Library Policies

The J. Paul Leonard Library is committed to providing all library users with: 

  • Welcoming, comfortable, and safe learning environments that promote intellectual exploration and student success and well-being. 

  • Access to a diverse array of collections, resources, and services that meet the teaching, learning, and research needs of the SF State community. 

  • Access to knowledgeable and helpful employees. 

Maintaining a pleasant and productive environment for study and research requires that all users follow the Library Use Policy & Code of Conduct. Failure to follow the code of conduct may result in referral to the Library building coordinator, a community service officer, or University Police (UPD) and the loss of library privileges. 

Library Facility Use 

  • The Library’s facilities may be used only for ordinary library activities and programming sponsored by the Library, other programs housed in the Library, or the University. Other uses are subject to approval by Library Administration. 

  • Library users may not engage in disruptive behaviors that interfere with the ordinary use and operation of the Library. 

  • Smoking or using electronic cigarettes (i.e., vaping) on the grounds of the SF State campus is prohibited (SF State Ordinance #2010-4). Note that smoking/vaping sets off the fire alarms. 

  • Commercial solicitation in the Library or within 30 feet of its entrances/exits is not allowed (San Francisco State University Addendum to CSU Systemwide Time, Place & Manner Policy; Solicitation Directive AF 204). 

  • Erecting temporary structures (including tables, canopies, and collection bins for food, clothing, or other donations) inside the Library without prior approval from Library Administration is not permitted (San Francisco State University Addendum to CSU Systemwide Time, Place & Manner Policy; Solicitation Directive AF 204). 

  • Posting or distributing materials: The Library follows the San Francisco State University Addendum to CSU Systemwide Time, Place & Manner Policy regarding posters, signs, banners, and chalking. 

  • Library bulletin boards are a shared space for the SF State campus community. All flyers are cleared at the end of each month. Outdated materials may be removed at any time.  

  • Materials posted anywhere outside of the bulletin boards will be removed.  

  • Quiet study: The Library offers a variety of study areas to support quiet and group study. Silence is not enforced. Library floor maps show the location of various types of study areas.  

  • Mobile devices should be set to silent mode in the Library.  

  • In designated quiet study areas, all conversations should be avoided. When communication is necessary, voices should be kept at a low level.  

  • Cell phone conversations, Zoom meetings, and other audible online conversations are not allowed in quiet study areas. If it is necessary to use a cell phone or other audio devices, please leave the quiet areas and be respectful of others.  

  • In areas that are not designated as quiet areas, conversations — whether online, on the phone, or in person — should not be so loud or distracting that they disrupt the work of others.  

  • Filming in the Library without prior approval from Library Administration is not permitted.  

  • SF State film students’ project proposals are coordinated by the appropriate academic department and approved by a Conference Events & Services representative prior to confirming use of the Library with Library Administration.  

  • All other individuals (non-Cinema students, faculty, staff, and the general public) seeking to film on campus must apply for a film permit by contacting the Conference & Event Services office at hdcsces@sfsu.edu. The Conference & Event Services office will coordinate the project with Library Administration to secure final approval (San Francisco State University Addendum to CSU Systemwide Time, Place & Manner Policy). 

  • Library users are expected to stay within authorized areas of the building and leave after areas are closed or when requested to leave during emergency situations. 

  • Emergency exits or security/emergency alarms should be used only in emergency situations.  

  • Personal hygiene should not be disruptive or interfere with others’ use of the Library. Users whose strong body odor is a nuisance to other persons may be asked to leave the building. 

  • Bathing in the restrooms is not permitted. 

  • Searching through trash, recycling, or compost bins is prohibited. 

Library Safety and Security (Users, Building, Equipment) 

Library users are expected to respect the Library building and its contents and to refrain from engaging in behavior that disturbs the operations of the Library. Prohibited behaviors include:

  • Vandalizing or damaging any part of the Library building complex, furniture, equipment, or sanitary facilities. 

  • Tampering with or destroying any Library computer, network, computer program, or data. 

  • Leaving personal property unattended. Users are responsible for their personal property at all times. The Library is not liable for loss or damage to personal property. 

  • Bringing weapons into the Library (CA Penal Code § 626.9 (h), Gun-Free School Zone Act; Cal. Code Regs. Tit. 5, § 41301 - Standards for Student Conduct). 

  • Entering or remaining in any part of the Library facility during times when it is closed to the public or when users are required to leave the Library at closing, during emergency situations and evacuations, or whenever requested to leave by library employees, Community Service Officers, or UPD. 

  • Riding skateboards, scooters (motorized or not), or bicycles on the grounds of the SF State campus (SF State Ordinances #2010-2 and #2010-3) 

  • Securing a bicycle/scooter of any kind to an object, building, or tree on the SF State campus at any time. Only a bike rack provided by the campus and designed to secure bicycles/scooters shall be used to secure bicycles/scooters (SF State Ordinance #2010-1).  

  • Blocking or obstructing a library entrance, lobby area, staircase, or passageway, either in person or by placing objects in areas that cause a blockage or obstruction (Occupational Safety and Health Standards, Exit Routes and Emergency Planning, 1910.37). 

Note that the Library follows university policies regarding pets and service animals (San Francisco State University Addendum to CSU Systemwide Time, Place & Manner Policy; see also the Disability Programs and Resource Center’s recommendations regarding assistance animals). 

Library Food and Drink Policy 

It is the Library’s policy to maintain an environment appropriate for the protection of Library materials and conducive to study, research, teaching, and learning. Consumption of permitted food and drink is allowed in public areas if these items are consumed responsibly. We ask you to adhere to the following Food & Drink guidelines: 

  • Foods such as snacks are permitted, but foods that may disturb others are prohibited (e.g., foods with distracting aromas). 

  • No group meals or alcoholic beverages are permitted in public areas, except for University-sponsored special events. 

  • Covered drinks in closed containers are permitted on all floors. However, food and drink are not permitted while using library computers and/or other equipment, nor inside the Special Collections & Archives Reading Room and Gallery. 

  • Dispose of food waste, trash, and recyclables in appropriate containers.  

  • Wipe up minor spills if possible, and report any spills that you cannot handle yourself at a Library service desk for clean-up support. 

The Library reserves the right to ask any patron to remove their food and/or beverage from the Library based on this policy. In addition, failure to comply with posted restrictions or staff instructions regarding the consumption of food and beverages constitutes a violation of the Library Use & Code of Conduct Policy. 

Use and Protection of Library’s Collections and Equipment 

Individuals are expected to handle library materials and equipment appropriately. 

  • Library materials, equipment, or property may not be taken from the Library without proper checkout or authorization.  

  • Library materials and equipment must be returned or renewed by their due date. Fines will accrue based on loan period and/or material type.  

  • Library materials must not be defaced or damaged; damaging library materials may result in additional fees.  

  • Library materials may not be removed from their proper location and concealed within the Library for the exclusive use of individuals or groups.  

  • Electronic theft prevention devices in Library materials may not be tampered with.  

  • Users must observe applicable intellectual property laws, including United States copyright laws.  

Library Computer Use Policy 

  • A current and valid SF State ID is required to use computers or study areas designated for SF State students, faculty, and staff only. 

    • ID numbers are required to sign on to computers, and users may only sign on to one computer at a time.  

    • Library users may not use a computer previously used by another user without signing in with their own ID number.  

    • A single user should not occupy multiple computers or multiple seats. 

  • Guests may use Library catalog terminals to access OneSearch and external databases. 

    • Terminals are for research purposes only. Access to email or other websites is not available. 

    • Research articles and ebook excerpts may be saved to a user’s personal USB drive if allowed by the specific database. 

    • Printing is not available. 

  • Users are welcome to bring their own laptops and use the University’s wireless access (network: SFState for SFSU-affiliated users and SFStateGuest or eduroam for guests). Check campus wireless access information for details. 

Minors’ Library Use 

Minors unaccompanied by adults or by San Francisco State University students are not permitted to use the facilities unless they are attending an event scheduled in the building, are invited guests of San Francisco State University, or are currently enrolled San Francisco State University students. Events expecting participation by minors must have prior approval by the Office of Enterprise Risk Management. Minors are defined as persons under the age of 18. 

Updated April 2025

The J. Paul Leonard Library Collection Development Policy establishes guidelines for the continued growth and maintenance of library collections at San Francisco State University’s J. Paul Leonard Library (JPLL). It is intended both to guide the selection of materials and to inform the community of the motives, standards, and procedures used in collection development at San Francisco State. However, it is also a living document that will evolve as SF State’s information needs and the nature of our collections change.

General Collection Principles

The J. Paul Leonard Library’s Collection Development Policy works in accordance with the Library’s general Mission and Goals, including:

  • Through collections and access, the Library encourages exploration of the broadest spectrum of viewpoints, constructs, cultures, beliefs and methodologies.
  • In alignment with the University’s mission, the Library endeavors to promote equity, inclusion, social justice, and an understanding and appreciation of diversity through its collections.
  • The Library is committed to leveraging technology and evidence-based methods in developing collections.
  • The Library is also committed to supporting remote learning and the widest possible access to material.

The fundamental principle behind collection development at JPLL is a focus on supporting SF State’s curriculum and research needs.

Selection

Selection of materials in all formats is the purview of library faculty with subject area responsibilities. These Library Liaisons select material in all formats in order to support the curriculum in programs aligned with their subject areas. When possible, selectors work collaboratively with colleges, departments, and faculty in facilitating the selection of appropriate material. All requested materials requiring continuing budgetary support (journals, databases, and other serial resources) are reviewed and given final consideration by the Collection Development Coordinator in collaboration with the Collection Development Advisory Group and appropriate Library Subject Liaisons.

Selection Criteria

  • Formats: The Library collects a broad spectrum of information resources in a variety of formats, including print and electronic resources. The primary criterion for selecting any item is its relevance to SF State’s curriculum and teaching mission. Another criterion in evaluating information resources is accessibility. As such, we typically purchase materials in electronic format, and we also select closed-captioned multimedia formats whenever possible. It should be noted that the Library does not select and is not responsible for materials available from SF State’s Audio-Visual Services division of Academic Technology. Whenever possible, the Library prefers acquiring electronic resources via offerings through the CSU’s Systemwide Electronic Information Resources (SEIR) office.
  • Language Coverage: The preferred language for most materials in the collection is English. Materials in languages other than English are included when they specifically support the curriculum of the University. This includes programs under the Department of Modern Languages and Literatures and other programs that necessitate the use of materials in languages other than English.
  • Thesis/Dissertation Collection: The Library receives master's theses from students who opt to take thesis courses at SF State as well as PhD dissertations. With the author’s permissions, recent theses and dissertations are available online in ScholarWorks. Theses and dissertations not available in ScholarWorks can be requested through the Library’s interlibrary services.
  • Required reading for classroom instruction: The Library supports Affordable Learning Solutions efforts on campus and throughout the CSU, and endeavors through its collections to support the curriculum of SFSU however possible. With this in mind, the Library reviews required-reading titles every semester and provides Course Reserves links to ebooks in the collection that are assigned for one or more courses. In addition, the Library encourages faculty who are interested in making required textbooks available in the Library for their classes to provide a “desk copy” with Circulation Services, or request physical copies of existing library materials to be placed on reserve through a Course Reserve Request.
  • Purchase Requests: The Library welcomes suggestions of materials to acquire and include in the collection. All suggestions are subject to review by the appropriate Library Liaison prior to acquisition, and preference is given to material that supports the curriculum and is recommended by students and faculty, the Library’s primary users. Requests and suggestions for serials (journals, databases, etc.) and other recurring expenses are also reviewed by the Collection Development Coordinator or the Collection Strategies Working Group prior to approval and purchase. Suggestions can be made using the Suggest a New Library Resource form. SF State faculty may also request media purchases.

Collection Evaluation & Assessment

  • Collection Coverage: As a state university offering mostly bachelor's and master's degrees, the collection focuses on supporting these programs, with more comprehensive coverage for doctoral programs when budgetary considerations permit.
  • Collection Review: The Library reviews its collections to ensure that materials meet the needs of the University’s curriculum. Materials important to the collection may be replaced when lost, missing, or in poor condition. In the case of serial resources, which require continuing support, periodic reviews are held to consider the possibility of cancellation and/or acquisition of these resources. When feasible, colleges, departments, and programs are enlisted to help with the process.
  • Deselection Policy: Deselection of library materials is a critical practice in maintaining a useful and productive collection that serves the needs of the University’s curriculum. Materials may be withdrawn from the collection based on, but not exclusive to, the following criteria:
    • Materials damaged due to normal wear, mutilation, or mishandling. (In exceptional cases, items of particular value may be preserved accordingly or within reasonable expectations.)
    • Materials that have been superseded or have become obsolete. This varies according to discipline and subject area, but in many instances, it is important to remove items that no longer accurately represent the current information and standards of these areas of study. 
    • Materials that have changed format or are duplicated in multiple formats (e.g., electronic, microform, etc.).
    • Duplicate paper copies of low-use materials.

Interlibrary Services

To expand the resources available to students and faculty and SF State, the Library invests substantial resources to allow its users to borrow material from other libraries and agencies through its Interlibrary Services. These services provide users with access to materials unavailable at SF State. They also provide users from other institutions with access to SF State materials. Examples of services the Library provides are consortial member library resource sharing systems, such as CSU+, and rapid article delivery services, particularly RapidILL and Reprints Desk for all users, and Get it Now for Faculty.

Access

It is the policy of the Library to provide the widest possible access to its collections. The Library collaborates with the SF State Disability Programs and Resource Center (DPRC) to make library materials and technology accessible.

Special Collections

The Library has several Special Collections & Archives that represent unique and often rare materials. These collections maintain their own development policies, and as such are not governed by the general collection development policies of JPLL.

Government Documents

The JPLL participates as a federal document depository in the Federal Depository Library Program (FDLP). Through this program the Library selectively receives many resources from the federal government. Participants in the program “maintain these information products as part of their existing collections and are responsible for assuring that the public has free access to the material provided by the FDLP.” JPLL handles material in this collection in accordance with Title 44, Chapter 19 of the United States Code. In addition to the Federal Depository collection, the Library is a California State Depository and has selective documents from local and international (United Nations, etc.) organizations and agencies.

Intellectual/Academic Freedom & Censorship

JPLL advocates for intellectual freedom as a fundamental principle of its mission, fervently renounces censorship in any form, and abides by standards set out in the American Library Association’s Library Bill of Rights, specifically:

  1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the Library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
  2. Libraries should provide materials and information presenting all points of view on current and historical issues. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
  3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment. With these principles in mind, the Library is committed to developing a collection that represents various points of view and will resist efforts to censor materials that may be controversial or unpopular because of their content.

The Library also supports the principles of academic freedom outlined in the University’s Academic Freedom Principles Policy.

Copyright

Collection development practices follow copyright law; copyright notices are included in all reproductions and on unsupervised reproducing equipment.

In addition, the Library has established a copyright policy, which spells out both restrictions on the use of material as well as “fair use” standards.

Gifts & Donations Policy

Gifts to the Library of materials that support the university’s curriculum and research needs and enhance the Library’s collections are encouraged and welcomed. Inquiries from potential donors should be directed to the Collection Development Coordinator, who will facilitate the decision on whether the material should be added to the collection. Decisions will be made in accordance with existing collection development policies.

The Library reserves the right to refuse any potential gift or donation and is not obliged to return unsolicited materials. All gifts and donated material are considered the property of the Library.

Potential donations that have been determined to be inappropriate for the Library's collections will be referred to the Friends of the Library (FOL) for the Friends Used Book & Media Store; distributed to other libraries; or disposed of in an appropriate manner.

It is contrary to University and Library policy to provide a tax evaluation or appraisal of gifts. However, the Library can provide verification of the quantity of materials donated and will acknowledge gifts in writing upon request.

Gifts will be accepted in conformity with current Internal Revenue Service and University regulations.

Materials generally not accepted as gifts or donations:

  • Used textbooks (new textbooks may be accepted if they meet a particular curricular need)
  • Encyclopedias
  • Most journals and other periodicals
  • Medical or legal materials more than three years old
  • Reference materials more than five years old
  • Materials in poor condition (material with significant wear, including but not exclusive to deterioration of paper, damaged binding, mold, water damage, underlining, and highlighting)
  • Outdated, superseded materials

All cash and non-cash gifts are to be received, accepted and acknowledged by the University Advancement division. Once received, it is the policy of the University that such gifts shall be administered and managed by either The University Corporation, San Francisco State ("UCorp") or the San Francisco State University Foundation ("Foundation") except in those special cases where the donor, for clearly specified reasons, requests that the gift be administered and managed by the University. In approaching donors, the Office of University Development is obligated to inform them about this arrangement.

For large or estate collections and for other questions about gifts and donations, please contact the Collection Development Coordinator. 

The mission of the J. Paul Leonard Library at San Francisco State is to empower its University constituency with lifelong learning skills to identify, find, evaluate, use and communicate information in promotion of excellence in scholarship, knowledge and understanding.

It is our policy to meet this mission while operating within the spirit and letter of the Copyright Law of the United States (Title 17, U. S. Code, Sections 101-122).

This policy addresses copyright in the context of Library services only. Faculty and students are responsible for understanding the law on copyright as it applies to all their academic endeavors. The Association of Research Libraries maintains a website with copyright resources for teaching faculty. It focuses on key portions of the copyright laws that pertain to universities, including "fair use" (section 107), the Teach Act (section 110), and the Digital Millennium Copyright Act.

Document Delivery & Interlibrary Loan

Items Sent to Other Libraries

  1. Interlibrary Services attaches notice of copyright restrictions for articles copied at the request of other libraries.
  2. Unpublished theses and dissertations require written permission of the author or copyright owner to be copied.
  3. Theses and dissertations loaned to other libraries include a notice that the item is protected by copyright law and may not be reproduced without the author's permission.
  4. Articles will be copied or downloaded from electronic resources for other libraries only when permission is specifically granted in the license agreement.

Items Acquired for SF State Users

  1. Interlibrary Services is a registered member of the Copyright Clearance Center and reports all periodical copying in excess of "fair use" (more than five articles copied from the same journal title in any calendar year).
  2. Notice of copyright restrictions is provided to all SF State users in the online ILLiad request system and is attached to all printed copies of articles provided to users.

Electronic Collections

Appropriate use of electronic resources purchased by the Library for use by SF State students, faculty, and staff is governed by the provisions of the contractual agreement (license) signed by the University Librarian and each provider. It is Library policy to honor license provisions regarding interlibrary loan and course readers. The completed and signed licenses are maintained in a master file and online by the Library acquisitions unit.

Media: Audio, Video & Internet

Copyright law applies to all forms of information, including electronic communications, and violations are prohibited under the SF State Acceptable Use Policy. Section 8 of this policy addresses copyright and fair use:

"Infringements of copyright laws include, but are not limited to, making unauthorized copies of any copyrighted material (including software, text, images, audio, and video), and displaying or distributing copyrighted materials over computer networks without the author's permission except as provided in limited form by copyright fair use restrictions. The "fair use" provision of the copyright law allows for limited reproduction and distribution of published works without permission for such purposes as criticism, news reporting, teaching (including multiple copies for classroom use), scholarship, or research. The University will not tolerate academic cheating, plagiarism or theft of intellectual property in any form.Users should be aware that the unauthorized sharing of peer-to-peer file copyrighted works, including music, pictures, and movies, is a violation of this Acceptable Use Policy. It is also illegal and may carry significant monetary and/or criminal sanctions. It is the responsibility of users who are downloading or uploading documents to make certain that they are not improperly using copyrighted works, or that they have the necessary permission of the copyright holder."

Reserve Services

  1. To ensure that all photocopied materials meet the Fair Use guidelines, faculty are expected to sign a Copyright Compliance Acceptance Form stating that they understand the requirements of copyright compliance. All copyrighted materials require full citation information prior to processing. All reserve photocopies will be stamped with a notice of copyright.
  2. Copyrighted materials may be placed on reserve for one semester without written permission, within the rule of spontaneity under the Fair Use guidelines. Copyright permission must be obtained from the lawful copyright holder for that material to be placed on reserve for any subsequent semester. Faculty Reserve Service in cooperation with the SF State Bookstore attempts to procure permissions, and pays royalties up to an authorized limit per article.
  3. The Bookstore has a Course Reader Program to ensure that SF State course readers comply with copyright guidelines. The Bookstore will obtain copyright permission if needed. Course readers produced through this program may be placed on reserve. Course readers produced off-campus without this clearance program will not be accepted for Reserve.

Self-Service Copying

A sign that states copyright restrictions is placed on or near any photocopy machine available for public use.

— Approved by the Library Management Team, 4/9/2007