authors
• Southcentral Kentucky history

Formats Collected include:

• Ephemera
• Folklife archives
• Manuscripts
• Maps
• Monographs
• Photographs & Visual materials
• Print serials
• Sound and video recordings

Responsible Collecting

WKU Special Collections adheres to responsible collecting practices by maintaining realistic limits on available storage, processing capabilities, and preservation capacities. Consideration is given to the best placement of materials to avoid the fragmentation of research collections. Special Collections strives to avoid acquiring materials that are primarily collected by other institutions unless there is a strong connection to an existing collection or a compelling reason to do so. Donors are directed to more appropriate repositories when necessary.

Acquiring and Donating Materials

WKU Special Collections works with donors and sellers to manage the transfer of materials. Donors must contact the Department Chair of Library Collections and Discovery before transferring any items. Unsolicited donations or unapproved dropoffs are not accepted due to the high cost of processing and storage limitations.

All additions are reviewed by the Department Chair or faculty librarians and may be declined if they do not meet policy requirements. Once accepted, materials are preserved according to professional standards, ensuring equitable access for future generations. Donated items become the property of WKU Libraries, which reserves the right to determine their retention, location, and disposition.

Special Collections acquires materials through the following methods:

• Donations
• Purchase
• Exchange with other repositories or collectors

Materials added to the collection must either supplement existing areas or strengthen weaker ones that have been identified as priorities. WKU Special Collections does not customarily accept the following materials:

• Analog recordings (Vinyl records, compact discs, cassette tapes, videocassettes, or any other superseded format)
• Autographs
• Collections that are primarily in foreign languages
• Current local, state, and federal government records
• Duplicates of material, unless the duplicate is in better condition
• Images of museum objects
• Magazines and journals
• Materials that are irreparably damaged or infested by insects or mold
• Materials in which the provenance of the item cannot be provided
• Materials for which we are unable to provide sufficient support to preserve and provide access
• Materials that are subject to restrictions on access
• Photocopies or other reproductions of original material
• Research notes, unless included in as a sub-unit of a collection of related primary material
• Textbooks
• Widely available political items

Donations

WKU Special Collections appreciates donations that enrich existing collections and support the university’s instructional and research mission. We welcome donations in the areas outlined in our collection strengths and focus areas above and encourage donors to reach out with items they believe may be of interest. WKU Special Collections retains the right to accept or decline all potential gifts.

Donation Process

Donors wishing to contribute materials must coordinate with the Department Chair of Library Collections and Discovery to discuss the materials in advance. This process ensures that both the donor and WKU Special Collections have clear expectations. Donors may be asked to provide inventories, photographs, or detailed descriptions to facilitate the review process. All proposed donations are subject to approval by the Department Chair of Library Collections and Discovery.

If you are interested in donating materials, please visit our Donor Information Page and review our Library Gift Policy. Donors must complete a Deed of Gift form at the time of your donation.

If you are interested in making a monetary contribution to support our mission, please contact the Department Chair of Library Collections and Discovery.

Purchases

Purchases of materials are made in alignment with collection scope and priorities, either through one-time funds or WKU Foundation accounts. WKU Special Collections only purchases from reputable vendors with verifiable business practices. Sellers must provide provenance information for any materials offered for purchase, and failure to do so may result in the purchase not proceeding.

All offers for sale should be directed to the Department Chair of Library Collections and Discovery, who will collaborate with Special Collections Librarian to determine the need for the items.

Exchanges

WKU Special Collections may exchange items with other repositories, provided the items fit within existing collection areas. Incoming items are the responsibility of WKU Special Collections, while outgoing items are the responsibility of the exchange partner.

Disposition of Materials

All acquired materials are cataloged in WKU Libraries’ online catalogs, KenCat and TopScholar. These items are made available for research use either on-site or through duplication requests. WKU Special Collections may also display or digitize materials to facilitate wider access.

WKU Archives Scope

WKU Archives serves as the institutional repository and historical archive of Western Kentucky University, preserving its history and managing records for colleges, departments, and offices through the Records Management Program. Holdings include materials related to WKU’s founding and allied institutions: Bowling Green Business University, Glasgow Normal School, Ogden College, Potter College for Young Ladies, and the Southern Normal School. The Archives follow collection management and deaccessioning protocols aligned with WKU Special Collections, adapted for archival materials.

Records Management

WKU Archives documents the life of the University by collecting records from administrators, office staff, and others involved in its operations. While not all records have permanent value, they must be maintained for a specified period under the Records Management Program. WKU preserves vital records to maintain its history, support current and future operations, and comply with legal obligations, as outlined in the Kentucky Revised Statutes for public institutions. Non-permanent records may be declined or disposed of by the University Archivist and Records Manager, as appropriate.

Donations

WKU Archives accepts donations from university offices, officials, faculty, and nonaffiliates if they relate to the unique history of Western Kentucky University or have historical significance. Donation inquiries should be directed to the University Archivist and Records Manager, who will consult with the Department Chair of Library Collections and Discovery. Donations are accepted following the same protocol used for Special Collections.

Materials not accepted

Alumnae materials from post-WKU years are accepted only if related to University service or reunion activities. Multiple copies of any item or non-WKU-related materials will not be accepted.

Credit

This policy is heavily influenced by and draws from the work of the following institutions.

• James Madison University
• Smith College
• University of Nebraska
• William and Mary University

WKU Libraries Special Collections Collection Development Policy Last edited: 10.21.24 Approved by LLC: 10.22.24 Andrew Adler, Department Chair Library Collections & Discovery

Update coming soon.

Updated by Library Leadership Council February, 21,  2025

Update coming soon.

Updated by the Library Leadership Council and Dean of Libraries, February 21, 2025

Update coming soon.

Updated  by  the  Dean  of  University  Libraries , Febrary 21, 2025 

Coming Soon!

Reference Services Policy 

Department of Library Public Services 

The Department of Library Public Services is an essential partner in the research, creative activity, and academic success of the Western Kentucky University community. We equip students with the skills they need to discover, evaluate, and ethically incorporate a variety of information sources in their learning, and we enable the creation of new knowledge by curating information resources to support evolving research and curricular needs. 

Service Overview 

Staff are available at information desks during scheduled hours to help users locate answers to questions and use a wide range of library resources in print, physical media, and electronic formats. Brief reference assistance is available to users who telephone the information desks during scheduled service hours. Users can utilize the 24-hour Chat service to connect to WKU reference faculty and staff during scheduled hours. Beyond the scheduled hours, questions will be answered by Librarians in other locations. Users may also submit reference questions by e-mail. We make every effort to respond to email quickly, generally within 24 hours, excluding weekends and holidays. 

Service Philosophy 

WKU Libraries DLPS faculty and staff strive to provide accurate and personalized reference service to meet the University’s research, teaching, and services missions. Since the Library is part of an educational institution, reference service is often instructional in nature. Reference faculty and staff seek to teach users about efficient, effective information-seeking strategies and the use of quality, relevant resource material, rather than simply locating the answer. 

Clientele Served 

Priority is given to serving current WKU students, faculty, and staff. Reference assistance will be provided to non-WKU users as time and staffing allow. Additionally, WKU libraries offers one public use computer terminal for non-WKU users. Reference faculty and staff will follow established guidelines for these users. Non-WKU users seeking information from the Special Collections Library will be directed to faculty and staff who specialize in assisting these users. All users are subject to and must comply with the Patron Code of Conduct. 

Scope of Service 

No time limit is fixed for answering a question at the Reference desks. However, users with in-depth reference questions or needing extensive research consultations may be directed to schedule a face-to-face or virtual appointment with a librarian. Reference questions from non-WKU users which exceed our capacity may be referred to the user’s own organization or a public library. 

Types of Questions that will be answered may include: 

• Assistance in finding the answer to specific reference inquiries which generally require the use of a single source to answer a quick, factual question. Users with more difficult and involved questions will be instructed in how to conduct their own research or referred to their subject librarian. 

• Assistance in developing research strategies for reports, term papers, theses, and dissertations. 

• Instruction in the use of the Library and its resources. 

Library  Special  Collections  Copy  Services &  Fees Updated  

04/11/2017

Materials  from  the  Kentucky Library  Research  Collections,  Manuscripts  &  Folklife  Archives  and WKU Archives  are  accessed  through  the  Harrison-Baird  Reading  Room  located  on the  second floor  of the  Kentucky Building.

The  Harrison-Baird  Reading  Room  is  equipped  with  microfilm  reader/printers  and  a  photocopy machine.    The  collection  policy prohibits  the  copying  of  restricted  material,  fragile  items,  or complete  collections.    Photocopies  may  be  obtained  for  standard  sized  pages  at  a  cost  of $.10 to  $.25  per  page.    Patrons  may  use  phones,  tablets, or  cameras  when  copying  materials  with the  exception of  photographs.    Standard  tabletop  scanners  and  hand-held  scanners  are prohibited.   It  is  the  researcher’s responsibility to  make  sure  that  collections  are  cited  properly.

All  photographs  in  the  Department  remain  the  property of  Library  Special  Collections.    All reproductions  are  sold  for  personal/reference  use  only,  and  may  not  be  displayed,  published  or broadcast  in  any  format  without  payment  of  appropriate  fees  as  noted  below  and  without permission  from  the  Department.    All  responsibility for  questions  of copyright  that  may  arise  in copying  and  in  use  of  the  copies  must  be  assumed  by the  user.

Scanning  Fees:

• Scan (300 dpi  or  less)  -  $5  each
• Scanning saved  to  CD  add  $1 + postage/handling  (many .jpg  scans  may  be  sent  via  email)

One-time  Publication  Fees:

• Non-commercial  use  -  $25
• Commercial  use  -  $100

Audio  Tape  Reproduction  Fees:

• Copying  to  a  cassette  tape  -  $10
• Digitizing  and  copying  to  a  CD  -  $10

Make  checks  or  money  orders  to  Library  Special  Collections.    Cash  and  interdepartmental orders  are  accepted.   Library  Special  Collections  does  not  accept  credit  card  or  online  payments.   Payment  should  be  sent  to  the  Department  at: