Library Policies

Library Cards
Anyone may request a library card at the front desk.  Students must provide a current Student ID.   Public Patrons, Sodexo, and Fresh Ideas Employees must provide a current State Issued ID.

Distance students may request a library card by sending an email message to Cards requested by email may take 1 business day to process.

Cards expire after 3 years of inactivity.

Loan Periods and Returns
Students, alumnus, and college employees  may check out books for 3 weeks and DVDs or CDs for 1 week.

Graduate students and faculty may check out books for 1 semester, children’s and popular books for 3 weeks,  and DVDs orCDs for 1 week.

Public patrons (those who are not directly affiliated with the college) may borrow books for 3 weeks.  Public patrons are not allowed to borrow DVDs or CDs.

Returns after hours may be deposited in the book drop on south side of the library. Items may also be returned at the Professional Studies campus site in Wichita, Kansas.

Please remember that you are borrowing items (not purchasing them) and that we would appreciate you returning or renewing them by their due date.  You will receive three notices if your items are overdue, after which your account will accrue charges in the amount of a replacement fee plus a $5 processing fee for each item.


Loan Limits
Students, college employees,  and alumnus may check out a total 5 DVDs and 5 CDs at a time.  Book check outs are unlimited.

Public Patrons may not check out DVDs or CDs

Items may be renewed up to 3 times if there no one else is waiting for the item.

We reserve the right to recall your item if someone else needs it and you have renewed it.

Deets Library is a way to share resources in a sustainable manner. What this means for you is that you have responsibilities: you find the resources (we can help), you borrow resources, and you use them within a specific time frame, and then return them so other students, staff, faculty, and other patrons can use them. Your responsibilities may include asking permission to extend the borrowing period (renew) in person or by email. We will do our best to help you find resources that meet your needs.

Students and Faculty have the highest priority for borrowing Course Reserve items. These are items that have a shorter borrowing period and are meant to be used in the library.

We bill for items that have not been returned after several reminder notices (sent by email). The billing amount equals the item replacement cost plus a $5 processing fee.

Collection Management


Southwestern College is a Methodist liberal arts college in Winfield, Kansas. The library strives to support the research and curricular needs of the college community with physical and virtual materials.

Due to costs, publishing outputs, space limitations, and demand for information, the library provides the following policy as a statement for the selection of materials and for the maintenance of the collection.  The collection will be developed with an understanding of the immediate and future goals of the institution, the college community, and the library and with an efficient
use of allotted funds.

In this policy, the phrase “college community” includes faculty, staff, administrators, and all students of the college.

Collection Objective

The primary objective of the library is to build a collection of materials that support undergraduate and graduate curriculum at Southwestern College. The emphasis in current collection development is on electronic resources which make the library’s resources available to all students, whether on studying on campus or online.  The objective is directed by the college’s vision stated below and its mission statement.

Southwestern College in Winfield, Kansas, is a learning community dedicated to -intellectual growth and career preparation,
individual development and Christian values, lifetime learning and responsible citizenship, and leadership through service in a world without boundaries.

Selection Responsibility

The Library Director has the ultimate responsibility for the collection. The director will assign selection responsibilities to librarians. Faculty is encouraged to request resources that are found in professional literature and that support their courses and student research needs. The library welcomes acquisition requests from the entire college community. All requests will be reviewed by the below selection criteria.

Fund Allocations

The Library Director allocates the materials budget to fulfill the collection development objectives. Full-time faculty members receive a money allocation for the purchase of materials in their discipline. Some funds are maintained to be used at the discretion of the Director and the librarians.

Faculty and administrators are reminded that library support is an additional cost which must be considered when implementing new programs or courses.

Selection Criteria

The main priority of the library is the support of the curriculum.  Materials for faculty studies and research are purchased if needed by the curriculum or requested through interlibrary loan.  A lower priority is the purchase of cultural, recreational, and general materials for the entire college community.

Specific criteria include the following:

  • Quality of the content
  • Authority of the author
  • Reputation of publisher
  • Level of scholarship except for materials purchased for the children’s collection and popular collections
  • Cost
  • Lasting value of content
  • Publication date
  • The library recognizes the need for retrospective materials and will purchase older editions to fill upon request and when funding allows.  However, it is most important to purchase current publications to prevent future need for retrospective buying.
  •  The primary focus for the collection will be materials in English. Exceptions include materials that support foreign language instruction or faculty research and international films with English sub-titles.
  • In print, paperback will be preferred over hardback.
  • Only one copy will be purchased unless multiple copies are needed for book discussions in the library.
  • Materials that are recommended for courses may be placed on reserve.
  • Textbooks and required texts for courses will be purchased if they are needed for the in-library use textbook collection.  Used or complementary desk copies of required textbooks will be selected for the textbook collection when possible to reduce costs.
  • Textbooks may be considered for the general collection if they are considered “classics” in their discipline or they are the only or best source of information on that topic.
  • Periodicals, databases, and other materials that require annual commitments or subscription fees may be suggested. Purchase of these items depends on the library’s long-term (beyond the current year) financial commitment.
  •  All materials purchased by the library are intended for inclusion in the library collection and will be housed in the library.

Periodicals and Databases

Periodicals and databases differ from other materials in that they require an ongoing financial commitment. Their subscription fees increase annually; thus, the library must ensure an ongoing commitment that does not consume a disproportionate share of the total
materials budget. Generally, a new subscription will not be entered unless another subscription of similar expense can be canceled. Faculty members who wish to request the addition of a new subscription will be asked to review existing subscriptions in their subject
discipline to identify a current title that might be discontinued. Some or all of the following criteria are used in evaluating titles for acquisition or cancellation:
• support of present academic curriculum
• strength of the existing collection in the subject area
• present use of other serials or databases in this subject area
• projected future use
• cost
• reputation of provider
• availability through reliable and reputable sources
• avoidance of redundancy across formats
• number of recent interlibrary loan requests for this serial or topic

Gifts are welcomed by the library with the understanding the library may add them to the collection or dispose of them at its discretion. Gifts will be evaluated according to the general selection criteria and will not be added to the collection if they do not meet those criteria.

Maintenance of Collection
As materials become worn, dated, damaged or lost, replacement will to be determined by the library staff, who will determine whether or not:

  • The item is still available and can be replaced;
  • Another item or format might better serve the same purpose;
  •  There remains sufficient need to replace the item;
  • Updated, newer, or revisited materials better replace a given item;
  •  The item has historical value.

Materials will be reviewed for removal from the collection on a regular basis using the following criteria:

  • The content is misleading or inaccurate;
  • The condition is poor;
  • The content is outdated or no longer taught;
  • The content is trivial;
  • Limited circulation;
  • The information is available elsewhere.

Faculty may be consulted before items are removed from the collection at the discretion of the Library Director. However, the final decision about whether an item is removed or replaced lies with the Library Director.

Copyright Policy and Guidelines

The purpose of copyright, as articulated in the in the United States Constitution, is to “promote the Progress of Science and useful Arts.”  As Southwestern College realizes its mission to educate its students, the Southwestern College community has a special responsibility towards the use of copyrighted works. As creators of copyrighted works, we appreciate the incentive that copyright holds for the dissemination and preservation of our creative efforts in order to advance and expand general knowledge. As users of copyrighted works, we honor both the opportunities for and limitations to using the intellectual property of others. We also act as significant role models for our students for the responsible use of copyrighted work in teaching, learning, research and scholarship. We are acutely aware of the importance of striking an appropriate balance, as U.S. law does, between the rights of intellectual property owners to govern the dissemination and use of their works and our need to use information quickly and efficiently in our teaching, learning and scholarship.

Southwestern College expects members of the college community to comply with the United States Copyright Law (Title 17, U.S. Code Sect. 101, et seq.), the academic integrity policies of the college, and other acts and laws that relate to copyright.

Members of the college community who willfully disregard the copyright policy and laws do so at their own risk and assume all liability.  Copyright Infringement-Policies and Sanctions

The following document does not legally interpret copyright law but does present guidelines to keep the library in compliance of copyright law.

Fair Use Doctrine

The fair use of a copyrighted work is not an infringement of copyright. Fair use is determined is based on four factors.

  1. Purpose:  The purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes.
  2. Nature:  The nature of the copyrighted work. Using works that are factual (e.g., historical data, scientific information, etc.) tends to weigh in favor of a finding of fair use; creative or unpublished works tend to indicate the need for copyright permission.
  3. Amount:  The amount and substantiality of the portion used. Use of small portions of a work usually favors a finding of fair use as long as the portion does not constitute “the heart of the work”. The more material used the greater the balance away from fair use.
  4. Effect:  The effect of the use upon the potential market for the work. Use that substitutes for the purchase of a book, reprint or subscription weighs against a finding of fair use.

 Clearly these factors are subject to varying interpretations and applications. For further guidance, see a Fair Use Analysis Checklist from Columbia University.

Library Collection

  • All items in the collection will be legally obtained (duly licensed / public domain / original materials as applicable–i.e., no pirated music or TV shows, photocopies, etc.)
  • License agreements signed with vendors of electronic resources and media will be enforced and reflect accurate FTE counts for pricing.  The SC Library will make every effort to identify and authenticate authorized users only.
  • Periodicals will be purchased at library rates.
  • The Library will provide access to bibliographic citation software and/or copies of the most prevalent style/citation manuals (Chicago Manual of Style, MLA, APA) and a selection of resources on copyright/intellectual property.

Copyright Notice

Signs will be posted in the Library reminding patrons about copyright law and performance restrictions in the library (DVD and CD collection; copier machines; scanners).

Interlibrary Loan

Library staff will meticulously follow fair use, copyright law, especially 17 U.S.C. 108, and the National Commission on New Technological Uses of Copyright Works (CONTU) when applicable. It reserves the right to deny interlibrary loan requests to ensure compliance with legal standards.


Faculty members are responsible for complying with copyright law for their reserve materials. Materials owned by the college, by the library, or by the individual may be placed on reserve.

The following materials may not be placed on reserve:

  • Rented materials
  • Interlibrary loan materials

Electronic Reserves

  • Electronic reserves are an extension of traditional print-based reserves and must be provided in a manner that respects Fair Use rights, the rights of copyright holders, and current copyright law.
  • All materials placed on reserve must be reproduced from copies lawfully obtained by either the requesting faculty member or the Library.
  • Only limited amounts of a copyright-protected work may be reproduced as e-reserves.
  • All e-reserve files should include a complete citation and notice of copyright on the first page, indicating that they may be subject to copyright restrictions.
  • Links to licensed full-text electronic resources should be used in lieu of reproducing copyright-protected material whenever possible.
  • If you upload copyrighted materials under fair use (i.e., without securing permission) keep them up for only one consecutive course AND restrict your website to class members only.

Library Operations

  • Library publicity materials will always use legally purchased, licensed, or Southwestern-owned artwork and graphics.
  • Public performances and/or media showings in the Library will only occur after appropriate permissions and licenses have been obtained from the owner of the performance rights.



Interlibrary Loan
Interlibrary Loan (ILL) is a service offered to students, faculty, staff, administrators, when they are unable to find the resources they need in Deets Library’s collections.

What can be borrowed?
Anything except for textbooks and course required materials can be requested through ILL.  However, some items may be difficult to borrow because libraries do not lend them or lend them only in limited quantities.

Such items include:
Dissertations and Master’s Theses
Media (DVDs, CDs, etc.)
Archival and Special collection items
Microfilm (Particularly Educational Documents found in ERIC)

How long may ILL materials be checked out?
This depends on the lending library’s policy. Normally the checkout will be from 2-4 weeks.

Can ILL items be renewed?
Renewals depend on the lending library. Some will not allow ILL items to be renewed while others will. If you need a renewal, contact the library least 4 days before the due date. Email or or call 620-229-6225.

What does it cost?
The library can borrow many items for free due to reciprocal agreements with other libraries.  However, some items may be only found in libraries that charge $10-$25 for the privilege of borrowing their materials. If there is a charge, the patron will be contacted by the library before finalizing the request.  If a book or non photocopy item is borrowed through ILL but not returned, the patron will be billed for the replacement cost of the book/item.

Southwestern College Deets Library complies with the Kansas Open Records Law (K.S.A. 45-221f) and federal laws to uphold the right to privacy. We also observe the Family Educational Rights and Privacy Act (FERPA).

The library keeps only the personal information that is required for the management of library services.  This information is secure to prevent unauthorized access.  However, the library is not responsible for information collected from or by web sites linking from or to the library’s web site.

Records may only be released to a law enforcement agency after the presentation of an order by a court of competent jurisdiction issued in proper form (a court issued subpoena or search warrant) and/or under the provisions of the USA Patriot Act.  If information is requested under the USA Patriot Act, it will prohibit the library from notifying the individual.  If a law enforcement agency makes a request for information, library staff and student workers will use the following guidelines:

  • If a law enforcement official requests information, do not disclose any information. Ask for identification and inform the Library Director or designee of the request.
  • If a law enforcement official presents a subpoena, contact the Library Director or designee. The Library Director or designee will inform the Provost, who will contact legal counsel for Southwestern College.
  • If an FBI agent presents a warrant (state and local officials cannot administer warrants under the Patriot Act), do not interfere with their search or seizure. Contact the Library Director or designee immediately and the Provost shall be informed.
Public Patrons
The Southwestern College Library is designed to facilitate campus informational needs and research. The library encourages public patrons to use the library’s resources. Patrons not affiliated with Southwestern College are referred to as public patrons.


  • A valid SC Library Card must be presented to check out materials from the library. A valid driver’s license (or other photo ID with current address) is required to obtain a library card. See the separate Children in the Library Policy for information on underage patrons.
  • Public patrons with a valid SC Library card may checkout items from the book collection.
  • Fines are $.10 per item per day overdue.
  • Renewal requests must be made in person and the items to renew must be presented.
  • Failure to return overdue materials and/or pay fines will result in loss of library privileges. Privileges may be restored when items are returned and/or fines are paid.
  • Online resources besides the library catalog can be accessed only in the library.
  • Public patrons may use the library computers for 1 hour per day. Library employees may ask public patrons to vacate a computer station if needed by a member of the Southwestern community.
  • Printing, photocopying, and service prices reflect the current price paid by the Southwestern community.

Southwestern College Library is part of a private institution. Any disruptive behavior may result in the request to leave the premises and/or in the loss of library privileges as per discretion of the library employees and college authorities.

The following behaviors will result in expulsion from the library.  This list is not considered an all-inclusive list.  Library employees and college authorities may bar anyone not directly associated with the college from using the library at their discretion.

  • Loitering
  • Internet pornography
  • Harrassment
  • Disruptive behavior
Children in Deets Library
Southwestern College Deets Library’s primary mission is to serve the needs of the college community by supporting academic research and study. The following policy seeks to establish guidelines to promote the library’s mission as well as welcome visitors of any age.  Visitors should not display disruptive behavior that may prevent studying.  To promote academic research, materials in the library and on the internet are not filtered.   Therefore, parents or guardians may find some materials and services in the library are unsuitable for children.

The following guidelines are in place.  Failure to follow these guidelines will result in suspension of library privileges.

  • Children under the age of 14 must be accompanied and supervised by an adult over the age of 18.
  • Unaccompanied children will be asked for their home phone number, which will be called to inform parents/guardians of the library policy. If parents/guardians cannot be reached, campus security will be called.
  • An exception may be made to children on campus for college sponsored activities that are occurring in the library.
  • Children using computers must be supervised by an adult. If the computer is needed by a member of the college community, the child will be asked to relinquish the computer.
  • If a child is disruptive, the parent will be asked to remove her/him from the library.
  • Children may obtain a library card with the signature of a parent or guardian.
  • The privilege to borrow items may be revoked if fines accrue.
  • Parents/guardians are held responsible for all fines, lost/damaged items, and any charges that might be accumulated by the child.
  • Children may not checkout DVDs nor CDs.
  • The library is not responsible if the child checks out any materials deemed inappropriate by parents or guardians.
  •  Because the library is not designed explicitly for children, the library staff and employees are not responsible for children’s safety, for the content of the materials they view, nor for the monitoring of children while they in the library or the surroundings areas outside of the library.

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