SWON Libraries

Article 1: Name

The name of this organization shall be Media Resources Interest Group, SWON Libraries.

Article 2: Purpose

The Media Resources Interest Group maintains and circulates a collection of DVD's and videocassettes designed to expand the non-print educational resources available to those SWON Libraries member institutions which also belong to the Media Resources Interest Group.

Article 3: Incorporation

No procedure may be adopted by the Media Resources Interest Group which contradicts or is in derogation of either the SWON Libraries By-Laws or the GCLC/SWON Libraries Articles of Incorporation.

Article 4: Membership

Eligibility - All members of SWON Libraries, and only members of SWON Libraries, may apply for membership in the Media Resources Interest Group.

Application - A formal letter requesting membership in the Interest Group should be filed with the SWON Libraries Executive Office. 

Consideration - Applications for membership will be reviewed by the Media Resources Interest Group Convener with approval subject to a majority vote by the Representatives.

Due to the cooperative nature of the Interest Group, the Representatives should weigh the following factors in their discussion of application for membership:

1. Increased revenues generated by the new member.
2. Average circulation of similar institution members and projected circulation figures for the new member.
3. Geographical location, and its effects on courier schedule and delivery costs.

Membership Fee - Upon approval by Division Representatives, new members will be charged a one time fee of .003 of the current value of the Division collection, not to exceed $1,000. For this purpose, collection value is based upon the original purchase price of the collection titles. The current figure is available from the SWON Libraries office.

Acceptance - Upon receipt of the Membership Fee and the Annual Assessment, institutions will be considered full members of the Interest Group.

Benefits - Each member is entitled to the benefits and services of the Interest Group and is entitled to one vote at all Interest Group meetings. Only recognized members may utilize the collection.

Responsibilities - Each member of the Interest Group is responsible for ensuring representation at meetings for establishing internal policies and procedures which ensure proper and timely dissemination and return of all materials. Each member is also financially responsible for materials lost and/or damaged while in their possession. In the case of lost material(s), the member is granted a 60 day grace period in order to recover the material; if, after this period, the member cannot return the materials to the SWON Libraries collection, they will be billed the entire cost of replacement on the lost title(s).

Termination - Membership in the Interest Group can be terminated only by an action of the SWON Libraries Executive Board, based upon the failure of an institution to maintain membership criteria or upon the failure of a member to honor its responsibilities.

Withdrawal - Should an institution voluntarily choose to withdraw from the Interest Group, all rights and claims to the Media Resources Interest Group's assets and properties are revoked without remuneration.

Article 5: Structure

All policies and procedures of the Media Resources Interest Group are determined by a majority vote of Interest Group member representatives. 

Amendments to the Operating Procedures can be proposed either by a representative, by the Convener, by the SWON Libraries Executive Board at any regular Interest Group meeting; however, adoption is dependent upon a majority vote of members and is subject to approval by the SWON Libraries Executive Board.

The organizational structure of the Media Resources Interest Group, and a list of the accompanying responsibilities, is as follows:

1. Contact Person. Each institution shall appoint a contact person who will be responsible for the daily operation on Interest Group business at that institution. The responsibilities of the contact person are:
   1. To establish internal policies and procedures for requesting materials from the Booking Coordinator.
   2. To ensure that materials are distributed and returned in a timely fashion.
   3. To ensure that faculty are instructed in the proper care and handling of materials and equipment so as to prevent damage or excessive wear.
   4. To advise the Booking Coordinator of any situation which might disrupt the orderly operation of the Interest Group.
2. Representative. Each member institution sends a voting representative to all meetings of the Interest Group. This may, but not necessarily must, be the same person as the Contact Person. Other responsibilities of the representative are as follows:
   1. To assist faculty members in recommending appropriate titles for purchase.
   2. To create an awareness among faculty of the alternatives available to them from the collection.
3.   Convener. The Media Resources Interest Group will annually select a Convener.  Responsibilities of the Convener include:
   1. To select DVDs and videocassettes for purchase based upon suggestions from the members.
   2. To assist in the preparation on the Media Resources Interest Group budget, including the assessment percentage.
   3. To participate in the formulation of policies and procedures.
   4. To effectively represent and communicate with all members.
   5. To perform administrative duties and other related duties.
   6. To serve as chair at all Interest Group meetings. 
   7. To report Division Activities to the SWON Libraries Directors' Council.
4. Booking Coordinator. The Booking Coordinator performs all activities associated with the daily circulation of the collection. Specific duties are as follows:
   1. To receive and process requests submitted by the Convener.
   2. To prepare materials for shipment to members institutions, and to inspect and/or clean films upon their return.
   3. To assemble circulation statistics and to file reports with the SWON Libraries Office.
   4. To prepare new purchases for circulation.
   5. To assist members when circulation problems or conflicts arise.
   6. To notify the SWON Libraries Executive Office to the receipt of titles that have been purchased, including replacements.
   7. To notify the SWON Libraries Executive Office of titles that have been removed from the collection.

Article 6: Meetings

The Interest Group shall meet when requested by the Convener or the Executive Director of SWON Libraries.  Agenda items should be forwarded to the Chair at least 30 days before meetings.

At all meetings it shall be necessary to have a quorum of members to conduct business. A quorum shall be understood to consist of a simple majority (50% + 1).

It is understood that if a Representative cannot be present at the meeting, he/she should make a diligent effort to send a substitute empowered with the authority to cast that institution's vote.

Article 7: Budget and Assessments

The Media Resources Interest Group is supported by SWON Libraries, with funds gathered by an additional assessment of Interest Group members. The assessment for membership will be recommended annually by the Convener after consultation with the members.  Final approval of the Budget and Assessment is subject to a vote by the SWON Libraries Executive Board.

An operating budget prepared by the Convener, allocates funds for the purchase of DVDs, videocassettes and equipment, film racks, shipping supplies, etc.; funds are also allocated for the Interest Group's share of overall SWON Libraries operating expenses.

Article 8: Selection and Purchase

The primary goal of the Media Resources Interest Group is to provide faculty at member institutions with quality instructional materials. Recognizing faculty subject-expertise, the Media Resources Interest Group has established procedures which encourage faculty participation in the selection process.

The Convener will have the ultimate responsibility for selecting specific titles, based upon documented and/or prospective use.

Article 9: Catalog

The Media Resources Interest Group maintains a catalog of all holdings which include: a summary list of the current year's new purchases/gifts; an alphabetical listing with bibliographic information and annotations; and a current inventory list of the collection with original purchase prices/values, acquisition dates and current value.

Article 10: Circulation

All titles in the collection circulate to all members of the Interest Group, and only to members of the Interest Group. Booking and circulation are the sole responsibility of the Booking Coordinator, in accordance with the policies and procedures established by the Interest Group.

Titles in the collection are scheduled by means of a computerized booking system and circulated by the Booking Coordinator according to the following procedures:

1. All titles must be requested by both title and accession number, as listed in the catalog.
2. Requests may only be made by the member institution's Contact Person.
3. All requests and booking will be handled on a first-cone, first-serve basis.
4. Request for DVD and tape usage may be submitted by telephone between the hours of 8:00am - 4:00pm.
5. A maximum of three titles per phone request will be accepted by the Booking Coordinator.
6. At least four working days are required between the date of the phone request and the date of delivery to the member institution.
7. No confirmation of booking will be required from the Booking Coordinator for requests made by telephone.
8. Written request may be submitted using the Booking Request Form.  Written requests are expected for long lists of titles, especially when requests are submitted more than two weeks in advance of use dates and at the beginning of school terms or other peak request periods.
9. One copy of the written request will be kept on file by the Booking Coordinator, and a second copy will be returned to the Contact Person as a confirmation of booking.

Circulation

1. Circulation of materials is generally based on a four day rotation, allowing for approximately 48 hours of use-time at the member institution.
2. Contact Persons are responsible for seeking approval for any deviation from the regular circulation period from the Booking Coordinator.
3. In all cases, it is the responsibility of the Contact Person to ensure that materials are returned by the due date stipulated by the Booking Coordinator.
4. Member institutions and users of the collection are to abide by copyright guidelines regarding DVDs and video tapes when materials are in their possession. Contact Persons should stress copyright law adherence to users, but the user is solely responsible for his/her own actions if he/she violates the law.
5. Titles from the Media Resources Interest Group's collection are for in-house use only. Titles may not be loaned out ot patrons.

Article 11: Courier Service

The Media Resources Interest Group uses The SWON Libraries courier service for circulation of materials. 

In all cases, it is the responsibility of the Contact Person to assure DVDs are available to the courier service for return at the appropriate time.

The Media Resources Interest Group adopts and follows the procedures that SWON Libraries has implemented for Interlibrary Loan. 

Article 12: Location

All materials are housed voluntarily at one of the member institutions. The Host Institution must have the appropriate facilities to house and circulate the collection, along with appropriate space and facilities for the Booking Coordinator. The Host Institution must also permit an inventory inspection of the collection, in conjunction with the annual SWON Libraries audit.

It is understood that immediate access to the collection by faculty members at the Host Institution is partial remuneration for services rendered. In addition, SWON Libraries has agreed to reimburse the Host Institution a flat fee annually agreed upon by both parties, subject to approval by the SWON Libraries Executive Board.

Article 13: Usage Statistics

The Media Resources Interest Group shall compile statistics to aid in the Grant Proposal procedure, to comply with granting agency requirements and to aid the Convener in the selection of titles for purchase.

The following statistics will be kept, with regular reports submitted to the SWON Libraries Executive Office:

1. Usage report (to include number of showings and number in attendance), categorized by member institutions; monthly circulation, compiled by the Booking Coordinator.
2. Usage report (to include number of showings and number in attendance), categorized by circulation of specific titles in the collection, compiled by the Booking Coordinator.

Article 14: Dissolution

All materials in the SWON Libraries Media Resources Interest Group collection are the sole property of SWON Libraries. If, for any reason, SWON Libraries would dissolve, the collection could be used by the Trustees to meet the financial obligations of the consortium. (see Greater Cincinnati Library Consortium Articles of Incorporation, Article VII)

If all or any part of the collection is not needed to meet these obligations, the Interest Group requests of the Trustees that the remaining assets of the Media Resources Interest Group collection revert to the members of the Interest Group.

Members of the Media Resources Interest Group retain the option of continuing the operations of the Interest Group, under whatever arrangement is decided upon by the members at the time.

Should the Media Resources Interest Group subsequently be dissolved, the assets will be divided among the current members, based upon the percentage of dues paid by each over the previous five years.

Revised

Revised and Approved by Division 10/15/2004
Cindy Jasper-Parisey, Chair

Revised by SWON Libraries 2/11/2009