The Illinois Library System Act:
Administrative Rules

ILLINOIS ADMINISTRATIVE CODE TITLE 23: EDUCATION AND CULTURAL RESOURCES SUBTITLE 3: CULTURAL RESOURCES CHAPTER 1: SECRETARY OF STATE

PART 3030
THE ILLINOIS LIBRARY SYSTEM ACT

Section
3030.10 Definitions
3030.15 Forms
3030.20 Administration of the Act: Hearings
3030.25 Establishment of Systems
3030.30 Geographic Boundaries
3030.35 Membership in a Library System
3030.40 Contracting Libraries
3030.45 Accessing Resources and Services (Repealed)
3030.50 Service Standards
3030.55 Service to State Institutions (Repealed)
3030.60 Services to the Physically Disabled (Repealed)
3030.65 Plan of Service for a Cooperative or Multitype Library System
3030.70 Plan of Service for a Public Library System (Repealed)
3030.75 Conversion of a Cooperative Public Library System or a Public Library System to a Multitype Library System
3030.80 Liquidation
3030.85 Merger
3030.90 Finances and Records
3030.95 Governing Board
3030.100 Rules
3030.105 State Grants
3030.110 Revocation of Approval
3030.115 Suspension of a Library from Membership
3030.120 Adjustment of the Geographic Boundaries of Library Systems
3030.121 Administrative Review of State Librarian's Decision in Contested Cases
3030.122 Notice of Hearing
3030.123 Conduct of Hearing
3030.124 Motions
3030.125 Order of the Hearing
3030.126 Authority of Administrative Law Judge
3030.127 Record of the Hearing
3030.128 Rules of Evidence; Official Notice
3030.129 Decisions and Orders
3030.130 Annual System Reports
3030.135 Withdrawal of Membership

AUTHORITY: Implementing and authorized by the Illinois Library System Act (75 ILCS 10/1).

SOURCE: Rules and Regulations for Library Systems and State Aid adopted November 8, 1965; rules repealed, new rules adopted and codified at 8 Ill. Reg. 16914, effective September 4,1984; amended at 13 Ill. Reg. 1244,

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effective January 13, 1989; amended at 14 Ill. Reg. 20066, effective December 1, 1990; amended at 16 Ill. Reg. '10329, effective June 12, 1992; emergency amendment at 17 Ill. Reg. 9725, effective June 11, 1993 for a maximum of 150 days; emergency amendment at 17 Ill. Reg. 12449, effective July 15,1993 for a maximum of 150 days; amended at 17 Ill. Reg. 21187, effective November 12,1993; amended at 17 Ill. Reg. 22048, effective December 14,1993, amended at 18 Ill. Reg. 7452, effective May 3,1994; expedited correction at 18 Ill. Reg. 13154, effective May 3,1994; amended at 20 Ill. Reg. 3909, effective February 16,1996.

NOTE: CAPITALIZATION DENOTES STATUTORY LANGUAGE

Section 3030.10 Definitions

"Academic Library": The library or libraries of an institution of education beyond the secondary level.
"The Act": The Illinois Library System Act. (Ill. Rev. Stat 1991, ch. 81, pars. Ill et seq.) (75 ILCS 10}
"Constituent": An individual who is legally eligible to borrow materials from a specific library by virtue of his relationship to the library or its parent institution.
"Contracting Library": A library or libraries with which a library system board contracts to provide system members with services.
"Developmental member library": A library which meets the definition of "Library" in this Part and the requirements of developmental membership cited in Section 3030.35 (a) of this Part.
"Encumbrance": An obligation arising from the issuance of purchase orders and/or contracts chargeable to system budget allocations.
"Full Member Library": A library which meets the criteria for library system membership as defined by the library system board, subject to approval by the State Librarian.
"Governing Authority": The body or individual which has the legal authority to enter into legal contracts on behalf of the institution desiring to become a member or affiliate of a library system.
"Library": Unless otherwise defined as a public library by statute, an entity which serves the basic information and library needs of its constituents through a bibliographically organized collection of library materials and has at least one employee who works at least fifteen hours per week as the librarian. The collection must have permanent financial support, be accessible centrally, and occupy identifiable quarters in one principal location. These requirements can be met through contractual services provided by another library.
"Library Interests": The characteristics of member libraries of systems, and the communities and constituents they serve, which affect representation on system boards. Such interests include, but are not limited to, types of libraries, and size and geographic distribution of communities served.
"Long Range Plan": The component of the system plan of service which details the program for system headquarter's operations and for the development of the library system over a three to five year period of time and which states the assessed needs of libraries the system will meet and which sets forth the programs, goals, objectives, and strategies designed to meet those needs.
"Management letter": A letter from an auditor accompanying a financial audit which discusses the library's accounting practices, internal controls and operating procedures.
"Nonresident": A person who resides outside the taxing area of a public library.
"Plan of Service": The system plan of service describes THE SPECIFIC PURPOSES FOR WHICH THE SYSTEM IS FORMED, AND THE MEANS BY WHICH SUCH PURPOSES ARE TO BE ACCOMPLISHED. The system plan shows how the library system will achieve the objectives and standards of the Illinois Library System Act and this Part.
"Public Library": A tax-supported public library established by or as a governmental unit which either is authorized to levy a tax for library purposes, or which supports the library at least in part from local tax revenues other than federal revenue sharing. Such a library is established by a city, village, incorporated town, township, county or library district under the Illinois Local Library Act (75 ILCS 5(, Village Library Act (75 ILCS 40}, Division 5-38 of the Counties Code, Public Library Service (55 ILCS 5/5-38), Village Library Conversion Act (75 ILCS 45), Library Property Sale (75 ILCS 55), and the Illinois Public Library District (75 ILCS 16} This definition excludes free public libraries established by villages but not supported at least in part from local tax revenues, and incorporated free public libraries not established by a governmental unit.

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"Reciprocal Access": The means by which the library resources of all member libraries of a library system are made available to all constituents within the system area. These means may include some necessary and reasonable restrictions, approved by a library system board, as for example, by information passports, interlibrary loans, photocopy service, reference service, use on site and courtesy cards.
"Reciprocal Borrowing": The right of a person holding a valid library registration card from a full member public library of a library system, to borrow on site from all the other public libraries which are full members of the library system without using interlibrary loan mechanisms.
"School Library": The library or libraries of an elementary and/or secondary school district, or private elementary and/or secondary schools under a single governing authority.
"Should": recommended, not mandatory action.
"Special Library": The library of, or under, the governing authority of any body or institution not defined elsewhere in this Part.
"State Institutions": Penal institutions, reformatories, residential training schools, orphanages, hospitals, residential schools for the physically handicapped operated or substantially supported by the State of Illinois.
"State Librarian": The Secretary of State of Illinois.
"System Administrative Headquarters": The system administrative headquarters refers to the facility which is identified by the system as its administrative headquarters.
"System Service Area": The system service area refers to the land area within the geographic boundaries of a library system.

Section 3030.15 Forms

Forms for applications and reports required by this Part shall be prescribed by the State Librarian.

Section 3030.20 Administration of the Act: Hearings

The State Librarian shall provide for hearings to reconsider decisions made in the administration of the Act regarding:

a) The denial of approval of a library system,
b) The revocation of approval of a library system,
c) The denial by the State Librarian of a library's application for membership in a library system.
d) The suspension of a library from membership in a library system.
e) The denial of any state grant.
f) The adjustment of the geographic boundaries of a library system.

Section 3030.25 Establishment of Systems

a) The State Librarian shall approve an application for the creation of a library system if the bylaws and plan of service of the proposed system meet the standards and objectives of Section 3 of the Act and this Part for the system area.
b) Following the initial approval of a library system by the State Librarian, all adjustments to the geographic boundaries and changes in the official population of the library system must be approved by the State Librarian.

Section 3030.30 Geographic Boundaries

The geographic boundaries of a library system shall be those boundaries approved by the State Librarian. In setting geographic boundaries, the State Librarian shall place primary importance on the statewide implications for resource sharing, the efficient use of public funds, the impact on affected libraries of all types, and the impact on services provided by the affected library systems. After the primary considerations have been addressed, the State Librarian may also take into consideration such factors as transportation, marketing area, geography, cultural orientation, and the boundaries of educational units in the area in making a final determination of the geographic boundary being considered. All library system boundaries shall be contiguous.

Section 3030.35 Membership in a Library System

The State Librarian shall approve the application of a library for membership in a library system when the library is located within the geographic boundaries of the library system and meets the criteria for one of the two following membership categories:

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a) Developmental membership:

1) A public library that is applying for developmental membership in any library system shall meet either the financial requirements for state per capita grants to public libraries as stated in the Act or levy a tax that produces a revenue of $6.00 per capita.
2) A library applying for developmental membership in a multitype library system shall be a library of one of the types of libraries defined in Section 3030.10 of this Part and meet the definition of "library" in Section 3030.10 of this Part.
3) The governing board of the library system in which the library has applied for membership shall have approved the application in accordance with its bylaws and/or rules.
4) The library applying for membership shall certify to the State Librarian that it will meet the requirements of this Part and of the plan of service of the library system in which it becomes a developmental member.
5) A developmental library is entitled to the following services from the library system of which it is a member: consulting, continuing education, and system communications. A library in this membership category also meets the library system membership requirement for State grants. A library is eligible for developmental membership for five years if annual progress has been made towards meeting the "full member" criteria which is defined in this Part. An additional year of developmental membership may be granted to a library if the library system determines that extraordinary circumstances interrupted progress toward meeting the criteria for full membership. Representatives from developmental member libraries are not eligible for system board seats.
6) As part of the application for developmental membership, the library shall submit a developmental plan which sets forth the library's annual goals and explains how the library will meet the criteria for full membership in the library system. The developmental member shall report annually to the library system on which goals have been met and on any deviations from the plan to become a full member of the system.
b) Full membership:
1) The library will meet any additional membership requirements specified by the library system.
2) A full member is entitled to the library system services for which it meets system requirements and must follow the ILLINET Interlibrary Loan Code (1991, Office of the Secretary of State, Illinois State Library, Room 505,300 South Second Street, Springfield, IL 62701-1796). The material incorporated by reference includes no later amendments or editions. A full member is also eligible for voting representation on the Board of Directors. The full member shall also provide reciprocal borrowing to resident patrons of other public libraries that are full members of the library system and shall also honor library cards issued to non-residents of the system area that are valid for system-wide use. Membership criteria is subject to prior approval of the State Librarian who will review the criteria to make sure that the criteria addresses state legislation and rules and is equitable among different types of libraries. Library system members may not be charged fees for membership in the library system.

Section 3030.40 Contracting Libraries

A library system may designate one or more libraries as contracting libraries if by so doing it will meet service goals and objectives specified within its Long Range Plan on file with the Illinois State Library.

Section 3030.45 Accessing Resources and Services (Repealed) Section 3030.50 Service Standards

Each System shall implement the following service standards:
a) Implementation of Standards for System Agencies
1) FY92-93 — System agencies are expected to meet standards designated by the State Librarian in 1991 by June 30,1993. System agencies must continue to meet these standards in subsequent years. If they cannot meet these designated standards they must have submitted a plan, accepted by the State Librarian, which explains how the standards will be met.
2) FY93 — System agencies must submit to the State Librarian a report outlining implementation plans for the remaining standards by June 30,1993.
3) FY94-95 — System agencies must annually report progress toward meeting the agreed upon standards to the State Librarian.

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4) FY96 — System agencies are expected to have met all the standards by June 30,1996, or the system agency must have submitted a plan, accepted by the State Librarian, that explains how the remaining standards will be met.
b) Addressing Standards
1) Existing system agency staff as of July 1,1991 are grandfathered in for purposes of experience and educational background requirements. The staffing levels outlined in the standards do not demand that every staffing requirement be addressed by employing a full-time person. As an example, the same staff member may be responsible for bibliographic access in subsection (f) (2) (A) and reciprocal access in subsection (k) (2) (A) of this Part.
2) The Illinois State Library will work closely with the library systems in addressing the staffing needs and recognize that plans may need to be developed in FY96 to outline how any remaining staffing standards will be addressed.
c) Implementation For Member Libraries
1) System member libraries should provide, as determined by the library systems of which they are a member, the library services that either meet or make progress toward meeting the membership responsibilities defined in these standards.
2) Each library system shall submit to the State Librarian by July 1,1992 a plan for implementation of these responsibilities by member libraries. This plan will designate priorities among listed responsibilities. The plan shall provide that individual libraries that cannot meet the system priorities within the timeframe set by the system can adopt a plan, accepted by the library system, to meet the responsibilities within a longer timeframe.
d) General Administrative Standards
1) Library System Board of Directors
A) The system board of directors shall represent the system members as a whole and not individual libraries or type of library.
B) The system board shall annually review the proportion of the library interests represented on the library board.
C) The system board and staff shall conduct an orientation program for new system board members.
D) The system board members shall participate in continuing education events such as system and regional workshops and state and national conferences. E) The system board shall meet a minimum of nine times per year consistent with the Open Meetings Act (Ill. Rev Stat. 1991, ch. 102, par. 41 et seq.).
F) Board meetings and committee meetings shall be publicized to members so that members and systems staff shall have opportunity to attend. Written records shall be maintained of board meetings.
G) The board shall adopt rules and policies in accordance with this Part and shall codify and disseminate them.
H) The board shall annually review the by-laws, rules and policies and revise them as needed. I) The board shall annually review the membership eligibility criteria to ensure that they are equitable, nondiscriminatory and within the control of the library.
J) The board shall be an advocate for libraries, uphold intellectual freedom and promote legislation of benefit to libraries.
2) Staff and Resources
A) The system board shall employ an executive director, reporting to and accountable to the system board, who holds a master's degree from an American Library Association-accredited library education program and who shall have a minimum of five years postgraduate employment that includes a minimum of two that were in library administrative experience.
B) The executive director shall hire enough technical and professional personnel required to operate the system and provide required training when appropriate.
C) The system agency shall have a compensation plan for the staff.
D) The system agency shall provide facilities and equipment appropriate for the program and supporting services.
E) The staff on the system agency shall be evaluated annually in writing.

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3) Communications
A) The executive director shall provide the system board of directors with information needed for policy decisions.
B) The system agency staff shall ensure publication of information that affects all types of libraries.
4) Planning and Evaluation
A) The system agency shall ensure that all system members have opportunities for input or comment on planning and evaluation activities, such as system plans of service, plans of cooperation, long-range plans, and program designs including budgetary information before such plans are finally adopted.
B) The system agency shall utilize these standards to evaluate core system services and administrative services.
C) The system agency shall keep statistics measuring its services.
D) The system agency should annually review the progress being made toward providing library service to all the residents of its geographic area.
5) Interagency Relations
A) The system agency shall maintain communications with other system agencies and the Illinois State Library, sharing information on matters relating to system operations.
B) The system agency shall cooperate with other library and non-library agencies on matters of mutual interest and benefit, especially in areas where contracts or programs of service are effective means of using limited financial resources. An example of a cooperative activity for consideration is contracting for services when contracting offers a more cost-effective means of providing a service to members and such service is of higher quality than can be offered by the agency.
6) Management
A) The system agency shall foster awareness of current library developments and management trends. Newsletters, conducting or sponsoring of programs or workshops are examples.
B) The system agency shall regularly explore the most cost-effective approaches to services and administration. It shall adopt management procedures which ensure that it gets the best results for reasonable costs.
C) The system agency shall ensure that non-member libraries are aware of the advantages of system membership and encourage them to become members.
D) System financial resources shall be most concerned with benefit to members and shall not be used to reimburse libraries for services provided as a membership obligation to their primary clientele.
7) Member Library Responsibilities
A) Member libraries should participate in the system representation plan and provide the name of a representative for selection of the system board when expected to do so according to the plan.
B) Member libraries should fulfill their responsibilities under the system plan of service or make measurable acceptable progress toward fulfilling them.
C) Member libraries should assess possibilities for library service to the unserved.
D) Member libraries should participate in the system decision-making process through attending meetings, responding to surveys and serving on committees.
E) Member libraries should continue local support for their own library services and not reduce such support as a result of membership in the system.
e) Automation/Technology
1) Automation Technology - Administration and Service
A) The system agency shall have an operational automation plan that complements a statewide automation plan. The operational plan, as a minimum, shall:
i) identify areas of responsibility of the system agency and member libraries;
ii) identify consultant services by type of assistance and individual consultants;
iii) address the goal of universal interface;
iv) outline criteria for testing and implementing new technologies;
v) include an automation technology disaster and security plan.

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B) The system agency shall facilitate opportunities for members to participate in a shared automation system.
C) The system agency shall provide for demonstrations of appropriate technological advances for member libraries in convenient locations at least once per year.
2) Automation Technology - Staff and Resources
A) The system agency shall provide for one or more consultants to advise member libraries on evaluating the use of automation/technology in improving library services and in addressing the system automation plan.
B) System automation consultants who specialize in automation/technology consulting shall meet the following minimum qualifications:
i) a masters degree in a pertinent subject area: for example, American Library Association-accredited Master of Library Science or Master of Science in computer science or information technology. ii) at least three years of professional experience in an automation/technology field.
C) System consultants shall have at least 30 contact hours of continuing education each year, excluding attendance at general library conferences.
3) Automation Technology - Membership Responsibilities
A) Member libraries should fulfill their responsibilities as identified in the system automation
plan.
f) Bibliographic Access
1) Bibliographic Access - Administration and Service
A) The system agency as a minimum shall have an operational plan for maximizing bibliographic access to member libraries. The operational plan shall:
i) state the system agency goals and objectives in its provisions for bibliographic access (including the priorities of the various subjects and of resources);

ii) indicate the means of achieving these goals and objectives, the priorities and a schedule for their achievement;
iii) assign responsibilities for the implementation, evaluation and annual review and revision of the plan.
iv) identify how automated online access to unique holdings can be provided, including a timetable for achieving access.
B) The system agency shall have an operational cooperative collection management plan that complements the statewide plan. The operational plan shall:
i) describe the means of continuously identifying desired bibliographic resources not currently available in the collection of system members;
ii) identify existing resources to be preserved/retained;
iii) set up a system-wide collection management framework.
C) The system agency shall have ready electronic access to the automated library resources of the agency and member libraries.
D) The system agency shall participate in the computerized linking of bibliographic databases.
E) The system agency shall coordinate the development of protocols for use of the members bibliographic databases.
F) The system agency shall promote and encourage computerized public access to the system's bibliographic database(s).
2) Bibliographic Access - Staff and Resources
A) The system agency shall assign a professional staff member to be responsible for the system's bibliographic access activities under the plan.

B) The system agency shall provide a directory of the bibliographic databases accessible within the system.
C) The system agency will work with member libraries in promoting the cataloging of library materials in MARC format when entered into bibliographic databases.
D) The system agency shall have online access to national and international bibliographic databases.
3) Bibliographic Access - Membership Responsibilities

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C) Each full-time consultant shall spend at least 30 contact hours and each part-time consultant shall spend at least the proportional amount of contact hours, in each calendar year attending workshops, seminars, classes, etc., to improve specific skills relevant to the consulting assignment.
D) Each consultant on the system's staff shall spend at least five days annually in attendance at regional, state, national or international professional meetings relevant to the consultant's profession at system expense. 3) Consulting - Membership Responsibilities
A) Personnel in member libraries should be willing to share expertise with other member libraries.
B) Member libraries should be cognizant of the scope of the consulting services available through the system agency.
C) Member libraries should provide input on consulting needs to be addressed so that they may be included in the system plan. h) Continuing Education (CE) ;
1) Continuing Education - Administration and Service
A) The system agency shall have a continuing education operational plan of service. The operational plan, as a minimum, shall:
i) describe the levels of continuing education for staff of all types of libraries;
ii) include programs convenient in time and place for target audience;
iii) provide opportunities for cosponsorship of events. iv) identify a mechanism for determining priorities for continuing education;
v) provide for a method for annual review of programming needs;

vi) provide a mechanism for keeping track of continuing education credit.
B) The system agency shall maintain a continuing education calendar.

C) The system agency shall annually assess continuing education needs of members and design continuing education events to meet those needs on a timely basis.
D) The system agency shall annually provide or cosponsor at least 50 contact hours of continuing education for staff and governing officials of member libraries.
E) The system agency shall annually provide or cosponsor at least one continuing education event of each of the following types:
i) An orientation program for staff, trustees, and governing officials of member libraries;
ii) A workshop for governing officials in addition to the orientation program as outlined in (d) (1) (D) of this Part;
iii) A program of new developments in areas such as technology, legislation, and to new approaches to problem solving.
2) Continuing Education - Staff and Resources
A) The system agency shall designate a continuing education coordinator to guide the planning and implementation of continuing education program.
B) The system agency shall provide access to adequate facilities/meeting rooms and equipment for presenting continuing education programs.
3) Continuing Education - Membership Responsibilities
A) Member libraries should provide paid release time for their professional staff to attend at least 10 contact hours, and for support staff to attend at least five contact hours, of system-sponsored or system-endorsed continuing education events annually.
B) The staff of member libraries should be willing to serve as resource people for continuing education events.
C) Member libraries should send appropriate persons to the orientation programs cited in subsection (h) (1) (E) of this Part.
i) Delivery
1) Delivery - Administration and Service
A) The system agency shall have an operational delivery plan for delivery service to member libraries. The operational plan, as a minimum, shall:
i) identify delivery methods available and when to use each;
ii) describe delivery schedules and subschedules;

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iii identify fixed points for picking up and receiving materials;
iv) describe the mechanism for determining van delivery and locations and frequency for deliveries. For example: poundage, items;
v) provide for a mechanism for annual review;
vi) describe how the system delivery service interfaces with other systems through the Illinois Library Delivery Service (ILDS).
B) The system agency shall establish uniform procedures to govern problems related to delivery service. The uniform procedures, for example, should include:
i) packaging standards and indemnification of suppliers for loss or damage in delivery;
ii) uriform format for schedules so that they can be shared between systems;
iii) statewide uniform statistical data-gathering methods;
iv) guarantees on payment for materials lost in transit.
C) The system shall provide a vehicular delivery service to deliver materials to and from member libraries.
D) Each member library shall receive direct delivery a minimum of two times per week when
it needs and requests such delivery.
E) Delivery points shall be determined on criteria including but not limited to volume of use, collection strengths and convenience of member libraries.
F) The system agency shall ensure that each member library has an option for delivery up to five days per week to a drop-off point.
G) The system agency shall have procedures for members that identify the means of delivery to be used in particular circumstances.
2) Delivery - Staff and Resources
A) The system agency shall have staff to carry out the day-to-day operations of the delivery service.
B) The system agency shall ensure that its delivery service shall complete the delivery schedule a minimum of 98 percent of the time.
3) Delivery - Membership Responsibilities
A) Member libraries should have designated staff to oversee delivery at their libraries.
B) Member libraries should provide for delivery in accordance with the system delivery schedule.
C) Member libraries should have access to facilities for receiving electronic transmission of library materials 24 hours per day.
D) Member libraries should package materials for delivery in accordance with the system delivery plan.
E) Member libraries should utilize the system and statewide delivery services unless a more cost-effective method is available to them.
j) Interlibrary Loan (ILL)
1) Interlibrary Loan - Administration and Service
A) The system agency shall have an operational plan for interlibrary loan, including interlibrary loan policy, a system ILL code, and ILL procedures, that encourage library to library interlibrary loan. The operational plan, as a minimum, shall:
i) describe procedures for monitoring compliance with the Illinois Library and Information Network (ILLINET) and system interlibrary codes;
ii) describe the complaint procedure;
iii) define responsibilities of the local library along with procedures for submitting ILL requests to the system headquarters;
iv) specify for intrastate, interstate and international ILL;
v) describe the system agency responsibilities for ILL;
vi) publish the list of authorized charges for those interlibrary loan transactions, when allowable according to the Illinois Interlibrary Loan Code.
vii) provide for a method for regular monitoring and evaluation of interlibrary loan service including the collection and publication of ILL statistics.

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B) The system agency shall work with member libraries to improve local interlibrary loan service.
C) The system agency shall accept requests for ILL as specified in the ILL codes and system procedures.
D) The system agency staff shall initiate processing of ILL requests within one working day of receipt.
E) The system agency staff shall verify, locate, request, refer or cancel ILL requests received at system headquarters within three system working days.
F) The system agency shall ensure that sources are immediately available to verify at least 85 percent of the ILL requests received from member libraries.
G) The system agency shall distribute interlibrary loan public relations materials to member libraries.
2) Interlibrary Loan - Staff and Resources
A) The system agency shall provide identified staff assigned to the ILL service for a minimum of 40 hours per week.
B) The system agency shall offer ILL training programs for staff of member libraries at least semiannually.
C) The system agency shall hold an annual interlibrary loan performance assessment for ILL staff from the system and member libraries to identify and discuss areas needing improvement.
D) The system agency shall have a telefacsimile machine (or a later state-of-the-art equivalent) with an automatic answering device available for ILL purposes 24 hours per day.
E) The system agency staff shall have direct access to local, regional, national and international bibliographic databases.
3) Interlibrary Loan - Membership Responsibilities
A) Member libraries should offer and promote interlibrary loan service to their primary clientele.
B) Member libraries are responsible for training staff to handle ILL transactions and statistics-gathering and statistics gathered in accordance with system policies and procedures.
C) Member libraries should send staff to system ILL training sessions and participate in the annual assessment of ILL services.
D) Member libraries should attempt to verify from bibliographic resources all requests and should verify at least 75 percent of the requests.
E) The member libraries should submit interlibrary loan request directly to other libraries whenever possible.
k) Reciprocal Access
1) Reciprocal Access - Administration and Service
A) The system agency shall adopt a reciprocal access plan. The reciprocal access operational plan, as a minimum, shall include:
i) how member libraries in the system shall provide reciprocal access;
ii) who is eligible for reciprocal access;
iii) limitations individual member libraries may establish for reciprocal access.
iv) the scope of reciprocal borrowing within the system including how public libraries shall participate in the program and other libraries can participate in the program.
v) definition of a library card valid for purposes of reciprocal borrowing. As a minimum, the card should include name, address, expiration date and name and address of issuing library.
vi) the charge for a minimum nonresident fee in order for nonresidents to be eligible for reciprocal borrowing.
B) The system agency shall be responsible for coordinating aspects of the reciprocal borrowing program.
C) The system agency shall adopt protocols to govern problems arising from reciprocal borrowing.
D) The system agency shall conduct an assessment of reciprocal access within the system every two years to determine the extent of reciprocal access and its impact on system-wide library service.
2) Reciprocal Access - Staff and Resources

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A) The system agency shall designate a reciprocal access coordinator to monitor and guide the reciprocal access program.
3) Reciprocal Access - Member Library Responsibilities
A) Member public libraries should provide reciprocal borrowing to persons holding a valid library card from a public library in Illinois.
B) Libraries issuing a valid library card are responsible for materials lost by patrons when using reciprocal borrowing.
C) Member public libraries should circulate materials to eligible reciprocal borrowers under the same conditions that they circulate those materials to their own patrons.
D) All member libraries should provide for reciprocal access to other member libraries.
l) Reference Service
1) Reference - Administration and Service
A) The system agency shall have an operational plan for reference services. The reference operational plan, as a minimum, shall:
i) define responsibilities of the local library along with procedures for submitting reference requests to system headquarters;
ii) describe complaint procedure;
iii) describe system agency responsibilities and identify individuals responsible for providing reference service;
iv) provide for a method of regular monitoring and evaluation of reference service at all levels within the system;
v) provide for the collection and publication of appropriate statistics.
B) The system agency shall have written policies and procedures for filling the reference queries of its member libraries.
C) The system agency shall assist member libraries in meeting their responsibilities under the reference plan through consultant services and a continuing education program.
D) The system agency shall either fill, respond to, return or refer 90 percent of information or subject requests within two working days, and all requests within five working days.
E) Library systems shall provide for reference service to its member libraries for the full range of hours that member library reference service is available.
2) Reference - Staff and Resources
A) The system agency shall designate a reference coordinator for the drafting and the implementation of the reference plan.
B) The system agency shall provide enough staff performing system reference work.
C) The person coordinating reference work shall meet the following minimum qualifications:
i) a fifth-year degree from an ALA-accredited American Library Association-accredited library education program.
ii) two years of full-time professional experience working in libraries
iii) at least one year of experience in reference work, with demonstrated competence in the provision of reference service. Other staff members providing high-level reference service should also meet these qualifications.
D) The system agency shall have access to or maintain reference resources that will enable the reference staff to answer at least 80 percent of the requests received.
E) The system agency shall provide members with lists of reference materials and sources of information, incorporating procedures for cooperative collection development when applicable.
3) Reference - Membership Responsibilities
A) Member libraries should meet minimum levels of reference service as defined in the system reference plan.
B) Member libraries should promote system-wide reference services by referring or offering to refer all unfilled requests to other libraries within the system.
C) Each member library should ensure that the staff members working on reference requests are skilled in basic reference sources and interviewing techniques. Such staff should have a clear understanding of the system reference plan. m) Development of Additional System Services

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1) The system agency shall develop service programs that are necessary to meet the objectives of the Illinois Library Systems Act (Ill. Rev. Stat. 1991, ch. 81, pars. Ill et seq.) and member's needs.
2) Services provided by the system agency shall address the needs of member libraries.
3) The services shall include both qualitative and quantitative measures and written descriptions of standards for them shall include the same sections as the core services—Definition, Administration and Service, Staff and Resources, and Membership Responsibilities.
4) The system agency shall gather input from member libraries when developing service programs and the accompanying qualitative and quantitative measures.
5) The system agency shall develop service programs that further the system's Plan of Service.
6) The system agency shall have a process to evaluate the system's services.
7) The system agency shall identify service programs provided by other system agencies that are the same or similar throughout the state and jointly develop these programs so as to avoid duplication and ensure a standard level of service.
8) The system agency shall initiate a service when enough financial resources are available to provide a quality service.

Section 3030.55 Service to State Institutions (Repealed)

Section 3030.60 Services to the Physically Disabled (Repealed)

Section 3030.65 Plan of Service for a Cooperative or Multitype Library System.

Each system shall adopt a plan of service which covers the services provided by the system headquarters, contracting libraries (if such are designated), and the cooperative services of member libraries. The plans shall be reviewed, and revised if necessary, by the system board on an annual basis. The State Librarian shall review the system plans every year, as part of the application for system funds cited in Section 3030.105 of this Part, and shall approve them if they insure that the systems will achieve or make substantial progress toward achieving the standards and objectives of Section 3 of the Act and will achieve the service standards of Section 3030.50 of this Part and are not in conflict with state law and rules and regulations of the State Librarian. If the plan is in violation, the State Librarian shall take action in accordance with Section 3030.110 Revocation of Approval as provided in these regulations. This plan will consist of:

a) A Long Range Program for the maintenance and development of system headquarter's services and programs for member libraries, including those in state institutions. The Long Range Program shall include goals and measurable objectives and a process for evaluating if the objectives have been met. Such plan shall show evidence of being developed with input from the Board and membership.
b) A plan for the fiscal year including specific plans for services which address the system standards cited in Section 3030.50 of this Part. Such plan shall show evidence of being developed with input from the Board and membership. The plan shall include a list of all available services for which a fee is proposed, and shall include an explanation and justification for said fee. No new fee or fee charges shall be implemented until after the operational plan is approved by the State Librarian.
c) A up-to-date listing with membership categories of all system members including name of library, address, telephone numbers, and other information that may be requested by the State Librarian.
d) A cover sheet, on a form provided by the State Librarian, certifying that the plan of service is up-to-date with signatures of the Board President and System Director.
e) Operational plans for system standards according to the implementation plan established by the State Librarian in Section 3030.50 of this Part.
f) Other information that may be requested by the State Librarian on an annual basis.

Section 3030.70 Plan of Service for a Public Library System (Repealed)

Section 3030.75 Conversion of a Cooperative Public Library System or a Public Library System to a Multitype Library System

The years of service on a library system board before the conversion of that system to a multitype library system shall be counted in computing the years of service allowable to a member of the board of a multitype library system.

Section 3030.80 Liquidation
a) Upon receipt of an application to terminate a system and to cause a liquidation thereof, the State Librarian shall:

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1) Poll the adjoining systems to assess to what extent and at what date any such adjoining systems can provide, to all or part of the service area of the liquidating system, a level of service equal to that provided by the liquidating system; and
2) Assess whether and to what extent adjoining systems can assume and absorb the assets and liabilities of the system proposed to be liquidated.
b) The board of directors of the library system shall develop the plan of liquidation for approval of the State Librarian. Such plan shall contain:
1) Complete list of all liabilities of the library system
2) Complete list of all assets of the library system, including detailed equipment descriptions
3) Proposals for distribution of all assets and liabilities
4) A plan for the orderly transition of system services.
c) All distribution of assets (including equipment items and real property) and liabilities shall be at the approval of the State Librarian.
d) The sale of any equipment or real property requires the prior approval of the State Librarian. Every effort shall be made to offer equipment items for the continuance of member services.
e) Once the State Librarian has determined that one or more of the adjoining systems meet the conditions stated above, the member libraries within the service area of the liquidating system will be notified that they may apply for membership to a new library system serving that area.
f) The State Librarian shall solicit and consider information regarding proposed boundary adjustments from each of the affected libraries before making the final determination as to the geographic boundaries of the library systems in the area previously served by the liquidating system.

Section 3030.85 Merger

a) Termination of One Library System
1) In the event that the board of directors of a library system determines to terminate the system in order to merge the service area of the system to one or more adjoining library systems, the board shall poll the member libraries of the system. If at least two-thirds of the member libraries support the proposed termination, the board of directors of the library system shall submit an application for termination to the State Librarian stating the intent of the member libraries. Such application shall contain:
A) Complete list of all liabilities of the library system
B) Complete list of all assets of the library system including detailed equipment descriptions
C) Proposals for distribution of assets and liabilities. The sale of any equipment or real property shall be at the approval of the State Librarian. Every effort shall be made to ensure the equipment continues to be used to provide member services.
D) A plan for the orderly transition of system services.
2) The State Librarian will determine how the assets and obligations of the system to be terminated will be allocated to the existing systems based upon percentage of population and area of the terminated system being merged with the existing systems.
b) Merger of Two or More Library Systems
1) In the event that the boards of directors of two or more library systems determine to terminate the systems in order to merge with one another to form a single new system, they shall submit an application to the State Librarian together with a plan for the creation of the new system. Such application shall contain:
A) Complete list of all liabilities of the library system
B) Complete list of all assets of the library system including detailed equipment descriptions
C) Proposals for distribution of assets and liabilities. The sale of any equipment or real property requires the prior approval of the State Librarian. Every effort shall be made to offer equipment items for the continuance of system services by the successor system or systems or to member libraries.
D) A plan for the orderly transition of system services.
2) All distribution of assets and liabilities shall be at the approval of the State Librarian.
3) Upon approving the application, the State Librarian will direct the member libraries in said service areas to proceed to form a successor system in accordance with Section 3030.25 of this Part. The assets and liabilities of the terminated systems will then be transferred to the successor system.

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Section 3030.90 Finances and Records

a) The fiscal year for each system shall begin July 1 and end on June 30 of each year.
b) The board of directors of each library system shall:
1) Maintain all financial records at the system administrative headquarters.
2) Maintain records of the system's financial activities in accordance with "Audit of State and Local Government Units." American Institute of Certified Public Accounts (AICPA), 1974, and "Statement 2, Grant, Entitlement and Shared Revenue Accounting and Reporting by State and Local Governments," by the National Council on Governmental Accounting, Chicago, Municipal Finance Officers' Association, 1979, and shall specifically record the actions of the board in regard to bills approved for payment. This incorporation by reference does not include later amendments to or editions of the titles cited.
3) Cause an annual audit of the records of the system for the preceding fiscal year and those maintained by the Treasurer to be made by an independent certified public accountant and cause copies thereof to be filed with each participating library and with the State Librarian on or before September 30 following the end of the fiscal year.
4) Submit a management letter prepared by the system's auditor as part of the annual audit.
5) Account for all funds of the system by expenditure, encumbrance, or reserves on or before June 30th of each year. Encumbrances shall be paid by September 30 of each year.
6) Submit by May 1 of each year an estimated budget for the ensuing fiscal year according to the requirements cited in Section 3030.105 (a) (2) of this Part,
7) Have established, by July 1,1984, and maintain thereafter, an inventory of all library materials and equipment purchased with system funds. Such inventory shall be attested by the system auditors.
8) Maintain financial records and submit quarterly reports in compliance with the Uniform Accounting and Reporting Manual for the Illinois Library System Headquarters (1988, Office of the Secretary of State, Illinois State Library, Room 505,300 S. Second Street, Springfield, II 62701-1796). The material incorporated by reference includes no later amendments or editions. Quarterly report documents should be submitted to the State Librarian on November 15, February 15, and May 15 of each year. In lieu of a fourth quarter report, audited financial statements, accompanied by a report on internal accounting control (management letter), are to be submitted following the end of each fiscal year July 1 to June 30.

Section 3030.95 Governing Board

There will be no alternate directors on system boards.

Section 3030.100 Rules

Rules adopted by the system boards for the government of library systems shall be filed with the State Library. Such rules should cover, at a minimum, the following areas of system operations:
a) Fiscal accountability policies,
b) Personnel policies,
c) Criteria for the approval of the new members,
d) Fulfillment of the system's plan of service, and the
e) Provision for appeal of system board decisions affecting approval of applications for membership or suspension of libraries from membership. All system rules shall be consistent with State laws and subject to approval by the State Librarian.

Section 3030.105 State Grants

a) Application for Annual Per Capita and Area Grants to the library systems shall be made to the State Librarian on or before May 1 of each year and shall consist of the following:
1) An annually updated plan of service. The plan of service shall clearly indicate how the proposed expenditure of state funds in the ensuing fiscal year will be utilized for the provision of member services within the goals for Illinois Library systems.
2) The estimated system budget for the ensuing fiscal year based on current funding with a contingency plan for anticipated funding for the ensuing year.
b) Library technology grants

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1) Application for LIBRARY SYSTEM GRANTS FOR THE PROVISION OF SERVICES TO MEMBER LIBRARIES AND FOR TECHNOLOGICAL DEVELOPMENTS shall be made according to an annual deadline and criteria established by the State Librarian. Applicants shall use the forms prepared and made available by the Secretary of State for this purpose. Applications not submitted on time or on the required forms shall not be considered by the State Library.
2) Applications shall be reviewed by the State Library staff and the decision of the State Librarian is final.
3) The number of grants to be awarded is at the discretion of the State Librarian within the confines of available funding.
4) Applicants must meet requirements, if any, designated by the State Library for toll-free voice and data telecommunications.
c) Application for Annual Grants to no more than six Systems Providing Administrative and Support Services to Libraries and Radio Information Services Serving Physically Disabled shall be made to the State Librarian on or before March 15 of each year and shall consist of a budget and a description of services to be offered. The State Librarian shall be notified of any proposed change in their budget.
d) To be eligible for a per capita grant, a public library shall show that it will EITHER MEET OR SHOW PROGRESS TOWARD MEETING THE ILLINOIS LIBRARY STANDARDS, AS MOST RECENTLY ADOPTED BY THE ILLINOIS LIBRARY ASSOCIATION, by raising or improving its performance levels in relation to the standards, when such levels are below the standards, according to objectives, time frames, and priorities which the library shall state in its application for a grant, and which it shall also state are consistent with terms of the plan of service of the system of which it is a member. (Section 8.1(1) of the Act)
e) Application for ANNUAL EQUALIZATION GRANTS AND PER CAPITA GRANTS TO PUBLIC LIBRARIES shall be made on or before July 15 of each year. The application deadline may be extended at the discretion of the State Librarian for public libraries subjected to Acts of God or natural disasters including but not limited to flooding for libraries located in counties which have been legally declared state and/or federal disaster areas. Those affected libraries may receive the extension by writing to the State Librarian setting forth the basis for said extension request by August 15 of the same calendar year. The State Librarian shall grant the extensions for affected libraries, but in no event shall the deadline be extended beyond September 1.
f) For a public library to qualify for a per capita grant, it must be a member of a library system and not under suspension. The application shall show that grant funds will be used to meet or make progress in meeting Illinois library standards cited in subsection (c) above. Any change in the use of funds from that stated in the approved application shall have prior approval of the State Librarian. Failure to spend funds in accord with Section 8.1 of the Act shall result in ineligibility for future grants for a period of one year.
g) Libraries that qualify for the ILLINOIS MAJOR URBAN LIBRARY PROGRAM shall submit an application to the State Librarian, subject to his final approval, for use of the funds by July 15 of each year. The application shall consist of the public library per capita grant application cited in Section 3030.105 (e) of this Part.
h) Research and reference center funding shall be allocated by the State Librarian for the purposes of making available adequate library resources and services. Grants shall be libraries with special collections which benefit citizens throughout the state. Applications for major resource library grants shall be submitted to the State Librarian on November 1 of each year. Grants will be awarded at the discretion of the State Librarian each fiscal year as funding allows. Minimum criteria for applicants shall include:
1) Public libraries serving a minimum population of 50,000.

2) Academic libraries serving a minimum full time equivalent student enrollment of 10,000. i) The Research and Reference contracts will specify by inclusion.
1) The terms for apportionment of the grant funding, and
2) Services to be performed
j) To qualify for an Annual Grant to the Illinois Regional Library for the Blind and Physically Handicapped, the applicant agent shall be jointly designated by the Illinois State Library and the Library of Congress National Library Service for the Blind and Physically Handicapped for such purpose. An annual contract with the State Library shall be executed which specified the objectives and budget for the service.

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k) School District Library Grant Program

1) Pursuant to Section 8.4 of the Illinois Library System Act (Ill. Rev. Stat. 1991, ch. 81, par. 118.4) (75 ILCS 10/8.4}, there is established by these rules the application procedures for school district library grants.
2) The application for annual school grants shall be made between October 1 and prior to December 1 of each year starting in 1990. It shall be signed by the superintendent of schools for the school district. It shall be submitted to the Illinois State Library. It shall consist of:
A) A description and verification of the school board's review, as effected in the minutes of a school board meeting, of the school library standards as provided for in 75 ILCS 10/8.4 (4).
B) A report on the use of the previous year's grant, if a grant was received, which shall show how said grant was used; and an evaluation detailing the effect of the program in overall district-wide school library media program improvement and progress towards or compliance with school library media standards;
C) A statement on the proposed use of the grant for which application is being made which shall show how grant funds will be used to further the purposes in the Act. The grants may not be used for construction of a new library;
D) The following specific information:
i) the official name and complete address of the school district;
ii) the name of the library system of which the district is a member or to which it has applied for membership;
iii) the name or names and type of attendance unit in which the library or libraries are located;
iv) the number of students served by the library or libraries;
v) the name of the librarian;
vi) the number of hours per week the library is open;
vii) the number of hours per week the librarian is available in the library as the librarian and percentage such hours are of the librarian's total hours worked;
viii) the dates of the library's fiscal year, the Illinois legislative district(s) in the library's taxing area, and;

ix) the library's Federal Employers Identification Number (FEIN).
E) A statement from the superintendent certifying that the financial support for the library meets the requirements as stated in the Act;
F) Evidence that the fiscal year's grant funds, if received, were encumbered prior to June 30 of that fiscal year and expended prior to September 1 of the calendar year in which the fiscal ended;
G) Certification by the director of the library system that the school district is a member of the library system. If the school district is not a member of the library system, the system shall provide a statement that the district has applied for system membership; and
H) Subsequent to approval of an application by the Illinois State Library, the Illinois State Board of Education will acknowledge receipt of evidence that the requirements of Section 8.4(4) and 8.4(5) of the Act have been met.
3) Upon receipt of the application and review of it by the Illinois State Library staff, it will be approved for funding within 90 days after submission of the application if the criteria are met, as set forth in this Section and Section 8.4 of the Illinois Library System Act, and application was completed fully and with accurate information.

Section 3030.110 Revocation of Approval

When the State Librarian finds that a library system is not complying with the Act, this Part, its approved plan of service, or has failed to submit an application or reports which meet the requirements of this Part, he shall notify the system board in writing of his finding and set a date by which the library system must achieve compliance or submit for approval a plan that will effect compliance. If the library system does not meet these conditions, the State Librarian may revoke the approval of the system, effective as of the end of the fiscal year in which the conditions are not met. The State Librarian shall then proceed to liquidate the system under Section 3030.80 of the Part-Section 3030.115 Suspension of a Library from Membership
a) The State Librarian shall review the action of the system board in suspending a member library within sixty days of receipt of notice of such action. He shall concur in the suspension if:

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1) He finds that the library is not meeting the requirements of this Part,
2) The library has had sixty days to respond to the allegations of the system board,
3) The library has not entered into an agreement with the system board that it will fulfill all the conditions of system membership within the time period specified by the board.
b) During the period of suspension, a library cannot participate in any system services and has no obligation to the system, except obligations specifically incurred prior to the date of the suspension. If the library does not reestablish its membership in the system within three years of the date of suspension, or if a library receives three suspensions within a period of three consecutive years, the State Librarian shall terminate the library's membership in the system.
c) If the State Librarian does not concur in the suspension of a member library by the system board, he shall so inform the system board and the library and shall furnish a written explanation of his decision. The suspension, then, shall not take effect.
d) A library whose membership in a library system is terminated shall return to the system administrative headquarters all library materials and equipment purchased with system funds and on deposit at such library.

Section 3030.120 Adjustment of the Geographic Boundaries of Library Systems

a) The State Librarian may direct the Illinois State Library Advisory Committee to review the geographic boundary in a specific area, or the existing geographic boundaries for all library systems, whenever one or more of the following conditions are present.
1) There is new demographic information available from a federal census or other sources.
2) Two or more library systems request that the State Librarian review a shared boundary in a specific area of the State.
3) A change in library management practices, governance, funding, or technology significantly impacts one of the factors considered in Section 3030.30 of this Part.
b) The Illinois State Library Advisory Committee will notify libraries and library systems that would be directly affected by a proposed adjustment of a geographic boundary that the boundary is being reviewed and will provide them with the following information:
1) A general description of the boundary adjustment that is being considered.
2) The effect that the boundary adjustment would have on system membership in the area under review.
3) The criteria from Section 3030.30 of this Part that are being used to evaluate the proposed boundary adjustment.
4) The date by which comments on the proposal must be received by the Illinois State Library and the address to which comments must be sent.
5) The date, time, and location of the meeting at which the Illinois State Library Advisory Committee will discuss the proposed adjustment to geographic boundaries.
c) The Illinois State Library Advisory Committee will review the information which prompted the proposed adjustment, the comments received from potentially affected libraries and library systems, and any other information that may be provided by the Illinois State library, and will hold a meeting to discuss the proposed adjustments to geographic boundaries.
d) The Advisory Committee will make a recommendation to the State Librarian on each suggested adjustment to the geographic boundaries of library systems.
e) The State Librarian shall issue a final decision regarding the proposed boundary adjustment after reviewing the recommendation of the Illinois State Library Advisory Committee and any information presented to the Advisory Committee in accordance with the criteria set forth in Section 3030.30 of this Part.
f) When boundary adjustments are approved, the area and population of the affected library systems shall be adjusted at the beginning of the state fiscal year that commences at least eight months after, but no more than twenty months after, the final decision by the State Librarian.

Section 3030.121 Administrative Review of State Librarian's Decision in Contested Cases

a) A library or library system seeking reconsideration of the State Librarian's decision shall request in writing a hearing within thirty days of the date of the decision.
b) Grounds for appeal shall include the following: The rules covering the situations specified in section 3030.20 of this Part were not applied or were applied incorrectly by the Illinois State Library and/or the Illinois State Library Advisory Committee.
c) Grounds for appeal shall not include the following:

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1) The library or library system would like to submit additional or clarifying information beyond the deadline.
2) Funds appropriated for grants dted in section 3030.20 (e) of this Part remain unobligated after successful applicants were awarded grants.
d) Upon receipt of a request for review, the State Librarian shall appoint an administrative law judge to officiate at the review hearing. The administrative law judge shall be an attorney licensed to practice law in Illinois or shall have experience in interpreting and applying Illinois administrative law.
e) No person who has a bias or conflict of interest regarding the contested matter shall be appointed administrative law judge.

Section 303.122 Notice of Hearing

Within fifteen days of the administrative law judge's appointment, the administrative law judge shall serve notice by either certified or registered mail to the parties. The notice shall include the following:
a) A statement of the time, place, and nature of the hearing. The hearing shall be held within thirty (30) days of the date of the request for an appeal. The date and time shall be at the mutual convenience of the applicant and the Illinois State Library. The hearing shall be held at the Illinois State Library in Springfield.
b) A statement of the legal authority and jurisdiction under which the hearing is to be held;
c) A reference to the particular sections of the substantive and procedural statutes and rules involved;
d) A short and plain statement of the matter in controversy and the consequences of a party's failure to participate in the hearing;
e) The name and mailing address of the administrative law judge and all interested parties who have been given personal notice.

Section 3030.123 Conduct of Hearing

a) All hearings shall be open to the public.
b) All parties may be represented by legal counsel.
c) All parties shall be afforded opportunity to present evidence and argument and to respond to evidence and argument presented by other parties.
d) Each party shall have the right to present and examine witnesses appearing on their own behalf, to introduce exhibits, and to cross-examine opposing witnesses represented on any matter relevant to the issues. No subpoena shall be issued to compel the appearance of testimony of any witness or party.
e) Parties may agree by stipulation upon any fact involved in the hearing.
f) Any party shall have the right, upon written notice made at least ten (10) business days prior to the hearing, to inspect any relevant document in the possession of, or under the control of, any other party, subject to any statutory or constitutional privileges. Inspection of documents shall be at times and places reasonable for the custodian of the documents. Discovery depositions are not authorized, required or permitted.
g) Disposition of the contested case may be made by stipulation, agreed settlement, consent order or default. h) A request for continuance of a hearing is directed to the sound discretion of the administrative law judge. Such continuance may be granted, for good cause shown, provided the request is received by the administrative law judge and other parties not less than five (5) days prior to the hearing date or unless good cause is shown during the hearing. Such request shall be in writing and shall set forth the grounds alleged therefore. Oral requests for continuances shall not be granted unless made during the hearing for good cause. "Good cause" is shown when a party demonstrates a real and compelling need for additional time. i) No formal hearing shall be continued "generally." A continuance, when granted, shall state a date certain, not more than sixty (60) days from the prior hearing date, at which time the hearing shall reconvene.

Section 3030.124 Motions

a) Unless made during a hearing, motions shall be made in writing and shall set forth the relief or order sought.
b) Amendments to all pleadings, motions and petitions to intervene shall be allowed upon proper motion at any time during the proceeding.

Section 3030.125 Order of the Hearing

a) The following shall be the order of the hearing subject to modification by the administrative law judge if the

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administrative law judge determines that such modification would avoid undue delay and would not prejudice the rights of any party.
1) Introduction and opening statement by administrative law judge;
2) Complainant's opening argument;
3) Respondent's opening argument;
4) Complainant's case in chief;
5) Respondents case in chief;
6) Complainant's case in rebuttal;
7) Respondent's dosing argument;
8) Complainant's closing argument.
b) At the administrative law judge's discretion, parties may be asked to file a written brief instead of, or in addition to, a closing argument.
c) All testimony taken shall be under oath or affirmation. All motions and objections shall be stated in writing orally on the record, including the grounds for such objections.
d) After the hearing, the administrative law judge shall review the record and provide a recommendation within fifteen business days to the State Librarian.

Section 3030.126 Authority of Administrative Law Judge

The Administrative law judge shall conduct a fair and impartial hearing, take all necessary action to avoid undue delay, maintain order, and ensure development of a clear and complete record.

Section 3030.127 Record of the Hearing

a) The record of the hearing shall include the following:
1) All pleadings (including all notices and responses thereto), motions, and rulings;
2) All evidence received;
3) A statement of matters officially noticed;
4) Any offer of proof, objection, and ruling thereon;
5) Any proposed finding and exception;
6) Any decision, opinion or recommendation report by the administrative law judge;
7) All memoranda or data submitted to the administrative law judge or to the State Librarian in connection with the matter;
8) Any ex partecommunication received by the State Librarian, his employees or administrative law judge. No such communication shall form the basis for any finding of fact.
9) The Order of the State Librarian which shall constitute a final administrative decision within the provisions of the Administrative Review Law.
b) Oral proceedings or any part thereof shall be recorded stenographically or by other means that will adequately ensure the preservation of the proceeding and shall be transcribed at the request of any party at that party's expense.
c) Findings of fact shall be based exclusively on the evidence and on matters officially noticed.

Section 3030.128 Rules of Evidence; Official Notice

a) Irrelevant, immaterial, or unduly repetitious evidence shall be excluded. The rules of evidence and privilege as applied in civil cases in the circuit courts of this state shall be followed. Evidence not admissible under those rules of evidence may be admitted, however, if it is of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs. Objections to evidentiary offers may be made and shall be noted in the record. Subject to these requirements, when a hearing will be expedited and the interests of the parties will not be prejudiced, any part of the evidence may be received in written form.
b) The library or library system bears th burden of showing by clear and convincing evidence that the matter should have been handled in the opposite manner.
c) All items submitted into evidence shall be typewritten or printed and shall not exceed a width of 8 1/2 inches and a length of 11 inches. All items submitted into evidence shall be clearly marked with the name, address and telephone number of the party submitting the item.
d) Official notice will be taken as authorized by Section 10-40(c) of the Illinois Administrative Procedure Act (5 ILCS 100/lCMO(c)).

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Section 3030.129 Decisions and Orders

a) All final decisions or orders shall be in writing and shall include findings of fact and conclusions of law separately stated. All parties or their agents appointed to receive service of process shall be notified of the State Librarian's final decision personally or by registered or certified mail within thirty days of the administrative law judge's report. Findings of fact shall be accompanied by a concise and explicit statement of the underlying facts supporting the findings. Parties or their agents appointed to receive service of process shall be notified either by registered or certified mail of any decision or order. Upon request, a copy of the decision or order shall be delivered or mailed to each party.
b) All orders shall specify that they are final and subject to Administrative Review Law.

Section 3030.130 Annual System Reports

Each system shall file an annual report with the State Library on or before September 30 or each year for the preceding fiscal year, July 1 - June 30. The report shall be on forms prescribed under Section 3030.15 of this Part, and shall include:
a) A narrative report containing an evaluative description of the system's activities and accomplishments for the year in light of the system standards and objectives set forth in the annual application specified in Section 3030.65 of this Part.
b) A statistical report containing data on system membership, the volume of interlibrary loan and reciprocal borrowing transactions, staff positions authorized and filled, salary schedules and fringe benefits, and other information requested by the State Librarian. The report shall be accompanied by, but not limited to, additional documents including an inventory of equipment purchases, a table or chart of organization, a schedule of system board meetings, the latest approved bylaws, and a photocopy of the treasurer's surety bond.
c) A list of changes in system membership and the system service area including, but not limited to, a list of all public library mergers, changes of library names, new members of the system (by type of library), territorial changes affecting the public libraries, public library annexations, documentation of changes in square miles, and an updated summary of changes in the system that are served and not served by public libraries.

Section 3030.135 Withdrawal of Membership

Within sixty (60) days from withdrawal of membership from a library system, all materials and equipment purchased with library system headquarters funds and on deposit at such library shall be returned to the system administrative headquarters.

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Directory, Illinois State Library

		Internet*	(Area Code 217)
Lamont, Bridget L.	Director	blamont	782-2994
Adams, Stanley	Consultant, Special Projects	sadams	785-0187
Bloomberg, Kathleen L	Associate Director, Administration	kbloomb	785-0052
Bradley, Jim.	Public Information Specialist, Library Development Group	jbradle	782-1890
Clay, Lisa	Contract Administrator	lclay	785-6924
Collins, Margaret	Consultant, Governmental Libraries	mcollin	782-1881
Craig, Anne	Public Services Coordinator	acraig	785-5607
Crossland, Brent	Associate Director for Library Development/ Systems and Technology	bcrossl	785-9075
Edstrom, Jim	Coordinator of Cataloging	jedstro	524-6313
Flynn, Jeanne	Outreach Specialist, Library Development Group	jflynn	785-0977
Frizol, Laura	Collection Access Coordinator	lfrizo	785-5611
Kellerstrass, Amy	Consultant, LSCA	akeller	782-9549
Kelley, H. Neil	Consultant, Specialized Services	nkelley	782-1891
Krah, Nancy	Publications Coordinator	nkrah	782-5870
McCaslin, Michael	Illinois State Library Consultant, Chicago	mmccasl	(312)814-2913
McCormick, Greg	Deputy Director of Operations	gmccorm	782-3504
Muskopf, Karen	Consultant, Youth Services	kmuskop	782-7749
Norris, Patricia	Associate Director for Library Development/ Grants and Programs	pnorris	524-5867
O'Connor, Catherine	Coordinator, Library Partners Program	coconno	782-9435
Ortciger, Nancy	Coordinator, Construction	nortcig	785-1168
Rake, Judith	Literacy Program Director	jrake	785-6921
Rishel, Jane	Collection Management Coordinator	jrishel	782-7791
Running, Jane	Patent and Trademark Depository Librarian	jrunnin	782-5659
Schriar, Suzanne	SILO/OCLC Coordinator	sschria	785-1532
Sherwood, Arlyn	Map Librarian	asherwo	524-1795
Stratton, Dennis	Associate Director for Administrative Services	dstratt	524-8483
Suelflow, Sara	Consultant, Technology	ssuelfl	782-2522
Wilkins, Jean	Associate Director for Library Services	jwilkin	785-1532

* Internet log in names are given. These log names are followed by an "at" sign (@) and the domain name, library.sos.state.il.us

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