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ED 375 836
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Michigan Network of Libraries for the Blind and
Physically Handicapped. 1993 Revised Standards for
Subregional Libraries.
Michigan Library, Lansing.
93
40p.

Guides

Non-Classroom Use (055)

MF01/PCO2 Plus Postage.
Audio Equipment; Audiotape Recordings; *Blindness;
Braille; Financial Support; Guidelines; Library
Administration; Library Circulation; Library
Personnel; *Library Services; Networks; *Physical
Disabilities; Policy; Program Evaluation; *Special
Libraries; *Standards; *State Libraries; State
Programs
*Michigan; Standard Setting

ABSTRACT

In November 1991, the State Librarian (Michigan)
established a committee to review and revise'the standards of service
for the blind and physically handicapped. These revised standardt
define the general responsibilities of Michigan subregional libraries
to their regional libraries and their borrowers. Responsibilities
cover basic services such as the provision of informational and
recreational books and magazines in special format along with the
necessary audio playback equipment, accessories, and materials.
Regional libraries are directed to conduct annual assessments to
determine if the minimum standards are being met. General
responsibilities of the state library to the network of libraries for
the blind and physically handicapped concern funding, reporting
procedures, liaison, collections, and marketing. The regional
libraries have similar responsibilities to subregional libraries,
which, in turn, nave standards that assure uniform quality services
to users. These encompass: (1) compiling statistical (readership,
circulation, and machine inventories) and evaluative (assessment of
subregional libraries' services) reports; (2) serving as liaison
between the National Library Service for the Blind and Physically
Handicapped (NLS), multistate centers, and subregional libraries, and
providing consultant, technical, and reference assistance to
subregional library staff; (3) lending, maintaining, and repairing
disc and cassette machines and accessories; (4) providing support
related to library collections, including maintaining a complete NLS
(disc and cassette) collection as backup; (5) providing marketing
services; (6) providing telephone access to patrons; and (7)
coordinating volunteer efforts. Nine appendixes describe applicable
statutes, list libraries, and define policies. (SLD)

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Reproductions supplied by EDRS are the best that can be made
from the original document.
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U.S. DEPARTMENT OF
EDUCATION
Office of Educational
Rematch and Improvement
EDUCATIONAL RESOURCES INFORMATION
CENTER (FRIC)

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INFORMATION CENTER (ERIC)."

LEGISLATIVE COUNCIL
Senator Dick Posthumus, Senate Majority Leader, Chair
Representative Michael I. Griffin, Co-Alternate Chair
Representative Paul Hillegonds, Co-Alternate Chair
Senator John D. Cheny, Jr.
Senator Dan L. De Grow
Senator Arthur J. Miller, Jr.
Senator John D. Pridnia
Senator John J. H. Schwarz

Representative Tom Alley
Representative Richard Bandstra
Representative Frank M. Fitzgerald
Representative Pat Gagliardi

ALTERNATE MEMBERS

Senator Fred Dillingham
Senator Gilbert DiNello
Senator Michael O'Brien
Representative Jan Dolan
Representative Curtis Hertel
Elliott Smith, Secretary

LIBRARY OF MICHIGAN BOARD OF TRUSTEES
Frances H. Pletz, Chair
Joseph E. Garcia
Dr. Hiram L. Davis, Vice-Chair
Bonnie A. Gasperini
Margaret E. Auer
Hicks G. Griffiths
Representative Dianne Byrum
Linda McFadden
Chief Justice Michael Cavanagh
Representative Glenn Oxender
represented by William Haggerty
Senator Lana Pollack
Linda Cooley
Elliott Smith
Senator Vernon j. Ehlers
Hany P. Wu
James W. Fry, Secretary

LIBRARY OF MICHIGAN
James W. Fry, State Librarian
Jeffrey P. Johnson, Deputy State Librarian
Administrative Services, Donald C. Leaf, Director
Law Library Services, Susan Adamczak, Director
Library Development Services, Charles Wolfe, Director
Public Services, Susan E. Nearing, Director
Statewide Library Services, Sharon Granger, Director
Technical Services, Kathleen Merianteaux, Director

TABLE OF CONTENTS
Preface

Foreward

Introduction

Background

History of Service

National Standards

Development of Standards for the Michigan Network

Funding

Federal Support

State Support

Local Support

Policies and Procedures

General Responsibilities
A.

General Responsibilities of the Library of Michigan to the Michigan
Network of Libraries for the Blind and Physically Handicapped

General Responsibilities of Regional Libraries to Subregional Libraries

Minimum and Ideal Standards for Subregional Libraries

Liaison

Staff

Registration/Updating Borrower Files

Circulation

Machine Lending

Facilities

Collections

Marketing

Borrower Contact

Volunteers

Appendices
A.

Federal and State Statutes

Michigan Regional and Subregional Libraries

Library of Michigan Service for the Blind and
Physically Handicapped Loan Policy

Wayne County Regional Library for the Blind and
Physically Handicapped Loan Policies

Library of Michigan Service for the Blind and Physically
Handicapped Collection Development Policy

Wayne County Regional Library for the Blind and
Physically Handicapped CollectiJn Development Policy

Library of Michigan Service for the Blind and Physically
Handicapped Interlibrary Loan Policy and Procedures

Wayne County Regional Library for the Blind and Physically
Handicapped Interlibrary Loan Policy

National Library Service for the Blind and Physically Handicapped
Sub lending Agency Service Agreement for Sound Reproducers
and Other Reading Equipment

American Library Association, Revised Standards of Service for the Library
of Congress Network of Libraries for the Blind and Physically Handicapped,
1984, Table 2, Guidelines for Determining Minimum Space Requirements

D.
E.

H.
I.

Glossary

Preface
In November 1991 the State Librarian established a committee to review and revise the 1985
Standards for Library of Michigan Service for the Blind and Physically Handicapped Network Libraries. Committee members were:
Rebecca Cawley, Director, Northland Library Cooperative, Alpena
Suzanne Dees, Director, Superior land Library Cooperative, Marquette
Carole Hund, Subregional Librarian, Oakland County Library for the Blind and Physically
Handicapped, Farmington Hills
Pat Klemans, Regional Librarian, Wayne County Regional Library for the Blind and
Physically Handicapped, Wayne
Elizabeth Winsche, Director, Muskegon County Library, Muskegon

Stephen E. James (representing the State Librarian), Statewide Library Programs Director, Library of Michigan, Lansing
Edith Darling Heezen (recorder), Patron Services Coordinator, Library of Michigan Service
for the Blind and Physically Handicapped, Lansing
Margaret Wolfe (chair), Administrator, Library of Michigan Service for the Blind and
Physically Handicapped, Lansing

The committee convened on 28 January 1992. During February through May, committee
members reviewed and revised several drafts of these standards. The final draft was then distributed to network fiscal agents, directors and librarians in May 1992. Comments were received
from this group and incorporated into the final document.

Foreward
1992 Revised Standards define the general responsibilities Michigan subregional libraries
have to their regional library and to their borrowers. The standards cover basic services as provided by the subregional library. Basic services refer to the provision of informational and recreational books and magazines in special format and accompanying audio playback equipment,
accessories and materials. These services are provided to adults, young adults and children who
are unable to use standard printed materials because of a visual or physical handicap.
These standards are intended to provide guidance and to encourage uniform quality service to
blind and physically handicapped Michigan residents. Subregional libraries should meet minimum
standards. Every attempt should be made to meet ideal standards. As part of its oversight and
coordinating responsibility, the regional library will conduct annual assessments to determine if
minimum standards are maintained and the extent to which each library achieves ideal standards.
Achieving minimum or ideal standards does not affect federal or state funding.

MMMMAMMNINI

Introduction
Background
History of Service
A free national program of braille and recorded materials for blind and physically handicapped
persons is administered by the National Library Service (NLS) for the Blind and Physically Handicapped, Library of Congress. Network libraries are regulated by federal and state statutes (Appendix A). With the cooperation of authors and publishers who grant permission to use copyrighted works, NLS selects and produces full-length books and magazines in braille and on recorded disc and cassette. Reading materials are distributed to a cooperating network of regional
and subregional (local) libraries where they are circulated to eligible borrowers. Reading materials
and playback machines are sent to borrowers and returned to libraries as free matter for the blind
and physically handicapped. Established by an act of Congress in 1931 k- serve blind adults, the
program was expanded in 1952 to include children, in 1962 to provide music materials and
again in 1966 to include individuals with other physical impairments that prevent the reading of
standard print.
Michigan has two regional libraries and eleven subregional libraries which form the Michigan
network of libraries for the blind and physically handicapped (Appendix B). The two regional
libraries are: the Library of Michigan Service for the Blind and Physically Handicapped which
provides braille service to all of Michigan and recorded book service to all of Michigan except
Wayne County; and the Wayne County Regional Library for the Blind and Physically Handicapped which provides recorded book service to Wayne County residents only.
The eleven subregional libraries are located in Alpena, Ann Arbor, Clinton Township, Detroit,
Farmington Hills, Flint, Grand Rapids, Marquette, Muskegon, Port Huron and Traverse City.
Subregional libraries provide recorded book service to eligible blind and physically handicapped
individuals and institutions at the local level. They lend books recorded on disc and audio cassette
tape and the equipment bn which to play them; assist borrowers in the selection of books; register new borrcwers; publicize services to encourage use by as many eligible borrowers as possible;
enlist assistance and support for services from civic groups, volunteers, special interest groups
and the news media; forward requests to the regional library for material the subregional library
cannot supply; and encourage borrowers to use local library services and to become involved in
regular library activities.

National Standards
Development of national standards began in 1957 when the American Foundation for the
Blind published Francis R. St.John's Survey of Library Services for the Blind which included a
set of basic standards. In 1961, the American Library Association (ALA) Round Table on Library
Service to the Blind and the Library of Congress Division for the Blind cooperatively published
Standards for Regional Libraries for the Blind. In 1977, the Library Service to the Blind and
Physically Handicapped Section of Health and Rehabilitative Library Services Division of ALA
appointed a committee to draft new standards. The committee's work was completed and ap-5-

proved by the Board of Directors of the newly organized ALA division, the Association of Specialized and Cooperative Library Agencies (ASCLA) in 1979. The Standards of Service for the
Library of Congress Network of Libraries for the Blind and Physically Handicapped was
published by ALA in 1979. In the fall of 1982 ALA/ASCLA established a project for the revision of the 1979 standards; in the summer of 1984, Revised Standards and Guidelines of
Service for the Library of Congress Network of Libraries for the Blind and Physically Handicapped was issued by ALA based on several years' experience with the former standards. The
Revised Standards (1984) provide the current national guidelines for service. There is a plan to
begin review of the Revised Standards in 1992.
Michigan's two regional libraries adhere to the ALA 1984 Revised Standards. A NLS network consultant visits each regional library on a biennial basis and prepares a written report
based on observations and documents supplied by the regional library. The report uses the
Revised Standards as the basis for its findings and recommendations.

Development of Standards for the Michigan Network
Because administrations, libraries, community needs and local funding are different for each
subregional, each member of the Michigan network offers a unique service, tailored to the host
community. In an attempt to ensure that all network libraries provide uniform, quality service to
patrons in the service area, a committee was convened in 1983 to draft statewide standards.
These standards were developed following ALA's Standards of Service for the Library of

Congress Network of Libraries for the Blind and Physically Handicapped, 1979. On 28
September 1983, Standards for Lansing, Michigan Subregional Libraries for the Blind and
Physically Handicapped were presented to and accepted by the Michigan Legislative Council.
The approved standards were published and distributed statewide.
The Michigan Standards were reviewed and revised in 1984 and again in 1985. In FY 1992

network libraries were eligible to apply for service contracts using Library Service and Construction Act (LSCA) Title I funds. Contract monies can be used to fund daily operational activities.
This new source of funding, in conjunction with the automation of circulation and patron processing activities at network libraries with the help of LSCA funds, made it necessary to review
and revise the 1985 revised standards. The 1992 Revised Standards for the Michigan Network
of Libraries for the Blind and Physically Handicapped were presented to and accepted by the
Michigan Legislative Council on April 28, 1993. The 1992 Revised Standards will be reexamined after ALA revises the national standards, i.e. 1984 Revised Standards for the Library of

Congress Network of Libraries for the Blind and Physically Handicapped.

Funding
The Library of Michigan Service for the Blind and Physically Handicapped is entirely funded
by the State of Michigan. The Wayne County Regional and the eleven subregional libraries for
the blind and physically handicapped are supported with a combination of federal, state and local
funds.

Federal Support
The National Library Service (NLS) for the Blind and Physically Handicapped of the Library of
Congress provides each library in the national network with materials and equipment, reference
and bibliographic support, publications and consultant and technical assistance. NLS does not
provide any direct financial support.

The Library of Michigan has awarded LSCA Title I grant funding to network libraries since
1978. These discretionary grants are awarded to assist network libraries in developing new and
innovative programs and services. During FY 1990 and FY 1991, $477,142 of LSCA Title I
funds were expended for the implementation of the Reader Enrollment and Delivery System
(READS) in network libraries. READS is a software package developed by NLS which automates
circulation and record keeping activities for NLS network libraries. Use of this system enables
network libraries to provide improved services to registered borrowers. Beginning in FY 1992,
LSCA Title I service contracts, with amounts based on the number of persons being served, were
awarded to network libraries to support daily operations.

State Support
The Library of Michigan has worked to secure state funds for support of network library services since 1983. The Library of Michigan Board of Trustees recommended a five-year phase-in
to achieve full state funding, proposed at a level of $688,000, at their 9 March 1984 meeting
for the network. In FY 1984, the Michigan Legislature included a line item in the Library or
Michigan's budget for network library services for the first time, with an appropriation of
$140,000. These monies were distributed equally among the Wayne County Regional Library
for the Blind and Physically Handicapped and existing subregional libraries, excluding the Library
of Michigan Service for the Blind and Physically Handicapped. The appropriation was doubled in
FY 1989. Subsequently, the level of funding has varied in direct proportion to State of Michigan
budget changes.
In October 1989, the Library of Michigan published Information At Risk: Michigan Libraries
in the 1990's. This advisory report was prepared by the Library of Michigan Board of Trustees
Task Force on Interdependency and Funding. A recommendation in the report defined adequate
state funding for subregional libraries serving Michigan's blind and handicapped citizens as an
appropriation of one million dollars. Since the report was published, the Library of Michigan has
annually asked the Michigan Legislature for an appropriation of one million dollars for subregional services.

Local Support
Federal and state funding is not intended to supplant local financial support. Network libraries
are therefore encouraged to seek substantive local support for the service. This has been
achieved in varying degrees throughout Michigan.

Policies and Procedures
Michigan's two regional libraries have developed written policy statements for loaning materials to borrowers, for interlibrary loan and for collection development (Appendices C through H).

Subregional libraries may adopt their regional library's policies, or, with the approval of their regional library, develop local policies.
NLS provides each network library with a Network Library Manual. This manual gathers in
one place background and procedural descriptions of the NLS programs and its network of
cooperating libraries. It is meant to serve as a reference source for network staff when policy and
procedure questions arise and as a referral and resource guide for questions unanswered in the
manual and requiring clarification from NLS staff members. All Michigan libraries for the blind
and physically handicapped have access to and rely upon this federal manual.

It is strongly recommended that each library in the Michigan network develop a
local procedures manual.

General Responsibilities
General Responsibilities of the Library of Michigan
to the Michigan Network of Libraries for the
Blind and Physically Handicapped
The Library of Michigan has the following responsibilities to the Michigan network of libraries
for the blind and physically handicapped:

Funding
1.

Work with network libraries to seek adequate local and state funds to support
activities at each network library.

Make LSCA funded, service contracts available for the support of daily operational activities at network libraries.

Encourage network libraries to apply for LSCA discretionary grants in appropriate categories.

Reports, Statistical and Evaluative
Prepare and issue a comparative annual report containing statistical information compiled from
individual annual reports received from network libraries.

Liaison
1.

Coordinate the review and revision of Standards for the Michigan Network of
Libraries for the Blind and Physically Handicapped as needed.

Host an annual meeting between the State Librarian and directors, fiscal agents
and librarians from the Michigan network to discuss fiscal issues and other
relevant matters.

Coordinate and chair regular meetings of network librarians.

Coordinate ad hoc meetings as needed to discuss in detail items of special
interest to the network.

Provide statewide workshops on issues of interest to the network.

Coordinate the purchase of supplies and materials when appropriate.

Collections
Maintain a complete NLS braille collection and directly serve all registered braille borrowers in
Michigan, including Wayne County residents.

Marketing
Publicize and promote library services at the state level in coordination with network libraries.

General Responsibilities of Regional Libraries to
Subregional Libraries
Michigan's two regional libraries have the following responsibilities to their subregional
libraries:

Reports, Statistical and Evaluative
1.

2.
3.

Provide each subregional library with an annual written assessment of its services based on the 1992 Revised Standards.
Coordinate and compile readership and circulation statistics on a monthly,
semi-annual and annual basis.
Coordinate, compile and submit subregional and regional machine inventories
on a monthly basis to NLS.

Liaison
1.

Provide consultant, reference and technical assistance as needed to subregional
librarians, library directors, administrators and/or governing boards. Includes a
minimum of one (1) telephone call per week and an annual visit to the subregional library.

Serve as liaison between NLS, the multistate centers and subregional libraries.
Coordinate services, procedures and communication with subregional libraries.

Machine Lending
1.

Furnish each subregional library with disc and cassette machines and machine
accessories.
Maintain and repair equipment.
Maintain a master machine file which indicates the location and status of equipment.

Collections
1.

Provide backup reference and on-line data base searching.
Maintain a complete NLS collection (disc and cassette) to be used as backup for
subregional library collections.
Perform interloan functions for subregional libraries with the regional libraries,
multistate centers, other libraries in the NLS network and/or agencies as requested following procedures outlined in the Library of Michigan Service for the
Blind and Physically Handicapped Interlibrary Loan Policy or the Wayne
County Regional Library for the Blind and Physically Handicapped Interlibrary
Loan Policy (Appendices G and H).
Maintaiii aid circulate magazines to registered individuals and institutions which
are not directly mailed to borrowers from the producer.

Marketing
1.

Publish a newsletter which includes information regarding activities at subregional sites. Encourage subregionals to submit information for inclusion in the
newsletter.

Work with subregional libraries to develop public education and outreach programs.
Coordinate NLS publicity programs.

Borrower Contact
Provide telephone access free of charge to patrons.

Volunteers
1.

Coordinate activities.of individual volunteers to record or braille materials
needed by network patrons.

Coordinate efforts of machine-repair volunteers.

Provide workshops to orient and train volunteers and subregional support staffs.

Standards for Subregional Libraries
Minimum and Ideal
Michigan's subregional libraries will use the following standards to provide uniform, quality
services to Michigan's blind and physically handicapped residents.
A. Liaison. Subregional libraries shall provide their regional library and NLS with statistics, evaluations, reports and plans for the coming year as required. They shall keep
their regional library informed of activities, concerns and problems that arise. They
shall maintain regular communication with other network libraries and public libraries
in the geographic area served by the subregional library.

Minimum standards
1.

Maintain monthly circulation statistics. Submit statistics to the regional library
within three working days of the end of the monthly reporting period. Semiannual circulation statistics will be compiled by the regional library and submitted to NLS.
Maintain monthly statistics regarding machine inventories. Submit statistics to
the regional library by the last working day of the month. Semi-annual statistics
will be compiled by the regional library and submitted to NLS.
Send subregional librarian or designee to regularly scheduled meetings of network libraries and other ad hoc committee meetings, programs or workshops
as appropriate.
Provide regional library and NLS with annual reports.

Ideal standards
Develop goals and objectives which are included in the annual report to the
regional library.
Establish interactive communication with public libraries in the subregional
2.
library's geographic service area. This communication will serve two purposes:
1) to inform public libraries about subregional library service and activities; and
2) to inform subregional library of public library services and activities that may
be of interest to subregional library borrowers.
Send subregional librarian to NLS three-day orientation.
3.
4. Send subregional librarian or designee to yearly regional or national conferences of the NLS network.
Staff. The subregional library shall provide sufficient staff to direct and run the service.
This staff should possess strong communication skills, be able to work effectively with
handicappers, possess skills in community awareness and have, if possible, related
work or volurteer experience with the population served.
1.

Minimum standards
1.

For subregional libraries with less than five hundred borrowers, have a minimum of 2.0 FTE paid staff one of whom should be designated as subregional
librarian. If the subregional librarian does not have a MLS degree, the service
shall be supervised by a professional librarian who may have other supervisory
and/or professional responsibilities.

For subregional libraries with five hundred to one thousand borrowers, have a
minimum of 2.5 FTE paid staff, one of whom should be designated as subregional librarian. If the subregional librarian does not have a MLS degree, the
service shall be supervised by a professional librarian who may have other
supervisory and/or professional responsibilities.

For subregional libraries with one thousand to fifteen hundred borrowers, have
a minimum of 3.0 FTE paid staff, one of whom should be a professional librarian who is designated as subregional librarian.
For subregional libraries with fifteen hundred to two thousand or more borrowers, have a minimum of 3.5 FTE paid staff, one of whom should be a professional librarian who is designated as subregional librarian.

Provide written job descriptions for all paid positions and volunteer positions.
Encourage staff to participate in continuing education activities relating to blind
and physically handicapped library services.

Ideal standards
1.

For subregional libraries with less than five hundred borrowers, have a minimum of 3.0 FTE paid staff, one of whom should be a professional librarian who
is designated as subregional librarian.

For subregional libraries with five hundred to one thousand borrowers, have a
minimum of 3.5 FTE paid staff, one of whom should be a professional librarian
who is designated as subregional librarian.

For subregional libraries with one thousand to fifteen hundred borrower, have
a minimum of 4.0 FTE paid staff, one of whom should be a professional librarian who is designated as subregional librarian.
For subregional libraries with fifteen hundred to two thousand or more borrowers, have a minimum of 4.5 FTE paid staff, one of whom should be a professional librarian who is designated as subregional librarian.
Ensure staff participation in continuing education activities relating to services
for blind and physically handicapped and general librarianship.

Registration/Updating Borrower Files. Subregional libraries shall register new
borrowers and inform their regional library of address changes, magazine requests,
cancellations, transfers and other relevant information.

Minimum standards
1.

2.
3.

4.
5.

Process applications for new borrowers within one week of receipt.
Contact each new borrower within two weeks after receipt of applicz tion either
by telephone or in person. A letter should be sent if unable to contact directly.
Maintain and update borrower files; forward requests for magazines, address
changes and other relevant information to the regional library.
Maintain Comprehensive Mailing List System (CMLS) records.
Transfer borrowers from geographic service area to other network libraries as
appropriate.

-12-

Ideal standards
Arrange to introduce new borrowers to the service through direct contact. This
can be accomplished by telephone or in-person at the library or at another site
using subregional library staff, other agency or organization staff or volunteers.
Contact new borrowers by telephone two and six months after service begins tc
2.
discuss service options and answer questions. A letter should be sent if unable
to contact new borrower by telephone.
Circulation. Subregional libraries shall provide mail and walk-in recorded book service to registered borrowers in their specified geographic area. They shall provide
borrowers with recorded books from personal request lists, assist borrowers in book
selections, make library selections as necessary and refer requests to their regional
library for materials not available in the suoregionat library's collection.
1.

Minimum standards
1.

2.
3.
4.

Offer service on a turnaround basis or on a specified time/quantity schedule.
Offer request and reserve options.
Offer turnaround time for circulating books of no more than one week if this
service option is selected.
Respond to requests for immediately needed items within two working days if
books are available.
Forward borrower interlibrary loan requests to the regional library within three
working days following established procedures.

Ideal standards
Offer a turnaround time for circulating books within one working day if this
service option is selected.
Keep a master copy of popular cassette titles and duplicate in sufficient quantity
2.
to meet borrower needs.
Machine Lending. Subregional libraries shall fulfill the terms of the NLS Sublending
Agency Service Agreement (Appendix I).
1.

Minimum standards
1.

Assign and issue available equipment in accordance with the NLS Sublending
Agency Service Agreement.

Advise regional library of machine transactions.
Have a staff member coordinate equipment repair and perform routine maintenance.

Ideal standard

Have a staff member knowledgeable and experienced in equipment repair who is able
to repair equipment and who trains and coordinates staff or volunteers who repair
equipment.
Facilities. Subregional libraries shall have sufficient space for effective working conditions and shelving of recorded book collections. Subregional libraries should be accessible to the public sufficient hours per week to serve their constituency.
IMINNIMME/

-13-

Minimum standards
1.

Provide sufficient space for efficient shelving of recorded book collections, i.e.,
enough space to shelve a retrospective two year recorded book collection as
defined in standard G.1 plus expansion room for one additional year of recorded books for a total of three years of collections.
Provide sufficient work space for staff to effectively charge and discharge materials and maintain borrower records.
Offer borrower access fora minimum of thirty-five hours per week, fifty-two
weeks per year.

Ideal standards
1.

Offer borrowers a fully accessible collection in a barrier free environment.
Provide sufficient space for effective working conditions for staff and a reception and reading/working area for borrowers. Table 2 of the ALA Revised

Standards of Service for the Library of Congress Network of Libraries for
the Blind and Physically Handicapped, 1984 (Appendix J) can be used to
assist in determining space and usage requirements.
Collections. Subregional libraries shall maintain a limited recorded book collection of
NLS mass produced English language titles. They shall advise borrowers of the availability of recorded foreign language materials from the two regional libraries and braille
materials from. the Library of Michigan Service for the Blind and Physically Handicapped. They should maintain or have access to reference collections on handicapping
conditions and should serve as an access point for information about agencies and
services.

Minimum standards
1.

2.
3.

4.
5.

Maintain a recorded book collection of at least one copy of each English language title mass produced in the previous two years by NLS.
Have knowledge of sources regarding handicapping conditions and refer individuals as appropriate.
Identify appropriate materials, equipment and services in local public libraries
and encourage borrowers to use this information to supplement services from
network libraries.
Evaluate the collection annually and weed titles using the NLS XESS procedure.
Open and visually inspect disc and cassette containers of returned books, rewinding tapes as necessary and removing damaged or partial books from the
circulating collection.

Ideal standards
1.

2.
3.

Maintain a retrospective NLS collection which meets the needs of local
borrowers.
Maintain or have acccas to reference collections on handicapping conditions
and serve as an access point for information about agencies and services.
Provide or have access to a circulating large print collection making it available
to borrowers in the subregional library's geographic service area.
Clean, repair and/or replace disc and cassette books and containers as they are
returned.
-14

Marketing. Subregional libraries shall publicize recorded book, braille and/or large
print services to encourage use by as many eligible individuals as possible.

Minimum standards
1.

Participate in statewide marketing activities.
Contact local radio and/or television stations to encourage use of NLS and
regional library news releases, radio and/or television spot announcements and
other public education materials as they are made available.
Distribute NLS, regional library and subregional library brochures, newsletters
and other public education materials to local public libraries and other appropriate agencies or organizations.
Address local groups and organizations about available services.

Ideal standards
Develop and implement forma: marketing plans for the geographic area served.
2. Establish ongoing interactive communication with local agencies or organizations serving blind and physically handicapped residents.
Borrower Contact. Subregional libraries shall maintain regular contact with all
borrowers in the geographic area served.
1.

Minimum standards
Attempt to contact all borrowers who have been inactive for six months to
1.
2.

determine whether they wish to continue service. If still inactive six months
later, cancel and attempt to retrieve equipment and reading materials.
Provide free telephone access to borrowers during the hours the subregional
library is open.

Ideal standards
Survey borrowers every two years to evaluate consumer satisfaction, update
reading interest areas, offer new service options or other appropriate matters.
2. Produce and distribute a subregional library newsletter on a regular basis.
3. Develop programs for borrowers, based on needs and interest as defined by
borrowers, such as consumer involvement committees, summer reading programs and book discussion clubs.
Develop and implement an ongoing plan to acquire, maintain and update
4.
information about programs at local public libraries and about services available
through other agencies or organizations.
Volunteers. Subregionals should use volunteers as appropriate.
1.

Minimum standards
Train and use volunteers as appropriate.
1.
2.
3.

Have written job descriptions for volunteers.
Publicly recogniz- '-he services of volunteers on an annual basis.

Ideal standards
1.

Use volunteers to support activities which supplement the basic program of

service.
Review and evaluate utilization of volunteers in the subregional library.

Appendix A

Federal and State Statutes
Network libraries are regulated by the following federal and state statutes:

Federal Statutes:
1.

Books for the Adult Blind Act (Pratt-Smoot Act), 1966, PL 89-522.

Part 135 of Domestic Mail Manual, 1970, PL 91-375.

Americans With Disabilities Act, 1990, PL 101-336.

State Statutes:
1.

State Library for Blind Act, 1959 PA 127, MCL 397.491-397.495.

Library of Michigan Act, 1982 PA 540, MCL 397.11-397.24.

Library Privacy Act, 1982 PA 455, MCL 397.601-397.605.

Freedom of Information Act, 1976 PA 442, MCL 15.231-15.246 (except for records
protected by the Michigan Library Privacy Act).

Michigan Handicappers' Civil Rights Act, 1975 PA 220, MCL 37.1101-37.1607.
Elliott-Larsen Civil Rights Act, 1976 PA 453, MCL 37.2101-37.2804.

Part 126, Smoking in Public Places, of the Public Health Code, 1978 PA 368, MCL

333.12601-333.12617.

Appendix B

Regional and Subregional Libraries
Library of Michigan SBPH

P.O. Box 30007, 717 West Allegan
Lansing, MI 48909
PHONE: (517) 373-1590
WATS: 1-800-992-9012
TTY: (517) 373-1592

Alpena: Northland LBPH
316 East Chisholm
Alpena, MI 49707
PHONE: (517) 356-1622
WATS: 1-800-446-1580

Ann Arbor: Washtenaw County LBPH
4133 Washtenaw Avenue
P.O. Box 8645
Ann Arbor, MI 48107
PHONE: (313) 971-6059
Clinton Township: Macomb Talking
Book Library
16480 Hall Road
Clinton Township, MI 48038-1140

PHONE: (313) 286-1580
Detroit: Downtown Detroit LBPH
121 Gratiot Avenue
Detroit, MI 48226
PHONE: (313) 224-0580
TTY: (313) 224-0584
Farmington Hills: Oakland County LBPH
32737 West Twelve Mile Road
Farmington Hills, MI 48334
PHONE: (313) 553-0300
TTY: (313) 553-0320

Wayne County Regional LBPH
33030 Van Born Road
Wayne, MI 48184
PHONE: (313) 274-2600
TTY: (313) 274-2600

Flint: Mideastern LBPH
G-4195 West Pasadena
Flint, MI 48504

PHONE: (313) 732-1120
Grand Rapids: Kent County LBPH
775 Ball Avenue, NE
Grand Rapids, MI 49503
PHONE: (616) 774-3262
Marquette: Upper Peninsula LBPH
1615 Presque Isle Avenue
Marquette, MI 49855
PHONE: (906) 228-7697
WATS: 1-800-562-8985
Muskegon: Muskegon County LBPH
635 Ottawa Street
Muskegon, MI 49442
PHONE: (616) 724-6257

Port Huron: Blue Water LBPH
210 McMorran Boulevard
Port Huron, MI 48060
PHONE: (313) 982-3600
Traverse City: Grand Traverse Area LBPH
322 Sixth Street
Traverse City, MI 49684
PHONE: (616) 922-4824

Appendix C

Library of Michigan
Service for the Blind and Physically Handicapped
LOAN POLICY
The following policies govern the circulation of books and equipment to eligible blind and/or
physically handicapped readers of the Library of Michigan Network of Libraries for the Blind and
Physically Handicapped and are intended as the basis for any local policies. Eligible readers who
borrow materials from the library accept responsibility for using materials with reasonable care,
returning them to the lending agency according to established loan policies, and not losing or
damaging them through negligence. Violation of this policy can result in suspension of some or
all library services.

Policy
Braille books and recorded books and specialized playback equipment will be loaned by the
library to eligible registered readers without charge. Records will be kept of all such loans. The
borrower should notify the library of changes of address, a desire to cancel the service, or temporary or permanent transfer of service to another geographic area.

Books and equipment will be loaned to registered readers as long as they are eligible and as
long as they actively use the materials during each twelve month period.

Equipment necessary to read the recorded materials may be borrowed on extended loan for as
long as the borrower is using it to read materials provided by the library. In the event that a
machine ceases to function properly or needs repair, it should be returned to the library, and a
replacement will be provided. Under no circumstances should a borrower attempt to repair the
playback equipment or accessories.
A borrower in good standing may have a maximum of fifteen books in each format (braille,
disc, and cassette) loaned to him or her at any one time. In special circumstances, a borrower
may request an increase in the maximum number. The loan period for books is eight weeks. No
fines for overdue books will be levied; however, borrowers are urged to observe the loan period
so books can be available for other readers.
The borrower will ensure that books, magazines, and equipment being returned to the library
by free matter are delivered into the hands of the United States Postal Service by being placed in
a mailbox or deliveredto the post office. Placing them on the doorstep of the borrower's home
for the mail carrier to pick up does not constitute delivery into the hands of the postal service.
Borrowers may not lend library books, magazines, or equipment to other persons.
In case of repeated verbal abuse of library staff by a borrower, in-person or telephone service
to that borrower may be suspended by the library.

Suspension Procedures
In the event that any of these policies are violated repeatedly, the borrower's service may be
suspended for a period of time after being given a written warning and an opportunity to reply. If
after reinstatement of service, abuse continues, service may be suspended again.
In the event of suspension, the following steps will be taken:
The library will first discuss the problem noted with the patron by telephone or in
1.
person if possible. A warning letter will be sent that summarizes the discussion and/or
the problem and provides an opportunity for the patron to reply.
2. If service abuse recurs, a second written communication will be sent to the patron
citing the earlier warning letter, listing examples of subsequent abuse, giving the patron an opportunity to reply by a certain date, and then suspending the service for a
stated period (up to six months). A specific date for resumption of service will be
included in this letter.
3. When the service is resumed, a letter will be sent to the borrower notifying them of the
resumption of the service and reminding the patron that further recurrences will result
in another suspension of service as it relates to the documented abuse.

Appendix D

Wayne County Regional Library
for the Blind and Physically Handicapped
The following policies govern the circulation of books and equipment to eligible blind and/or
physically handicapped readers of the Wayne County Regional Library for the Blind and Physically Handicapped and its Downtown Detroit Subregional Library.
Eligible readers who borrow materials from the library accept responsibility for using materials
with reasonable care, returning them to the lending agency according to established loan policies,
and not losing or damaging them through negligence. Violation of this policy can result in suspension of some or all library services.

LOAN POLICIES
Large Print books, recorded books, and specialized playback equipment will be loaned by the
library to eligible registered readers without charge. Records will be kept of all such loans. The
borrower should notify the library of changes of address, a desire to cancel the service, or temporary or permanent transfer of service to another geographic area.
Books and equipment will be loaned to registered readers as long as they are eligible and as
long as they actively use the materials during each twelve month period.
Equipment necessary to read the recorded materials may be borrowed on extended loan for as
long as the borrower is using it to read material provided by the library. In the event that a machine ceases to function properly or needs repair, it should be returned to the library. Upon
request, a replacement will be provided. Under no circumstances should a borrower attempt

to repair the playback equipment or accessories.
A borrower in good standing may have a maximum of fifteen books in each format (disc and
cassette) loaned to him or her at any one time. In special circumstances, a borrower may request
an increase in the maximum number. The loan period for books is eight weeks. No fines for
overdue books will be levied; however, borrowers are urged to observe the loan period so books
can be available for other readers.
The borrower will ensure that books, magazines, and equipment being returned to the library
by free matter are delivered into the hands of the United States Postal Service by being placed in
a mailbox or delivered to the post office. Placing them on the doorstep of the borrower's home
for the mail carrier to pick up does not constitute delivery into the hands of the Postal Service.
Borrowers may not lend library books, magazines, or equipment to other persons.
In case of repeated verbal abuse of library staff by a borrower, in person or by telephone,
service to that borrower may be suspended by the library.

SUSPENSION PROCEDURES
In the event that any of these policies are violated repeatedly, the borrower's service may be
suspended for a period of time after being given a written warning and an opportunity to reply.
If, after reinstatement of service, abuse continues, service may be suspended again.
In the event of suspension, the following steps will be taken:
1.
The library will first discuss the problem noted with the patron by telephone or in
person if possible. A warning letter will be sent that summarizes the discussion and/or
the problem, and provides an opportunity for the patron to reply.
If service abuse recurs, a second written communication will be sent to the patron
2.
citing the earlier warning letter, listing examples of subsequent abuse, giving the patron an opportunity to reply by a certain date, and then suspending the service for a
stated period (up to six months). A specific date for resumption of service will be
included in this letter.
3.
When the service is resumed, a letter will be sent to the borrower notifying him or her
of the resumption of the service and reminding the borrower that further recurrences
will result in another suspension of service as !t relates to the documented abuse.

Appendix E

Library of Michigan
Service for the Blind and Physically Handicapped
COLLECTION DEVELOPMENT POLICY
A.

Introduction
Michigan citizens who are registered to receive service from the Library of Michigan
Service for the Blind and Physically Handicapped (SBPH) network should have access
to the same books and information made available to citizens through Michigan's
public libraries. The Library of Michigan SBPH should offer standard, classic and
informative titles plus works of popular interest which reflect the diverse needs of the
readership. The Library of Michigan SBPH adheres to the selection criteria and guidelines stated in the Library of Congress National Library Service for the Blind and
Physically Handicapped (LC/NLS) Selection Policy for Reading Materials. The
Library of Michigan SBPH also adheres to the Revised Standards and Guidelines of

Service for the Library of Congress Network of Libraries for the Blind and Physically Handicapped (American Library Association, 1984) which states: "Regional and
subregional libraries shall produce special format materials emphasizing user demand
and titles of regional and local significance."

Purpose
The Library of Michigan SBPH maintains at least one serviceable copy of the LC/NLS
mass produced collection in recorded and braille formats. The Audio Materials Production Program of the Library of Michigan SBPH uses volunteer transcribers to record or
braille materials pertaining to Michigan and the Great Lakes area and materials for use
by the Legislature and state government agencies. The purpose of this policy is to
provide selection guidelines for materials to be transcribed by volunteers and to furnish
a retention policy for the entire collection.

Responsibility
The responsibility for the selection and retention of materials rests with the Library of
Michigan SBPH administrator as directed by the State Librarian. To aid in selection,
the SBPH administrator will designate members of the SBPH staff to assist in specific
subject areas.

Selection Criteria for Audio and Braille Production
1.

Books and magazines focusing on Michigan and the Great Lakes area. This
includes all areas of non-fiction and fiction with a Michigan or Great Lakes
setting.
Books written by authors closely identified with Michigan or the Great
Lakes area.

3.
E.

Considerations for Selection
1.

Materials including, but not limited to, books, documents and magazine articles
for the use of the Legislature and state government agencies.
The quality of the writing will be considered when determining whether or not
the material will be transcribed. One measure will be favorable reviews in standard reviewing sources.
Normally the Library of Michigan SBPH will not record or braille materials
available from LC/NLS or other readily accessible sources. If the item is only
available in a format the requestor cannot use, an exception may be made.
The materials must be within the capability of available volunteer narrators or
braillists. The complexity of the text, the difficulty of translating charts or illustrations into braille or narrative, the use of foreign language words and phrases
and other elements in the text will be considered.
A commitment to transcribe any magazine will only be made if such
transcription can be done in a continually timely fashion and of a continually
acceptable quality.

Retention
The Library of -Michigan SBPH will keep at least one copy of each LC/NLS mass
produced title unless the title has been withdrawn by LC/NLS. Extra copies of titles
will be disposed of when the demand for them abates. Disposal will be through the
LC/NLS program.
The Library of Michigan SBPH volunteer produced collection will be evaluated on a
regular basis. Titles will be removed if they are later found to be readily available from
other sources. Titles will be removed if the materials are obsolete or if the quality of
the transcription or the physical condition of the materials is poor.

Gifts
The Library of Michigan SBPH is grateful for gifts of braille and recorded materials.
The Library of Michigan SBPH reserves the right to decide which gifts should be
added to the collection. It also reserves the right to give to other libraries or otherwise
dispose of gift materials that are not added to the collection. All gift materials selected
must meet the criteria of this Collection Development policy. Physical condition and
quality of brailling or narration will be considered when accepting gifts.

Review
This policy will be reviewed on a regular basis.

Appendix F

Wayne County Regional Library
for the Blind and Physically Handicapped
COLLECTION DEVELOPMENT POLICY

Introduction
The collection development policy of the Wayne County Regional Library for the Blind and
Physically Handicapped reflects, first and foremost, the policy described in the Network Library
Manual, Section 6.1 and attachment. This manual is provided to all network libraries by the
National Library Service of the Library of Congress. The major portion of the Wayne County
Regional's collection is provided by NLS/BPH in audio format and is covered by the above
mentioned policy.

In addition to the materials provided by NLS other items are integrated into the collection.
The following statements refer to those materials which are purchased from commercial sources,
recorded for the collection by staff or volunteers, or added to the collection in any other manner.

Purpose

The purpose of this policy is to guide librarians and to inform the public about the principles
upon which decisions are made when adding or withdrawing materials from the library's collection.

Definition
Collection development refers to the on-going activity of systematic acquisition and removal of
library materials. Library materials can be in various formats audio, print, video, electronic or
realia.

Goal of the Collection Development
To maintain a well balanced collection of materials for entertainment, enlightenment and
information.

Responsibility
The responsibility for collection development rests with the Regional Librarian, who may
delegate staff members to interpret and apply policy on a day to day basis.
The Regional Librarian welcomes, and will consider for possible inclusion in the collection,
recommendations from registered patrons and other interested persons.

General Principles of Collection Development
Basic to this policy is the Library Bill of Rights, a cops/of which is appended.
Selection is based on the merits of a work in relation to the needs, interests and demands of
the library patrons.

Library materials will not be marked or identified to show approval or disapproval of the
contents, nor will they be sequestered except for the purpose of protection from damage or
theft.
- 24 -

Specific Principles of Collection Development
Materials will be included in the collection based upon accuracy, current usefulness, permanent
value, authority of author, relation to existing collection, scarcity of information in subject area,
price, format, ease of use, popular demand and availability of material from other sources such
as interlibrary loan.

Textbooks
Textbooks will not ordinarily be added to the collection.

Gifts
The library welcomes gifts of books and other materials. These gifts will be included in the
collection by applying the same criteria as for purchased material.

Maintenance of the Collection
The collection shall be examined annually for the purpose of eliminating obsolete, damaged or
unneeded materials in order to maintain a useful, well balanced collection.

Revision of Policy
This policy may be revised as time and circumstances require.

Appendix G

Library of Michigan
Service for the Blind and Physically Handicapped
INTERLIBRARY LOAN POLICY AND PROCEDURES

Introduction
A free national library program of braille and recorded materials for blind and physically handicapped persons is administered by the National Library Service (NLS) for the Blind and Physically
Handicapped, Library of Congress. With the cooperation of authors and publishers who grant
permission to use copyrighted works, NLS selects and produces full-length books and magazines
in braille and on recorded disc and cassette. Reading materials are distributed to a cooperating
network of regional and subregional (local) libraries where they are circulated to eligible borrowers. Reading materials and playback machines are sent to borrowers and returned to the library
by postage-free mail.
Established by an act of Congress in 1931 to serve blind adults, the program was expanded in
1952 to include children, in 1962 to provide music materials and again in 1966 to include
individuals with other physical impairments that prevent the reading of standard print.
The Library of Michigan Service for the Blind and Physically Handicapped (SBPH) is the
regional library for all Michigan except Wayne County. The Library of Michigan SBPH- and its
network of ten subregional libraries provide recorded book service to eligible individuals and
institutions in 82 Michigan counties. Wayne County has a regional library located in Wayne,
Michigan, with a subregional library in Detroit. These two libraries provide recorded book service
to eligible individuals and institutions in Wayne County. Braille service is provided for the entire
state, including Wayne County, directly from the Library of Michigan SBPH in Lansing.

Philosophy
The Library of Michigan SBPH is committed to furnishing registered library users with the
books they want to read in a timely fashion. The entire collection of nationally distributed recorded and braille books and magazines available from NLS is housed at the Library of Michigan
SBPH. This collection supplements collections held by subregional libraries. The materials
housed at the Multistate Center East (MSCE) and the Multistate Center West (MSCW) include
special collections and copies of the nationally distributed titles which are used to further supplement the collection held by the Library of Michigan SBPH. Titles produced and held by other
regional libraries in the NLS network are also used to supplement Library of Michigan SEIPH's
collection.

Purpose
The Library of Michigan SBPH coordinates the borrowing of special format library materials
for library users registered with the Library of Michigan SBPH and its network of subregional
libraries in accordance with the hierarchical structure for interlibrary loan procedures recommended in the NLS Network Library Manual (section 8.5.1.2). Using BLND, the database
produced by NLS, the Library of Michigan SBPH assists library users and subregional libraries
with identification and location of specific items. The Library of Michigan SBPH then arranges to
borrow or otherwise acquire the desired items as outlined in the following procedures. Library
materials produced by volunteers in Michigan are housed at the Library of Michigan SBPH.
These are sent to other libraries in the NLS network upon request.
- 26 -

The Library of Michigan SBPH interlibrary loan policy has been designed to facilitate lending
anc: borrowing of special format library materials at the state and national levels. Lending and
borrowing at the international level will follow procedures outlined in the NLS Network Library
Manual (section 8.5.2).

Definitions

Interlibrary loan is a transaction in which library material is made available from one library to
another or from one library directly to another library's reader. Interlibrary loan is used in the
NLS network to mean both loan and exchange of blank cassette tapes or brailling paper. There
are no service charges for either activity.
NLS nationally distributed special format materials include books and magazines in braille
and recorded on disc and audio cassette tape that are mass-produced and distributed to regional
and subregional libraries in the NLS network on a quota basis.
NLS special collections refer to limited production items such as foreign language materials,
back issues of magazines and copies of older press and handcopied braille books.
Volunteer produced materials refer to items that are transcribed into braille or onto audio
cassette tape by individuals who volunteer for a NLS network library.

Protocol

In all instances, the Library of Michigan SBPH will first try to fill an interlibrary loan request
from its collection of NLS nationally distributed books and magazines and its collection of volunteer produced books and magazines. When the requested item is not available at the Library of
Michigan SBPH, the request will be forwarded to the appropriate multistate center. (See

Network Library Manual, sections 8.5.1.4.1 and 6.11.)
Following are procedures for implementing the interlibrary loan policy for the Library of Michigan SBPH Network.

Section I.
Interlibrary Loan
(from Multistate Centers)
Blank cassette tape is available at the Multistate Center East (MSCE) and the Multistate Center
West (MSCW) for the use of each regional library in the NLS Network. (See Network Library
Manual, section 8.14.) This tape is used to produce cassette magazine submasters for magazines
distributed by regional libraries to library users in their service areas and to fill interlibrary loan
requests from regional or subregional libraries for copies of titles. Each regional library has a
specific amount of cassette tape available for local use; cassette tape used by subregional libraries
is subtracted from the regional library's quota. Tape is provided to each regional library through a
quarterly quota based on national NLS readership.
If a library wishes to add a cassette title to its permanent collection through interlibrary loan, it
requests the title for the library. If a library user wishes to borrow a title and the library does not
wish to retain the copy in its collection, the title is requested for the library user. The library user
will be given a three month loan period by the lending multistate center; the title must be returned to the multistate center.
Cassette titles duplicated for subregional libraries are deducted from the regional library's
quota; cassette titles duplicated and loaned to library users are not deducted from the quota.

The Library of Michigan SBPH submits all requests for duplication for the regional library and
for subregional libraries in the Library of Michigan SBPH network. When the Library of Michigan
SBPH's quarterly quota of cassette tape is exhausted, requests from subregional libraries are held
until the next quarter and then submitted. If one subregional library habitually uses excessive
amounts of the quota, the Library of Michigan SBPH administrator will work with the subregional library to achieve an equatable solution.

Following are procedures for requesting items for subregional libraries and for requesting items
for library users.

Section I. Procedure 1.
1.

Interlibrary loan requests requested for subregional libraries.

1.1

Title request received at the Library of Michigan SBPH via telephone, telefax or by
mail.

1.2
1.3
1.3.1

1.3.2.

If title is available in the Library of Michigan SBPH collection, it is sent to the subregional library.
if title is not available in the Library of Michigan SBPH collection:
Request is held for approximately one week at the Library of Michigan SBPH and
rechecked. If title is then available, it is sent to the requesting subregional library.
If title is not available within one week or title is from a special collection, request is
sent to the appropriate multistate center by the Library of Michigan SBPH.
(a)
Most recorded and braille materials are requested via NLSNET, a computer
system developed for, and operated by NLS.
(b)
Limited edition braille materials are requested using MSCMIDLANDS BRA
REQUEST LIST.

Foreign language materials are requested using NLS INTERLIBRARY LOAN
REQUEST, FORM 73-121E.
If title is available at the multistate center, it is sent to the requesting library and the
Library of Michigan SBPH is notified via NLSNET and/or the U.S. Mail.
If title is currently not available at the multistate center, it is put on feserve.
The multistate center holds reserve for 7-10 days.
(a)
After 10 days, cassette (RC) titles are duplicated and mailed to the requesting
library. The Library of Michigan SBPH is notified via NLSNET and/or the U.S.
(c)

1.3.3

1.3.4
1.3.5

mail.

(b)

1.3.6

After 10 days, disc (RD and TB) and braille (BR and BRA) titles are removed
from the reserve list and put on NLS Book Wanted List where they remain for
up to six months. After six months, the Library of Michigan SBPH is notified
that the request cannot be filled and the title is removed from the NLS Book
Wanted List. The Library of Michigan SBPH notifies the subregional library of
this action by telephone or telefax.
When a title is sent by a multistate center, put on reserve, added to the NLS Book
Wanted List or dropped from the NLS Book Wanted List, MSCE or MSCW notifies
the Library of Michigan SBPH and the Library of Michigan SBPH notifies the subregional library via NLSNET and/or the U.S. mail.
- 28

Section I. Procedure 2.
2.

Interlibrary loan requests for library users.

2.1

Title request received at the Library of Michigan SBPH from subregional library for
library user via telephone, telefax or the U.S. mail.
If title is available, it is sent directly to the library user by the Library of Michigan
SBPH.
If title is not available, request is sent to the appropriate multistate center as described
in Procedure 1.3.2.
The multistate center either sends title directly to the library user or follows the reserve and notification procedures outlined in Procedure 1.3.4 1.3.5.
Request for limited edition hand copied braille titles are held indefinitely. The Library
of Michigan SBPH is notified when they are sent via NLSNET and/or the U.S. mail.

2.2
2.3

2.4
2.5

Section II
INTERLIBRARY LOAN PROCEDURES

(From Other Regional Libraries)
Regional libraries in the NLS network of libraries serving the blind and physically handicapped
produce books and magazines on cassette tape and/or in braille. These materials are available
for all users of NLS network services. Library of Michigan SBPH requests titles produced by
other regional libraries and responds to requests for titles produced for Library of Michigan
SBPH by volunteer narrators.

Section II. Procedure I.
1.

Requests for titles by the Library of Michigan SBPH library users that are
produced by other regional libraries.

1.1
1.2

Title request received at the Library of Michigan SBPH.
If title is on cassette tape, title request and replacement cassettes are sent to originating library using request letter. The Library of Michigan SBPH is notified when title is
sent via U.S. mail.
If title is in braille, title request is sent to originating library via personalized letter. The
Library of Michigan SBPH is notified when title is sent via U.S. mail.
Title sent directly to requesting library user.

1.3

1.4

Section II. Procedure 2.
2.

Requests for titles on cassette produced by the Library of Michigan SBPH
volunteer narrators by other NLS network libraries.

2.1
2.2
2.3

Title request received at the Library of Michigan SBPH via telephone or U.S. mail.
Library of Michigan SBPH requests replacement tapes from'requesting library.
Replacement tapes received at the Library of Michigan SBPH.
Titles on cassette are duplicated and mailed directly to the library user unless the
request specifies title be mailed to the requesting library.
Titles needed for educational or professional purposes are given priority.

2.4
2.5

Appendix H

Wayne County Regional Library
for the Blind and Physically Handicapped
INTERLIBRARY LOAN POLICY

Introduction
The National Library Service for the Blind and Physically Handicapped of the Library of Congress provides the Wayne County Regional Library for the Blind and Physically Handicapped and
its Downtown Detroit Subregional Library with books and magazines in recorded format. In
addition, books and magazines are recorded and housed by Regional Libraries and various agencies and organizations throughout the country. Also, books in recorded format are housed at two
Multistate Centers for loan to eligible readers.
In order to provide the best possible response to readers' requests, the Regional and Subregional Libraries must, from time to time, go beyond their own collections and request, on behalf
of their patrons, materials from other sources. This policy statement addresses that situation.

Purpose
The purpose of the Interlibrary Loan Policy is to ensure that eligible readers have access to the
greatest variety possible of reading materials in appropriate format. The Policy ensures that print
handicapped patrons will receive library service that is as similar as possible to service received by
the non-handicapped. It also ensures that access to materials will be consistent to all patrons,
without regard to geographic location.

Definition
Interlibrary loan is the process by which library materials are made available from one library
to another, or from one library directly to the patron of another library. This process enables
patrons to have access to titles and copies not available at their own Network Library.

Goal of Interlibrary Loan
The goal is to provide desired materials to readers in a timely fashion.

Responsibility
The responsibility for implementing the Policy lies with the Regional and Subregional Librarians. However, the process is delegated on an ongoing basis to library staff members who ordinarily supply patrons with requested reading materials.

Principles of Interlibrary Loan
Material is interloaned when the patron's library is unable to supply material about which the
patron has expressed a need or specific interest. Reasons for not being able to supply the material might include: (1) not owning the book (2) in-library copies are damaged and awaiting repair
(3) all copies are checked out and not due back within patron's required time frame (4) copies are
out overdue and attempts to retrieve them have been unsuccessful.
The decision to interloan is based on mutual decisions made during the reference interview.
The patron should always be made aware of the library's ability and willingness to interloan.
Established procedures are on file at the Wayne County Regional LBPH and the Downtown
Detroit Subregional LBPH.

Revision
This policy may be revised as time and circumstances require.

-30-

Appendix I

National Library
Service for the Blind and Physically Handicapped
Sub lending Agency Service Agreement for Sound Reproducers
and Other Reading Equipment
WHEREAS, the (official name of parent machine-lending agency), (hereinafter (appropriate short
title)) is part of the national program of free library services to blind and physically handicapped
persons administered by the Library of Congress, National Library Service for the Blind and
Physically Handicapped; and
WHEREAS, the (short title) has joined in agreement with the Library of Congress, National
Library Service for the Blind and Physically Handicapped, to be a Lending Agency of sound
reproducers and other reading equipment; and
WHEREAS, as a Machine-Lending Agency, pursuance of the national program involves the loan
to and use by blind and physically handicapped readers in the State of reading material in a
variety of nonprint formats and appropriate equipment for their use which is the property of the
Library of Congress; and
WHEREAS,

(hereinafter "Subtending Agency") is particularly suited to assist in the execution of the program
entrusted to the (short title) in the State of

NOW THEREFORE, in order to cooperate in making sound reproducers and other reading
equipment available to the blind and physically handicapped, the parties hereby agree as follows:
A.

Eligibility

Eligibility, its determination and certification is specified in 36 CFR 701.10.
B.

Eligibility Approval

The (short title) because of its responsibility for the ongoing provision of Library service, is the
agency responsible for final approval of eligibility within the state. Implementation will normally
be limited to (short title) review of applications which the subtending agency has evaluated as
ineligible. The subtending agency, within one working day, will forward these applications to the
(short title) Director for review, signature, and return to the subtending agency. Should the (short
title) Director judge the applicant eligible, the subtending agency must act upon the application
immediately upon its return from the (short title). Application for service may not be denied
without the signed concurrence of the (short title) Director. The Library of Congress is responsible for decision on final eligibility at the national level and for resolving questionable instances of
eligibility, when agreement cannot be reached at the local level.

-3134

Designation of Sub lending Agency
1.

With prior approval of the Library of Congress and in coordination with the (parent
agency of MLA) and the (short title), sublending agencies may be designated by the
(short title) to assist in the distribution of sound reproducers and other reading equipment.

Any sublending agency so designated will enter into a written agreement with the
(short title) and the (parent agency of MLA); assuring all provisions of this agreement
are adhered to. A copy of the signed agreement will be furnished to the Library of
Congress for each sublending agency assisting in the program.
D.
Transfer of Sound Reproducers and Other Reading Equipment
Sound reproducers and other reading equipment remain the property of the Library of Congress. Upon receipt of written instructions from the (short title), the Sub lending Agency will ship
all or any portion specified of unassigned inventory to designated locations.
E.
Responsibility of the (short title)
1.

The (short title) will instruct the Sub lending Agency as to use and maintenance of
furnished sound reproducers and other reading equipment and accessories.
The Sub lending Agency, using the free mailing privilege, will employ the United States
Postal Service as carrier for the transportation of Library of Congress supplies, equipment, and accessories.

In cases where it can definitely be shown that a hardship exists at the Sub lending
Agency whereby the program will suffer, the (short title) will write to the Library of
Congress and the Library of Congress, upon prior written approval, will reimburse the
Sub lending Agency for costs incurred for transportation of sound reproducers and
other reading equipment. Costs incurred without the Library of Congress' prior written
approval will not be reimbursed. Requests for approval must be in writing and must
include:
a.
b.
c.

A justification as to why the Postal Service cannot be employed,
The cost involved per trip, and
The cost per article transported.

Invoices for reimbursement shall be forwarded to the Library of Congress within thirty (30)
days of invoice date. In the event that conditions causing the hardship improve, the Library of
Congress shall be notified immediately.
4.

The (short title) will make arrangements with the Library of Congress when informed
by the Sub lending Agency of its need for mailing cartons for sound reproducers and
other reading equipment.

The (short title) will make requests to the Library of Congress for needed sound reproducers and other reading equipment.

The (short title) will make arrangements for the repair of sound reproducers and other
reading equipment and will inform the Sub lending Agency of the procedures.
Responsibility of the Sub lending Agency

F.
1.

The Sub lending Agency will serve all persons eligible for service within its designated
geographical service area.
- 32 -

The Subtending Agency will have custodial responsibility for all sound reproducers,
other reading equipment and accessories assigned to it, and will take normal security
precautions for their safekeeping.
The Subtending Agency will maintain inventory control over all sound reproducers and
other reading equipment assigned to it, and will provide the following information as
requested by the (short title) with reasonable promptness:
The number of machines received from the (short title) or Library of Congress,
a.

b.
c.

6.
7.

date of receipt, and the number on hand awaiting assignmentby model number, and serial number;
The number of machines in need of repair, model number, and serial number;
The number of machines assigned, providing access to location information by
type of machine, serial number, and by the name of the person or institution
holding the machine; and
The number of accessories received, assigned, and the number on hand awaiting assignment, by type of accessory.

The Subtending Agency will make available all pertinent files to duly authorized representatives of the (short title), the Library of Congress, or of the General Accounting
Office if requested.
It is the responsibility of the Subtending Agency to assure the confidentiality of records
relating to recipients of the Library of Congress reading equipment. The records are
confidential except for those portions defined by local law as public information. It is
the responsibility of the Subtending Agency and the Lending Agency to inform the
reader at the time he makes application for service of the extent to which the information provided may be released to other individuals, institutions, or agencies.
Theft of equipment will be simultaneously reported to the local police and the (short
title) as soon as discovered.
Subject to availability, the Subtending Agency will assign and ship reading equipment
and accessories to eligible persons within three (3) working days of receipt of an acceptable application and adequate information for service. Where personal delivery of
machines is furnished delivery time may be extended to a period not to exceed ten (10)
working days following receipt of application, providing the applicant is notified within
three (3) days of the application's acceptance, of the agency's intention to deliver and
offered the alternative of delivery by the U.S. mail.
The Subtending Agency will use the application form for service provided by the (short
title).

Subtending Agency will:
Maintain effective liaison with the (short title) in their joint effort to communia.
cate with eligible persons and provide them with the best service possible;

Coordinate with and assist the (short title) in retrieving sound reproducers and
other reading equipment and accessories from inactive readers.
Completed reports will be submitted to the (short title) by the Subtending Agency as
required and in the time specified.
b.

10.

It will be the responsibility of the Sub lending Agency, where possible, to instruct the
readers regarding:
1.

Reasonable care of sound reproducers and other reading equipment;
2.
Repair service and the procedure for availing themselves of it;
3. Transfer of eligibility to another Lending Agency's service area when reader moves;
4.
Necessity of notifying the Sub lending Agency when taking sound reproducers and
other reading equipment to another Lending Agency's service area.
H.
Termination
It is understood that this agreement may be terminated by either party upon six (6) months
written notice. Failure by either party to adhere to the provisions of this agreement will be considered just cause for its termination.
I.

This agreement is subject to annual review
Accepted for:

(signature-Director of SLA's parent Agency)

(name of MLA's parent agency)

(Date)

(signature-Director of MLA)

(signature-Director of SLA)

(Date)

(Director (of MLA's parent agency)

(Date)

Appendix J

American Library Association Revised Standards of
Service for the Library of Congress Network of Libraries
for the Blind and Physically Handicapped, 1984
TABLE 2
Guidelines for Determining Minimum Space Requirements

Area

Minimum Size (sq. ft.)

Comments

Reception

200

Continuously staffed and properly furnished

Reading room

400

Located near the reception area
Stocked with catalogs, brochures, books
and magazines on disc, cassette, and braille
Includes tables with talking book and cassette machines equipped with earphones
for private listening
Low-vision aids
Aid for users with physical handicaps

Work area for clerical
staff and volunteers

150-175 per person

Space required for desks, user files and
records, automated equipment, and passageways

Offices

125 for each person

Private offices for at least the head and the
assistant head

Recording, tape
duplicating and storage

600

Includes space for recording booth,
duplicating units, and shelving for master
tapes and blank tapes

Shipping and receiving

1,500

Includes a loading dock accessible to the
postal truck

Equipment and
supply storage

800

For storage of catalogs, brochures, and a
3-month supply of machines

Equipment repair

500

Should have adequate electrical outlets

Conference room

500

Should be available

Staff lounge

300

Should be available

Book stacks

See Table 3

Square footage required must be estimated
after calculating linear feet of shelving

Note: Network libraries located in the administering library may adapt the square footage requirement for shared spaces.

-35 -38

GLOSSARY
Multistate Centers. Agencies operating ender a contractual agreement with NLS to provide
material support services to network libraries in an assigned geographic portion of the network.
Network Library. General term for NLS regional libraries, subregional libraries or machine
lending agencies. In Michigan, this refers to all regional and subregional libraries serving the blind
and physically handicapped.
NLS. Commonly used abbreviation for National Library Service for the Blind and Physically
Handicapped, Library of Congress.

Professional Librarian. Refers to a librarian who has a master's degree or its equivalent from
a library school accredited by the American Library Association.

Regional Library. A library for blind and physically handicapped individuals which is administered by a state library agency, public library or agency for the blind. It must be designated by
NLS to administer library services to the residents of a specific geographic area. There are two
regional libraries in Michigan, one which serves Wayne Cc Imty and one which serves the remaining 82 counties.

Request. A book chosen by a borrower which will be circulated to the borrower in accordance
with the service option designated.
Reserve. A book chosen by a borrower which will be sent to the borrower as soon as it is available regardless of the service option designated. If there are several open reserves for the same
title, they will be filled in chronological order based on the reserve date, earliest date first.

Subregional Librarian. Refers to the individual who has been designated as having primary
responsibility for the operation of the subregional library.
Subregional Library. A department or unit of a library or library cooperative which provides
service to the blind and physically handicapped residents of a specified area of the regional
library's total service area. Designation requires approval of NLS, the regional library and the
state library agency.

Library of Michigan
P.O. Box 30007, 717 West Allegan Street, Lansing, MI 48909

Administration: 517-373-1580. Information: 517-373-5400.

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