Policy

Health Professionals-San Antonio Area

Health professionals with a current state issued license and working in a clinical setting may register with the Library as an Area Health Professional and have access to a variety of services including:

  • Books and audio/visual materials
  • Journals—print or electronic, in-house use at any of the UT Health Science Center Libraries
  • Library computers (time limit)
  • Online search service (fee)
  • Interlibrary Loan *(fee)
  • Photocopy and printing (fee)

Due to licensing agreements and contracts, off-site access to electronic journals, books and databases is only available to affiliates (current faculty, staff, and students). Area health professionals are welcome to use electronic resources from within the library during regular business hours.

*Interlibrary Loan services are available for area health professionals for personal or academic research and may not be used by health professionals on behalf of law firms, corporations, or organizations.

Loan periods for circulating material

Material Type     Loan Period     # of Renewals
Books                     14 days                          2

Library Registration

  • Create an account for book checkout  and Interlibrary Loan services.
  • Area health professionals may register in person at the Briscoe Library Circulation Desk or at the Laredo Regional Campus Library.
  • A state-issued ID (current driver’s license or passport), a current license to practice number, and proof of working in a clinical setting are required for registration.
  • Borrowing privileges are valid for one year from date of issue unless the license expires prior to that, and may be extended annually.
  • Registration cannot be renewed until all fines and other obligations have been cleared.

Library Collection Use

Users may have up to 3 items checked out at any given time. Select library materials may be renewed in person or by calling the Circulation Desk at (210) 567-2440. Renewal will be denied if materials have reached their renewal limit, have been recalled, or are overdue.

Human Resources and Business Administrator: Jonquil Feldman

Office Phone:  210-567-2430

Emergency Contact Information is on the Staff Intranet (not publicly available).

Regular Duties related to Disaster Planning

  • Maintains and updates list of keys and card readers annually or as necessary
  • Establishes and maintains an inventory of library assets
  • Maintains current list of all staff office phone numbers for updating the telephone tree

During and After a Disaster

  • Contacts recovery vendors and services at the request of the disaster team or collections manager
  • Tracks and coordinates expenditures
  • Coordinates with Senior Director of Libraries to authorize temporary staff assignments and workspaces if needed
  • Coordinates with IMS Client Support to replace equipment and to identify key servers and equipment that should be restored first
  • Coordinates payment for supplies and services needed
  • Recruits volunteers and ensures they all sign a waiver form
  • Arranges for food and drink for recovery workers as determined necessary
  • Works with Sharon Leach, Administrative Assistant to update the inventory of library possessions as damaged items are discarded
  • Maintains a list of possessions sent out for refurbishing, if applicable
  • Works with Senior Director of Libraries to submit insurance claims for Library
  • Coordinates with Human Resources to assist any employee injured in the disaster or during recovery with workman’s compensation or insurance claims
  • Enrolls the assistance of the Employee Assistance Program if necessary

 

Back to Library Disaster Team list.

Information Resource Development Policy

About the Libraries

The UT Health San Antonio Libraries are at the heart of the Health Science Center community, with three locations (Long Campus, Texas Research Park Campus, and Laredo Campus) and a growing online presence, the Libraries serve as a hub for knowledge, education, and scholarship. The Libraries’ primary clientele include students, faculty, and staff who are affiliated with the Health Science Center either onsite or offsite. Secondary clientele include area health professionals, researchers, and members of the community.

Mission

The mission of the UT Health San Antonio Libraries is to promote learning, inspire discovery, and connect with our communities. This mission is accomplished by providing expert library services and access to reliable health sciences information.

Purpose of the Policy

The purpose of the Information Resource Development Policy (IRDP) is to guide collection development and management decisions and to ensure that information resources accurately and effectively support the mission and goals of the university.

Goals of the Policy

The goals of the Information Resource Development Policy (IRDP) are as follows:

• Develop and maintain collections that meet the needs of the UT Health academic, clinical, and research communities;
• Assess collections regularly for relevancy based on changes in campus programs, feedback, and usage;
• Maximize purchasing power and expand access to information through partnerships with state and regional consortia.

Scope and Guidelines

The Library collects, develops, and maintains collections in a variety of formats, however the preferred format for collection materials is electronic and/or online accessible. Collections focus on the following core subject areas: dentistry, medicine, nursing, basic medical sciences, and allied health sciences. Materials are also acquired in related subject areas such as: public health, pharmacy, psychology, health care management, and history of the health sciences.

Electronic Collections – Electronic resources are the preferred information format for the UT Health Libraries. Electronic collections consist primarily of e-journals, e-books, and databases. Access to electronic resources is available 24 hours a day, 7 days a week, and is also available off-campus for affiliated users.

Physical Collections – The Libraries physical collections are maintained both on-site and off-site. Physical collections consist primarily of journals, books, and audiovisuals (DVDs). The majority of the print journal collection is housed at a Joint Library Facility in Bryan, Texas. At present, most of the print book collections are housed within the Libraries, but many of these collections will be migrating to the Joint Library Facility in the future. Physical collections are accessible at all locations and most materials can be shared between locations.

Historical Collections – The Library’s historical collections are housed on the main university campus and include: manuscripts, rare books, historical medical instruments, and archival materials. The Library has been designated as the University Archives and maintains historical documents about the university as well as scholarly works produced by students at the university. The historical collections are open to all researchers, and access to physical materials is by appointment. Content that has been digitized is accessible 24/7 through the Library’s Digital Archive.

Decisions and Selection

Information resource decisions are based on a solid understanding of the teaching, learning, and research priorities of the Health Science Center. The Office of the Director is responsible for the overall collection budget and works collaboratively with the Resource Management department to oversee budget allocations. Selection decisions are a cooperative effort between the Library Committee, Library Liaisons, and the Collection Development Committee. Each of these entities provides valuable feedback that guides collection decisions.

The Library Committee is composed of representative faculty appointed by the President of the University and works with the Library to serve in a consultative and advisory capacity.

Library Liaisons are assigned to each of the schools, work as an integral part of the curriculum, and provide input about resource needs based on program requirements.

The Collection Development Committee is composed of Resource Management Librarians and representatives from each of the Library divisions.

Resource Management librarians are primarily responsible for collection assessment, access, discovery, selection criteria, cost analysis, consortia activities, and policies and procedures.

Selection Criteria
The Library actively reviews information resources to determine what resources should be acquired, retained, and discontinued. The following criteria are applied in the review process: quality, relevancy, cost, format, accessibility, and usage.

Deselection Criteria
In order to maintain a relevant collection, the Library employees deselection as part of its collection development practices. The following criteria are used when evaluating materials for deselection: low usage, relevance to academic programs, currency of information, historical significance, condition, duplication, and availability in the Joint Library Facility.

  • The Joint Library Facility is a collaborative storage facility that houses print resources for a network of University of Texas Libraries. Libraries that opt to store their materials in this facility retain ownership of the resources. In addition, libraries with duplicate holdings can claim ownership of stored copies. The facility is located in Bryan, Texas.

Resource Sharing and Cooperative Purchasing

The UT Health San Antonio Libraries participate in several resource sharing and cooperative purchasing partnerships that expand the depth of information resources available to its clientele. Partnerships include the UT System Digital Library Consortia, the South Central Academic Medical Libraries Consortium, the TexShare Consortium, the Joint Library Facility, and the OCLC Library Cooperative. Through these partnerships the Libraries are able to expand borrowing privileges and increase access to electronic resources. Participation in cooperative purchasing allows the Libraries to negotiate the best pricing for resources.

 

Approved by the Library Committee, 2-3-97
Revision approved by Mary Moore, Ph.D., Director of Libraries, 6-23-2006
Revision approved by Rajia Tobia, Executive Director of Libraries, 1-29-2009
Revision approved by Rajia Tobia, Executive Director of Libraries, 10-12-2011
Revision approved by Owen Ellard, Senior Director of Libraries, 04-06-2018

John P. Howe, MD III Conference Room Guidelines

 

Room Description

The Howe Conference Room, located on the fifth floor of the Briscoe Library, provides group meeting space for approximately 20 persons. The room may be reserved for special university functions by UT Health faculty and administrative staff. Since this room houses more than 1500 rare books, special security and safety regulations in addition to general library policies must be observed at all times. Also, please note that this room is kept at a cooler temperature for preservation of the books. Bringing a sweater or jacket is recommended.

Reserving the Room

Room reservations can be made by following the I need to . . . Reserve a Room link.  Under Other Library Room Reservations click on the Room Request Form button.  Fill out the online information form and submit. A confirmation email will be sent.

The conference room is available for set-up and can be used 24/7/365.

Room Use Considerations

Furniture in the conference room may be rearranged. All tables must be unplugged before they are moved and they must be returned to their original configuration and plugged in at the conclusion of the meeting. Departments will be called to return room back to its original setting if this has not been done before 5:00 p.m. Extra furniture may not be stored in the fire exit stairwell for safety reasons.

Because the conference room is located on a fire exit route, it cannot be locked; therefore equipment or valuables should not be left unattended.  Entrances and exits must not be blocked with tables, chairs, extension cords, etc.

Library staff may occasionally need to retrieve books from the conference room while a meeting is in progress. Although staff will try to hold requests for books until after meetings are concluded, they will enter if necessary.

Restrooms are located next to the main elevators on each floor. The library’s staff room telephone may not be used and staff are not responsible for taking messages. Mobile telephones may be used only in the hall near public restrooms.

Administrative Assistants needed for on-call services during use of the conference room may use furniture by the elevators on the 5th floor. Lounge seating is also available in the public area outside the conference room entrance.

Food

Groups using the conference room are responsible for making any food and/or refreshment arrangements prior to the meetings.  If University Catering Services are used to cater the event, the main library entrance may be used: however, serving carts must be covered and the service elevator should be used. Other caterers should use the service entrance on the library’s south side.

The staff room and staff kitchen adjacent to the conference room may not be used by groups using the conference room unless special permission has been obtained from the library Administration Office, ext. 7-2408.

Clean-Up

Because a portion of the library’s rare book collection is housed in the Howe Conference Room, it is extremely important that clean-up be conducted immediately following any meeting where food or drink is served, to mitigate pest infestation. If appropriate clean-up is not completed in a timely manner, the department or group reserving the room will lose privileges to reserve the Howe Conference Room in the future.

Groups using the conference room are responsible for making prior arrangements with Housekeeping to provide additional trash receptacles when necessary and remove trash, dishes, leftover food, etc., immediately after the conclusion of the meeting. If the meeting concludes at a time when Housekeeping is not available for clean-up, then it is the responsibility of the department making the reservation to assure that clean-up is completed. Special attention to clean-up should be made in the evening and during the weekend when Housekeeping is typically not available. Table cloths and/or place mats should be used to protect furniture. Both the credenza and the wooden tables in the room could be damaged if hot items are placed on their surfaces. Housekeeping should be notified immediately of any spills so that they can shampoo the carpet to prevent stains.

Audio-visual Equipment and Computer Requests

The conference room is set up with a laptop for your convenience.  If other equipment (projectors, whiteboards, flipcharts, etc.) are needed, prior arrangements should be made with the AV Services Department at 210-567-2214. Groups requiring projectionist services should make arrangements with Classroom Services, ext. 7-2210. Groups may also supply their own laptop which can be connected to the video projector located in the conference room.

Library staff do not provide equipment setup or support services. Problems with computers or equipment should be reported to 210-567-7777.

Noise

Persons using the conference room should note that it is located in a heavily used study area. Students have asked that persons entering and leaving the conference room be considerate and keep conversations outside the conference room to a minimum.

Any exception to these guidelines can be made only by the Senior Director of Libraries.

Updated 7/13/2017

Library Policies

 

Library Technology: Jeremy Mercier

Office Phone:  210-562-6805

Emergency Contact Information is on the Staff Intranet (not publicly available).

Regular Duties related to Disaster Planning and Response

  • Follows guidelines in the Business Continuity Plan
  • Coordinates maintenance of temporary library Web site with access to key information resources to be hosted off-site
  • Activates the temporary website as needed

Coordinates with UT Health Science Center Systems, Network and Operations (SNO) & Academic Technology Services (ATS) to:

  • Develop backup plan to minimize loss of access to servers and resources
  • Secure and reestablish computer network and systems
  • Reestablish telephone connections
  • Reestablish computer security system

Coordinates with Property Control and Facilities Management to:

  • Remove damaged or destroyed equipment
  • Identify appropriate means for disposal of destroyed equipment (there are EPA guidelines for disposal of many types of equipment including printers and photocopiers)

Works with Senior Director of Libraries and Business Administrator to:

  • Replace destroyed equipment
  • Identify key servers and equipment that should be restored first

 

Back to Library Disaster Team list.

P. I. Nixon Medical Historical Library Policies

UT Health Science Center Libraries Special Collections

Picture1 

Procedures for Use of P. I. Nixon Medical Historical Library and the University Archives

The P. I. Nixon Medical Historical Library and the University Archives is open to lay and professional researchers by appointment from Monday through Friday 8:00 am – 4:30 pm, except on university holidays. The following procedures help preserve the material in the collections for future generations. Your understanding and cooperation is appreciated.

  1. The P. I. Nixon Library Reading Room is reserved for those using materials from the Special Collections. Rare books and archives may not be checked out or removed from the Reading Room.
  2. All patrons must register with the Special Collections staff and complete and sign a Research Agreement. Picture identification is required.
  3. Special Collections materials may be used only under supervision of Special Collections staff, who will assist patrons in identifying material to be reviewed and who will retrieve requested material for patrons.
  4. Library staff must be present in the Reading Room during the use of archival materials and rare books. Please notify Special Collections staff when you arrive and return materials to staff when you leave.
  5. Appointments are required if specific materials are requested, staff need to know in advance as some materials are stored in remote locations. Call 210-567-2470 or email SpecialCollections@uthscsa.edu to make an appointment.
  6. No bags, brief cases, purses, notebooks, folders, binders, coats, or other personal property are allowed in the Reading Room. These should be given to Special Collections staff for safe keeping and will be returned when materials are turned back in. Personal computers are permitted, but computer carrying cases must be placed with staff.
  7. Use only pencil or personal computers for taking notes. No other writing implements or markers are allowed in the Reading Room during materials use. Do not mark materials in any way or fold pages.
  8. Only loose sheets of paper are allowed in the Reading Room for note taking and will be provided by staff.  PostIt NotesTM are not allowed. Patrons must present all material to Special Collections staff for checking prior to departure.
  9. Food and drink are not allowed in the Reading Room except for special functions approved by the Library.
  10. Unless special arrangements are made beforehand, no more than 2 books and/or 2 manuscript boxes will be retrieved at a time. No items will be retrieved after 4:00 pm.
  11. Cameras are welcome, but flash photography is not allowed.  Photography must be supervised by Special Collections staff and permission must be obtained for publication or reproduction of any Special Collections materials.
  1. Archival materials and rare books must be handled with great care. Staff will monitor the use and handling of materials at all times. Proper handling guidelines include, but are not limited to:
    • Handle papers one at a time, using both hands for support, and stack papers carefully. Do not pick up a stack of papers and tap them on the table to straighten them. If a document is in fragile condition, please request assistance from a staff member.
    • Do not make any marks, erasures, or any other changes on a document.
    • Keep all items on the table while being used. Place nothing in the lap or propped against the table. Staff can provide book cradles or supports for better viewing of books.
    • Place nothing on top of archival materials or books. Do not write on top of, fold anew, or trace materials.
    • Turn pages slowly and carefully, touching only the margins if possible.
    • Wear the cotton gloves provided when handling photographs and wash hands prior to handling rare books.
    • Notify staff if you notice any irregularities or incongruities in the description of the material and the actual material, or if you notice damaged materials.
  1. Tours of the Nixon Library can be arranged.  We welcome groups.

Note regarding photocopying and digitization: Staff will digitize or photocopy a portion of text for patrons. Some materials cannot be copied due to their condition or other restrictions. Materials larger than 11” X 17” will not be photocopied. Photocopies or digitization may be ordered at the time of visit and should be ready within 24 hours. There is no charge for Health Science Center personnel. Non-UT Health Science Center users will be charged 25 cents per photocopy or $25.00 per picture digitized, collected in advance. Fees may be charged for digitization of other materials, depending on the purpose and the amount of materials requested.

Please note that access to the collections of the P. I. Nixon Medical Historical Library and the University Archives does not imply permission to copy, quote, publish, or otherwise make public use of any part of the collection. The researcher assumes the responsibility to secure such permissions, including permission from the UT Health Science Center Libraries, prior to use.

 

Policies for Emergency Closure

 

Before closing the library, always contact the Senior Library Director and the VP for Academic, Faculty and Student Affairs’ office (210-567-2004) for approval to close.  In the event of an emergency or campus closure, the Office of the President well send an HSC Alert through email and text message to mobile telephones. If the announcement says that only essential personnel must report to work, the Library will be closed. All staff are expected to sign up for HSC Alerts in order to be notified of campus closures.

The UT Health Science Center Handbook of Operational Procedures (http://www.uthscsa.edu/hop2000/8.3.1.pdf) outlines procedures for closing of the campus due to severe weather or during an emergency.  Campus Status information can be found on this site: http://www.uthscsa.edu/status.asp.

Notifications: If the library does not open on time or has an early closure, library staff will notify the public of any closures and status of the library through Web site updates, phone messages, social media and signage.

Inclement weather:  During business hours, the Library will close if the University President or his designee declares a campus closure and cancellation of classes due to extreme weather or an emergency or disaster.  After 5 pm or on weekends the Senior Library Director or his designee has authority to close the Library in case of extreme weather or an emergency.  Hours of work missed will be recorded as Administrative Leave. However, if an employee received prior approval for vacation or sick leave, then the absence will be recorded as vacation or sick leave, respectively.

The Library will open if the weather is severe but the campus is not closed.  Staff members are expected to make every reasonable effort to report to work.  If staff cannot safely make it to work, they should notify their supervisor by telephone immediately.  Hours of work missed if the campus is not closed will be handled like other absences and charged to vacation leave, or pay will be reduced.

Physical disaster that poses a threat to lives or property:  the Library will be evacuated and will close immediately.

Power failure:  University Police should be contacted at 7-2800. In the event of a power failure, the following guidelines apply:

 

Daylight Hours After Dark
Library will remain open for 30 minutes, to allow time for power to be restored Library will remain open for 15 minutes to allow time for power to be restored
After 30 minutes, the Library will be evacuated After 15 minutes the Library will be evacuated
Library staff must remain in contact for one additional hour Library staff must remain in contact for one additional hour
If the power is off for a total of 90 minutes, then the Library may be closed and staff sent home If power is not restored after a total of 30 minutes, then the Library will be closed and staff sent home
If power is restored earlier than 6 hours prior to closing time, night or weekend staff must return to re-open the Library If power is restored earlier than 6 hours prior to closing time, night or weekend staff must return to re-open the Library

 

Telephone outage:  As long as there is access to a cell phone to call UT Police, the library will remain open.

Water shutdown:  If the water is shut down in only the library building, the library will remain open. If the shutdown affects the Library and lecture hall buildings, then the Library will close due to unavailability of restrooms. If water is restored earlier than 6 hours prior to closing time, Library staff will return to re-open the Library.

Air conditioning shutdown: Generally, the Library will not close if the air conditioning is down for just a few hours or overnight. The decision to close is at the discretion of the Senior Library Director, and can be based upon the outside temperature at the time.

 

Back to Disaster Plan

Procedures for Non-Emergency Safety or Security Situations

 

Security and safety concerns should be reported immediately to the Circulation Supervisor or Circulation staff.  Depending on the circumstances, Circulation staff may call the Circulation Supervisor or the Senior Director of Libraries. If the situation warrants it, University Police should be called at 911 or 210-567-2800. If UT Police are called, the Senior Director of Libraries should be notified.

If a problem occurs on weekends or after 5 p.m., contact the Library Administration Chain of Command.  Staff Emergency Contact Information is on the Staff Intranet (not publicly available).

 

Unattended children

Children under the age of 15 must be accompanied by a supervising adult at all times. Unattended children under the age of 15 should be reported to the Access Services Supervisor on duty.  The child should be asked to contact his/her parent or guardian.  If the supervising adult is not in the Library, University Police should be contacted.  This policy protects the child from possible harm.

 

Back to Disaster Plan

TexShare Borrowers

Faculty, Staff, Graduate Students, Undergraduate Students, Adult Public Library Borrowers, and Members of Libraries of Clinical Medicine from participating TexShare libraries around the state are eligible to register for UT Health SA library services, including:

  • Books (excluding Nursing titles) and databases
  • Journals—print or electronic, in-house use only at any of the UT Health Science Center Libraries
  • Library computers (time limit)
  • Online search service (fee)
  • Photocopy and printing (fee)

Loan periods for circulating material

Material Type

Loan Period

# of Renewals Allowed

Books

14 days

n/a

Journals

n/a

n/a

Audiovisuals

n/a

n/a

Print Reserve Materials

3 hours

n/a

Library Registration:

Create an account for book checkout.

  1. Request a TexShare card from your home institution library.
  2. Bring the TexShare card to the Circulation Desk along with your Texas driver’s license or other official state ID, and complete a borrower registration form.
  3. Student cards are valid for one semester only, with breaks between semesters. See the circulation cut-off dates for this year. Faculty and staff cards expire on August 31 every year.

Library Collection Use

Users may have up to 3 items checked out at any given time.

TexShare Cut Off Dates for UT Health SA students (2018 – 2019)

Begins on

Jul 01, 2018

Jan 03, 2019

Ends on

Dec 16, 2018

Jun 30, 2019

Last Date to Issue a Card

Dec 9, 2018

Jun 23, 2019

Student Cards Expire on

Dec 16, 2018

Jun 30, 2019

Dead Period – No cards issued to students   Dec 19, 2018 – Jan 2, 2019
UT Health faculty/staff cards expire Aug 31, 2019  FY 2019
UT Health faculty/staff cards expire Aug 31, 2020 FY 2020