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UNIVERSITY POLICY on LIBRARY MATERIAL

The Standards for Internal Controls in New York State Government require the University to adequately protect its assets, files, documents and other resources that could be wrongfully used, damaged, lost or stolen. Management should decide which resources should be subject to safeguarding, to what extent and the particular manner in which they should be protected. Management should make this decision based on the vulnerability of the items being secured and the perceived risk of loss, and reassess this decision periodically.

1. The University is required to protect the assets that are under its control and to ensure their availability to meet the University's objectives.
2. Library materials are assets that are under the University's control.
3. Library materials are assets that could be wrongfully used, lost or stolen.
4. Library materials are purchased so that they may be used by library patrons in their learning, teaching and research activities that are part of the University's mission.
5. Library patrons are responsible for the materials that they borrow.
6. Loss of library materials borrowed by library patrons makes them unavailable for use by other library patrons. To continue to make them available may require that they be replaced. The nature of some of these items may make them extraordinarily expensive to replace.
7. A reasonable means for providing for replacement of borrowed materials lost by library patrons is to charge them for the costs associated with replacing those materials.
8. Charges to recover the costs of replacing library materials are a widely used practice in libraries.

Stony Brook University Libraries
Frank Melville Jr. Memorial Library, Stony Brook, NY 11794-3300
631.632.7100 (t), 631.632.7116 (fax)

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Copyright 2003. Last Update: September 2003