Those who complete official surveys or prepare reports about the Pennsylvania State University Libraries, for use by internal and external individuals and groups, are required to deposit a copy of the completed documents with the office of the Dean of University Libraries and Scholarly Communications and the Penn State University Archives.
This policy includes, but is not limited to, documents that provide an official report on library activities and/or resources to the broader University community or to external agencies such as accrediting bodies, government agencies, legal proceedings, or higher education or library associations. Polls, surveys, or requests for information such as those requested by professional colleagues, students, and researchers seeking information of a general nature are not covered by this policy.
With 37 libraries on 24 campuses, the University Libraries is responsible for providing official information to a wide audience. As a result, faculty and staff are often called upon to complete surveys or to provide data, documentation, legal briefs, and other information about the services and resources of the University Libraries to external agencies, to University committees that report to external agencies, to accrediting bodies, to legislative agencies, to associations and others. Such reports constitute an official response and are therefore considered a part of the permanent record of University Libraries. In an effort to ensure consistent and accurate reporting it is expected that those providing such information will deposit a copy of any such documents with the office of the Dean of University Libraries and Scholarly Communication, where they will be made available for review by others drafting such reports, and the Penn State University Archives for permanent retention and access for research purposes.
Provide a copy, preferably digital, of final documentation to the office of the Dean of University Libraries and Scholarly Communications, and the Penn State University Archives, within four weeks of submission. Include background information on the original request that describes the purpose for which the data was collected or how it will be used. Questions regarding the applicability of this policy should be addressed to the Director of Administrative Services.
Examples of items covered by this policy include, but are not limited to, accreditation reports requested by the Accreditation Board for Engineering and Technology (ABET), information for the Directory of Pennsylvania Libraries, or ARL SPEC surveys.
Library Assessment and Management Council Data Page (staff only)
Effective Date: June 7, 2010
Date Approved: June 7, 2010 (Dean's Library Council)
Last Review Date: June 2010