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  DEVIC POLICY AND PROCEDURE MANUAL 2006

I. RESPONSIBILITIES OF MEMBER LIBRARIES
II. ADMINISTRATIVE BOARD
III. DOCUMENT DELIVERY
IV. STATISTICS
V. FINANCES
VI. APPLICATION OF MEMBERSHIP
VII. NONCOMPLIANCE AND TERMINATIONS
VIII. DEVIC- L
Appendix A. DEVIC Member Library Profile
Appendix B. BHSL/DEVIC Statistical Reporting Form

Revised: 10/94, 1/96, Major Revision Complete 11/97; 11/99; 11/00; 05/03; 04/06

I. RESPONSIBILITIES OF MEMBER LIBRARIES

Policy:

DEVIC member libraries shall fulfill the responsibilities of membership as outlined in the Bylaws and listed in this Policy and Procedure Manual.

Procedures:

Responsibilities of member libraries are as follows:
  1. Abide by the Bylaws and the policies as formulated in this manual.
  2. Maintain a professional staff a minimum of twenty (20) hours per week.
  3. Maintain a collection of information resources appropriate for DEVIC.
  4. Maintain an active participation in DOCLINE. (See Section III. DOCUMENT DELIVERY.)
  5. Maintain an email address.
  6. Maintain access to a fax machine.
  7. Comply with all interlibrary loan guidelines as noted in Section III. Document Delivery.
  8. Submit statistics to the statistician. (See Section IV. STATISTICS)
  9. Notify the membership coordinator when a significant interruption of service (five (5) or more days) is anticipated due to vacation, illness, resignation, temporary facility closure; or a significant change occurs in the library's profile. Place DOCLINE on hold and notify membership through DEVIC-L.
  10. Submit an updated Library Profile and Memorandum of Agreement to the treasurer with payment of annual dues. (See Appendix A.)
  11. Process payments promptly (within sixty (60) days) for all invoices incurred as a result of DEVIC participation.
  12. Send the library delegate or representative to at least one General Membership Meeting each fiscal year. (In order to be excused, a library must notify its coordinator.) Participate in all DEVIC elections (only Library delegates may vote in DEVIC elections, either in person or by proxy).
II. ADMINISTRATIVE BOARD

Policy:

DEVIC shall elect coordinators who shall serve as officers of the consortium. Administrative Board members will be comprised of delegates of DEVIC member libraries. This group of delegates shall be called the Administrative Board. The Administrative Board will facilitate the accomplishing of DEVIC goals as stated in the Bylaws.

Procedures:

A. Elections:

Administrative Board members are elected by the delegates of the member libraries. If an Administrative Board member is unable to serve his/her full term, The Administrative Board shall, if it deems it necessary, appoint a delegate to fill a vacancy occurring on the Administrative Board to serve until the next scheduled election. Elections are held at the Fall meeting. Nominations for Administrative Board positions shall be solicited prior to or taken from the floor at the Fall meeting. Voting will be done by balloting or acclamation. Delegates unable to attend the Fall meeting may submit their vote by proxy. Plurality shall determine the elected Administrative Board members.

B. Term:

The Chair-Elect, Treasurer and Secretary will be elected for a two (2) year term at the Fall meeting and will assume their new duties immediately.
During the second year of the Chair-Elect's term, that individual will assume the title and duties of Chair, and the current Chair's term shall end.
Administrative Board members are eligible for re-election for additional terms. No more than two terms may be served consecutively. (After finishing his/her one-year term of office, the Chair may run again for Chair-Elect.). After one year of non-service, the delegate is again eligible for election.

C. Duties:
  1. The Administrative Board shall perform duties in support of the organization and as prescribed by these Bylaws. The Administrative Board shall meet within one month after its election. The Administrative Board may appoint committees.
  2. The Administrative Board will, if it deems it necessary, appoint a delegate or representative to perform designated duties in support of the organization.
  3. The Administrative Board will function as, or appoint a delegate or representative to serve as, liaison with other consortia.
  4. The Administrative Board will review the Bylaws annually.
  5. The Administrative Board will revise the Policy and Procedure Manual as needed.
  6. The Administrative Board will consist of the following positions:

    Chair
    • represents and speaks for the association to other organizations and to the public;
    • sets meeting agendas;
    • corresponds with members and external individuals and organizations;
    • signs letters or documents necessary to carry out the will of the consortium;
    • presides at business meetings;
    • appoints committees or individuals for specific long-term or ad hoc purposes (statistician, email discussion list manager, audit, e.g.);
    • chairs the nominating committee for elections;
    • conducts votes regarding elections, acceptance of meeting minutes, Bylaws changes, membership applications, and other matters pertinent to consortium business;
    • sends proxy ballots to membership for all votes.
    Chair-Elect
    • assumes the duties of Chair if the Chair is absent or incapacitated;
    • assumes the duties of Chair during the second year of the Chair-Elect's term of office;
    • distributes meeting agendas;
    • collects proxy ballots from membership and tallies all proxy and in-person votes;
    • selects and chairs the program committee, which is responsible for all aspects of meeting arrangements, including but not limited to speakers or educational programs.
    Treasurer
    • invoices and collects membership dues;
    • deposits membership dues or other funds obtained by the consortium into the consortium's account;
    • mails Library Profile and Memorandum of Agreement to member libraries;
    • receives and reviews completed Library Profiles and Memoranda of Agreement;
    • notifies Administrative Board regarding non-receipt of dues payments, profiles or MOA;
    • disburses consortium funds in payment of consortium meeting and program expenses;
    • disburses professional development grants to individual members;
    • reports on the finances of the consortium at each meeting;
    • cooperates with the Audit Committee by providing reports and records.
    Secretary
    • takes, prepares and distributes meeting minutes to the membership for approval;
    • makes corrections to the minutes per votes passed by the membership;
    • incorporates changes to Bylaws and Policy and Procedure Manual pursuant to votes or procedural changes;
    • updates the membership directory and distributes it to members annually;
    • distributes membership packets for prospective members;
    • presents completed applications to the membership;
    • contacts new members and newly hired librarians to acquaint them with DEVIC;
    • maintains and preserves all records, reports, correspondence and official documents of the consortium.
  7. Transfer of responsibilities, including all files, will occur within 30 days of change of leadership.
  8. The Administrative Board will review all instance(s) of noncompliance by a member library. (See Section VII. NONCOMPLIANCE AND TERMINATIONS.)
III. DOCUMENT DELIVERY

Policy:

DEVIC member libraries shall provide document delivery service to its members. The primary means for interlibrary loan is DOCLINE.

Procedures:
  1. Requesting and lending libraries MUST comply with interlibrary loan guidelines as outlined by DOCLINE and the Interlibrary Loan Code for the United States. (1)
  2. DOCLINE will be used for all ILL transactions. All forms must have copyright compliance and cost noted.
  3. Requesting libraries should verify interlibrary loan requests fully and accurately, providing a complete bibliographic citation for the requested material. (2) Verification source should be noted on the form or indicate that the citation could not be verified.
  4. Telephone confirmation MUST precede a request when the item is needed on a RUSH FAX basis.
  5. A lending library unable to fill a non-DOCLINE request must reject the request within one business day, according to one of the reasons provided by Docline.
  6. DEVIC libraries will be provided semi-annually with a recommended DOCLINE routing structure for the consortium. Members should review the routing table and make any needed changes to their DOCLINE routing profiles. Special circumstances for some members may dictate alterations to their routing table.
  7. Failure to participate in DOCLINE is considered an instance of noncompliance. (See Section VII. NONCOMPLIANCE AND TERMINATIONS.)
IV. STATISTICS

Policy:

Member libraries will keep statistics of interlibrary loan activity. The statistician, appointed by the Administrative Board, will compile all statistics from member libraries to create a ranking system by computing a ratio of items filled to items borrowed. Institutions which were net borrowers in the previous six months should be moved to lower numbered cells to equalize the workload.

Procedures:
  1. Member libraries will submit interlibrary loan statistics to the statistician semiannually. Statistics will be submitted on a consortium-approved form (see Appendix B). January-June statistics due July 10. July-December statistics due January 10.
  2. The statistician will record the statistics submitted by each member library and rank the libraries by the ratio of materials filled to materials borrowed. Tables which list the libraries by rank as well as by institution name will be sent to each library.
  3. The statistician will communicate the new ranking tables to each member library by the end of the month in which they are due. The new ranking becomes effective immediately.
  4. Failure to submit statistics for one year is considered an instance of noncompliance. (See Section VII. NONCOMPLIANCE AND TERMINATIONS.)
V. FINANCES

Policy:

DEVIC shall maintain a treasury for the purpose of payment of all debts incurred by the consortium. The treasury will be managed by the Treasurer. (See Section II. ADMINISTRATIVE BOARD.)

Procedures:
  1. The Treasurer will be responsible for sending out invoices for annual dues. Invoices will be mailed in July and will be considered as payment for the current fiscal year. Dues must be paid within sixty days of the date of the invoice. The treasurer will notify the library if dues are not received within sixty days.
  2. All funds collected will be deposited in the DEVIC account on receipt.
  3. Funds will be utilized to cover meeting expenses, postage, and other items as approved at general meetings.
  4. All debts incurred by DEVIC shall be paid within sixty days.
  5. A treasurer's report shall be given at all general meetings.
  6. When the treasurer leaves the position he/she will transfer all files to his/her successor within thirty (30) days. The newly designated treasurer shall be responsible for obtaining all necessary signatures and completing the necessary paperwork to allow the new treasurer to function.
  7. The treasurer shall be responsible for obtaining and overseeing any required audits or financial reports and shall be responsible for any tax or other forms which may need to be filed.
  8. The treasurer shall send out Library Profile and Memorandum of Agreement forms with the annual dues invoices.
  9. Failure of a member library to pay annual dues and submit completed Library Profile and Memorandum of Agreement are considered instances of noncompliance. (See Section VII. NONCOMPLIANCE AND TERMINATIONS.)
  10. An audit committee of non-coordinators shall be convened biannually to review DEVIC finances.
VI. APPLICATION FOR MEMBERSHIP

Policy:

All interested libraries fitting the definitions delineated in Article III of the Bylaws are welcome to apply for membership.

Procedures:

Any interested library shall be directed to the DEVIC membership coordinator.
  1. After a telephone assessment determining that the library meets the minimum eligibility requirements, an application packet will be mailed to the library. The application requests the following information:
    • Library name, address, phone, staff, hours, etc.,
    • Current serials and back file information,
    • tatistics on past interlibrary loan use,
    • Lending policies and services available to DEVIC members.
    A Memorandum of Agreement to be signed by the librarian and his/her administrative representative will also be included.
  2. The completed application must be returned to the membership coordinator no later than one month prior to the next general membership meeting.
  3. The Administrative Board will review the application in preparation for presentation to the general membership.
  4. Prior to the general meeting, the application will be distributed to the member libraries for their review.
  5. The application may be discussed at the meeting, after which a paper ballot will be held. Majority shall determine the acceptance of the applicant as a new DEVIC member library. The results shall be announced before the close of the meeting.
  6. Applicants will be notified immediately of the decision of the group. Any applicant denied membership will receive a written summary of the reasons why membership was not approved.
  7. New members will be expected to pay full dues for the year if voted in at the Fall meeting, and half dues if voted in at the Spring meeting.
  8. Placement in the current ranking list will be based on size of collection and statistics of past interlibrary loan use.
VII. NONCOMPLIANCE AND TERMINATIONS

Policy:

The aims of the consortium can only be fulfilled when all member libraries cooperate. To maintain this spirit of cooperation, procedures must be devised and equitably enforced which encourage the continued membership of only active members in DEVIC. Member libraries which fail to fulfill the responsibilities as stated in the Bylaws and Memorandum of Agreement will be considered noncompliant. Noncompliance of the Bylaws and signed Memorandum of Agreement include:
  1. failure to maintain a professional responsible for the management of the library as defined in the Bylaws Article III. Section A.,
  2. failure to maintain a collection of information resources as defined in the Bylaws Article III. Section A.,
  3. failure to participate in DOCLINE,
  4. failure to maintain Internet access including an email address,
  5. failure to maintain access to a fax machine,
  6. failure to adhere to document delivery guidelines as formulated in the DEVIC Policy and Procedure Manual (Section III.) and the US Interlibrary Loan Code of the United States,
  7. failure to submit statistics for one year,
  8. failure to place DOCLINE on hold when a significant interruption of service occurs,
  9. failure to pay any DEVIC related invoices,
  10. failure to have representation at least one general membership meeting per fiscal year,
  11. failure to submit fully completed annual Library Profile and Memorandum of Agreement.
Procedures:

In the case of noncompliance,
  1. The Administrative Board shall review the member library's instance(s) of noncompliance and take action within thirty (30) days. The Administrative Board shall review instances of noncompliance as determined in the completed Memorandum of Agreement as well as specific instances brought to its attention during the year.
  2. The noncompliant library shall be notified by certified mail, return receipt requested, of its failure to fulfill its responsibilities as outlined in the Bylaws,
  3. The noncompliant library shall have ninety (90) days from receipt of notice to achieve compliance; the library must provide proof of compliance once the responsibility(ies) has been fulfilled,
  4. At the end of ninety (90) days, the Administrative Board shall review the library's status. If the library has not achieved compliance it shall forfeit its membership in DEVIC and will lose all privileges of membership.
  5. The Administrative Board will at that time notify all member libraries that the library is no longer a member of DEVIC.
  6. the library may reapply for membership at any time by submitting a completed application as specified in the Bylaws and Policy and Procedure Manual.
VIII. DEVIC-L

Policy:

The DEVIC Coordinators shall maintain an electronic mailing list.

Procedures:
  1. The Administrative Board will appoint a listserv manager. All questions regarding the listserv should be directed to the listserv manager
  2. The listserv may be designated an open or closed listserv according to the wishes of the membership and/or according to the host's software capabilities.
  3. All member libraries must maintain at least one email address
  4. Appropriate postings to DEVIC-L include but are not limited to the following:
    • discussion of issues relating to the business of the consortium,
    • discussion of issues relating to medical librarianship, and announcements of interest to the profession,
    • announcements of staffing changes, or temporary or permanent service disruptions, or anything that changes or impairs the ability of the institution to fill interlibrary loans or other information requests from member libraries,
    • announcements of directory information changes, i.e. changes in library or staff names, hours, addresses, phone, fax, or other means of communication numbers,
    • messages relative to the work of DEVIC member libraries, or the processes of information procurement, i.e. postings of duplicate lists, issue want lists, global material location requests, etc.,
    • posting of library-related questions, i.e. "how do you manage", posting of JCAHO reports, job vacancies, surveys, etc.
  5. Announcements of policy relative to the business of the consortium shall only be posted by the coordinators.


  1. Interlibrary Loan Code for the United States, Prepared by the Interlibrary Loan Committee, Reference and User Services Association (a division of ALA), 1994, revised 2001. "Interlibrary Loan Code for the United States." American Library Association. 2005. http://www.ala.org/ala/rusa/rusaprotools/referenceguide/interlibrary.htm (Accessed 15 Jul, 2005)
  2. Interlibrary Loan Data Elements: developed by the National Information Standards Organization; approved February 2, 1989 by the American National Standards Institute. Bethesda, MD : National Information Standards Organization (NISO) Press, 1995. http://download.www.techstreet.com/cgi-bin/pdf/free/200778/z39-63.pdf (Accessed 7 Feb, 2006).


Appendix A.

Delaware Valley Information Consortium

Member Library Profile

Please note changes only. All profiles must be signed and returned to the DEVIC Treasurer along with payment of dues within sixty (60) days of receipt of invoice.

Institution:   DOCLINE symbol:   LIBID:  
Library:
Address:
Phone: (voice)   (fax):   E-mail:  
Days and hours when library is staffed:
Consortia (other than DEVIC) in which your institution participates:
Library director:
DEVIC delegate:
Phone: (voice)   (fax):   E-mail:  
 
Contact for ill requests (if different):
Phone: (voice)   (fax):   E-mail:  
 
Contact for reference (if different):
Phone: (voice)   (fax):   E-mail:  
 
Do you provide library service from more than one site?       Yes       No
  If yes, please complete:
  Names or locations of additional sites:
  Hours of staffing at other sites:
 
Other information:
 
Signature:
 
Date submitted:



Delaware Valley Information Consortium Memorandum of Agreement for year

Institution:

Library:

The following are requirements for membership in DEVIC. By checking YES you affirm that your library is continuing to meet these requirements as stated in the DEVIC Bylaws.

  YES
1. The library is professionally staffed a minimum of twenty (20) hrs. per week.  
2. The librarian has a Master's Degree in Library and/or Information Science.  
3. The library has a collection of information resources appropriate for DEVIC and will provide supportive document delivery and resource sharing with DEVIC member libraries. It will adhere to the document delivery guidelines as formulated in the Policy and Procedure Manual and the US Interlibrary Loan Code  
4. The library participates in DOCLINE and has its own DOCLINE LIBID.  
5. The library has Internet access, and an email address.  
6. The library has access to a fax machine for document delivery.  
7. The library submits required statistics semiannually to the DEVIC statistician.  
8. The library notifies DOCLINE whenever a significant interruption of service, defined as five (5) or more working days, is anticipated.  
9. The library pays all consortium-related invoices within sixty (60) days.  
10. The library is represented at least one general meeting each fiscal year.  


Survey Prepared By:   Survey Reviewed By:  
Signature   Signature  
Name and Title   Name and Title  
Date   Date  


Appendix B.

BHSL/DEVIC Statistical Reporting Form

Month reported:

Institution:

Serhold Code:

Fill in and fax to Carol Beckman at ECRI by the 5th of each month.
Fax to: 610-834-1275
Reports can also be sent by email to: cbeckman@ecri.org

  Borrowed by Your Library   Filled by your library
1. DEVIC   1. DEVIC  
2. BHSL   2. BHSL  
3. Borrowed free from all other libraries   3. Free loans filled to all other libraries  
4. Borrowed Paid from all other libraries   4. Paid loans filled to all other libraries  
5. Total Items Borrowed   5. Total loans filled  


 
 
 
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