Need help? Chat with a librarian!

or Text Us: 985-202-7411




As a unit of Nicholls State University, Ellender Memorial Library shares the University’s overall goals and objectives. The primary mission of the Library is to support the University’s curriculum, instruction, and research and public service programs. The Library strives to ensure that all students and faculty have access to information and services which support the processes of learning and enhance the development of independent life-long learners.

Core Functions:

  • Acquire, organize, preserve, and provide access to information in a variety of formats through procurement and subscriptions, memberships, consortia, and cooperative resource sharing.
  • Promote information literacy and bibliographic skills through services such as information desk operations and instruction.
  • Provide a variety of appropriate spaces to facilitate learning and communication.
  • Serve the public by providing access to materials and services that foster learning and preserve the intellectual and cultural heritage of the citizens of South Central Louisiana and the Bayou Region.

Building and Contents

The Ellender Memorial Library is an academic library charged with strengthening the instruction, research, and study needs of the students, faculty, staff, and administration of Nicholls State University, an institution of the State of Louisiana.

Though serving a public university, the Ellender Memorial Library is not a “public library.”  It is not funded by any parish or municipality to serve the residents of a parish or municipality (i.e., local governments that are political subdivisions of the State, rather than institutions of the State as are the State’s public universities).

As an academic library serving an institution of higher learning of the State of Louisiana, the Ellender Memorial Library supports the normal educational process at Nicholls State University, which includes, but is not necessarily limited to, the opportunity for students, faculty, staff, and administrators to study, teach, administer, and perform their duties at the University, as well as to do all things necessary and incidental to those pursuits, without interference, including without limitation, assaults, disruption, harassment, obstruction (active or passive), threats, or violence.

The Ellender Memorial Library and its users are afforded the fullest protection under the Law from any and all interference, so that the normal educational process is carried out in and around the Library’s building and with the Library’s property.

Consequently, use of the Ellender Memorial Library  …  its building and contents  …  is a privilege, not a right:

•   Any Nicholls State University student or member of the University faculty, staff, or administration who wishes to use the Library may do so in any manner consistent with or supportive of the normal educational process at the University;

•   Anyone from another college or university or any member of the general public who wishes to use the Library for educational purposes may do so in any manner that is consistent with or supportive of the normal educational process at the University and does not at all interfere with the use of the Library by the students, faculty, staff, and administration of the University, a weighing of interests that necessarily results in University students, faculty, staff, and administrators having greater library privileges than do faculty and students from another college or university or members of the general public; and,

•   Anyone whose conduct and/or presence, interferes with, disrupts, or otherwise hinders the normal educational process of the University (including without limitation by assault, harassment, obstruction, threats, or violence), or might reasonably be expected to do so, may not use the Library, must not be in or around the Library building, must not use any of the Library’s property, and must immediately leave the building and environs, if in or about the building.

See, without limitation:  Library Policies on “Users,” “Circulation,” “Study Rooms and Carrels,” “Multi-Purpose Room,” “After Hours,” “Food and Drink,” and “Code of Conduct,”

As well as:

Nicholls State University Policy ¶¶ 1.2.3 [“Vision Statement”], 1.2.4 [“Mission Statement”], 1.2.5 [“Values”], 1.2.6 [“Clientele”], 4.25 [“Workplace & Sexual Harassment, Discrimination & Retaliation”], and 5.3.8 [“Violence-Free Workplace”]; and, Nicholls State

University Code of Student Conduct;

Louisiana Revised Statutes Title 17, §§ 3101and 3102 [“Preservation of Educational

Process”], and Title 25, §211 [“Parish & Municipal Libraries”]; and,

Louisiana Constitution Article 8, §6 [“Education-Board of Supervisors for the University of Louisiana System”], and Article 6, §44 [“Local Government-Definitions”].

Because the Ellender Library is a place where students and faculty study, read, and conduct research in a quiet setting, it has adopted the following policy regarding the use of cell phones and pagers in the building.

  • Before entering the library, cell phones and pagers must be switched to silent mode. If you need to answer or place a call, go to the the designated area.
  • Cell phone conversations are permitted in the first floor lobby. Cell phone use is prohibited in all other areas, including restrooms.
  • Cell phone conversations should be brief and conducted in a low voice.
  • Patrons failing to comply with the above stated policies will be asked to leave the building.

The main circulation desk is located on the second floor of the library. This is where materials on the second floor may be checked out. This also is where most reserve materials are kept.

Check-out privileges are granted to all currently enrolled students, faculty, staff, and courtesy card users at Nicholls State University. For students, faculty, and staff, the NSU Colonel Card (campus I.D.) serves as the library card.

Community members not affiliated with Nicholls can purchase courtesy cards (valid for one year, limited privileges) at the circulation desk for $12.

Most of the items in the library circulate. However, there are some which do not. These are noted in our catalog as “non-circulating.”

Loan Periods

 StudentsFaculty/StaffCourtesy cards
Books3 weeksend of semester 3 weeks
Most videos, CDs 3 days7 days3 days
Most reserves4 Hours *4 Hours *4 Hours *

* These items must be used in the library department they are housed in.


You may renew an item up to 3 times (as long as if it is NOT overdue and if another patron has not placed a hold on the item you have checked out).

To renew items:

– Go to the circulation desk before the due date. Bring your Colonel Card.
– Items can be renewed online if your account with the library is in good standing (no overdues, lost items, etc.).

For students, your “User ID” is your third party ID (first part of your Nicholls email).
Your “pin” is your BANNER Number (N Number).

Lost Items

Non-returned items are considered “lost” after 40 days past the due date.

After 50 days, the patron is billed for:

Book cost **$63.56 **
Accrued fines
(not to exceed $10.00 per item)
Processing fee
($5.00 per item)
$ 5
Total:$78.56 **

** Represents an average book cost only.

The replacement cost of any given book can be much higher.

A refund (for cost of the book only) will be issued if:
– you return the lost book (in the same condition it was in at time of check out).
– you replace the book. A librarian MUST inspect and approve the replacement. (See a librarian for details.)

LOUIS reciprocal borrowing card


Ellender Memorial Library is an academic library charged with supporting the instruction, research, and study needs of the Nicholls State University community.

Any conduct that interferes with this mission in the library and in its surrounding grounds is prohibited.

The following actions will not be tolerated:

Unnecessary noise (e.g. cell phone usage, loud conversation, etc.)  Earphones must be used for streaming video, DVD viewing, and CD listening via computers or tablets. Earphones can be checked out at the second floor Circulation Desk.

Consuming food and drink, except as permitted by the Library’s Drink and Food Policy

Using tobacco and alcohol products

Viewing of pornography and computer gaming

Conducting interviews, taking photographs, operating a video camera without the permission of the directors

Hanging signage in the library without the directors’ permission

Bringing pets into the library with the exception of animals trained to assist the disabled

Activities within and around the library that could cause injury such as skateboarding and sliding down stair banisters

Carrying fire arms or other dangerous weapons

Obscene language

Stalking or harassment


Destruction of property

Solicitation or conducting of business for profit or pro bono work


The library is not responsible for personal belongings that are left in or about the building.
Children under the age of 12 must be accompanied by an adult at all times.
Unattended children will be placed in the custody of university police.

Please refer to the Nicholls State University Code of Conduct for further information.

All patrons are expected to adhere to privileges as pertain to different levels of patronage (student, faculty, staff, alumni, paid card holder, retirees).

Revised 6/4/2014, approved by University Council

PDF version



This policy is intended as a statement of the operating guidelines used by Ellender Memorial Library in its selection, evaluation, acquisition, deselection and maintenance of library materials. This is to be used by subject liaisons as a guide for developing the collection as well as communicating the services and policies to faculty, students, staff, and the public. It is understood that as programs, curriculum, and other information needs of the University and its population change, the collection development policy will respond to meet those needs.


As a unit of Nicholls State University, Ellender Memorial Library shares the University’s overall goals and objectives. The primary mission of the Library is to support the University’s curriculum, instruction, and research and public service programs. The Library strives to ensure that all students and faculty have access to information and services which support the processes of learning and enhance the development of independent life-long learners.

Core Functions:

  • Acquire, organize, preserve, and provide access to information in a variety of formats through procurement and subscriptions, memberships, consortia, and cooperative resource sharing.
  • Promote information literacy and bibliographic skills through services such as information desk operations and instruction.
  • Provide a variety of appropriate spaces to facilitate learning and communication.
  • Serve the public by providing access to materials and services that foster learning and preserve the intellectual and cultural heritage of the citizens of South Central Louisiana and the Bayou Region.


In accordance with the American Library Association, Ellender Memorial Library supports the statement that “freedom of expression is an inalienable human right and the foundation for self-government. Freedom of expression encompasses the freedom of speech and the corollary right to receive information. Libraries and librarians protect and promote these rights regardless of the format or technology employed to create and disseminate information.” (http://www.ala.org/advocacy/intfreedom/librarybill/interpretations/accessdigital)

Ellender Memorial Library promotes the American Library Association’s (ALA) following statements and policies:


Ellender Memorial Library complies with the provisions of the U.S. Copyright Law (17 U.S.C.) and its amendments as well as policies stated by Nicholls State University

A primary function of the Library and the Library’s mission is to acquire, evaluate, and maintain materials and information that support the University’s curriculum, instruction, and research needs of faculty and students. Collection development is the process by which the Library builds and maintains the collection in both print and non-print formats. The collection development process includes budget allocation, needs assessment, selection, collection maintenance and evaluation.


The Library’s primary collecting goal is to develop collections of materials which support the broad range of academic endeavors of the University community. The focus of all collection development is on materials which expand the capability of the Library to support scholarship.

In order to provide relevant and authoritative materials that facilitate learning, teaching, and research at Nicholls, the Library actively acquires materials in a variety of formats to provide an up-to-date collection that supports the University’s curriculum, instruction, and research needs of faculty and students. The Library’s collection development practices and policies have flexibility that provide support for new and updated courses, curricula, research, technology, and formats. By serving on the Courses & Curricula Committee, liaison librarians stay informed of developments that affect collection development.


Overall responsibility for collection development and the acquisition of all library materials is that of the Library Director, with the Head of Collection Development coordinating and managing these efforts.  Selection and evaluation of library materials is the responsibility of liaison librarians within their designated subjects with faculty input sought and welcomed.  Each librarian has subject area responsibilities as a dedicated liaison to various departments and colleges across campus; guidelines for liaisons can be found in APPENDIX A.  The Government Information Librarian oversees collection development over federal and state documents.  The Head of Serials coordinates collection development of serials in a variety of formats and disciplines.  Collection development within Archives and Special Collections is the responsibility of the Archivist / Head of Special Collections.  The Library welcomes faculty and student recommendations for materials and resources; these can be submitted online via the Recommend a Purchase link available on the library’s webpage.  Faculty and student recommendations will be reviewed by the subject liaison in that area as to the need and appropriateness of the requested item.


The amount awarded to each discipline is based on a variety of factors, including the total funds allotted to the Library, the instructional needs of each department, the existing collections, and total number of students enrolled. A department may choose to have a library committee or representative who will contact library faculty and be responsible for that department’s materials requests, but faculty are encouraged to submit requests on their own as well. Satisfactory use of the Library’s acquisitions budget requires that requests be submitted to the either the Head of Collection Development or the liaison librarian overseeing that subject early in the fiscal year, preferably before December 2. The final deadline for faculty resource purchase requests is March 15. Orders placed for requests made after this date may not arrive during the current fiscal year.

Requests by faculty and students should be made via the Recommend a Purchase link available on the library’s web page. Forms must include the requesting faculty’s name and department, and include as much information as possible in order for the title to be ordered.  The material will be cataloged and added to the library collections when received. Textbooks or books required for purchase by students for a class are not normally ordered for the collection. The Library does not purchase reprints except as replacement copies for worn out materials that are deemed necessary to replace. Limited acquisitions funding prohibit extensive retrospective purchasing. The Library limits the purchase of multiple copies to those few exceptions where the circulation demand of a particular copy warrants additional copies or where Louisiana materials are concerned. It is requested that our online catalog be checked before putting in a request as we may already have the book in our collection.


The library is an active member of the LOUIS consortium, with membership consisting of public and private college and university libraries across the state of Louisiana. By participating in this consortium, Ellender Memorial Library shares in the purchase of electronic resources that offer authoritative information, as well as services integral to academic libraries such as an integrated library system, digital library system, and interlibrary loan system. Ellender Memorial Library elects to participate in mini-consortia for various electronic resources if they are budget-friendly and pertinent to the curriculum and research needs of our community.


  • Materials purchased should first, and foremost, support the current curriculum and research needs of the University community.
  • Priority is given to materials that are relevant to the current curriculum and research at the University with emphasis on English language materials.
  • Materials purchased should have lasting, quality content.
  • Materials should provide appropriate levels of treatment to the various subjects pertinent to the curriculum and the University’s research community; “appropriate” is defined as professional, undergraduate, upper level undergraduate, graduate, etc.


In addition to the general collecting principles outlined above, the following criteria are used to select appropriate resources:

  • Currency and clarity of the material
  • Authority (reputation and credentials of the author, issuing body, and/or publisher)
  • Strength of current holding in same or similar subject areas
  • Format
  • Expected Usage
  • Demand, and/or frequency of requests through Interlibrary Loan through Nicholls community (faculty, staff, and students)
  • Louisiana topic / author
  • Cost effectiveness
  • Budget constraints

The General Collection Principles and Selection Guidelines apply to all types and formats of materials considered for acquisition.  Some formats have additional criteria that must be considered as follows:


Electronic Resources
Electronic resources are information resources that are accessible online.  Typically, electronic resources refer to databases, online journals, and eBooks.  Electronic resources are a highly valued resource because of the number of concurrent users able to access information and the ability for these resources to be accessed both on and off-campus, helping both our traditional and distance students. In addition to previously stated selection guidelines, the following criteria must also be considered for the purchase of electronic resources include the following (listed in no particular order):

  • Accessibility (preference is for perpetual access if not cost prohibitive, IP address access is also preferred, etc.)
  • Number of simultaneous users (multiple/unlimited preferred)
  • Licensing restrictions
  • Publisher / vendor authority
  • Functionality of product
  • Content

Policies for Acquisition of Specific Types of Materials

Electronic books are purchased as fits the needs of the Nicholls community, curriculum, and demand.  Electronic books are favorable for our distance education faculty and students, and when cost permits, three+ user access will be purchased.

Duplicates are not purchased unless dictated by high use of currently held copies of materials in the Library.

Foreign-Language Materials
Foreign language materials will be purchased as deemed necessary to support the curriculum at Nicholls State University.  Priority materials include dictionaries, thesauruses, and other language guides.  However, it should be noted that Ellender Memorial Library primarily collects English-language material.

Out-of-Print Materials
Materials for the general collection that are out-of-print are rarely, if ever, purchased. Because of the nature of the collection and the stated goal of supporting the current curriculum, funding will be focused on the purchase of current materials.  Exceptions are made with items purchased for the Archives, or if faculty request an item for their research.  If out-of-print materials cannot be obtained at a reasonable cost, the faculty member will be asked to utilize Interlibrary Loan.

Rare Books and Manuscripts
These items are not purchased for the general collection; rather, they are selectively purchased for addition to the Archives and Special Collections.  For further information regarding the acquisition policy for the Archives and Special Collections, please see APPENDIX C.

The Library is very selective regarding the collecting of microform materials due to its growing obsolescence and price.  When microform material is purchased, the subject matter, relevancy to the mission and goals of Ellender Memorial Library, compatibility with existing microform equipment, the quality of the microform, storage capacity, and price are all factors taken into account.

The Library subscribes to local, regional, and national newspapers. Prominent local newspapers are kept until microfilm can be purchased as a preservation tool.  Other newspapers are kept for a certain amount of time, and then discarded due to the nature of preserving these materials, storage space, and availability online.

Obsolete Formats
The library will not purchase materials in obsolete formats.  An obsolete format is one that is archaic and no longer usable because of the outdated technology necessary to operate the product.  These include, but are not limited to, floppy disks, cassettes, and VHS tapes.

Because of the generalized subject matter, cost and the frequency with which textbooks must be replaced, the Library does not normally purchase these materials.  If, however, a textbook offers a unique perspective, superior coverage, or is essential to the curriculum (such as educational programs utilizing a textbook as an object of study) and also additionally meets the standard selection criteria, it may be purchased.

Theses and Dissertations
Ellender Memorial Library collects one print copy of each thesis written by a Nicholls State University student.  This copy is printed on archival quality paper and then bound at the student’s expense to be kept in the University Archives and Special Collections.  Theses and dissertations from other institutions will not be purchased unless requested by faculty for their research and meet the other selection guidelines.  Faculty are asked to first request through Interlibrary Loan before requesting the Library to purchase theses and/or dissertations because of their high cost.  Theses and dissertations on pertinent Louisiana subjects may be purchased at the discretion of the Archivist/Head of Special Collections for inclusion in the Archives and Special Collections.

Government Documents
Ellender Memorial Library is a federal and state depository, and thus does not purchase government printed/published materials.  For more information on the collecting policies of the Government Information Department, please see APPENDIX B.

Maps and Atlases
The Library does not purchase maps because of the problems surrounding their classification, storage, and preservation.  Maps are received through the Federal and State governments as part of the depository program, and are housed in the Government Information Department.  Atlases are regularly purchased as funds permit and are kept in reference as part of the general collection.

The Library purchases media at faculty’s request with respect to their research or instructional value.  This media is purchased for the use of faculty, staff, and students in accordance with the Fair Use Act. The Library takes no responsibility for the use of this media outside of the Library; liability rests with the patron.

Serial publications are those issues in continuous, successive parts bearing numeric or chronological designations and intended to be published indefinitely (e.g magazines, journals, annuals, etc.)  Serials can be issued in print and electronic format.  The current print serials collection is found in the Library’s Serials Department, located on the third floor.  The Library’s electronic serials collection can be accessed online through the databases, or through the A-Z Journal Index.  Serial publications are highly valued at Ellender Memorial Library for their currency, content, and scholarly information that support current research at the University.

Preference will be given to the acquisition of electronic serial subscriptions, especially in the subject areas that require the most up-to-date information including the sciences, technologies, and medical field.  If available, print serial subscriptions will be collected in the areas of language, literature, history, art, and some social sciences.

Serials are purchased with the understanding that it is a continuing commitment on the part of the Library.  Yearly price increases must be factored into the cost of the periodical. Because serial selection must be a carefully considered activity treated differently from book selection, as subscriptions represent long-term fiscal, logistical, and resource (both human and otherwise) commitments and annual price increases for serial materials in recent years have been high (approximately 10% per year), new serials subscriptions will be considered, and current subscriptions will be evaluated, once a year, between December and March.  This practice will promote fairness across disciplines and allow the Serials Department to plan responsibly for the budget in any given year.  Because of the ongoing financial commitment of serial subscriptions, new serials are added only at the discretion of the Serials Librarian and Head of Collection Development.  Weeding of serials, both in print and electronic format, is done through the analysis of usage statistics, past, current, and predicted curriculum, and cost.  Weeding decisions are made by the Serials Librarian, Head of Collection Development, and the liaison librarian that oversees the subject area of the serial subscription in question.  More detailed information regarding the Serials Department can be found in APPENDIX D.


A subscription or even a one-time purchase of a database is typically a considerable financial commitment for the Library.  Because of the costs associated with databases, the Library will be very selective in the purchase and even requests for trials for databases.   Consideration of databases will be undertaken by the subject liaison, the Serials / Electronic Resources Librarian, Head of Collection Development and the Director.  The final decision to purchase or subscribe to a database is left to the discretion of the Director.  Faculty input and requests are welcome by contacting the appropriate subject liaison or the Head of Collection Development who will then contact the Serials / Electronic Resources Librarian to set up the trial.

Trials of databases are important in that they allow for a hands-on probationary exploration of the content and usability of the product.  It also allows librarians the ability to remain current in their subject field as to what products are available and how they support the research and instruction at the University. Database trials fall into two categories: external and internal.

External Trials will be made available to librarians and faculty to explore and evaluate during the trial period with feedback welcomed as to the usability, content, authority, and functionality of the product.  If funds are available, the product will be considered for purchase or subscription.

Internal Trials are for librarians only and are a used as way to evaluate information sources and also as a professional development resource.  Librarians are encouraged to review and evaluate database resources advertised by LOUIS or LYRASIS, but these are NOT to be shared with non-library faculty or students as the ability to view these trials through LOUIS and LYRASIS are dependent upon confidentiality.  A request for an internal trial from a subject liaison must be sent to the Director who will then forward the request to the Serials / Electronic Resource Librarian to set up.


In an effort to ensure the accessibility and availability of its collections, resources, and materials in all formats, various preservation methods are utilized in each collection. Appropriate actions are taken to avert or delay the degeneration of library materials, boost their condition, or provide access by reformatting in order to protect rare or fragile materials. Storage environment, archival housing, careful handling, binding, and treatment of individual items are used to conserve and enhance conditions to extend the life of materials deemed necessary to the research and instruction at the University. Digitization, within the boundaries of copyright, is utilized for unique paper-based materials integral to the collection.


The Library welcomes gifts of books, periodicals and other materials and funds for the purchase of items which enhance existing collections, support the major instructional and research programs of the University, or deserve special consideration because of uniqueness, importance or value. Of particular interest are scholarly, current or rare items in good physical condition which relate to subjects taught at the University.

Gifts and exchanges include all formats of materials as well as more formal gifts of collections made through the Library’s Archives. Policies for Gift and Exchange procedures as well as for the Archives are available and are updated on a five-year cycle or as required.

Gifts, outside the Archives area, are encouraged with the understanding that the Library reserves the right to accept, reject or dispose of any gift at its discretion. Gifts will be evaluated for possible addition to the collections according to the guidelines for selection outlined by this policy. The Library and its staff members are prohibited by Federal law from appraising gifts for tax deduction purposes. An acknowledgement of the receipt of a gift, in the form of a letter of appreciation is sent to the donors. A record of gift materials, including name of donor, is kept on file. The provision of special gifts, including affixing special book plates, must be negotiated prior to acceptance of the gift.

The processing of gifts parallels that of other purchased materials, once the gift has been selected for inclusion to the collection. The initial evaluation of gift items include replacement for worn copies, to fill-in incomplete journal holdings, for needed additional copies or for general use. Gifts inappropriate for our collection are designated for discard or exchange purposes. Items likely to be unwanted include: textbooks, scattered serial issues, single volumes of a set, or other formats not ordinarily acquired by the library.

For further information regarding the donation / gift policy for the Archives and Special Collections, please see APPENDIX C.


Weeding or deselection is the act of removing material from the general collection, both in print and electronic formats, in an effort to evaluate and manage the Library’s collection to ensure currency, reliability, and accessibility.  As an academic library, Ellender Memorial Library is committed to also retaining materials for future use by scholars.  As information changes, materials could become more relevant and valuable over time as scholarly emphasis also changes.  Being unable to predict future research trends, the Library commits to removing only items from the general collection using certain criteria as outlined below:

General Collection (monographs and eBooks):

  • Usage: usage statistics (circulation) over a period of time will be examined in conjunction with the other listed criteria (never to be used alone)
  • Curriculum: review the needs of the curriculum in that subject area
  • Currency: the item’s currency will be examined; the importance of this factor will depend upon the discipline
  • Superseded: a newer edition of the title is available
  • Condition: the physical condition dictates removal because they are either too damaged or worn to use and impossible to repair
    • Items should not be rare or difficult to obtain from other libraries
    • Items can and should be replaced if they are titles deemed important to the collection, but their current condition hinders their use
  • Items with regional or special interest to the collection should not be weeded; rather, they should be considered for transfer to the Archives and Special Collections Department at the discretion of the Archivist.

Serial subscriptions (print and online):

  • Usage: usage statistics and trends will be analyzed. If there is consistent low usage and material is available through InterLibrary Loan (ILL), the item may be considered for deselection
  • Curriculum: review the needs of the curriculum in that subject area
  • Authority: reputation and credentials the issuing body and/or publisher
  • Cost: after reviewing usage statistics, is the cost of the serial high / prohibitive?
  • Consortia: is the title available through a consortia, and is the pricing more economically feasible?

* Because of the continual and incremental subscription prices associated with serial subscriptions, both print and electronic, evaluation of these items will be done annually using the criteria outlined above.

Database subscriptions:

  • Usage: usage statistics and trends will be analyzed. If consistent low usage and material is available through InterLibrary Loan (ILL), the item may be considered for deselection
  • Curriculum: review the needs of the curriculum in that subject area
  • Authority: reputation and credentials of the issuing body and/or publisher
  • Cost: after reviewing usage statistics, is the cost of the product high / prohibitive?
  • Consortia: is the title available through a consortia, and is the pricing more economically feasible?

* Because of the continual and incremental subscription prices associated with database subscriptions, evaluation of these items will be done annually using the criteria outlined above.

All of these factors will be used as considerations with input sought and welcomed from faculty; however, the final decision for removing an item from the general collection, serials collection, or a database, is at the discretion of the library liaison to that subject area.  Weeding and assessment of the Library’s current holdings is an ongoing process and is the responsibility of all librarians at Ellender Memorial Library.

Liaison Librarians: Information and Guidelines

The Library Liaisons act as collection developers and evaluators in their designated subject areas.  The liaisons must collaborate and communicate with each other in order to facilitate sustainable growth of the Library’s collections. All librarians, including the Library Director, act as liaisons to various subjects, academic departments, and/or University Colleges.

Collection Development
Library Liaisons are selectors for their assigned subject areas.  Selection is the identification of appropriate materials to support the curriculum, instruction, and research needs of their subject area in all formats.  Faculty, as experts in their field, are integral to collection development and their input is sought by the liaison to ensure materials adequately support their instructional and research needs.  Liaisons are expected to purchase materials in their subject area within their allotted budget allocation in a timely manner.

Evaluation of Library Resources
Evaluation of materials is the responsibility of the subject liaison to ensure quality, currency, and identify needs within the collection.  Liaisons are expected to remain current in their subject areas, including both the research and curricular trends of the University, in order to properly assess their areas of the Library’s collection.  To keep the collection current and reliable, the liaison must also evaluate resources and materials in various formats (electronic and print) for preservation and /or withdrawal.

Liaisons are to support their departments and/or University Colleges.  This includes, but is not limited to, supplying documentation upon request for accreditation reports and sourcing information for faculty research and instruction.

Librarians assist and instruct students and faculty with the use of the Library’s resources, services, and information literacy.  Liaisons, upon request, teach subject-specific instruction sessions and also author and maintain subject guides in their subject areas.

Collection Development: Government Information Department

This statement describes the collection development and maintenance policies for the Government Information Department of Ellender Memorial Library, a selective federal depository library for the 6th Congressional District of Louisiana. The library administers and develops the collection according to the requirements of Title, 44, Section 1911 of the United States Code and the guidelines presented in the Legal Requirements and Program Regulations of the Federal Depository Library Program.

Ellender Library acquires, organizes, maintains, and provides services for the information and data sources of the United States Government and the State of Louisiana. Ellender Library also maintains and provides services for reference tools to assist patrons in finding needed government information.

Community Analysis & Information Needs
As a Congressionally designated depository, Ellender Memorial Library has a legal mandate to collect, maintain, and provide public access to materials that meet the government information needs of the residents of the Sixth Congressional District.  As the University’s Library, Ellender Memorial Library also has the responsibility for supporting the curriculum of Nicholls State University.

Lafourche Parish is located in southeast Louisiana and covers approximately 1,469 square miles. It is bordered by the Gulf of Mexico to its south, Terrebonne Parish to its west, Assumption Parish to its northwest, St. John Parish and St. James Parish to its north, and St. Charles Parish and Jefferson Parish to its east. There are three incorporated municipalities in Lafourche Parish: Thibodaux (parish seat), Lockport, and Golden Meadow. The major industries of Lafourche Parish consist of agriculture, oil and gas, fishing, and shipbuilding.

The mixture of rural and urban populations, in addition to college students, dictates that our holdings be very diverse to reflect the needs of the citizens of Lafourche, Terrebonne, and Assumption parishes.

Ellender Library collects government information in all subject areas with an emphasis on agriculture, commerce, education, energy, health and human services, interior, justice, treasury, and congressional departments.   Also included are titles from the “Basic Collection” and most titles from the “Suggested Core Collection for Academic Libraries.”  Our holdings also support general research in agriculture, aquaculture, petrochemical, and ocean-related subjects.

In addition to the federal collection, the department houses Louisiana state documents and legal resources which are heavily used by students, faculty, and the general population.

The following are components that are used to help determine what materials will be collected:

  • Examination of the Nicholls curriculum and requests from faculty, staff, and students.
  • Requests for information from individuals, businesses, and organizations within the tri-parish area and 6thcongressional district.
  • Actual use of documents as determined by reference questions, circulation statistics, and in-house use of materials.

Collection Responsibility

The government information librarian has primary responsibility for acquiring, maintaining, and providing service for the government information collection. Annual profile selection is completed by the government information librarian with input from the research librarians who each handle specific subject areas for collection development.

Collection development tasks related to government information include:

  • Substituting tangible items for electronic format
  • Determining which tangible titles need to be maintained in the collection
  • Identification of depository item numbers for addition to or deletion from the Library’s item selection list
  • Determining when to weed outdated materials

Collection Assessment & Management 

The Federal Depository Collection is maintained in accordance with the guidelines set out by the FDLP and is outlined in the FDL Handbook and Collection Maintenance.

All tangible documents are clearly marked with the depository property stamp, shipping list date, and the SuDoc number. Superseded documents are withdrawn. Other documents may be reviewed for retention after five years. Collection review and assessment is an ongoing process. All depository materials including online resources (with links) are represented in the online catalog and available for circulation (if appropriate) shortly after arriving in the Library.  Depository selections are made on the basis of categories of materials assigned to collective item numbers. Item numbers can be dropped at any time, but tangible items may only be added during the annual period designated by GPO. Items are selected based on the anticipated needs of the public and the University’s curriculum.

Cooperative Efforts
Program Administration and Communications with GPO: The Ellender Library Government Information Librarian has a thorough knowledge of the depository rules and regulations which much be adhered to. All Biennial Surveys and other questionnaires are answered and a file is kept of all responses in the department. Communications with GPO are usually via GPO’s website or by email.

Regional/Selective Cooperation: Ellender Library’s depository follows the direction of the Regional Depository concerning discarding of depository materials. Our Regional depository is Louisiana Tech University.

The depository is managed according to the guidelines published by the GPO in Instructions to Depository Libraries for processing and maintenance.

Most tangible federal depository titles are retained on a permanent basis. Federal titles which are not retained on a permanent basis include those which are regularly superseded, dated announcements, and pre-prints subsequently replaced by permanent editions. Documents which are not superseded and no longer fit the selection standards and policy are withdrawn from the collection by the government information librarian as permitted by the Legal Requirements and Program Regulations of the Federal Depository Library Program.

For those resources that are no longer needed, replaced by an electronic equivalent and meet the 5-year retention statute, the Library is securing permission from Louisiana Tech University (Regional Depository) for disposal in accordance with the provisions of Title 44, United State Code, Section, 1912.

For specific rules, procedures, and guidelines for weeding and discarding as set forth by the Government Printing Office please see the Plan for Federal Depository Libraries in Louisiana-Appendix 5 at http://www.lib.lsu.edu/collections/govdocs/tools/laplan.

In order to preserve the collection, the Library staff selectively binds currently received printed materials. The Library staff makes every effort to replace badly damaged or deteriorating materials with online available products. Bound titles include (but are not limited to):
Agricultural Research
Army Logistician
Army Sustainment
Economic Indicators
Fishery Bulletin
Louisiana Conservationist
Louisiana Energy Facts
Louisiana Law Review
Louisiana Morbidity Report
Louisiana Register
Marine Fisheries Review
Military Review
Occupational Outlook Quarterly
Public Health Reports
Social Security Bulletin
Survey of Current Business
Treasury Bulletin
Tulane Law Review
Water Marks

Promotion of Use of Depository Materials
Promotion of government publications is an ongoing effort. Signage is prominently displayed within the library, and government documents are regularly included in library displays. Promotion is also done through bibliographic instruction classes and departmental tours. The library’s government information web page is regularly maintained. Some of its features include: resources sorted by federal/state resources and further sorted alphabetically. Subject guides with information sorted by college is also available. Professional and library staff participate in continuing education through conference attendance and online webinars. The Government Information Librarian has also promoted the library’s government information resources to the public by presenting at professional conferences and meetings in Louisiana.

Selection Profile
Ellender Memorial Library has a 25.35% selection rate. The listing below illustrates current selection patterns, which give both the total item numbers selected by agency and the percentages of that agency’s output those totals represent.
Agriculture Department – 142 (9%)
Commerce Department – 407 (25%)
Federal Communications Commission – 6 (28%)
Civil Rights Commission – 6 (66%)
Defense Department – 230 (22%)
Energy Department – 25 (7%)
Education Department – 55 (27%)
Environmental Protection Agency – 71 (29%)
Farm Credit Administration – 2 (22%)
Federal Housing Finance Agency – 5 (12%)
Federal Maritime Commission – 3 (18%)
Federal Reserve Board of Governors – 9 (60%)
Federal Trade Commission – 2 (5%)
Government Accountability Office – 7 (24%)
Government Printing Office – 38 (97%)
General Services Administration – 4 (4%)
Health and Human Services Department – 237 (23%)
Housing and Urban Development Department – 20 (27%)
Homeland Security – 81 (39%)
Interior Department – 131 (18%)
Interstate Commerce Commission – 1 (100%)
US Agency for International Development – 4 (12%)
International Trade Commission – 3 (13%)
Justice Department – 45 (13%)
Judiciary – 20 (30%)
Labor Department – 147 (43%)
Library of Congress – 78 (43%)
National Archives and Records Administration – 15 (29%)
National Labor Relations Board – 3 (25%)
National Aeronautics and Space Administration – 13 (13%)
National Credit Union Administration – 1 (6%)
National Foundation on the Arts and Humanities – 19 (43%)
National Science Foundation – 16 (34%)
United States Postal Service – 1 (2%)
Personnel Management Office – 20 (32%)
President of the United States – 7 (53%)
Executive Office of the President – 64 (45%)
Vice President of the United States – 1 (50%)
State Department – 14 (12%)
Small Business Administration – 4 (13%)
Securities and Exchange Commission – 4 (23%)
Smithsonian Institution – 23 (41%)
Social Security Administration – 14 (13%)
Treasury Department – 37 (17%)
Transportation Department – 80 (18%)
Veterans Affairs Department – 24 (33%)
Congress X – 4 (40%)
Congress Y – 261 (27%)

Collection Development: Archives and Special Collections Department 


The mission of the Archives and Special Collections Department of the Ellender Memorial Library is to serve as a repository for primary and secondary material relating to the geographical, historical, political and cultural uniqueness of Louisiana, primarily South Central Louisiana; to support the instructional, research and service programs of the University; and to provide a written, oral and pictorial record of the University.  By promoting interest in the history of this area and by procuring, organizing, preserving and providing access to material documenting this history, the Archives and Special Collections Department aids the Library and the University in their commitment to strengthen the social and cultural infrastructure of this region.  For the purpose of preservation, the collection also contains non-regional rare and/or significant monographs and other media from a variety of disciplines.


The Archives and Special Collections department is divided into six general areas: University Archives, Manuscripts/Local History Collections, Rare Books, Louisiana Book Collection, Genealogy, Newspapers.

University Archives
The University Archives houses archival records of the University beginning in 1948 when the University began as a Junior College of Louisiana State University.  The Presidents’ Archives hold the official papers of former presidents, Charles C. Elkins, Vernon F. Galliano, Donald J. Ayo, and Stephen T. Hulbert.  The department receives non-current records of not only the President’s office, but also other administrative units, academic departments and organizations.  Yearbooks, class bulletins, student and faculty newsletters and newspapers, special reports, committee minutes, photographs, scrapbooks, films, and other related items document the growth of the university from its beginnings to the present.

Manuscripts/Local History Collections
The holdings in the Manuscript Division represent a diverse collection of materials such as personal and official correspondence, business ledgers and records, literary manuscripts, diaries, newspapers, scrapbooks, oral histories and numerous other forms of documentation reflecting the interests and activities of the individuals, institutions, and organizations that focus on the bayou region of South Central Louisiana.  Many collections document the antebellum and postbellum plantation era and the sugar cane industry. Highlights are the Martin-Pugh Papers (Albemarle Plantation) and the J. Wilson Lepine Collection (Laurel Valley Plantation).  Other collections document the architectural, educational, industrial and political history of the region.  Also of importance are the Robert “Bob” Jones Papers. An engineer by trade, Jones was involved in the first restoration of a barrier island along the Louisiana coast in the 1980s.   Other noteworthy collections are the Lafourche Parish Courthouse Historic Records, which contain official parish documents in English, French and Spanish, some dating as early as the late 1700s. The Evangeline Baseball League Collection, which contains memorabilia of minor league baseball in the region from the 1930s-1950s.  The J.A. and J.C. Lovell Survey Map Collection documents land ownership in the bayou region from the 1800s to the mid-1900s.

The Papers of Senator Allen J. Ellender are the largest single holding in the Special Collections Department.  Born in Bourg, Louisiana in 1891, Ellender served in the United States Senate from 1937 until his death in 1972.  Senator Ellender was chairman of the Agriculture Committee, chairman of the Appropriations Committee, and was president pro tempore.  The bulk of this extensive collection consists of Senator Ellender’s office files.  Other materials include photographs, memorabilia, and a film collection–all of which serve to document the life of the Terrebonne native.

The Archives offers extensive historical photograph collections of local historic places, events, and personalities.  TheWilliam Littlejohn Martin Collection, Maude Billiu Collection, Lee Martin–Thibodaux Volunteer Fire Department Collection, Meyer Family Collection and the R.A. Bazet Collection are just a few which represent a wide variety of local subjects.

Rare Books
The department is also responsible for the Library’s collection of rare books. Original titles dating from the 17th century, facsimile editions dating to the 11th century, first editions, early and important editions, unique material, autographed copies, and volumes deemed exceptionally noteworthy because of regional or national significance are included in this collection.  Of particular significance is the Shaffer Collection of John James Audubon’s The Viviparous Quadrupeds of North America.  Other interesting items include Merlins Prophesies and Predictions by Thomas Heywood (London, 1651);Nouveaux Voyages aux Indes Occidentales by Bossu (Paris, 1768); Lafitte or the Baratarian Chief, A Tale. Founded on Facts. (New York, 1828); Poems by Mrs. Louisa H. Nicholls, the mother of the University’s namesake (New York, 1857); and a facsimile edition of The Great Domesday Book.

Louisiana Book Collection
The Library’s collection of Louisiana titles are housed in the Archives.  The collection contains titles related to Louisiana subjects as well as those written by Louisiana authors. Noteworthy are signed copies of Every Man a King: The Autobiography of Huey P. Long (New Orleans, 1933) and War, Politics and Reconstruction: Stormy Days in Louisiana by Louisiana Reconstruction Governor Henry C. Warmoth (New York, 1930).  The collection also includes an extensive collection of Louisiana cookbooks and a collection of books related to Hurricane Katrina.

The Genealogy division contains church and parish records, ship passenger listings, regional genealogical journals, and personal collections such as the Olga Laurent Collection, Godfrey J. Olivier Collection and the Doris Mae Naquin Ledet Collection. These and other similar resources provide abundant research opportunities for local genealogists seeking to establish their family lineage.

The Archives houses the Library’s collection of microfilm of Louisiana newspaper titles.  Local titles offered include the Lafourche/Daily Comet, Houma Courier, Assumption Pioneer in addition to the Times Picayune of New Orleans and the Advocate of Baton Rouge.  The department also houses rare and original editions of 19th and early 20th century newspapers as well as headlines of newsworthy events such as Hurricane Katrina.

The Archives and Special Collections unit is used by students, faculty, university administrators, scholars from other institutions, members of the community, local media and others.


University Archives
Additions to the University Archives from University departments are encouraged.  However, the records must be considered non-current departmental records and records which are scheduled for permanent retention. The Archives will not accept records which are scheduled for destruction through the University’s record management policy.  Additions of University related ephemera and memorabilia is determined on a case by case basis.  Any material considered for transfer to the University Archives must be arranged through and approved by the Archivist.

Special Collections
The department acquires manuscript materials that meet its mission and collection scope mainly through gifts.  The generosity of the many donors who have given historically significant material has greatly enhanced the research value of our collections and has enabled us to document, safeguard, and make accessible the rich and colorful history of this area.  Therefore, donations to Special Collections are welcomed and encouraged.  Accepted materials must meet the department’s mission statement and collection scope.  All materials must be legally transferred through a deed of gift or other official acknowledgement signed by the Archivist and the Donor.  Only in special circumstances, as deemed by the Archivist, will donations with restrictions be accepted.  Although Special Collections does not routinely purchase manuscript material, exceptions may be made on a case by case basis depending on availability of funding and importance of the material.

Purchases for Special Collections pertain mainly to the Louisiana Book Collection which covers all aspects of Louisiana history and culture, but focused primarily on South Central and South East Louisiana including the city of New Orleans.  Books are acquired through vendors of Louisiana related publications.  Funding for the collection is allocated by the Library’s Head of Collection Development.  Liaisons from the main library are encouraged to alert the Archivist when they discover books about Louisiana or by Louisiana authors.  Depending on the availability of funds, second copies of relevant Louisiana books may be purchased for the main circulating collection as deemed appropriate by the Head of Collection Development.

Duplicates or materials that do not reflect the Archives & Special Collections’ collecting scope or do not possess sufficient archival value or because of poor condition may be deaccessioned, subject to any stipulations contained in the deed of gift.  Deaccessioned items may be offered to other appropriate institutions, returned to the donor or his/her heirs or discarded.

The Archives is located on the first floor of the Ellender Memorial Library, on the Nicholls State University campus.  All collections are non-circulating; however, the materials are available for in-house use by the University community and by the general public.  Some material maybe restricted for various periods by donor, law or purchase agreement.  Restrictions to use may also apply to fragile or extremely rare material.  The Archives maintains a formal display area, the Ellender Room, as well as providing a reading room for those using the collections.  The Archives Annex, also located on the first floor, houses the map and microfilm collections.

The Archives and Special Collections department reserves the right to amend its collection development policy as needed.

Revised 2015

Collection Development: Serials

The mission of the Serials Department is to acquire and manage continuing resources to support the curriculum, instruction, research and public service programs of Nicholls State University.  Materials in all formats are acquired and cataloged (or made accessible) in an accurate and timely manner, so that Serials staff and the Reference Department may maintain a high level of customer service.  All students and faculty therefore will have access to information published in periodicals.

Because serial selection must be a carefully considered activity treated differently from book selection, as subscriptions represent long-term fiscal, logistical, and resource (both human and otherwise) commitments and annual price increases for serial materials in recent years have been high (approximately 10% per year), new serials subscriptions will be considered, and current subscriptions will be evaluated, once a year, between December and March.  This practice will promote fairness across disciplines and allow the Serials Department to plan responsibly for the budget in any given year.

Serials Costs
Costs take into account not only subscription pricing, but also processing and binding fees, as well as microform replacement fees.  Yearly inflation of about 10% will also warrant consideration.  Foreign journals will receive special consideration because of constant currency adjustments.  however, the cost of serials within a specific discipline will not be compared to and weighed against the costs in other disciplines; it is widely known that serials in the science and health areas are uniformly much more costly than those in the humanities and social sciences.  Comparing the two areas, and weighing them against one another, would only serve to place undue strain on those fields in which serials are too costly.

Access versus Ownership
The Serials Department maintains a core collection of serials that are essential to the University’s mission.  Beyond this core collection, the addition of some materials may be approved by the Serials Librarian, based on the need for and access availability of the content.  In other words, if a seldom used title is housed at an institution which freely participates in ILL with Nicholls, and the content of that title is therefore readily available on a limited use basis through ILL and /or document delivery, then the Serials Department will choose to prioritize access over ownership, and will not devote funds towards the purchasing of the title.

Gift Policy
The Serials Department reserves the right to accept, reject, or dispose of any gift at its discretion, based on how well the gift fits into the collection and addresses the needs of the University’s programs.  Selection criteria mentioned in Sections 1.2, 1.2.2 and 1.2.3 will be used to evaluate gift print subscriptions and donated serials.

Periodical titles are selected in light of their contributions towards meeting the needs of the university’s programs.  In this selection process, the Serials / Electronic Resources Librarian, after consulting with the faculty department liaisons, will make selection decisions that take into account each of the following factors:

  • existing resources already within the collection
  • funding limitations, which evolve with budget constraint issues
  • program priorities, including accreditation requirements
  • indexing factors, which determine the accessibility of the information
  • reputation of the journal and publisher
  • level and scope of the periodical, in as much as these fit the mission of the University
  • availability of the periodical, both short-term and long-term
  • alternative access to the information, such as document delivery and interlibrary loan (ILL)

Electronic Resources
Electronic journal subscription requests are evaluated using the basic selection criteria identified in Section 1.2.  In addition, the following criteria are also used:

  • reasonableness of cost in comparison to available to print version
  • archive availability, preferably with online access
  • archiving costs
  • available and cost of viewing software needed
  • access (IP address is preferred to password)
  • copyright and licensing restrictions
  • coverage differences between electronic and print versions

Print Journals
In addition to the basic selection criteria stated in Section 1.2, the following guidelines are considered in the review of any print periodical subscription request:

  • electronic or print indexing available via the Library
  • limited retention issues
  • availability of the same information in electronic full text format
  • other alternative access, such as document delivery and / or interlibrary loan (ILL)

The basic selection criteria identified in sections 1.2 and 1.2.2 are used to evaluate newspaper subscriptions.  The following guidelines, specific to the format, are also considered:

  • scope, or whether the paper is local, national, or international
  • subject area, especially for special interest newspapers that support the curriculum
  • availability of microfilm backfiles (depending on need / usage)

The Serials Department, working with the Automation Department, provides access to over a thousand newspaper archives via fee-based databases such as LexisNexis and Academic Search Complete.  As part of our mission, the Serials Department also tracks usage of our print newspapers, to insure that we continually provide print access to those newspapers used most frequently.

Interlibrary Loan Statistics
Our Interlibrary Loan Librarian provides important statistics about the demand for and use of journals which are not owned by Ellender Memorial Library.  These are tabulated annually and sent to the Serial / Electronic Resources Librarian so that they may make informed purchasing decision when it comes to adding new serials content to the Department’s collection.

The Serials Department houses current and back issues of periodicals, and its staff are responsible for both technical and public services.  Technical services include bibliographic control of the titles, check-in and process of physical items, maintenance of the collection itself and the physical space which houses it, and binding of library materials.  Public services include providing information on holdings, assisting patrons in locating materials, and instructing patron in the use of materials and machinery.

The Serials Department reserves the right to decide which materials in the collection should be preserved.  Its staff determines whether items are worthy of long-term preservation and ongoing replacement, or whether they are ephemeral, and will therefore quickly outlive their usefulness, based on the University’s mission.

Preservation of Serials
At the time a journal or other serial title is added to the collection, the Serials Staff will make preservation decisions, such as the following:

  • Appropriate holding period, options include:
    • Latest only kept
    • Latest three months kept
    • Kept until replaced by microform
    • Kept indefinitely
  • Preservation methods, options include:
    • Binding
    • Microfilm replacements
    • Electronic archiving (storing)

Replacement of Serials Issues
The Serials Department will make every attempt, within budgetary limits, to replace missing or damaged serial issues if the titles are to be kept indefinitely.  It will consider such factors as evaluating the need for replacement issues by anticipating usage and the possibility of access to the information via other means such as Interlibrary Loan (ILL) and Document Delivery.  In cases where a missing issue is more than two years old, or where the cost of replacing an issue is prohibitive, the Serials Staff will have to examine the situation to decide whether or not the item should be replaced.

Replacement of a Single Missing Serial Volume
When an entire bound volume of a journal is declared lost by the Serials Staff, a replacement will be considered.  However, in most cases, access to the information in a lost volume will be provided via microform or Interlibrary Loan (ILL) and Document Delivery.

Deselection and discarding, or weeding, is an essential, ongoing aspect of Serials Collection Management.  Materials that are found by the Serials Librarian, after a careful evaluation, to no longer be essential to the mission of the University, may be removed / withdrawn from the collection.  The purpose of weeding is to address spacing and other logistical concerns, so as to provide more efficient service overall by improving access to the collection.  Weeding is also an opportunity to ensure that the collection is up-to-date with current information in appropriate subject areas.

In addition, titles may be cancelled (no longer ordered for a given yearly budget) at the discretion of the Serials Librarian, as a result of their publication being ceased, or for budgetary concerns.

Criteria for Cancellation
The Serials Librarian will determine the best time for cancellations and for weeding the collection.  Weeding will be considered when shelf space becomes a hindrance to the efficiency of the Department.  Crowded shelves waste time – for a patron looking for a title, for the library attempting to reshelve items, and particularly for the library staff member who is attempting to place new titles into the collection. At those times, the Serials Staff may embark on a weeding project, using the following criteria in determining what will be done with each title:

  • Reliability, as older information becomes outdated and possibly erroneous
  • Relevance, as problems such as the presence of multiple copies and unindexed titles threaten to overwhelm the number of reliable, indexed titles in a sea of worthlessness
  • Other means of accessibility, particularly through online databases and publishers’ sites
  • Budgetary concerns, as the price of Serials increases on average of 10% per year

These criteria will be applied by the Serials Staff, under the direction of the Serials / Electronic Resources Librarian, in conjunction with faculty departmental liaisons when appropriate (as for example, when the deselection process begins solely as a result of budgetary concerns).  A title is officially withdrawn when it is removed from the catalog and labeled as discarded. All discarded titles are given to Gifts and Exchanges, to be donated to other libraries.

Considerations of cancellation can be initiated by the faculty departmental liaison.  When it is not so initiated, consideration for cancellation can be initiated by the Serials Staff, based on the criteria outlined in the above bulleted list (Section 2.2.1).  In cases where budgetary concerns are the main impetus for cancellation, faculty departmental liaisons will be consulted and informed as to the available options.


Requests from faculty, students, patrons and the Collection Development Librarian for new subscriptions of periodicals are accepted by the Serials / Electronic Resources Librarian for consideration.  Requests can be submitted via email or phone, and will be subject to the criteria outlined in Sections 1.2, 1.2.1, 1.2.2. and 1.2.3 of this policy.  If the Serials Department, in consultation with the Head of Collection Development, decides in favor of adding a particular title, it is added to the next year’s subscription list.  If a request is denied, it is kept on file in the Serials Department, with a brief note delineating the reason(s) the title request was denied.

Back issues of serials that are donated are handled through the Gifts and Exchange Department.  A donated issue of a title to which we already subscribe will be added to the collection or rejected, according to need.  A donated issue of a title to which the library does not subscribe will be evaluated based on the criteria established in Section 1.1.3.  Those donated issues that do not meet these criteria will be forwarded to the Gifts and Exchange Department.

Nicholls State Copyright Policy
Nicholls State University’s Policy No.

Code of Best Practices in Fair Use for Academic and Research Libraries
Guidelines developed by and for academic and research librarians to enhance their ability to rely on fair use by identifying eight situations that represent the library community’s current consensus about acceptable practices for the fair use of copyrighted materials (January 2012).

Reproduction of Copyrighted Works by Educators and Librarians
U.S. Copyright Office Circular 21.

In or Out of Copyright
Tools for determining if a work is in-copyright or in the public domain.

American Library Association’s quick-check “Digital Copyright Slider”

Peter Hirtle’s in depth “Copyright Term” Chart (2015)

To pay for a print or performance work if merely copying it, contact:
For Print Rights – Copyright Clearance Center
For Performance Rights – Swank Motion Pictures

Revised 10/3/14

Accordion Content

  1. Applicant MUST have a valid Louisiana driver’s license AND be eighteen years of age or older.    NO other person is allowed to use your card.  Your card will be confiscated if an attempt to use your card is made by another person.
  2. Courtesy Card holders are required to get a Nicholls ID (Colonel Card) from the Colonel Card Office in the Student Union Building.  Please bring your library receipt to the Colonel Card Office during 8:00 am – 4:00 pm business hours.
  3. You must present your Nicholls ID (Colonel Card) each time library materials are checked out.
  4. You will be responsible for borrowed library materials until they are returned to the library.
  5. If a Nicholls student requests materials you have charged to your account, the materials will be recalled and you must return the items recalled as soon as possible.  (The library’s primary responsibility is to currently enrolled students.)
  6. You are permitted a 10 book maximum.  Normal circulation period is 21 days.  The due date is stamped on a card placed in a pocket at the back of each book.
  7. Books may be renewed in the library or online through the Library’s main page.
  8. Books cannot be renewed over the phone.
  9. Fines are $.25 per day per item with a $10.00 maximum per item. The library system will automatically generate a bill when the maximum overdue fine is reached (forty days overdue).
  10. Replacement cost for lost books is the average cost ($63.56) plus accrued fines ($10.00), and the processing fee ($5.00).
  11. Check out privileges will be suspended and your record will be barred from use any time you have overdue books, unpaid library fines, or if a RECALL is ignored.
  12. Overdue charges must be paid at the Circulation Desk at the time of return.  (If a return is damaged or lost, you will pay the average cost.  A refund will be issued if you return a lost book in the same condition it was in at the time of check out.  A lost book may also be replaced with the exact book in good condition.  A librarian must  inspect and approve the replacement.
  13. Your record is automatically barred from use when items are overdue or there are unpaid charges. Your record will remain barred until ALL items are returned and FULL payment has been made.
  14. Courtesy Card privileges can be renewed annually with the $12.00 fee or proof of current Alumni Association membership when you have cleared any indebtedness to the library.  There is no limit to the number of times a Courtesy Card can be renewed if the patron follows the lending regulations and remains in good standing with the library and Nicholls State University.

Information Delivery Services – from the Nicholls Library Collection to Online and Distant Learning Students and Faculty

The library accommodates the educational and research needs of current distance education (DE) students through access to databases, instructional videos, articles, and books as well as other services. These accommodations are available to students meeting all of the following requirements:

  1. Current enrollment in a distance learning course.
  2. Not concurrently enrolled in a course on the Nicholls campus.

In addition to these criteria, DE students must identify themselves as distance students when contacting the library. This requirement applies regardless of contact in person, by telephone, or via e-mail.

Students have remote access to the library’s databases with their MyNicholls ID and password (same as Moodle login.) Anyone can access the library catalog remotely. However, the user must create an account to download e-books. If a DE student wants an article which is unavailable in the library’s electronic databases, he or she can submit an interlibrary loan (ILL) request through ILLiad. When DE students create their ILLiad accounts, they must indicate their distance education status.

In order to obtain print books as a DE student, there are various means of obtaining the text. If the DE student lives in-state, a LOUIS card may be the best option. The student can complete this online LOUIS card application. See the LOUIS card policy for more details.

For DE students who do not live near a Louisiana academic library or who cannot obtain a LOUIS card in-person, the library’s ILL service can supply physical books. First, the DE student should request the item through the local public library’s ILL service, assuming that the library has such a service. If this is not feasible or impractical, the students can directly request the book through the library’s ILLiad system. While the library pays for postage from the library to the DE student’s address, the student is responsible for return postage.

Library Distance Education Mission Statement

The Ellender Memorial Library supports Nicholls State University’s mission to “commit itself to offering an excellent comprehensive education, including a majority of nationally accredited programs, that meets the needs of the communities it serves in south central Louisiana and beyond through teaching, research and service.” As part of that mission, the library aims to meet the needs of Distance Education students by meeting various Distance / Distributed Education support criteria defined by The Association of College and Research Libraries in 2008:

  • Providing access to adequate library services and resources. Members of the distance learning community are entitled to library services and resources equivalent to those provided for students and faculty in traditional campus settings.
  • Instilling lifelong learning skills through general bibliographic and information literacy instruction. The library attempts to meet this need through its web presence, e-mail contact, and phone contact.
  • Providing highly personalized library services to offset the lack of daily contact that on-campus students receive.
  • Providing funding for ready and equivalent library service and learning resources to all students, regardless of location.
  • Acting as a liaison between the library and other complementary resource bases such as computing facilities, instructional media, and telecommunication centers.
  • Assuring that distance learning library programs meet or exceed national and regional accreditation standards and professional association standards and guidelines, by conducting ongoing assessments and acting on those evaluations.

Food and beverages are allowed in most areas of the library that are not near a computer. All drinks must have lids, all garbage must be thrown away in the trash receptacles. Library users are expected to handle food and drink responsibly with regard to the integrity of library materials and the cleanliness of library facilities. Consumption of food and drink is prohibited in the Archives and Special Collections areas.

coming soon

Gifts of books and other materials play a crucial role in building the collections of the Ellender Memorial Library at Nicholls. This policy statement governs proposed gifts of materials to the Library.

The library continues to welcome gifts of materials that support the library’s mission, with a particular interest in scholarly, current, or rare items in good physical condition. However, the library must also consider the cost incurred in evaluating, processing, cataloging, preserving, storing, and providing access to contributed materials.

For these reasons, the library cannot accept all offered gifts of materials. Once gifts are received, items become the property of Ellender Memorial Library. The library reserves the right to use or dispose of such materials in any manner deemed appropriate, without any obligation to the person donating. If the collection you are donating is important to you, please provide us your contact information so these books can be returned to you if they are not added to our collection.

The library is prohibited from appraising any book donation. Donors may request a brief letter of acknowledgment that states the number of items donated for tax purposes. For additional information on legal or tax consequences, all prospective donors are encouraged to consult with their financial advisors before finalizing any gift.

For more information, please contact Elizabeth Layton either at elizabeth.layton@nicholls.edu or 985-448-4661

Mission Statement

The Ellender Memorial Library adheres to the Information Literacy Competency Standards for Higher Education as approved by the Association of College and Research Libraries (ACRL). ACRL defines Information Literacy as forming “the basis for lifelong learning [for it] … enables learners to master context and extend their investigations, become more self-directed, and assume greater control over their own learning.”

According to ACRL, an information literate individual is able to:

  • determine the extent of information needed
  • access the needed information effectively and efficiently, using a variety of print and electronic formats
  • evaluate information critically, especially when dealing with internet resources.
  • use information effectively to accomplish a specific purpose, such as writing a report, paper, or article
  • incorporate selected information into a knowledge base (lifelong learning)
  • understand the economic, legal, ethical and social issues surrounding the use of information, including the issues of plagiarism, falsification, and copyright infringement


Students who are assigned projects requiring library research often lack basic research skills and/or are overwhelmed by the diversity of resources available to them. Ellender Memorial’s instruction program attempts to teach them Research Methodology, i.e., how to use and evaluate both print and electronic information resources, which should also help them develop skills in lifelong Information Literacy. This requires an introduction to library resources and services, and an introduction into the principles and methodology of designing and interpreting effective searches in library databases and on the internet. Our overall objective is to support the university curriculum and participate in the academic communication process.

Goals and Objectives

The Information Literacy Program attempts to meet the outcomes outlined on our Information Literacy at Nicholls page.


Our primary modes of instruction are

  • general tours
  • web-based instructional tutorials, videos, and quizzes
  • web-based subject guides, tailored to address specific courses and interests, to help navigate through resources
  • research instruction, in the form of scheduled classes and research consultations

These modes of instruction provide a step-by-step guide to the research process. They introduce students to the resources and search strategies most appropriate for their assignments and level of expertise.

Electronic Interlibrary Loan Request

Interlibrary Loan request can be made using this webpage. Please login with your MyNicholls ID/Moodle username and password. If there are any questions or you have trouble logging in, please call the Interlibrary Loan office at 985-448-4666.

Purpose of Interlibrary Loan
Ellender Memorial Library offers ILL services as a supplement to the library’s physical and electronic collection. Since no library can possibly contain all published information, institutions cooperate to advance scholarship and learning. Interlibrary loans are intended to give access to materials Ellender Memorial Library does not own. As such, the current collection must be searched before placing an ILL request. This service is a privilege, not a right. Furthermore, there is no guarantee that if a request is submitted, the material will be loaned.

Location and Service Hours
The Interlibrary Loan office is located on the second floor of the Library in Room 223. The office is open from 7:30 AM to 4:00 PM Monday through Friday. Materials may be picked up or returned to Access Services during regular library hours. Patrons are encouraged to return items directly to Access Services. Items damaged due to deposition in the library’s external drop box are the patron’s responsibility. Patrons need to remain cognizant of university and public holidays as these dates affect lending and borrowing capabilities.


Who May Use Interlibrary Loan
ILL services may be used by NSU enrolled students, faculty, staff, retirees, and other Ellender Memorial Library cardholders with an acceptable borrowing status.

Materials Available Through ILL
The lending libraries’ discretion and policies determine what materials and media are lent. Types of materials that are usually obtained through interlibrary loan include books, theses and dissertations, and periodical articles in accordance with copyright law.

Materials Not Available Through ILL
Materials not available through interlibrary loan include, but are not limited to materials that are: temporarily in use, on reserve, in special collections or the Archives, currently owned by this library, journal volumes, recent newspapers, reference materials, and audio/visual materials and films.

How To Use Interlibrary Loan
Before submitting the request, check the online catalogs to ensure material is not available in or through the library. After confirming that the item is not locally available, complete the ILLiad request. This includes the date items are no longer needed and the amount a patron is willing to pay ($0 is acceptable). Completed forms will be processed as they are received. Incomplete forms cause processing delays and request cancellations.

Length of Time To Receive Material
Ellender Memorial Library’s goal is to process the ILL request within the same working day. The length of time for requested material to arrive depends on several factors such as completeness of forms, response time of the lending library, and transit time. Generally, a minimum of 6-8 working days is needed to search, process, and receive each request. Always plan ahead when scheduling research and requesting ILL materials.

Number of Items Limit
Patrons are limited to 20 outstanding ILL requests at one time. In addition, only five requests per patron per day, up to the limit of 20, will be processed.

Many libraries in the state and region have ILL reciprocal agreements and there are no fees or photocopy charges.. Every effort is made to locate the lending libraries that do not charge a fee. The requesting patron is responsible for payment which must be rendered when the patron checks out the material. Non-payment of ILL charges can result in the suspension of Library borrowing privileges.

Loan Period
The lending library sets loan periods and other restrictions. Ellender Memorial Library will strictly enforce all limitations the lender requests. Books are not normally renewed, but if a renewal is necessary, the patron should contact the ILL librarian at least four days ahead of the due date. Renewals too are at the discretion of the lending library.

When the material arrives, the patron will be notified by email. Material can be picked up at Access Services on the second floor of the library. Patrons should collect their materials promptly, because loan periods include the time between receipt from the lending library and collection by the patron.

Returning Material
All physical materials borrowed should be returned to Access Services on the second floor of the library. Patrons must leave the ILL identification paper band on the book. Again, patrons are responsible for borrowed material until it is safely returned to ILL personnel. Patrons should return items punctually. To do otherwise jeopardizes all future borrowing privileges.

For Faculty, Students, Staff, the Public, Retirees, and Alumni

Current Faculty, Staff, and Students have circulation privileges. This allows them to check out books, bound serials, documents, monographs, scores, CDs, and DVDs. Reserved materials can only be used in the library and can be checked out with a Nicholls Colonel Card. (See Circulation Rules) Print materials, e.g. articles and reports, are located using the online catalog. These materials can be copied, printed, or downloaded, depending on the individual item’s format. Privileges also include remote access to Library databases. Interlibrary Loan provides books and articles for patrons if the Library does not own or have access to the material.

In addition, students have use of a student funded fax machine and scanner.

Classes for bibliographic instruction, information literacy, or both are scheduled by appointment with the Head of Reference and Instruction and the Subject Liaison Librarian. Students, faculty, and staff may request individual research sessions with a librarian during regular library hours.

Finally, use of the Library’s facilities is another privilege. This includes computers, copy machines, microfiche readers, study carrels, study rooms, designated quiet areas, and leisure seating.

The Public, Nicholls Retirees, and Alumni have many of the same privileges as current faculty and staff. However, retirees, alumni, and the public do not have all the same privileges.

The general public is welcome to use Ellender Memorial Library’s books, journal collections, and computers. The public does not have checkout privileges but can use our copiers, printers and microfilm readers. Members of the public may apply for a Library Courtesy Card for a yearly membership fee of $12.00. Public users purchase Courtesy Cards from the Access Services desk in the library. Prospective users must obtain the physical card from the Colonel Card Office in the Student Union during regular business hours with a current Driver’s License and paid receipt from the Library. Courtesy Card privileges begin only when the holder is in possession of the card. The card must be renewed annually. A current Courtesy Card allows the holder the same check out privileges as current students, with the exception of Interlibrary Loan and remote access to the databases. Courtesy Card holders do not have use of the student funded fax machine and scanner.

In addition to general public privileges, Nicholls retirees have the same privileges as Courtesy Card holders. Retirees may use Interlibrary Loan. However, these privileges only commence when the individual obtains a retiree Colonel Card from the Colonel Card Office during regular business hours. These retiree cards must be renewed annually. Retirees do not have remote access to the Library’s databases and are not allowed use of the student funded fax machine and scanner.

Alumni members who have paid their annual membership fee will be granted Library access similar to those granted with a Courtesy Card. However, Interlibrary Loan, remote access to the Library’s databases and use of the student funded fax machine and scanner is not included. Alumni members must obtain a Colonel Card before receiving Library services.

The Archives & Special Collections and Government Information departments are open to all library users. However, material in the Archives & Special Collections department is non-circulating and can only be used in the Archives. The Government Information department offers both circulating and non-circulating materials. Please refer to their departmental policies for more information.

Ellender Memorial Library is an academic library, not a public one. Visitors and guests are welcome, but all patrons must always comply with the policies of Ellender Memorial Library and Nicholls State University.

Revised September 2014

A LOUIS reciprocal borrowing card offers a way for students, faculty and staff of Louisiana colleges and universities to borrow materials from academic libraries other than their own. If you are a currently enrolled student, or currently employed faculty or staff of Nicholls and you are in good standing with the library, you may go to your library circulation desk and request a LOUIS borrowing card. If you are enrolled in another LOUIS school, your school may issue your card. Click to complete an online LOUIS card application. Regulations LOUIS cardholders will be required to present your LOUIS card and your photo ID from the University you attend each time you wish to check out books. No one else is allowed to use your card and it will be confiscated if an attempt to do so is made. You will be responsible for borrowed library materials until they are returned. Books will not be renewed over the telephone. A limit of 10 library items may be charged to your LOUIS card at any time. Any item checked out by a student from another library may be recalled at any time if a Nicholls student needs it for their classes. The circulation period for library material from the General Collection is twenty-one (21) days. This material may be renewed online up to three (3) times during the semester if the material is not overdue and there are no accrued fines. The fine for overdue books is $.25 per day per book until the maximum overdue fine of $10.00 is reached. Lost book replacement cost is the estimated cost of the book, accrued fines, and a non-refundable $5.00 service charge. Check out privileges will be suspended any time there are overdue books, unpaid library fines, or if the request to return library material is ignored. Overdue fines must be paid at the Circulation Desk at the time the overdue material is returned.

Proctoring is available by appointment only and availability is determined on a case by case basis. The service is only open to Nicholls students and faculty. Requests must be submitted to the Head of the Research and Instruction department at least one week in advance. Once approved, the department head will assign a research librarian to proctor the test. There is no charge for this service.

Due to limitations of the library facilities, a quiet and distraction-free testing environment cannot be guaranteed. Use of Library computers is on a first come, first served basis and will not be held for exams. Students are allowed to bring their own laptops and connect to the University’s wireless network to take their exams.

The Library cannot accommodate large groups of testing students. No more than three students will be accepted in any one time slot, and no more than three students will be accepted for a single exam.

The following requirements apply:

  • Students must bring a valid photo ID (driver’s license, passport, or military ID).
  • All necessary forms or test materials must be given to the librarian before testing begins.
  • Time limits or test specifications as provided by the instructor will be enforced.

The Library reserves the right to discontinue proctoring service for any student.

This policy may be changed or updated as needed.

Revised 9/25/14


To balance the Ellender Memorial Library’s support of freedom of expression with its support of the instruction, research, and study needs of Nicholls State University’s students, faculty, staff, and administration.


No signs, handouts (i.e., brochures, flyers, handbills, leaflets, newsletters/newspapers, pamphlets, and the like), or the like may be posted, handed-out, or otherwise displayed or offered in the Library without the prior approval of the Director or her/his Office Assistant(s)  …  which approval is granted, so long as and only so long as the sign or handout does not interfere with, disrupt, or otherwise hinder [1] the normal educational process of the University and its students, faculty, staff, administrators, and Library and/or [2] the reasonable expectation of all Library patrons, visitors, and personnel that they can read, study, work, and visit in an atmosphere free from harassment, obstruction (active or passive), or threats.

Approved signs may be posted only on the bulletin boards provided on each Library floor and may not be affixed to Library doors, posts, walls, or windows.

Approved small signs and handouts may be placed on the Library’s Main Circulation Desk (until outdated) and/or on the Library’s study tables (for one day and only if at least one item, stamped “APPROVED,” is placed on the Main Circulation Desk).

That a sign has been approved by the Library Office shall be indicated by the stamping of the word “APPROVED” on the front of the sign (or back, if there is no suitable place on the front).  That a handout has been approved by the Library Office shall be indicated by the stamping of the word “APPROVED” on the front of those handouts at the Main Circulation Desk.

Unauthorized and outdated materials will be removed and discarded.


To govern the publication of and commentary on social media by employees of the
Ellender Memorial Library at Nicholls State University (“Ellender Library”). For the purposes of this policy, social media means any facility for online publication and commentary, including without limitation blogs, wiki’s, social networking sites such as Facebook, LinkedIn, Twitter, Flickr and YouTube. This policy is in addition to and complements any existing or future University Policies regarding the use of technology, computers, email and the internet.


Ellender Library employees who are not so approved by the Director are not allowed to publish or comment via social media in any way during work hours or using work facilities, or in any way that suggests they are doing so in connection with Ellender Library. Current Ellender Library employees who are appointed as administrator(s) and approved by the Director are free to publish or comment via social media in accordance with this policy. Such employees are subject to this policy to the extent they identify themselves as an Ellender Library employee (other than as an incidental mention of place of employment in a personal social media on topics unrelated to Ellender Library) –

Before engaging in work related social media, employees must obtain the permission of the Library Director;
Publication and commentary on social media carries similar obligations to any other kind of publication or commentary;
All uses of social media must follow the same ethical standards that Ellender Library employees must otherwise follow; and,
It is not allowed to provide any materials for personal commercial gain or improperly use of Nicholls’ name and or logos.

Setting up Social Media:

Social media identities, logon ID’s and user names may not use Ellender Library’s name without prior approval from the library director;
University Relations should be notified when you have established – or plan to establish – a social media presence;
Accounts made for Ellender Library must be created by an authorized representative of the University; and,
Authorized administrator(s) must maintain the security of account passwords.

Protect Your Own Privacy:

Privacy settings on social media platforms should be set to allow anyone to see profile information similar to what would be on the Ellender Library website. Other privacy settings that might allow others to post information or see information that is personal should be set to limit access. Be mindful of posting information that you would not want the public to see.

Basic Guidelines:

Social media should encourage fans, followers and friends to share their thoughts by commenting on stories, videos, links, posts, etc. within the following guidelines:
Comments must be relevant to a topic discussed and to the point.
Comments should be constructive and absent of expletives, obscenity and/or vulgarity;
Posts that are off-topic, abusive, contain profanity, are threatening in tone or devolve into personal attacks will be deleted immediately; and,
Posts with links that are determined to be spam or sales and advertising should be removed.

Respect Copyright Laws:

It is critical that you show respect for the laws governing copyright and fair use or fair dealing of copyrighted material owned by others. You should never quote more than short excerpts of someone else’s work, and always attribute such work to the original author/source. It is good general practice to link to others’ work rather than reproduce it.

Respect Your Audience, Ellender Library, and Your Co-Workers:

The public in general, and Ellender Library’s employees and patrons, reflect a diverse set of customs, values and points of view. Don’t say anything contradictory or in conflict with the Ellender Library website. Be respectful. This includes not only the obvious (no ethnic slurs, offensive comments, defamatory comments, personal insults, obscenity, etc.) but also proper consideration of privacy and of topics that may be considered objectionable or inflammatory – such as politics and religion. Use your best judgment, and when necessary, consult the Library Director –

Content directed at individual fans or page users should be written in a respectful manner;\
Content should never be written in a manner that can be interpreted as combative, demeaning or otherwise negative; and,
Content should not be posted unless it is suitable for all ages.

Controversial Issues:

If you see misrepresentations made about Ellender Library in the media, you may point that out to the library director who will then proceed with necessary actions. If other organizations or departments are mentioned, make sure information is factual and that it does not disparage that party. Avoid arguments. Don’t try to settle scores or goad competitors or others into inflammatory debates. Make sure what you are saying is factually correct –

Accounts must be monitored and updated on an ongoing basis by the units that create them to enable rapid response to any problems that may arise.
Be the First to Respond to Your Own Mistakes:

If you make an error, be up front about your mistake and correct it quickly. If you choose to modify an earlier post, make it clear that you have done so. If someone accuses you of posting something improper (such as their copyrighted material or a defamatory comment about them), deal with it quickly – better to remove it immediately to lessen the possibility of a legal action. The Library Director should be informed and aware of any situations that arise from a mistake.


Policy violations will be subject to disciplinary action, in accord with University Policy.


Nicholls State University has a specific policy that governs the use and abuse of the university’s resources.  Students granted access to the university’s computing facilities are required to abide by the established policy for computer use.

The Computer Use Policy is a comprehensive policy dealing with aspects of computer abuse, whether physical or logical.  It applies to all university computing facilities mainframes, minicomputers, microcomputers, and associated equipment and links, as well as software, whether developed by Nicholls or purchased.  If abuse, actual or threatened, is suspected or detected, the matter will be referred to the appropriate law enforcement agency or university or authority for disciplinary action.  Confirmed abuse can result in criminal prosecution, dismissal, loss of computer use privilege and other such remedies as provided by established laws and policies of the university.

In general, abuse is defined as any improper use or treatment of computing facilities including, but not limited to, acts which, by mischief or gross negligence, result in physical damage, defacement, or destruction of computing equipment; theft; unauthorized access or use; unauthorized alteration, substitution, or deletion of programs, command files, data files, documentation, or other material; wiretapping or any form of unauthorized signal interception; divulgence of confidential information or computer access methods to unauthorized persons; copyright or patent infringement; transmitting statements which are obscene or libelous according to law through or with computer systems; failure to safeguard computer systems in both their physical and logical aspects; and failure to notify management or security personnel of instances of abuse, either actual or threatened, or conspiracy to commit any of the above.


  • User — Any employee, student, or other individual to whom computer access is granted.
  • Computer equipment — Computer processors, memory, peripheral devices, communication links, communication equipment, supply lines, storage media, or any terminals, printers, modems, or any other ancillary equipment or devices connected to or in any way used in conjunction with the mainframes, minicomputers, microcomputers and word processing units owned, leased and/or operated by Nicholls State University.  This is extended to include analog as well as digital devices.
  • Software — Computer source and binary programs or modules, including intermediate or universal code, whether for system or applications use, command files, menu formats, and on-line manuals used with “help” facilities.  This is extended to include firmware.
  • Computer Facilities — Computer equipment and software, as defined above, considered as an entity.

Physical Damage

Acts which, by mischief or negligence, result in damage to, defacement of, or destruction to computer equipment maintained by Nicholls State University.


The unauthorized use or taking for one’s own personal use of computer equipment or software.

Software Copyright Restrictions

  • The use of computing equipment or communication facilities to make unauthorized or illegal copies of proprietary software or in any way to infringe upon copyrighted or patented material of any nature.
  • NOTICE: WARNING OF COPYRIGHT RESTRICTIONS.  The Copyright Law of the United States (Title 17, US Code) governs the reproduction, distribution, adaptation, public performance, and public display of copyrighted material.
  • Under certain conditions specified by the law, nonprofit libraries are authorized to lend, lease, or rent copies of computer programs to students on a nonprofit basis and for nonprofit purposes.  Any person who makes an unauthorized copy or adaptation of the computer program, of redistributes the loan copy, or uses the loan copy for monetary gain, or publicly performs or displays the computer program, except as permitted by Title 17 of the US Code, may be liable for copyright infringement.

Software Tampering

Unauthorized alteration, substitution, or deletion of programs, command files, data files, documentation, or other material is illegal.  This shall include the use of Trojan horses, spoofs, computer viruses (as defined in the common literature), or any other device, material, logical or physical, to obtain these ends. This also includes the use of computer facilities to gain unauthorized access to systems external to Nicholls and use of command files to add to, delete or modify any education record as defined by the FERPA.


By design or neglect allowing computer logos, passwords, encryption keys, or any other access methods to be obtained by unauthorized entities is illegal. This includes failure to safeguard computer equipment in both their physical and logical aspects from abuse. Further, this includes the failure to notify management or security personnel of instances of abuse either actual or threatened.

Unauthorized Use of Data

Using sensitive or confidential information with which one is entrusted for personal gain or interest; dissemination of such information, or by design or neglect allowing unauthorized access to or use of such information.

Improper Use

Using the electronic mail or other communication facilities to transmit statements of an obscene, libelous, or threatening nature as defined under current judicial definitions.

Use, Rights, Privileges

The University’s computing facilities are provided for the use of students in pursuing the ends of academic endeavors.  By keeping in good standing with the University, a student will be allowed computing privileges.  These privileges entail certain rights to privacy and security.


It is the student’s responsibility to ensure that his/her account password is kept confidential. If abuse or threatening messages occur due to allowing other students to access the account, the student who owns the account will be held accountable. Students are charged with special responsibilities for safeguarding the facilities with which they are entrusted. Failure to adequately and conscientiously safeguard these facilities from misuse will subject a student to being denied access to and use of the facilities. Furthermore, any damage to or infringement of copyrighted material or confidential data resulting from negligence may additionally subject the student to disciplinary action commensurate with the loss including dismissal or legal prosecution in accordance with University policies and local, state and federal laws.

Physical Damage, Abuse, Theft, and Logical Abuse

Acts of physical damage, abuse, and threats of such abuse will be handled in accordance with previously established procedures including criminal or civil prosecution and discipline under the University Code of Student Conduct, where applicable. Logical abuse, such as copyright infringement, software piracy, alteration of accounting, academic, and other databases for personal gain or mischief, plagiarizing, gaining or permitting unauthorized access, and the like will be handled in accordance with applicable criminal, civil, or university procedures.

Acts of abuse which constitute a violation of local, state, or federal criminal or civil statutes will be referred to the appropriate law enforcement agencies. Nicholls State University, at its discretion, will pursue whatever legal and University avenues it deems necessary for achieving reparations.

Academic Dishonesty

Using the computer to gain unauthorized access to instructional material for personal gain or profit, or to gain unauthorized access to another student’s assignments, or for the purpose of sharing work in an unauthorized manner will be considered a violation of the University’s Code of Student Conduct. In addition to the sanctions provided under that policy, a student may also be denied access to computing facilities and be subject to other legal or academic discipline as appropriate.

Copyright Infringements

All students should recognize that information obtained through electronic methods may be protected by copyright laws of the United States (Title 17 U.S. Code), the Digital Millennium Copyright Act (H.R. 2281), and the World Intellectual Property Organization (WIPO).  As such, any student in violation may be prosecuted under the terms of the law.  It is the student’s responsibility to understand the laws pertaining to copyright infringement.  A guide of how the law affects a student will be made available in the Library and in the Office of Academic Affairs.


•   The Library has individual study carrels;

•   All study carrels are available through the Library Circulation Desk on a first-come/first-served basis;

•   Student carrels may not be retained by leaving books, personal belongings, and the like while the user(s) leave for a break of any type (other than the short time it takes to go to-from a Second Floor restroom);

•   Student carrels may be occupied by a single student for up to four (4) hours and must then be vacated, so other students have the opportunity to use the rooms and carrels.  Any student who has vacated a carrel may use that or another carrel, if no other student is waiting for one;

•   Faculty carrels may, upon request to the Library Office, be assigned to and used by a single faculty member or graduate student for an entire semester (or academic year, as appropriate) and may, upon request at the Library Office, be assigned the following semester(s) to the same user, except that [i] anyone who has been on a wait-list for a faculty carrel (other than one who has had use of a carrel during the semester ending/just ended) will be assigned one before use of any carrel is extended to a current user and [ii] faculty (including any seeking extended use of a carrel) always have priority of carrel assignment over graduate students; and,

•   In their use of any carrel, each patron shall (1) keep and leave the carrel in neat-and-clean condition, (2) comply with all rules concerning the use of and conduct in the Library.

Study Rooms

Study rooms are checked out on a first come, first serve basis and are checked out only to faculty, staff, or students for up to 4 hours. Rooms may be renewed, granted no other groups are waiting to use the space. Access Services (AS) does not take reservations for study rooms, as doing so could prevent others from using a vacant space. Groups of two individuals may check out a study room with the understanding they could be forced to vacate the room if the space is needed by a group of three or more. If the room is checked out to a university employee, then the group may not be removed, so long as their room has two occupants. Groups of three or more cannot be removed for a larger group. Maximum occupancy is 10. Access Services must be notified of all patrons in a study room. If a group of two does not inform AS when another patron joins them in a study room and a group of three needs a room, the initial group will be removed. The patron checking out the room is responsible for all occupants and their actions.

Loud. Either reported by personnel or other patrons.1st offense – Warning.
2nd offense – Removal from Study Room.
Food and unapproved drink containers.1st offense – Warning.
2nd offense – Removal from Study Room.
Tobacco or alcohol.Violating patron escorted from the Library’s premises immediately.
Non-violating patrons removed from Study Room.
Excessive use of markers for non-academic purposes.1st offense – Warning.
2nd offense – Confiscation of whiteboard box.

These violations and consequences apply per study room check session. If violations reoccur, patrons will forfeit study room privileges for the remainder of the semester.

Revised 5/6/2015