Purpose

Under some conditions, the OHSU Library in the Biomedical Information Communication Center (BICC) building on Marquam Hill will be closed during regular business hours. This policy describes the Library’s response in those situations and what services will continue to be available during a closure.

BICC 24-hour space

The OHSU Library’s 24-hour space on the 4th floor of the BICC building will remain open to OHSU  badge holders (via badge swipe access) during a closure unless OHSU Facilities decides to prevent access to the building. 

Modified Operations

The OHSU Library’s 2nd and 3rd floors and Service Desk in the BICC building will be closed or have reduced hours when OHSU declares certain levels of Modified Operations (internal link).

The OHSU Library may reduce hours or close its physical spaces in circumstances where we are unable to meet the staffing levels required to keep the Library’s 2nd and/or 3rd floor BICC spaces functioning, such as during inclement weather. 

Services available during a building closure

When the OHSU Library’s physical location in the BICC building is closed, the Library will continue to offer reference and consultation services virtually during regular business hours as long as electricity and network connectivity are available.

During a closure, anyone needing Library services may contact us via our website or by leaving a message on our phone, 503-494-3460, and staff will respond as soon as possible during regular business hours.

Policy reviewed and approved by OHSU Library leadership

Last reviewed: 20 May 2025
 

Purpose

The OHSU Library strives to ensure an inclusive, welcoming environment conducive to learning and meeting the educational, research, clinical care and medical decision-making needs of its users.  This policy explains the Library’s expectations of all users of our spaces, equipment, and services.

Expectations of conduct

Users of the OHSU Library in the Biomedical Information Communication Center (BICC) building are expected to:

• Behave responsibly and in consideration of others.
• Maintain an environment appropriate for study and collaboration, where Library users and employees feel safe and are not distracted by excessive noise or activity.
• Keep Library spaces, including group rooms, tidy and clean up after themselves or notify Library staff when that is not possible.
• Check with Library staff before posting printed materials in shared Library spaces.
• Attend to personal belongings and not leave them in group rooms or spaces.
• Do not consume food or drink while using the computers.
• Treat Library materials, furniture, and equipment with care, including returning borrowed materials promptly when requested.
• Supervise all minor children.
• Comply with instructions from a Library staff member.
• Follow OHSU's Code of Conduct and all OHSU Library policies and guidelines.

Persons whose behavior does not meet these expectations or is otherwise not in keeping with OHSU's Code of Conduct may be asked to modify their behavior or leave the building, and may have their Library use and/or borrowing privileges suspended.

Related polices

• OHSU Library Guest Computer Usage Policy (below)
• 07-90-060, Service Animals
• 08-30-020, Filming or Recording on Campus
• 11-20-010, Acceptable Use of Computing and Telecommunications Resources

Policy reviewed and approved by OHSU Library leadership.

Last reviewed: 19 May 2025

Purpose

OHSU Library provides computers for use by guests of OHSU for the purpose of health-related research. This document describes the services available on OHSU Library-managed computers and explains the expectation of conduct for Library computer users.

Guest computer users

The OHSU Library provides access to online health information and related resources to guests of OHSU.  Library staff are available to help you find information and use guest computers; however, they cannot provide medical advice related to personal healthcare.  Please ask at the Library Service Desk if you need assistance.

OHSU Library’s guest computer stations are prioritized for use by patients and families receiving care from OHSU Health, individuals conducting personal health-related research, and visiting healthcare professionals or students doing personal research, and not intended for entertainment use. Uses not related to health-related research may be limited.  

Printing for guests is available for a fee and may be paid for and picked up at the Library’s Service Desk. 

Expectations of conduct

All Library users' conduct should support an inclusive, welcoming environment conducive to learning and meeting the educational, research, clinical care and medical decision-making needs of its users.  Library users must adhere to OHSU's Code of Conduct and OHSU Library’s Expectations of Conduct (above).  

Modifications to Library hardware or software are prohibited.  

Library user responsibilities

All Library users should evaluate the usefulness, validity, and reliability of material found on the Internet.  All Library users are expected to comply with federal copyright law. OHSU Library does not assume any liability or responsibility for the accuracy, completeness, or usefulness of the information acquired from or accessed through Library resources.

Users who do not follow these guidelines will not be allowed to use the computers and may be asked to leave the OHSU Library.  

Policy reviewed and approved by OHSU Library leadership.

Last reviewed: 22 April 2025 
 

Purpose

This policy describes how the OHSU Library uses the personally identifiable information we collect and the steps we take to respect and protect your privacy.   

General policy

The OHSU Library abides by state and federal law and complies with OHSU’s Information Privacy and Security policies and Notice of Privacy Practices, the Health Insurance Portability and Accountability Act (HIPAA), the Family Educational Rights and Privacy Act (FERPA), and all other relevant legal requirements. The  Library  follows best practices to ensure each library user's privacy and confidentiality are respected as they seek information, consult with librarians and library staff, and use library resources and services.

Personal information held by OHSU Library

To provide, evaluate, and improve library services and access to resources, the OHSU Library collects personally identifiable information (PII) from and about individuals and their interactions with our systems. PII is never used by the OHSU Library for commercial purposes, and will not be revealed to any third party except by such process, order, or subpoena authorized by law and only after clearance from the OHSU Legal Department according to national, state, and local laws and OHSU policies.

In order to provide services such as access to articles, books, and historical collections and reference consultations, the OHSU Library collects personally identifiable information (PII) from and about individuals, and their interactions with our systems. PII is confidential and access is used only by Library staff who need the information to provide or evaluate services, and to other OHSU units which may be consulted by the Library in troubleshooting problems, analyzing the use of resources, and improving services.  

OHSU Library uses the following practices to protect PII:

• Restrict the amount of PII we collect.
• Remove PII by deidentifying or deleting data wherever feasible when it is no longer needed for services or assessment.
• Limit the use of PII to staff performing work which requires it.
• Ensure PII is stored securely.

Information Gathered by OHSU Library and External Entities

OHSU Library uses many third-party vendors to facilitate and provide access to electronic resources and websites. When using our electronic resources, you are subject to the privacy policy of those external sites.  

Policy reviewed and approved by OHSU Library leadership.

Last reviewed: 20 May 2025

Purpose, mission, and scope

OHSU’s Digital Collections serve to document the University’s scholarly output as well as the history of the institution and health science practices through a diverse array of materials. The Digital Collections Development Policy provides guidance for the overall collecting and maintenance of these digital materials and follows the Library Collection Development Policy; however, some records may be governed by collection-specific policies, such as the Historical Collections & Archives (HC&A) Collection Development Policy (below).

For information about our digital collections, see Getting to Know the OHSU Digital Collections. 

Collection content and selection criteria

The Library acquires materials representing OHSU’s scholarly and creative outputs, including theses, dissertations, research posters, manuscripts and presentations. The Library also provides access to digitized reproductions of historical materials and digital files from archival acquisitions.

Collections and materials selected for inclusion will meet the academic, research and documentary needs of OHSU. All materials will also follow best practices for making digital content accessible. The value and interest of the materials to OHSU and the wider community are the primary criteria for inclusion. Selection of content for inclusion is also contingent upon resources available to undertake projects. Other considerations include the condition of material, the need for digital reformatting to enable access, and whether a duplicate digital copy exists.

Historical materials are collected according to the Historical Collections & Archives Collection Development Policy and abide by the terms of the Historical Collections & Archives Donation Policy (see below).

Submissions to Digital Collections must be authored, produced or sponsored by OHSU faculty, staff, alumni, students or volunteers, or by members of OHSU-affiliated organizations. Works created by users unaffiliated with OHSU may be deposited into Digital Collections if the work is related to an OHSU-sponsored publication, grant-funded project or event, or adheres to the HC&A Collection Development Policy.

Policy reviewed and approved by OHSU Library leadership.

Last reviewed: 31 August 2021 
 

Purpose

The OHSU Library accepts selected gifts that are consistent with our collection development policy and mission. The purpose of this policy is to define the types of donations we accept and how they are managed.

General policy

The OHSU Library accepts titles and materials that fill gaps in our existing collections or otherwise align with our collection development policy. Due to space, processing cost, and staffing limitations, we do not accept materials that fall outside of the scope of our collecting policy, duplicates of published items already held by OHSU Library, items published more than 5 years ago, or items in poor condition.

We require that donors provide a list of materials intended for donation before bringing any material to the OHSU Library. Library staff will review the list, and items approved for donation become the property of the OHSU Library.  

For information on donating items of potential historical value, please see our Historical Collections & Archives Donation policy below.  

Materials not accepted

We do not accept the following materials:

• Textbooks
• Items outside our collection development policy parameters
• Items we already own in print or e-book format
• Older editions of items we currently own
• Items widely held by our library consortia partners
• Print journals / periodicals
• Materials in poor condition

For disposing of materials the Library does not accept, we recommend checking with your local public library, searching educational nonprofits, or researching your local waste management’s recycling options.
Gifts

Gifts to OHSU Library are considered outright and unrestricted donations. Donated materials become the sole and irrevocable property of OHSU. The OHSU Library reserves the right to dispose of or donate material that cannot be used in the best interest of OHSU.

OHSU Library cannot accept items for which the donor sets restrictions or requirements for use or display of the material.  

Acknowledgement

OHSU Library provides written acknowledgment of the receipt of donations, which serves as proof of your donation. Staff are prohibited from helping donors determine the value or tax status of donations. Donors who wish to obtain a detailed evaluation of their collection should consult with a qualified appraiser. 

Supporting the Library

Help build and maintain the OHSU Library collections! We welcome monetary donations and sponsorships that expand our ability to support learning, discovery and care at OHSU, throughout Oregon, and beyond.

Learn about support opportunities on our About page.

Policy reviewed and approved by OHSU Library leadership.

Last reviewed: 5 October 2022
 

Purpose

OHSU Historical Collections & Archives (HC&A) preserves and provides access to the university’s collections of archives, manuscripts, rare books, and artifacts. HC&A welcomes the OHSU community and the general public to use the collections for research, teaching, and personal study. This policy is in place to ensure sustained preservation of these unique materials.  

Policy stipulations

• Access to HC&A spaces is by appointment only.
• First-time visitors must register and receive a brief orientation in the use of historical materials.
• Materials must be requested in advance, via our appointment scheduling system or by contacting HC&A staff.  
• Materials are not available for checkout. Interlibrary loans and exhibition loans are subject to HC&A’s loan policies and approval of the Manager of Historical Collections.
• Food and drink are not permitted in any HC&A spaces.
• Visitors are supervised by HC&A staff, or another designated library staff member, to provide additional assistance as needed and ensure proper handling of materials.
• Personal devices such as laptops and tablets, as well as pencil and paper, may be used. Pens or other marking devices are not permitted. Coats, hats, bags, and other personal belongings must be checked in.
• Digital cameras and scanners may be used at the discretion of HC&A staff.  
• Cell phones or pagers must be silenced.  
• HC&A can provide scans of materials; a fee may apply. Copyright laws are applicable.
• Authors wishing to publish from HC&A collections must make requests in writing. Authors are responsible for determining copyright status of materials and obtaining permission from copyright holders.
• HC&A reserves the right to deny requests for access or reproduction due to preservation concerns, legal requirements (HIPAA¹, FERPA²), OHSU requirements, or donor restrictions.
• HC&A reserves the right to restrict or deny access to visitors who do not comply with these policies.

¹ Health Insurance Portability and Accountability Act

² Family Educational Rights and Privacy Act

Access to HC&A spaces

All HC&A stacks spaces are secured, limited-access areas. All visitors, including Facilities staff and contractors, must be accompanied by an HC&A staff member or a designated member of library staff.

Policy reviewed and approved by OHSU Library leadership.

Last reviewed: March 25, 2025
 

Purpose

OHSU Historical Collections & Archives (HC&A) acquires publications, archival collections, visual materials, digital objects, and artifacts that support the research, teaching, and outreach programs of OHSU. Emphasis is placed on unique or rare materials of enduring cultural and/or informational value. Materials are collected in all formats, primarily through donations. The purpose of this policy is to guide collecting efforts to maintain the focus and integrity of the holdings.  

General policy

The department’s collecting activities build upon existing collection strengths and prioritize the needs of OHSU faculty, students, and staff. Priority collecting areas are: OHSU and its predecessor institutions, health sciences in the Pacific Northwest, and rare books on the health sciences. HC&A recognizes that its collections were formed, in common with others at the time, using discriminatory systems of cultural hierarchies that prioritized European/Western health practices and thought. Therefore, we place a greater emphasis on diverse voices within the health sciences in all collecting and selection activities. We are committed to diversifying our collections to reflect a more inclusive history through the lenses of disability, ethnicity, gender, indigeneity, race, and sexuality.

Collections are selected for acquisition by the Manager of Historical Collections. HC&A works with the Director of Collection Management and the University Librarian to ensure alignment with overall collecting policies in the library. Collections or materials may be declined if they lack historic, research, or instructional value; if another institution appears to be a more appropriate destination; or if HC&A is unable to support a collection due to its size, preservation needs, or access requirements. Materials in wide circulation in other libraries and duplicates of items already held in the library are generally not accepted. HC&A complies with HIPAA¹, FERPA², and all other legal requirements in collecting and managing patient records, student records, and other sensitive materials.

HC&A generally does not collect the following types of material:

• Furniture and other oversized items
• Human remains or medical specimens
• Microscope slides without proper documentation
• Published journals, articles, reprints, or photocopies
• Newspaper clippings (except from unique or local publications)
• Plaques or awards

However, each donation is unique and HC&A welcomes the opportunity to review specific materials with potential donors to learn more about their history and potential enduring value.

¹ Health Insurance Portability and Accountability Act
² Family Educational Rights and Privacy Act

Deaccessioning

HC&A may, at times, identify materials in our holdings appropriate for removal. Deaccessioning may be carried out when one or more of the following apply:

• Material has been identified as exact duplicates of current holdings
• Material is damaged beyond repair or constitutes a preservation concern for other holdings
• Material is deemed out of scope during processing or is reappraised in consideration of changes to the collection development strategy
• Material has been reformatted and the original has no further use
• Material is in a format that can no longer be accessed and the cost of reformatting outweighs its historical value
• A donor requests that material be returned or sent to another repository

Materials considered for removal are carefully reviewed and, as appropriate, deaccessioned in compliance with any donor agreements or legal restrictions, professional best practices, and professional standards such as the Association of College and Research Libraries Code of Ethics for Special Collections Librarians, the Society of American Archivists Code of Ethics for Archivists, and the Society of American Archivists Guidelines for Reappraisal and Deaccessioning. Reasonable attempts will be made to consult donors when materials are considered for deaccessioning. HC&A must also have clear legal title to the materials before they can be considered for deaccessioning. This policy does not pertain to ordinary functions of collections management, such as the routine weeding of archival and book collections or the sampling of material according to accepted archival practice.

Deaccessioned materials may be returned to the donor, if applicable; transferred to another repository; sold in accordance with OHSU policies; or destroyed, as appropriate. Final deaccessioning decisions are made by the Manager of Historical Collections in consultation with the University Librarian, when appropriate. 

Collection-specific policies

Rare book collections

Rare book collections emphasize items that are significant to the history of the health sciences and items not held in other libraries in the Pacific Northwest. Rare books are primarily acquired by donation as well as by purchase in special circumstances. Selection criteria are outlined in the HC&A Rare Book Collecting Guidelines.
Local publications

HC&A is committed to serving as a permanent repository for health sciences-related materials published by Pacific Northwest authors or organizations, as well as publications with a focus on health sciences in the Pacific Northwest. Local publications, including books, periodicals, and other published materials, are primarily acquired by donation as well as by purchase in special circumstances.   

University archives

The university archives consist of permanent documentary records of OHSU and its predecessor institutions. OHSU’s Records Retention Policy designates HC&A as the official repository for institutional records of permanent value. Collections include administrative records, research materials, and personal materials of OHSU employees and students. Collections are acquired by donation or administrative transfer.  

Manuscript collections

Manuscript collections consist of unpublished materials, with an emphasis on the history of the health sciences in the Pacific Northwest. HC&A is committed to serving as a permanent repository for health sciences-related materials generated by organizations and individuals in the Pacific Northwest. Like the university archives, the collections may consist of administrative records, research materials, and personal materials. However, manuscript collections may not pertain closely to the history of OHSU, but rather to health sciences in the region in general. Collections are primarily acquired by donation. 

Artifact collections

HC&A’s artifact collections consist of museum-like objects, with an emphasis on the history of health sciences in the Pacific Northwest. Collections include equipment, supplies, specimens, instruments, and other artifacts that may be interpreted for research and teaching. Materials are acquired by donation. 

Policy reviewed and approved by OHSU Library leadership.

Last reviewed: March 25, 2025 
 

Purpose

OHSU Historical Collections & Archives accepts selected gifts that are consistent with our collection development policy  and the mission of OHSU Library. The purpose of this policy is to define the types of donations we accept and how they are handled.   

General policy

OHSU Historical Collections & Archives acquires publications, archival collections, visual materials, digital objects, and artifacts that support the research, teaching, and outreach programs of OHSU. Emphasis is placed on unique or rare materials of enduring cultural and/or informational value. Materials are collected in all formats. Due to space and staffing limitations, we generally do not accept materials that fall outside of the scope of our collecting policy, duplicates of published items already held by OHSU Library, or items in poor condition. If we are unable to accept a donation, we may be able to assist in recommending another institution or library.  
Gifts

Gifts to HC&A are considered outright and unrestricted donations. Donated materials become the sole and irrevocable property of OHSU. At the time of donation, donors may request the return of any materials that are not selected for HC&A’s collections. HC&A reserves the right to dispose of other unselected materials in the best interest of OHSU.

The primary purpose of HC&A’s collections is supporting research. Donors are therefore discouraged from setting restrictions or requirements on the use or display of materials. Such restrictions may affect HC&A’s ability to accept a donation.  

Copyright

Unless otherwise restricted by copyright or by the donor, all intellectual property rights are transferred to OHSU as a condition of the donation. OHSU assumes no responsibility for misuse of copyrighted materials.  
Acknowledgement

HC&A provides written acknowledgment of the receipt of donations. Staff are prohibited from assisting donors in determining the monetary value or tax status of donations. Donors who wish to obtain a detailed evaluation of their collection should consult with a qualified appraiser.

Policy reviewed and approved by OHSU Library leadership.

Last reviewed: March 25, 2025