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Library Policies


The mission of Allen Memorial Library is to support and enhance the academic programs of Valley City State University by providing the customized learning and teaching resources needed by students, faculty, administration, and staff. Allen Memorial Library provides learning resources in all formats, both electronic and print. The Library’s staff assists users in developing information literacy skills--to recognize when information is needed, and to locate, evaluate, and effectively use the information they find.

About the Library

Allen Memorial Library offers access to more than 115,000 volumes, 60 full-text periodical databases, 23,000 full-text electronic periodical titles, videos, DVD's, compact discs and other materials to support classroom instruction, independent learning and research. Home and off-campus access to our full-text databases is also available for faculty, staff and students through EZProxy identification using the Blackboard portal.

Other services include the classroom, student lounge, Curriculum Library, study tables, interlibrary loan, color printer & photocopier, headphones, digital voice recorders and other electronic equipment.

The following information is a summary current Allen Memorial Library and university policy. Complete policies are available at the Valley City State University (VCSU) policy webpage.

Library Hours

When classes are not in session, Library hours are 8:00 am - 4:00 pm.
Fall and Spring Semester*Summer Semester (some exceptions apply)
Monday 7:45 a.m. - 11:00 p.m. Tuesday 7:45 a.m. - 11:00 p.m. Wednesday 7:45 a.m. - 11:00 p.m. Thursday 7:45 a.m. - 11:00 p.m. Friday 7:45 a.m. - 4:00 p.m. Saturday Closed Sunday 5:00 p.m. - 11:00 p.m. Monday 7:30 a.m. - 4:00 p.m. Tuesday 7:30 a.m. - 4:00 p.m. Wednesday 7:30 a.m. - 4:00 p.m. Thursday 7:30 a.m. - 4:00 p.m. Friday 7:30 a.m. - 4:00 p.m. Saturday Closed Sunday Closed
*The Library is open extended hours the week prior to Finals Week each semester of the academic year. Check signage for details.

Cell Phones & Food in the Library

Allen Memorial Library is committed to providing a welcoming environment conducive to quiet study. Your help is needed to maintain this. Please observe the following:
  • Cell phone ringers should be turned down while in the Library.
  • Cell phone conversations should be kept short.
  • Extended cell phone conversations should be taken outside of the Library. Use the North or South entryways. If you wish to report inappropriate cell phone use, please contact library staff.
  • Food and drink are allowed in the Library study areas, classroom and lounge. Patrons are asked to place empty containers in the trash or recycle bins to maintain a clean environment for others.

Circulation Policy for Students & Community Patrons

The Purpose of Library Collections
Library collects a variety of materials to better fulfill its mission: The mission of Allen Memorial Library is to support and enhance the academic programs of Valley City State University by providing the customized learning and teaching resources needed by the students, faculty, and staff. The Library Staff is dedicated to assisting its patrons in developing information literacy skills in order to locate, evaluate, and use information effectively.

Library Account Access
Library patrons may access their account records online by logging into My Account. VCSU Staff, Students, and Faculty will need to log in using their Blackboard Username and ConnectND password. Community and Emeritus patrons may log in using their Library card barcode as their username, and their surname as their password.

Allen Memorial Library sends overdue notices as a courtesy to its patrons. The Library holds all of its patrons ultimately responsible for being aware of the due dates of loaned items and for their prompt return.

The Library complies with Valley City State University general office guidelines by upholding email as its official form of communication. As such, courtesy notifications will be emailed to the official VCSU email addresses of Staff, Student, and Faculty Patrons. Bills for lost items may be sent via USPS mail.

Community and Emeritus Patrons: Courtesy notification of overdue items and fees will be delivered by email, or phone and USPS where necessary.

Overdue Fines
While items from the main collection do not incur overdue fines, other collections enumerated in the Loan Periods chart below may have overdue fines associated with them. Please refer to the chart below to determine which items may incur overdue fines. The maximum fine is $10.00 per item. When the fine reaches the maximum, the item is declared lost and will be billed through the Business Office.

Lost & Damaged Items and Past Due Accounts
The Library will bill patrons who have lost or damaged materials beyond repair at the standard replacement charge or the cost of the item (whichever is greater). In addition, each item will incur a non-refundable $10 handling fee.

Any unpaid handling/replacement costs will result in a restriction being placed on a user's account with the University. Official documents, including transcripts, may not be available until all accounts have been settled. Unpaid accounts may also result in a student’s inability to register for future courses.

Items that have been declared lost and for which the replacement cost and handling fee have been paid, will not receive a refund if returned to the library at a later date unless arrangements are made with the Library Director.

Fines at the End of the Semester
Patrons with outstanding fines will receive a courtesy notice concerning fines owing at least two weeks prior to the end of the semester. If the fines are not paid within one week of receiving the courtesy notice, outstanding fines and fees will be submitted to the VCSU Business Office at the close of the semester. A $10 handling fee will be added to any outstanding charges to recover the costs of staff hours and processing time. All borrowed items not returned by the close of the semester will be declared lost, and the borrower will be billed the replacement fee for the item as well as a $10 processing fee. The patron will be unable to check out Library items until the account is settled.

Lost Interlibrary Loan Items
Lost Interlibrary Loan Items: the lending library determines the cost of the lost item and the handling charges; the VCSU patron will be billed for costs by the VCSU Library on behalf of the lending library. Unpaid bills will be turned over to the VCSU Business Office for collection.

Loss of Circulation Privileges
A student’s failure to pay for books declared lost after submission to the VCSU Business Office for collection will result in the loss of circulation privileges until the account is settled. Community patrons will be billed directly by the Library.

Recalling Items
Library Staff may occasionally recall an item from circulation. VCSU students, faculty, and staff may request a recall of a book after the book has been checked out for a minimum of fourteen (14) days. Recalls may be requested at any time for books to be placed on reserve for a class and must be returned immediately. Notification for recalls will be sent to the patron’s official VCSU email account. After notification of the recall, the patron has seven (7) days to return the book that has been recalled. Fines on recalled books will be $1.00 per day per item after the recall due date.

Please see the Loan Periods Chart below for Item Type Loans, Length of Check-Out, the Notification Process and Fees; this policy applies to users of all types—student, faculty, staff and community.

Circulation Policy for Faculty & Staff

Faculty and staff must have a VCSU Faculty/Staff ID card to check out materials. Extended loan periods are given to faculty and teaching staff. Most items can be renewed two times unless a hold exists for the item. When faculty are checking out materials for personal and not instructional use, they are encouraged to ask for a shortened (four-week) circulation period it order to make popular materials more accessible to others.

Check Out Periods for Faculty & Staff
Please see the Loan Periods Chart for check out periods for VCSU Faculty and Staff.

Recalling Items
Library staff may occasionally recall an item from circulation. Faculty and staff loans must be returned after three weeks if recalled. One week is given for the return of the item. Once the item is returned to circulation, the faculty or staff member may again borrow the item.

Overdue & Lost Item Fees
Faculty and staff are not charged overdue fines, but faculty and staff are billed for lost materials. Items that have been overdue for over three months are considered lost. They are billed at the standard replacement charge or the cost of the item, whichever is greater and will incur a $10 handling fee per item. Bills will be submitted to the VCSU Business Office for collection if not paid within one week of a billing notice from the Library Office.

Lost Interlibrary Loan Items
The lending library determines the cost of the lost item and the handling charges. The VCSU patron will be billed for costs by the VCSU Library on behalf of the lending library. Unpaid bills will be turned over to the VCSU Business Office for collection.

Loss of Circulation Privileges
Failure to pay for books declared lost after submission to the VCSU Business Office for collection will result in the loss of circulation privileges until the account is settled.

Loan Periods

Item: Patron TypeLength of Check-OutOverdue Fines
Books: Students/Community4 weeksNon-refundable $10 handling fee after 4th overdue notice
Books: Faculty/Staff16 weeksDepartment Policy
DVDs & AVs: Students/Community1 weekNon-refundable $10 handling fee after 4th overdue notice
DVDs & AVs: Faculty/Staff1 weeksDepartment Policy
Curriculum Library4 weeksNon-refundable $10 handling fee after 4th overdue notice
Reserve Material3 Hour Loan$1 an hour
Reserve Material3 day, 1 & 2 Week$1 a day
Reference MaterialOvernight: Due at noon$1 a day
eReaders & iPads1 week, 1 renewal, with a 24 waiting period between loans$2 a day; Replacement cost varies
PeriodicalsOvernight: Due at noon$1 a day
Periodicals3 Day Loan$1 a day

Collection Development Policy

The primary objective of collection development is to support the educational curriculum of Valley City State University. When selecting material for acquisition the following criteria are considered. Faculty are encouraged to contact the Library Director at (701) 845-7275 for information about requesting material for purchase. As a general rule the Library does not purchase textbooks.

Collection development criteria:
  • How does the material support the educational curriculum?
  • How does the existing library collection cover the subject matter of the requested material?
  • Is the intended audience for the material consistent with academic library users?
  • What is the price of the material?
  • Is the price of the material consistent with the expected usage of the material?
  • Does the material represent the subject matter in an accurate fashion?
  • Is the material available in a format that will meet distance and on-campus patron needs?
  • How much demand is there for this material?
The Library does subscribe to an electronic popular reading collection. To suggest a title, contact the Library Assistant at (701) 845-7276 or use the online Suggestion for Purchase form at this website.

Community Patrons

Residents living within the Valley City Community are eligible to apply for a Community Library Card. Residents may apply for a Community Library Card at the Information Desk and must bring proof of residency. The card will be issued within 48 hours of completing an application. Community Library Patrons may have no more than five books checked out at one time and may not check out items on reserve for coursework or access most VCSU databases from off-campus. The electronic popular reading collection, however, is available for Community patrons from both on and off campus. Community patrons can print without charge but are asked to respect a print limit of ten pages per day.

Computer Use, Internet & Wireless Access

The Library has eight public-use Internet enabled workstations with a variety of in-house software programs (including Microsoft Office) and print capability. Assistance is available during regular library hours.

Guest Wireless Internet accounts are available. Ask at the Information Desk for current login information.

Computer Use: The following are considered tampering and nuisance acts and are subject to disciplinary action as stated in the NDUS student conduct code and listed in the Valley City State University handbook.
  • Installing and/or running unauthorized software.
  • Changing the operating parameters of the operating system and/or application software.
  • Copying or sharing student data files.
  • Unauthorized copying of any software.
  • Any other inappropriate behavior described in the NDUS Student Conduct Code.
It is a violation of the Student Conduct Code to access, view, download, transmit, or otherwise interact with any social media including websites, chatrooms, bulletin boards, messages, or any other forms of communication that harass an individual or group because of their gender, race, age, religious beliefs, national origin, sex, color, ancestry, marital status, veteran's status, citizenship status, physical or cognitive attributes, sexual preferences or other protected group as defined by law. This includes any forms of communication that contain obscene or inflammatory material.

To ensure that the use of electronic and telephonic communications systems and business equipment is consistent with the University's legitimate business and educational interests, authorized representatives of the University may monitor the use of such equipment from time to time to the extent permitted by applicable state and federal law. Users should not have any expectation of privacy with respect to any materials and information created or stored on these systems.

Copyright, Photocopies, Scans & Faxes

There is one photocopy machine available for patron use in the Library. It has fax and scan-to-email capabilities. Copies are 15 cents per side, black & white or color; faxes are $1.00 to send and free to receive.

The library offers two options for scanning documents. The photocopier in the reading room offers the option of scanning documents to email, and comes equipped with a 11.7" x 17" scan bed and a letter-sized top-loading scanner. The multimedia computer in the reading room operates a Canon CanoScan8000F flatbed scanner (8.5" x 12.5"). As per federal regulations, the person using the equipment is liable for any copyright infringement.

Copyright: Allen Memorial Library complies with all state and federal copyright restrictions as they apply to photocopies, reserve materials, and digital copies of all Library materials and/or interlibrary loan materials.

Interlibrary Loan

Currently enrolled students, employed faculty and staff of Valley City State University and Valley City Community Patrons may generate their own requests for books held by other ODIN libraries through the ODIN catalog. VCSU patrons wishing to place a request will need to use their Blackboard login and password; community patrons should use their library card number and their last name.

Materials not owned by Allen Memorial Library or available through the ODIN catalog can be obtained from other libraries. Currently enrolled students and employed faculty and staff interested in placing a request should see a staff person at the Information Desk for assistance. For more information, visit the Library's Interlibrary Loan information page. Borrowing libraries should contact the Interlibrary Loan Specialist at (701) 845-7278 or by email at

Library Cards

Your Valley City State University ID card also serves as the library card for Allen Memorial Library. All previous library cards are no longer valid. Library Cards are activated on the first day of each semester and de-activated on the last day of each semester.

Library Donations

Gift items to the library are welcome with the understanding that Library staff will evaluate the donations based on the Collection Development Policy and donations not added to the collection or returned to the donor will be recycled. For more information please contact the Library Director at (701) 845-7275.

Lost & Damaged Items and Past Due Accounts

Patrons with materials that are lost or damaged beyond repair will be assessed the replacement cost for each lost or damaged item plus a non-refundable $10 handling fee for each item.

Any unpaid handling/replacement costs will result in a restriction being placed on a user's account with the university. All official documents, including transcripts, as well as the ability to register for classes, will not be available until all accounts have been paid.

Patron Confidentiality

The Library Records confidentiality Act (75 ILCS 70/2) prohibits the release of any registration or circulation records of Library patrons except pursuant to a court order.


For proctoring information, refer to the Test Prep & Tutoring Page.

Renewing Material

There are three options for renewing items. For on-line renewals, items must be renewed before their due date or an on-line renewal will not work.
  • Patrons may renew their own items by accessing their library account by selecting the My Account link in the upper right corner of the ODIN Online Catalog.
  • Items may be renewed at the Library Information Desk.
  • Patrons may call the Library at (701) 845-7277

Library Staff

Library staff are available to assist you with information needs. Specialized reference assistance and information literacy training is available M-F from 8:00 am to 4:00 pm, and from 7pm-11pm on Monday, Tuesday, and Thursday. Meet our staff!

Gift Policies

How to Make a Donation of Books or Other Materials
  • Contact the Library Director by email at or by phone at (701) 845-7275 about your intended donation.
  • Gifts can be brought to Allen Memorial Library Information Desk 8:00 am to 4:00 PM, Monday - Friday or can be mailed to:
Donna James, Library Director
Allen Memorial Library
Valley City State University
101 College St. SW
Valley City, ND 58072

General Information
  • The Library welcomes gifts in any format which enhance and enrich the existing collections, and support the instructional and research programs of Valley City State University.
  • All donations will be reviewed by collection development librarians before being added to the collection.
  • All gifts are accepted with the understanding that upon receipt the materials become the property of the Valley City State University Library and that the Library reserves the right to determine acquisition, retention, location, cataloging, and other considerations relating to the gift's use or disposition.
  • Gifts with restrictions (such as separate housing, perpetual retention) are usually not accepted but will be
    considered upon consultation with VCSU Academic Affairs Office.
Charitable Contributions and Income Tax Deductions
  • Library staff cannot provide appraisals, tax advice or interpretation of tax laws.
  • For specific questions regarding charitable donations, donors should consult the IRS or a tax expert.
  • The IRS Publications 526 (Charitable Contributions) and 561 (Determining the Value of Donated Property) can help answer questions about regulations governing noncash charitable contributions
  • Donors must fill out IRS Form 8283 (Noncash Charitable Contributions) when filing taxes if they are claiming a deduction of over $500 for all contributed property.
  • Donors will receive a written acknowledgement of the gift from the Library (see Acknowledgement Letter Template).