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General Library Use Policies
  1. Children - children under the age of 14 must be accompanied and supervised by an adult (18 or older) at all times. Library staff cannot be responsible for unattended children. Children must obey all library policies, and if necessary may be asked to leave.
  2. Library staff may inspect the personal bags of any patron who sets off the security alarm or when circumstances warrant such inspection.
  3. Noise levels shall remain within the norm of typical library activity in all areas except those areas that are designated as “no talking” or “quiet study” areas. Study rooms are provided for Middle Georgia State University students engaging in group discussions.
  4. Cell phones - In order to provide an environment conducive to study and research, cell phone use is prohibited in the Library. Patrons are asked to conduct cell phone conversations outside the Library. Prior to entering the Library, cell phones must be turned off or set to a non-audible ring. Those who fail to comply with this policy may be asked to leave.
  5. Library users shall not harm or harass any Middle Georgia State University employee or member of the public. Campus police will be called to handle any situation that is threatening or harmful to either staff or other patrons. Patrons displaying harmful or threatening behavior can be banned from the Library and must meet with the MGA chief of police and the library director in order to regain access to the Library.
  6. All users of Library workstations and wireless network shall conform to the University's Computer and Network Usage Policy. Library patrons may not use library computers to engage in any activity that is illegal under local, state, federal or international law. Violators of library computer policies may be refused future use of MGA computing facilities, and/or recommended for disciplinary action.
  7. Food and Drink - the food and/or drink policy varies with each campus library and notices are posted at each site.
Cell Phones

Cell phones are required to be set to vibrating/silent ring in the library. If you are planning on having a lengthy conversation (longer than 2 minutes), please move outside the library. All conversations, no matter the length, should be quiet. If you are having a conversation that disturbs others, you may be asked to leave the library.


Children under the age of 14 must be accompanied and supervised by a parent or other adult guardian (18 or older) at all times.  Children shall conform to all Library rules.

Circulation Policy

Patron Groups:

All Middle Georgia State University Libraries recognize the following patrons:

  • MGA Students: Students currently enrolled at Middle Georgia State University
  • Faculty/Staff: Includes current faculty and all staff persons, including administration
  • Community: Anyone with a local address who is not a MGA student or employee.
  • UB Patron: Students from other colleges in the University System of Georgia
  • Alumni: Former students or faculty from Middle Georgia State University.


Library Circulation Policies

The following policies apply to all campuses:

  • Non-circulating items may not be checked out. These items include magazines, journals, newspapers, reference books, microfilm, and microfiche.
  • Reserve items may be checked out, but most cannot leave the library.
  • Users other than MGA students/employees must show a valid form of ID in order to be issued a library card.
  • Books are generally checked out for 28 days with two renewals. However, for general circulating books, faculty and staff have a limited extended borrowing period.
  • Patrons returning items that are past the due date will be charged per the table below.
  • Patrons returning damaged items will be responsible for the replacement cost which is the actual cost of the item. Should the Library not be able to determine the estimated cost of a lost or damaged item, the replacement fee will be $50. Outstanding replacement costs will result in a block in the patron’s BANNER record, preventing registration and the ability to obtain transcripts.
  • Audiovisual material can circulate to faculty/staff between MGA campuses as long as the item is not on Reserve.
  • Best Sellers/Lease Plan, Juvenile books, and textbooks can circulate between MGA campuses, but do not circulate to non-MGA affiliated patrons.
  • Fines and fees:
    Macon and Cochran: Fines are paid either in the Library or the Business Office.
    Dublin: Fines are paid only in the Library on the Dublin campus.
    Eastman: Fines are paid on the Cochran campus.
    Warner Robins: Fines are paid in the Business/Administration Office only.


BORROWING POLICY for all Campus Libraries:

The table below reflects the Borrowing Policy at all Campus Libraries

  Fac/Staff Students Community/Alumni Community Teachers (Cochran Only) UB Patrons
Borrowing Limit, General Collection 50 50 5 10 50
Max Number Of Overdue Items Allowed 50 5 3 1 1
Max Number Of Lost Items Allowed 0 10 5 1 0
Max Number Of Claims Returned Allowed 10 5 5 1 0
Max Outstanding Fines Balance N/A $10.00 $10.00 $5.00 0
Max Requests Allowed N/A N/A N/A N/A N/A
Loan Period, General Collection 180 28 28 28 28
Renewals, General Collection 2 2 2 2 2
Loan Period, Best Sellers (Lease Plan) 28 28 N/A N/A N/A
Renewals, Best Sellers (Lease Plan) 2 2 N/A N/A N/A
Fines Per Day, General Collection 0 .20 .20 .20 0
Fines Per Day, Best Sellers (Lease Plan) 0 .20 N/A N/A N/A
Fines Per Day, General Reserves 0 $1.00 N/A N/A N/A
Fines Per Day, Interlibrary Loan (No Grace Period) 0 $1.00 N/A N/A N/A
Overdue Grace Period (excludes Interlibrary Loan) 6 Days 6 Days 6 Days 6 Days 6 Days

Exception notes:

  • The Macon and Cochran campus libraries allow students to check out CDs. On all campuses, any film in the regular film collection can be checked out by students for in-house use only. Films that have been put on Reserve by faculty for a class may be checked out of the library for a limited time period based on the request of the instructor.
  • The Eastman campus library does not check out any material to community patrons or GIL Express users.
  • MGA Library maintains Cooperative Borrowing Agreements with Mercer University (for faculty only), Wesleyan College, Central Georgia Technical College (CGTC), and Oconee Fall Line Technical College (OFTC). Reciprocal borrowing limits for Wesleyan, CGTC, and OFTC are 3 items (no media); for Mercer the limit is 10 items (no media). Copies of these agreements are on file in the Circulation Office of the Macon campus library.


Notes about the MGA Warner Robins Campus Library:

  • Library services and resources for the Warner Robins Campus are provided through a partnership between Middle Georgia State University and the Nola Brantley Public Library. The Nola Brantley Public Library is located next to the Warner Robins Campus.
  • Items owned by the public library are checked out under the policies of that system: PINES Circulation Policies and Procedures Manual.
  • The policies in the table above apply to items located on the Warner Robins campus that are owned by Middle Georgia State University.

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Collection Development Policy

Middle Georgia State University Libraries
Collection Development Policy

I. Overview

Middle Georgia State University (MGA) Libraries will provide resources and services that support the mission of the University by:

  • Developing and maintaining a balanced collection of materials in a variety of formats to support and enrich the curricula of the University;
  • Making the information and resources of the Middle Georgia State University Libraries readily accessible to all MGA students, faculty, and staff;
  • Making the Libraries’ collections and facilities accessible to the local communities;
  • Providing instruction for users in the most effective methods of locating, evaluating, and effectively using information in all formats;
  • Providing easy access to library resources and services for our online and extended campus classes;
  • Utilizing available and emerging technologies to ensure effective access to information resources;
  • Participating in networks and cooperative agreements between institutions to enhance scholarship and resource sharing.

II. Purpose of the Collection Development Policy

Policy Purpose

  • To translate the University’s research, instructional, and programmatic needs into collecting practices for the Libraries’ collections;
  • To describe the scope and nature of the collections;
  • To provide guidelines and encourage consistency for librarians with selection responsibilities;
  • To communicate the Libraries’ collection policies to the library users;

Policy Objectives

This policy is intended to define a collection development practice that meets the following objectives:

  • To provide a current, diverse, and balanced collection through the acquisition of materials in a variety of formats which support the instructional, institutional, and individual needs of the Library community;
  • To provide a variety of materials presenting diverse views on current and historical issues;
  • To ensure faculty participation in collection development and management;
  • To consolidate and centralize access to resources whenever appropriate to serve all collection campuses;

The MGA Libraries are committed to providing the best, most appropriate information regardless of format, and every effort is made to meet the needs of the library community through the purchase of appropriate materials; however, budgetary constraints may affect the selection process.

III. Collection Development Goals

Those responsible for collection development at Middle Georgia State University Libraries strive to:

  • Make informed and timely resource selection decisions based on a carefully prepared, up-to-date collection development policy;
  • Allocate the materials budget and perform selection in a systematic manner that maximizes coverage, minimizes gaps, and avoids unnecessary duplication;
  • Anticipate as well as respond to users' needs;
  • Be engaged with the complete life-cycle of items in the collection, including selection, use, storage, preservation, and possible withdrawal from the collection;
  • Base changes on continuing evaluation of collections, evolving academic programs, and library use patterns;
  • Participate in cooperative purchasing agreements with other libraries in the University System of Georgia;
  • Follow principles of intellectual freedom as contained in the American Library Association's Library Bill of Rights
  • • Enhance understanding of the purpose and nature of collection development within the Libraries and the University community

IV. Scope of the Libraries' Collection

All Middle Georgia State University Libraries support the teaching, research and services of faculty, staff and students. The library collection corresponds with the size and range of the University’s programs. Collections are adequate to support all MGA undergraduate programs, as well as independent study in some subject areas. Special collections that have the potential for attracting scholars and researchers can be found in the Libraries’ special collections.

  • Roberts Memorial Library at Cochran
    • The Terry Coleman Museum and Archive contains Mr. Coleman’s political papers and the MGA archives
    • The Wolverine Room contains the Middle Georgia College Archives
    • Special Collections Room contains items pertaining to Georgia and a few rare books
    • The Best Sellers Collection contains both fiction and non-fiction best selling items.
  • Macon Campus Library
    • The Special Collections Room contains a book collection devoted to horticulture
    • The University Archives Room contains the archives of Macon State College.
    • The Current Fiction Collection contains both fiction and non-fiction bestsellers
    • The Faculty Development Collection contains books related to the scholarship of teaching and learning

V. Selection Responsibility

University librarians must strive to achieve a balanced collection, so they select those resources which are general in nature, and which add to the circulating collection or which add to the reference materials, all of which meet the objectives of the Library.

Librarians at MGA contribute to the selection of materials, and members of academic schools and departments suggest materials that support their own programs. The final responsibility of collection development rests with the Director of Library Services.

Annual budget allocations for the use of the University’s Schools and Departments are determined by the Director of Library Services and are based on factors such as the number of degree programs offered, the anticipation of new degree programs in the subject area, the degree to which the School or Departmental programs utilize library resources, and the previous expenditures of each School or Department.

VI. Guidelines for Materials and Resource Selection

The quality of content and support of the curriculum are the main criteria used to evaluate any items considered for the collections of Middle Georgia State University Libraries. In an environment of rapidly shifting methods of information delivery, and less funding, strategic decision in the selection and management of library materials must be based on sound principles. The following objectives guide the collection development decisions:

  • Acquire print, electronic, and media materials of lasting value that support the current and anticipated academic programs of the University
  • Acquire library materials that support the professional development of the faculty
  • Acquire materials that provide a general information resource for the University and local community
  • Acquire popular reading materials that will promote a life-long reading habit
  • Acquire a variety of materials to provide different perspectives on controversial issues
  • Acquire archival material pertaining to special collections including: Macon State University, Middle Georgia University, Middle Georgia State University, and The Terry Coleman Archives.

VII. Selection Tools

Aids for the librarians in the selection process are reviews from books and journals such as Choice, Library Journal, Books for College Libraries, and College and Research Libraries News in addition to publisher’s catalogs, and subject area bibliographies. The faculty consults the journals of his or her respective fields.

VIII. Selection and Acquisitions Process

  • Requesting Books or Media: Determination of how the library budget allocation is to be spent should be made within the School or Department, with the current year’s Library and Information Technology Committee representative serving as the liaison. Faculty submit purchase requests using the Online Request Form located on the Library’s web page. Once the request is received, it is assumed that discussion and agreement as to the expenditure has already occurred at the School/Department level and the request is forwarded to the Acquisitions Department for duplication check and ordering.
  • Requesting Journals: Journal requests should be directed to the Director of Library Services. Adding journals impact future budgets and a review of formats and options is undertaken. Increasingly, journals are added in electronic formats only. As a rule, journal additions and cancellations are made once a year, however, requests may be submitted at any time.


  • Requesting Databases: Database requests should be directed to the Director of Library Services. Adding subscription databases impacts future budgets, so a budget review and trial is necessary.

IX. Selection Criteria

Criteria differ from one subject area to another, but in general the following factors should be considered in the decision to purchase a library resource:

  • Availability of copies in other University System of Georgia libraries or other research institutions in Georgia
  • Cost
  • Degree of specialization (whether the resource is likely to serve multiple interests or a more narrow range of users)
  • Intended audience (scholarly vs. popular; university vs. lower-level, etc.)
  • Language
  • Projected need based on use patterns of similar material already in the collection
  • Relevance to curriculum
  • Reputation and type of publisher
  • Reputation of author

X. Microforms

The microform collections provide resources for research in a variety of subject areas. With the advent of electronic resources, microforms are not purchased as heavily by the Library as in former times, but when microform is the only available or most appropriate format needed by researchers, the Library will make an effort to acquire it as funding permits.

XI. Audio and Visual Materials

The media collections of the various MGA libraries consist of commercially distributed audio and visual materials. Items for these collections are selected by faculty request or in support of the University curriculum.

CDs and DVDs are the most common formats currently collected, but the collections also includes other formats such as LPs, audio cassettes, and VHS tapes. This collection also contains audio-visual materials for teacher training and education.

XII. Electronic Databases and Books

It is the goal of the MGA Library to provide access to a varied selection of electronic databases. Many of these databases are provided through GALILEO. The cost of electronic databases will limit the number of individual databases that the Library can provide independently. In addition to databases, it is the Library’s intention to provide access to e-books that are purchased either individually or as part of a collection.

Electronic resources provided by the MGA Library should:

  • Represent materials useful and important to a significant segment of the MGA user community, or be pertinent for reference services, and reflect curricular and research needs.
  • Be evaluated in light of other potential acquisitions, and weighed against other acquisition priorities.
  • Provide improved access to or be an enhancement or enrichment of current library collections.
  • Be broadly accessible under current copyright and licensing laws.
  • be user-friendly.

One time purchases of and subscriptions to electronic formats are included in the library materials budget. The Director of Library Services will make the final decision regarding the addition of electronic databases and e-book collections.

XIII. Periodicals and Serials

The Libraries maintain collections of current periodicals and serials. Each potential addition or cancellation is carefully weighed, taking into account current trends in the subject field, online full-text availability and financial considerations. Budget limitations may require that current subscriptions of equivalent cost be cancelled before a new subscription can be added.

In general, the electronic-only format, when available, is preferred for periodical subscriptions. High subscription costs preclude collecting both electronic and print formats in most cases. Electronic subscriptions have the advantages of not occupying physical space and increased accessibility.

Back issues of print periodicals are bound and shelved, or retained until a microform copy is obtained, or discarded after a designated interval. Materials printed on low-quality paper such as newsprint, which will rapidly deteriorate, cannot be retained in print format in the general collection.

XIV. Textbooks

Textbooks for courses offered by the University are generally not purchased, and other textbooks are seldom added to the collection because of the repetition of information included and because they are quickly outdated. Faculty members may place a copy of their course textbook on Reserve for student use.

XV. Popular Works

XVI. Multiple Copies

Duplicates are generally avoided across campus collections unless there is perceived need. Intercampus loan is encouraged but duplicates are acceptable when need for more immediate access to the material is desirable, as in the case of duplicate classes and/or programs being offered on multiple campuses.

The amount of $50 will be considered the cutoff for automatic purchasing of a requested title if it already exists at another campus library. If the item is under $50, it will be purchased for the campus for which it was requested. If the cost is above $50, the requesting faculty member will be contacted to determine if there is a need for a second copy, or if intercampus loan would be an acceptable alternative.

XVII. Hardbacks vs. Paperbacks

Experience has demonstrated that hardcover bindings provide significant protection against normal wear and tear as well as more serious damage from fire or water disasters. When a title is available in both hardback and paperback format, the hardback format is generally preferred. However, if the price difference between the two formats is significant, the selection of the paperback edition may be warranted.

XVIII. Gifts

The Libraries welcome gifts of scholarly materials or pleasure reading material, whether in the form of large collections or individual volumes. The criteria for the acceptance of gifts are the same as those for selecting purchased material.

All gifts are reviewed by the Director of Library Services to determine their appropriateness for addition to the collection. Gifts are not added to the collection when their content is outside the scope of the collection, their physical condition is poor, or they would represent unnecessary duplication of material in the collection. The Library cannot accept gifts under restricted conditions. Gift materials not added to the collection are donated to other libraries, sold, or discarded.

All gifts are reviewed by the Director of Library Services to determine their appropriateness for addition to the collection. Gifts are not added to the collection when their content is outside the scope of the collection, their physical condition is poor, or they would represent unnecessary duplication of material in the collection. The Library cannot accept gifts under restricted conditions. Gift materials not added to the collection are donated to other libraries, sold, or discarded.

Library staff cannot appraise the value of the gift material, but will acknowledge the receipt of the gift with a letter or donation form. Donors may choose to have independent professional appraisals performed for especially valuable gifts in order to determine the value.

XIX. Weeding

The process of weeding, or deselection, is a continuous and ongoing process necessary to maintain a vital and up-to-date collection. Weeding is primarily the responsibility of the librarians, working in conjunction with the teaching faculty. The librarians make the final decision about which items should be removed from the collection. The following materials should be candidates for weeding:

  • Items that are inappropriate to the mission of the University
  • Badly worn or mutilated materials (if they are important to the collection, they should be mended or replaced)
  • Superseded editions
  • Duplicated copies of seldom used items
  • Serials for which we have no available index access
  • Periodical bound volumes of which the library also owns microform or has JSTOR access
  • Short broken runs of outdated periodicals
  • Unsolicited and unwanted gifts
  • Obsolete materials (especially important in the areas of science and technology)

XX. Cooperative Networks

As it becomes increasingly apparent that no University library can provide all of the materials needed by its users the sharing of resources becomes extremely advantageous. Participation in library networks and consortia such as OCLC, Lyrasis and GALILEO, as well as increased online access to other libraries’ catalogs, facilitate our patrons’ access to materials unavailable at the Middle Georgia State University libraries.

XXI. Intellectual Freedom

The Libraries as institutional resources must provide information to the students that will help them develop analytical, critical and imaginative thinking skills. To do this, the Libraries are responsible for maintaining a collection which represents a wide range of viewpoints.

XXII. Policy Evaluation

The Middle Georgia State University Collection Development Policy is subject to review at all times by the library staff, and should be carefully reviewed every five years.

Revised July, 2014

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Computer Usage Policy

Use of Library computers is governed by the Middle Georgia State University Computer and Network Usage Policies.

Users may not:

  • Make any attempt to damage computer equipment or software
  • Use any Library/SSC computer for any illegal or criminal purpose
  • Violate copyright laws or software licensing agreements in their use of Library/SSC computers
  • Engage in any activity that is deliberately and maliciously offensive, libelous or slanderous
  • Log in other users

Restriction of a child’s access to the Internet is the responsibility of the parent or legal guardian.

The MGA Library/SSC computers are primarily intended for research and academic related information retrieval.  Research/academic use always takes precedence over recreation/personal use.

The MGA Campus Store has a fax machine available for student use. During the times the Campus Store is closed, students may send a fax from the Library’s fax machine at the following cost:

Local.................... 50 cents per page

Long Distance....... $1.00 per page

Food and Drink

Food and covered/capped drinks are permitted in MGA campus libraries* with the following stipulations related to computer areas:

  1. No food of any kind is permitted at any computer
  2. Covered/capped drinks are permitted at computers
  3. Food and covered/capped drinks are permitted in group study rooms at the group study table. If the study room has a computer, food is not permitted at the computer

* Library services at the Warner Robins campus are provided at the Nola Brantley Memorial Library adjacent to the campus, and students must comply with the Food and Drink policy of that facility.

Gifts & Donations
The MGA Library appreciates donations of books and other library materials. All gifts are accepted with the understanding that the Library reserves the right to evaluate, select, and dispose of any donation that does not meet the needs of the Library’s collection.

In accordance with IRS requirements and the Statement on Appraisals of Gifts adopted by the Association of College and Research Libraries, the MGA Library cannot make appraisals of gifts. This is the responsibility of the donor. The Library does not provide itemized lists of materials donated. Every donor, however, will receive a letter of acknowledgement for his/her gift, unless he/she requests otherwise.

Interlibrary (ILL) Policy
  1. Purpose
    The purpose of Interlibrary Loan (ILL) is to provide access to materials that are not found in the Middle Georgia State University Libraries and not available through GIL Express.
  2. Eligible Patrons
    Interlibrary loan services is offered only to current Middle Georgia State University students, faculty, faculty emeriti, and staff.
  3. Limits on Requests
    Students are limited to five (5) book requests at a time. There is no limit to the number of articles a patron may request, however, consultation with a librarian is strongly suggested to assist with selection of appropriate articles. Click here for the Ask A Librarian webpage.
  4. GIL Express
    GIL Express is a book sharing program between the USG libraries. Patrons may use GIL Express to request their books directly from the lending library. Patrons are encouraged to search for their book in the Universal Catalog before requesting the item through ILL. Click here to learn more.
  5. Textbooks
    Interlibrary Loan cannot be used as a substitute for purchasing class textbooks and all requests to borrow textbooks will be denied.
  6. Interlibrary Loan Charges
    Interlibrary Loan service is provided free of cost to eligible borrowers. Borrowers are responsible for any overdue charges ($1.00 per day) and for replacement costs for lost items. The lending library decides the replacement charge for lost items. A BANNER hold may be placed on a student’s account at any time due to overdue ILL books. Students with holds cannot register or obtain grades and/or transcripts.
  7. How to request an item through Interlibrary Loan
    Complete the online form for books or articles and submit. Patrons will be notified via campus e-mail when the item has arrived. Articles will be electronically delivered to the borrower’s email account unless otherwise requested. Delivery time is dependent upon the difficulty of the request, proximity of the lending library (for books), and the number of requests to be processed.
  8. Loan Period
    The lending library determines the length of the loan and restrictions concerning the use of the material. Renewals may or may not be granted, depending upon the policy of the lending library. Requests for renewals must be made to the Interlibrary Loan office prior to the due date and cannot be made using the patron’s GIL account.

Click here for the Interlibrary Loan webpage.

Lost and Damaged Materials

Lost and Damaged Materials

All MGA Library borrowers are responsible for the items checked out to their Library account.  MGA students with outstanding library materials will have a block placed in BANNER on their student record and they will not be allowed to register, or obtain grades or transcripts until the material has been returned or paid for.  Library shelves will be carefully searched before such a block is placed.  Other MGA Library users who are consistently delinquent in returning library material may have their library privileges revoked. 

Replacement Fee

The replacement fee for any lost or damaged book or media item is the actual cost of the item. Should the Library not be able to determine the estimated cost of a lost or damaged item, the replacement fee will be $50.

In addition to the replacement costs, borrowers must pay all overdue fines that have accumulated.  Borrowers will be refunded the replacement cost only if they should find and return the item.  Overdue fines will not be reimbursed.

  LAST MODIFIED: 2/23/2017