Withdrawing Last Circulating Monographic Copy  Guidelines
April 8, 2013
ConnectNY member libraries are dedicated to sharing resources when appropriate to achieve economies of space and expand the range of materials available. In order to provide this wide range of materials, withdrawal decisions are made carefully and collaboratively to preserve unique items in the union catalog. In light of this goal, the following guidelines (adopted from the Orbis Cascade policy) are recommended:
Procedure for offering last copy to other libraries
When considering an item for withdrawal, library staff must consult the ConnectNY union catalog to determine if the copy is the last one available  in the consortium. If the copy is found to be the last one available  in the consortium, reasonable efforts should be made to preserve the copy. If in the professional judgment of staff, the title is in usable condition it should be retained by the library or offered to other ConnectNY members.
- Libraries should use the CNY Collection Developers listserv (firstname.lastname@example.org) to communicate information about last copies that they no longer wish to retain. Each member library should have a subscriber on the list.
- Materials will be offered on a first come, first served basis.
- The subject line of the message should read “Last Copy in ConnectNY”.
- The body of the message should include a date by which libraries should respond.
- If possible, message should cover offerings in a single discipline or be organized by discipline.
Last copy exceptions
- Superseded editions: These may be discarded without consultation if, in the opinion of representatives of the owning libraries, the copies in question are equivalent in content and disposal of one copy would not result in any appreciable loss of information.
- Textbooks: The owning libraries may use their best judgment when deciding whether or not to retain an outdated textbook.
- Outdated Materials: Clearly outdated material that no longer adds value to the ConnectNY collection such as old computer manuals, career advice, etc., may be removed without consultation.
- Special Collections: Because of their unique nature and value to each library, special collections owned by any of the ConnectNY libraries are not included.
- Damaged Materials: Items damaged beyond repair may be discarded without consultation with the other libraries even if it is the last copy within ConnectNY. Review section 3 below when considering whether or not to replace the damaged copy.
Replacing unique copies which are lost or damaged, or discard due to poor condition
Libraries will respond to lost or damaged titles in a way that displays sound judgment in the context of the title and its availability to other libraries in the state. In the following cases it may not be necessary to replace the title:
- If the union catalog shows, and it is publicly verified, that at least one copy is owned by another participant library which agrees to include the title on its own retention list and treat it accordingly.
- If the title is available in at least 100 libraries in the US or in the HathiTrust public domain collection.
- If the title is available as a later edition that is obtainable from at least one of the participating libraries or at least three other libraries in the state.
- If the cost of the replacement far exceeds the average cost of a book in that field.
Print replaced with an ebook version
Last copies of print materials may be replaced by electronic versions if there is assurance that the electronic version will be archived permanently and be available to other institutions in ConnectNY and with the agreement of the institution holding the print last copy. An institution objecting to the disposal of a print last copy in favor of an electronic version is required to accept placement of the print copy in its own collections.
 The term “copy” refers to a manifestation of a work that given professional judgment, contains equivalent content.
 “Available” means the material is accessible to other CNY libraries. “Local” copies or “unavailable” copies do not count.
 Different ConnectNY bibliographic records might need to be consulted to determine if the item in question is truly a last copy. For example, if different printings have been cataloged on different bibliographic records, the withdrawal of one printing would not trigger the last copy policy.
CNY Circulation Policies
Loan Policies for Patrons
- Circulating items are loaned for 84 days with no renewal.
- All loans are subject to recall by the lending institution at any time and must be returned immediately. Fines will be imposed for recalled items not returned promptly.
- Borrowers will be billed for replacement cost of overdue items 30 days after loan expiration.
- The replacement cost amount will be rescinded for return of overdue items.
Replacement Fee Policy
Effective January 7, 2014, libraries will bill each other replacement cost of lost or unreturned items.
The default cost loan rule parameter will be set to $100, and the text of the bill notice patrons receive will be:
“This item is overdue and has not been returned. You will be billed the following amount or replacement cost (which may or may not be higher), at the lending institution’s discretion, unless the item is returned. Please contact your library for the amount due.”
Lending libraries will bill borrowing libraries at full replacement cost. As always, the borrowing libraries are responsible for collecting fines from their patrons as per their individual processes and policies.
Items Lost in Transit Policy
Items lost in transit will be replaced at the discretion of the lending institution. The lending institution may request funding from ConnectNY to cover the cost of replacement.
Procedure for Requesting Reimbursement for Lost Materials
- The process for submitting claims for reimbursement is detailed here: https://docs.google.com/document/d/1BLIAQCg_Rn73_3w000bcAJvQYIloTi9r82zVBzzJNo4/edit?usp=sharing.
- If an item is lost in transit, please complete the “Report Missing Resources” form on the Empire Library Delivery site: https://www.esln.org/services/empire-library-delivery/.