OWLSnet Resource Sharing Policy

Recommended by AAC 11/13/98
Adopted by OWLS Board 11/19/98
Revised by AAC 1/18/02
Revision adopted by OWLS Board 2/21/02
Revised by AAC 1/21/05
Revision adopted by OWLS Board 2/20/05
Revised by AAC 3/15/19
Revision adopted by OWLS Board 3/21/19
Exception by AAC 1/20/23
Exception adopted by OWLS Board 2/16/23
Revision adopted by AAC 1/10/25
Revision adopted by OWLS Board 1/16/25

OWLSnet Resource Sharing Policy

Background

According to the shared automation network Bylaws, OWLSnet has been established to provide a shared, integrated library automation system to member libraries of the Outagamie Waupaca Library System (OWLS) and the Nicolet Federated Library System (NFLS) "for the purposes of 1) facilitating resource sharing among network participants and 2) increasing the efficiency and effectiveness of participant library operations and services." Furthermore, OWLSnet members have agreed "to lend circulating materials listed in the OWLSnet database to other participants in OWLSnet."

Policy

OWLSnet strives to provide the best possible service to all OWLSnet cardholders. To do this:

  1. OWLSnet member libraries agree to develop strong collections and make them readily available to all OWLSnet cardholders in a timely manner.
  2. OWLSnet member libraries agree to develop collections that directly serve local clientele by providing materials that meet local demand for particular subjects, titles, authors, and formats.
  3. OWLSnet member libraries agree to share resources equitably; freely sharing circulating materials with other OWLSnet libraries is considered standard practice for OWLSnet members.
    1. OWLSnet member libraries will include all holdings in the OWLSnet database; all OWLSnet patrons must have the same opportunity to view holdings and place holds.
    2. OWLSnet member libraries agree that patron holds should be filled on a first-come-first-served model across the consortium.
  4. OWLSnet member libraries will lend all circulating materials listed in the database to other OWLSnet libraries with limited exceptions defined in the Resource Sharing: List of Exceptions.
  5. OWLSnet member libraries agree to adhere to the OWLSnet Standard Resource Sharing Procedures.
  6. OWLSnet encourages standardization of policies, procedures, and practices among member libraries reducing the need for patrons and library staff to learn and remember variations.
  7. OWLSnet libraries are not required to lend materials to any library that violates its own circulation policies when lending another library's materials. OWLS will confirm whether a library is violating its own policies

Lucky Day

An OWLSnet library may maintain a Lucky Day collection – a supplemental collection of items that cannot be placed on hold and are only available to be checked out at the owning library – under the following guidelines:

  • Libraries are expected to fulfill their resource sharing commitment to the consortium by meeting the holds ratio threshold set by AAC, detailed in the OWLSnet Standard Resource Sharing Procedures, before placing extra copies in a Lucky Day collection
  • For each item in the Lucky Day collection, the library must also provide at least an equal number of matching copies for the exact same item in the same format for the shared circulating collection.

Policy Exceptions

OWLSnet Administrative Advisory Committee (AAC) may allow exceptions for specific types of materials or for specific formats (e.g., art prints). Exceptions must be formally agreed upon at a meeting of the AAC and adopted by the OWLS Board.

A list of materials member libraries are not required to lend as exceptions to the OWLSnet Resource Sharing Policy are included in the Resource Sharing: List of Exceptions.

Penalty for Policy Violation

If an OWLSnet member library implements local resource sharing practices that do not comply with the OWLSnet Resource Sharing Policy, they will be assessed a 15% surcharge on their annual membership fee. Assessing a surcharge will help to address equity in resource sharing among the libraries by providing a negative consequence to libraries that restrict access to their materials. It would be inequitable for a library to be able to borrow freely from other libraries when it does not make all of its materials available to the rest of the OWLSnet libraries.

Resource Sharing Policy Exception for Appleton Public Library's Opening Day Collection  

The OWLSnet Administrative Advisory Committee agrees that an exception shall be authorized for a period of 6 months following the opening of the Appleton Public Library's (APL) redesigned building anticipated in 2025.

The first standard practice states, "OWLSnet libraries shall share circulating materials freely with other network libraries." During the specified timeframe, APL may add items to an Opening Day collection which will be incorporated into their existing Lucky Day collection. No holds may be placed on these items and check out will only be possible at APL. Ordering for the shared circulating and Lucky Day collections will continue during this time and existing rules and holds ratio thresholds for additional Lucky Day copies will be respected.

At the end of the 6-month period, this exception will expire, at APL will resume compliance with the Resource Sharing Policy. Material in the Opening Day collection at that time will be removed from the Lucky Day collection and evaluated for inclusion in the shared circulating collection or withdrawn.

 

Exceptions