Tag Archives: Library

Duplication on Demand – coming soon to Talking Books!

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This summer, the Indiana Talking Book and Braille Library will be changing its service model from the current practice of sending patrons one book on one cartridge to Duplication on Demand, which will involve cartridges customized specifically for you with multiple books on each one. The new service will involve the same player and cartridges that we are currently using, but the cartridges will have more books on each one. Your cartridges will continue to come in the same type of container, but the mail card will be foldable and will contain a list of books on the cartridge. When you are ready to return a cartridge, you can throw away the mail card and book list; there is an address sticker on each container that will get your book back to us.

There are many benefits to this change. Currently, our audiobook collection contains thousands of older titles that are only available to download from BARD; these books will now be as readily available to you as new books are. In addition, you’ll now have access to new books faster and will never have to be on a wait list for a popular title. If patrons return their cartridges as they finish them, this will also help with slower mail times.

To access the titles on your DoD cartridges you can either use the player’s bookshelf mode or the sequential play feature. There are instructions for both options below.

While we were initially scheduled to make this transition in April, we now expect it to be delayed a month or two. Please contact us at 1-800-622-4970 if you would like to be among the first patrons to try it.

Sequential Play and Bookshelf
When you have a cartridge with multiple books on it, there are two ways to access the books: sequential play and bookshelf mode. Sequential play will play your books in the order they have been loaded on the cartridge, bookshelf mode lets you pick what book you want to listen to. To use sequential play, you will need to have the latest version of software for your player; it will install automatically when you play your first DoD cartridge. Or you can install it now by downloading it directly from NLS.

To use the sequential play feature, you put your cartridge in and listen to the first book as usual. At the end of the book, let the closing announcements play; when they are finished a voice will say “end of book, press play/stop to go to the next book”. Press the play/stop button and the next book on the cartridge will begin playing. Repeat this step until you have listened to all of the books.

To use bookshelf, turn your player on and put the cartridge in. Next, hold down the green “play/stop” button for ten seconds, or until your player beeps and says “bookshelf mode.” Once in bookshelf mode, you can use the fast forward and rewind buttons to scroll through the books or magazines recorded on the cartridge. When you have located the item you wish to read, press the green play/stop button again and it will start to play. Repeat the process for each item on the cartridge.

This blog post was written by Maggie Ansty of the Indiana Talking Book and Braille Library. 

EBSCO expands database content available via INSPIRE until June

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Amid the COVID-19 pandemic, EBSCO has graciously decided to expand database content available via INSPIRE until the end of June. This includes upgrades from Academic Search Premier to Academic Search Ultimate, with over 9,200 active full-text journals and magazine articles; from Business Source Complete to Business Source Ultimate, with over 3,200 active full-text journals and magazine articles; and from Masterfile Premier to Masterfile Complete. These upgrades are now live and may be accessed on INSPIRE. If you have questions or need assistance with any of the resources on INSPIRE, please contact us. Read EBSCO’s statement below:

“As the library community adjusts to the impact of the COVID-19 virus, EBSCO, as a key content provider and partner for INSPIRE, is looking to ensure end users have access to an expanded breadth of online content. Many college, university and K-12 students will be completing the current academic term in an entirely online format. To assist with this initiative, EBSCO has made the following offering available to all members of INSPIRE: Academic Search Ultimate, Business Source Ultimate and Masterfile Complete. This collection will bring thousands of additional full-text journal and magazine titles into each library’s collection.

Please let us know if you would like direct URLS for your libraries to access the new content.”

Those with questions may contact Deborah LaPierre, senior academic account executive with EBSCO. EBSCO tech support can be reached at 800-758-5995.

EBSCO has also made available all levels of Rosetta Stone until June 30. Libraries interested in access to the expanded edition of Rosetta Stone should contact Leah Griffin, account executive at EBSCO. Library patrons should contact their local public library to inquire about availability.

The upgraded databases can found under the Databases A-Z link on the INSPIRE homepage.

This blog post was written by John Wekluk, communications director, Indiana State Library.

Indiana Library Leadership Academy member project recaps

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My first year as Professional Development Office supervisor at the Indiana State Library started with me taking over the planning of the 2018-19 Indiana Library Leadership Academy. This past week I sent out the applications for the 2020-21 cohort. With the next academy on the horizon, I would like to highlight some 2018-19 INLLA cohort members’ projects. Below, some of the 2018-19 INLLA members describe their projects.

Jennifer Taylor, Hagerstown Library
“[My goal] was increasing the number of teen workers at the library, and we’ve hired two more teenagers to work in the library. I’ve increased my involvement at our local high school to get more teen programs occurring in the local high school. I also capitalized on International Games Week to increase the game programs in the library at the high school, which met two times there that week. I had 50-54 high school students at each of those programs. Since then, I have been at the high school once a week, and still kept 48-50 students at each game session. There was also a feature about the gaming programs that I have done, including the junior high school program, in a local paper that was then featured in the Indiana Library Federation newsletter in October about “Great Things in Libraries.”

Because of her involvement with the area schools, Jennifer’s library saw a 60% increase in participation in their Summer Reading Program. She is slated to do three webinars related to gaming for the Indiana State Library this year.

Julie Wendorf, Crown Point Community Library
“I wrote and got a grant to fund the TumbleBooks database for the next two years. The use at the schools started in November 2018. I worked with the school’s central office to promote the resource and coordinate adding the database to the school’s integrated one-on-one instruction and content management system. I am thrilled to share that that the use of the database went from 8 views in September, 86 in October and to almost 8,800 views in November. This success will be great as I move forward in the push to get digital library cards for all students in the school system. We will push out staff outreach visits to all the elementary schools during lunch time to issue library cards to all teachers in the district and further share library resources with individual teachers. The successful use of the database will help show the need for more partnerships between school and library. We’re looking at doing targeted visits to the high school to share about INSPIRE when we get those digital cards in place. It would be great to share other databases, too. I’m excited to go to the auto repair class and share Chilton’s. The library also created a bookmark for sensitive teen issues and had the library designated as a Safe Place.”

Melissa Hunt, Morrisson-Reeves Library
“My senior library card [project] is going well. I am established at three senior living facilities. The card gives seniors a slightly longer checkout. Staff at the facilities are working with this project and are trained to help the residents place holds so that they are getting items ready ahead of time and between myself and the staff we are getting the books to the members. One facility has declined to participate in the program, but we were able to take some weeded materials and our Friend’s group is allowing me to take some materials from their donations to that center as well. Because of this project, the senior center asked me to give a presentation about Morrison-Reeves Library and its resources. They would also like to set a book club or library help time. We are working out those details. Maybe I will train some senior center volunteers to run the club and a few staff at Morrison-Reeve Library are willing to go and help at a scheduled time about every 4 to 6 weeks at the center. I am also running two book clubs at two of the senior facilities. Going to the senior center sparked a youth services staff member to visit preschools and elementary schools to promote library cards and do story times.”

Leslie Sutherlin, South Dearborn School District
“My schools, the middle school and high school in South Dearborn, are hosting author Alan Gratz. I’ve created a packet of resources for teachers on Alan. We are also having a few guest speakers and possibly a panel. I have been in contact with an immigration lawyer as one of the guest speakers. We are also having someone from the Holocaust and Humanities Center in Cincinnati speak. When Alan comes, we may have him present in the evening at our local public library.”

Becca Neel, David L. Rice Library, University of Southern Indiana
“The overall goal of my project was to expand online library instruction and research support for students and instructors in Indiana high schools offering dual credit through USI’s College Achievement Program. To accomplish this goal, I’ve been working closely with our infinitely helpful and supportive CAP administrative team on campus to collaborate on training, communication and promotional efforts. This partnership has afforded me a myriad of opportunities to exchange ideas and to share resources and services with a diverse group high school CAP instructors via LibGuides and Zoom instruction sessions. A list of CAP LibGuides resulting from recent instructor collaborations can be found here.

“More recently, this project has connected me with some incredibly innovative and energetic media specialists from CAP partner high schools who have been instrumental in providing me with both a context for approaching information literacy in a non-university environment and an audience willing to listen to incessant gushing over INSPIRE database content and navigation.

“As the result of these various partnerships, and with the support and supreme event-planning expertise of the USI Rice Library’s head of public services, library support for the CAP community will continue its expansion through a day-long Linking Information Literacy Across CAP workshop aimed at bringing together USI librarians, media specialists and public librarians connected with the CAP high schools.

“This workshop is intended to foster long-term network of collaboration among librarians and media specialists, and will feature info-sharing and brainstorming sessions, as well as resource and technology training to provide school librarians with editor privileges for school-specific LibGuides. An example of one such collaborative LibGuide can be found here.”

Carrie Vrabel, Allen County Public Library
“My project became the creation and promotion of a free, web-based resume generator especially designed for patrons with beginner-level computer skills.

“This resume generator creates a formatted, printable and saveable resume. There are instructions for printing at the top of the page. Many of the fields auto-capitalize for patrons with beginner-level computer skills and there are examples of wording that can be used in the qualifications and skills fields.

“I sent the link to ALA’s ThinkTank on Facebook and received overwhelmingly positive feedback. I also presented this new resource at the ILF Regional Conference in Mishawaka on Monday, April 22, 2019. To my knowledge, Resume Generator is the only free web-based resume generator on the internet, so I hope to get the word out to as many librarians as possible!”

Jenna Anderson, Kendallville Public Library
“Following an inspirational conference session on a STEM program for teens in 2017, as the Kendallville Public Library Marketing specialist I thought, ‘What if I took some of these ideas, added more topics, put the program online and expanded it to everyone?’

“In June 2018, the Kendallville Public Library unveiled Design Your Climb, an online, points-based system for learning and fun. At the time, the challenges included library skills, makerspace experiences, robot programming and other library-related activities. It generated some excitement in the community, especially because participants could win prizes as they earned points.

“Once again, that ‘what if’ question took over. What if the library expanded Design Your Climb so people could not only experience the library, but experience the community? Through the Indiana Library Leadership Academy, I learned valuable leadership skills and developed a plan of attack for involving the community in Design Your Climb.

“I approached local organizations and nonprofits, offering them the benefits of the library’s exposure at no cost to them. In exchange for working with the library to develop a challenge track specifically for them and promoting it through their own marketing channels, the library would support the challenge on its online system, promote the challenges as well and award prizes. Many recognized a win-win when they saw it, and took the library up on the offer. To date, three organizations have four on-going challenges among them, while several more are developing their challenges. The number of Design Your Climb participants continues to grow, while the awareness of the services in the community increases, as well.

“Design Your Climb is a partnership between the Kendallville Public Library and the East Noble School Corporation. KPL handles the Personal Growth portion of the initiative, while East Noble is unveiling the Educational Growth portion of Design Your Climb to its second grade students. Design Your Climb Personal Growth can be found here.”

Jenna was so inspired by INLLA, and specifically speaker Cathy Hakala-Ausperk, that she says it literally changed her life. Her approach to her job has expanded, she has pursued additional leadership training and is now moving herself and her library in new and exciting directions. She was also recently promoted to support services manager.

Charles Rude, Kewanna-Union Township Public Library
“I am attempting to digitize a collection of my home town newspapers. I have the library’s support with some budget funds, legal ownership of the papers for the library and a loose commitment of funds from the community foundation. At this point, I am still hoping to get other local organizations on board and expand my scope. I am in discussions with the historical society and my library neighbors and towns. I am asking them for contributions or whatever they can do to support the project and they seem very positive. I still feel strongly that we need to preserve our history for future generations so I will be working with these organizations to get the ball rolling.”

Katie Lehman, Muncie Public Library
“My educational resource boxes are being built by a local Eagle Scout and will be installed at our south side branch and at a partnering location. Inside the boxes there will be educational tools and supplies that anyone can take and utilize. This will include things like crayons, glue sticks and different educational activities assembled by Ready Readers staff. I am looking at partnering with either the YWCA or YMCA as the second location for a box.

“Many of the children in my program talk about not having items such as crayons, markers, glue, dice, etc. at home. While many locations give these things out at the beginning of the school year, the supplies often must stay at school. Even when they do go home, they are used up quickly, lost or thrown out in a quick move.

“While it is not specific to my INLLA project, I did want to share that since INLLA, I have secured two grants for Muncie Public Library’s Ready Readers Program. One through Psi Iota XI to update the furniture in the room to make sessions more comfortable and one through Delta Kappa Gamma for teaching supplies to use with students in sessions.

“I feel that I gained a lot out of my INLLA experience. One thing that really stuck with me was a response from one of the panel members who said, ‘Keep your head down and do the work. I’ve kept that mantra and it’s paid off! I was recently promoted to director of academic enrichment and now supervise 10 staff and more than 85 kids.”

If you would like to apply to be a part of the 2020-21 INLLA Cohort, click here for the application. The application is due Friday, Feb. 28. If you have any questions, please contact Kara Cleveland at 317-232-3718 or via email.

This blog post was written by Kara Cleveland, Professional Development Office supervisor at the Indiana State Library.

Disaster management – water leak

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Building leaks happen, especially with older buildings like the Indiana State Library. In April of this year, an air conditioning unit’s leak caused water to spill into the library. Two floors were affected by the leak. The fourth floor leak created a harmless pool of water on the floor, but the third floor leak caused damage to library printed materials.

The leak likely occurred on a Sunday, as the library’s conservator, Seth Irwin, found the water damaged material Monday morning. The water damaged several documents from the library’s federal documents collection. Library staff moved quickly to minimize damage. Tables were set up, and fans brought into the room, as the conservator and his intern worked to separate and gently dry the damaged material. The bulk of the damaged items were promotional material for the U.S. Nursing Corps. The material included books, pamphlets, photographs and a couple of large broadsides.

Treating the photographs was fairly straightforward, but one of the broadsides posed a challenge. The two broadsides were folded before they were damaged by water. The conservator was able to unfold the items, but one of the posters was rather large. Unfolded, the item barely fit in the conservation lab’s sink. The poster was treated, cleaned and re-enforced so that it can be displayed for a future exhibit.

Luckily, the damage was relatively small in scale. After the incident, new procedures to minimize the damage of a future leak were implemented. The area now has nearby tarp, which covers the tables and material when it is not in use. The two tables primarily serve as a work station for wrapping and enveloping reference material. Building leaks are scary events, especially in a library, but with previous training and an understanding of disaster procedures, the staff was able to minimize the extent of damage.

This blog post was written by Indiana State Library Federal Documents Coordinator Brent Abercrombie. For more information, contact the Reference and Government Services at 317-232-3678 or “Ask-A-Librarian.”

Dr. Eliza Atkins Gleason: Librarian and scholar

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Dr. Eliza Atkins Gleason, librarian, dean and professor of library science, was the first African-American to earn a Ph.D. in library science.

Gleason was born in 1909 in Winston-Salem, North Carolina and received her undergraduate degree from Fisk University in 1930. Gleason furthered her education by earning a Bachelor of Library Science from the University of Illinois in 1931 and a Master of Library Science  from the University of California – Berkley in 1935.

Gleason began her library career as a librarian at Fisk University. She later worked in Louisville, Kentucky as a librarian at the Louisville Municipal College for Negroes, currently known as Simmons College of Kentucky. She also worked at Talladega College in Alabama.

In 1940, Gleason received her doctorate degree in library science from the University of Chicago. Her dissertation was “The Southern Negro and the Public Library.” She later published her dissertation in 1941 as a book, which the Indiana State Library is fortunate to have in its collection.

“The Southern Negro and the Public Library” by Eliza Atkins Gleason ISLM 027.6 G554

She served as the dean of the Atlanta University Library Science Program from 1941-46. After that, she worked at the Chicago Public Library, Chicago Teachers College, Woodrow Wilson Junior College, Illinois Teachers College and the Illinois Institute of Technology. She also taught library science courses at Northern Illinois University.

Gleason passed away on Dec. 15, 2009 at the age of 100.

The ALA Library History Round Table has a research award named in her honor, The Eliza Atkins Gleason Book Award. This award is given every three years for the best books written about library history:

Gleason was inducted into the University of Louisville’s College of Arts and Sciences Hall of Honor in 2010. A video of the ceremony is available on YouTube.

This blog post was written by Michele Fenton, monographs and federal documents catalog librarian.

INLLA participant Erin Cataldi strives to improve teen engagement

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Every two years, the Indiana State Library hosts the Indiana Library Leadership Academy program for up-and-coming librarians in the field. Librarians across the state, and from a variety of library backgrounds, apply to attend INLLA. Each librarian is chosen based on the responses and project proposals submitted with their application. The participants selected, along with their coaches, spend four days learning about the qualities of leadership and, specifically, how those leadership qualities translate to the library profession. During the most recent INLLA, facilitator and author Cathy Hakala-Ausperk, of Libraries Thrive Consulting, contributed her expertise by sharing aspects of her library experience and talking about what it takes to be a leader.

Beginning with the four-day retreat, INLLA is a two-year commitment culminating in the completion of the projects that the participants designed to improve, enhance or strengthen some aspect of their library or community.

Pictured are Erin Cataldi, Stacey Kern and Raenell Smith at the Kwame Alexander author event held at Clark Pleasant Middle School.

INLLA participant Erin Cataldi, teen and adult reference librarian at the Clark Pleasant branch of the Johnson County Public Library, wanted to increase teen engagement in her library. She realized that reaching teenagers in a mostly residential community can be hard and that there aren’t a lot of spaces for them to congregate and hang out. She wanted to improve the teen “space” in the library to become more inviting and to be used by its intended audience – teens.

One of Erin’s innovative programs: a Harry Potter escape room at Clark Pleasant branch.

Erin wanted to begin this process by offering more innovative programming to get the teens used to coming in to the library. She also wanted to revamp the teen space to make it more appealing to teens. Her approach was to work with local businesses and organizations to offer ongoing passive programs at all times in the teen space. She also decided that working more closely with the local schools to promote the library would be a good way to let teens know that the library is a safe place to meet up, hang out, study and create.

Currently, Erin doesn’t have control over the teen space due to the size of the existing building, but a recent announcement conveyed that by 2020 the library should be breaking ground to build a bigger branch. The proposed plan includes a generous teen area for materials and activities. So, the future is bright!

Erin Cataldi and Annie Sullivan at the Whiteland Community High School author event.

By volunteering to help out at school events, such as an author visit by Annie Sullivan, Erin continued to solidify her already established relationships with the local middle and high schools, which gives the students a closer connection to the library.

Monthly makerspace at Clark Pleasant Middle School.

Additionally, Erin operates a monthly makerspace at Clark Pleasant Middle School and regularly drops off program brochures, library card applications and posters to the schools around the county. She is also launching a teen advisory board this month in order to gather input into programming ideas for teens. She also attended a young adult round table to talk about best practices for teen programming and to get ideas to supplement what she is doing at their branch.

Erin is an example of a library leader who is having an impact on her library and on her community. This process began with INLLA and the project that she created to increase teen engagement in her area. With the idea of increasing teen engagement, Erin has developed a closer relationship with the schools by volunteering at their events and making more school visits. Teens at the Clark Pleasant Branch of the Johnson County Public Library are lucky to have Erin on their side and I can’t wait to see what she does next!

This blog post was written by Kara Cleveland, Professional Development Office supervisor at the Indiana State Library.

February Talking Book and Braille Library book club selection

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The next meeting of the Talking Book and Braille Library’s book club will take place on Tuesday, Feb. 19, 2019 at 2 p.m. Eastern/1 p.m. Central. We will be reading “Ginny Moon” by Benjamin Ludwig, which is available in audio (DB 88585) and braille (BR 22202). Ginny is an autistic 14-year-old who has been adopted after years in foster care. Her fragile new life is threatened, however, when her obsessive need to get her baby doll back brings her dangerous birth mother into her life again.

Participants can join the discussion by calling our dial in number, 1-240-454-0887, and entering the conference code, 736 597 563#. Participants may also request that the library call them at the appointed time.

Please let us know if you are interested in participating so that we can contact you about any unexpected changes to either the schedule or call in information. You can request a copy of “Ginny Moon” and let us know you are interested in participating by contacting Laura Williams at 1-800-622-4970 or via email.

This blog post was written by Maggie Ansty of the Indiana Talking Book and Braille Library. 

New year, new genealogy resolutions

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If your New Year’s resolutions for 2019 include genealogy research, the Indiana State Library Genealogy Division can help! Whether you are starting your research for the first time or are a seasoned researcher, we have many resources and ideas for you. Here are just a few ways you can get started in 2019:

Read a genealogy book

Besides family histories and ethnic and geographic-based genealogy resources, the Indiana State Library also holds many books that cover the various practical aspects of genealogy research, such as genetic genealogy, organizing your research and research techniques. Check out our catalog for a selection of holdings.

Watch a webinar

The Indiana State Library offers free prerecorded webinars on genealogy topics such as Genealogy 101, vital records and wills and probates. Taught by Genealogy Division librarians, these webinars provide an overview of research techniques and resources with an emphasis on the materials and databases available at the state library.

Check out a new-to-you digital resource

Cited by Family Tree Magazine as being among “…the best state-focused websites for genealogy,”[1] our many digital resources can help with your research. As an added bonus, many of these resources are accessible from home.

  • The Indiana State Library Digital Collections contain full scans of materials from our collection, including manuscripts, family bible records, maps, Indiana government documents and more.
  • Hoosier State Chronicles contains nearly a million fully-searchable digitized Indiana newspaper pages covering a wide time period and geographic area.
  • Indiana Legacy collates many of our databases in one convenient search interface, including the Indiana Biography Index, the Indiana Marriages 1958-2017 database and the Indiana Newspapers on Microfilm holdings guide.
  • Indiana County Research Guides provide an overview to genealogical research in each of Indiana’s 92 counties, including a summary of our print materials and links to free online resources for each county.

Ask a librarian

The librarians at the Indiana State Library are available to answer your research questions even if you can’t visit the library in person. We offer an Ask a Librarian service where you may email or live chat with a librarian. We love to hear from our patrons and would be more than happy to consult our resources or provide research tips regarding your genealogy, whether you are just starting out or are working on a long-term brick wall.

[1] Rick Crume, “Cyber States,” Family Tree Magazine, December 2018, 18-21.

This blog post is by Jamie Dunn, genealogy librarian. For more information, contact the Genealogy Division at (317) 232-3689 or send us a question through Ask-a-Librarian.

Indiana State Library’s Oversize Photograph Collection now available online and in-person

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The Indiana State Library’s Oversize Photograph Collection is now arranged, digitized and described, making it accessible both physically and online via ISL’s Digital Collections. The project began in early 2017 with a survey of all existing oversize photographs and a plan to arrange them all in one location and then describe, digitize and encapsulate the photographs. Previously, the photographs were stored in three separate locations according to size, but this organization was both inconsistent and unsustainable. The collection was also treated as a catch-all location for other graphic materials, including clippings, maps, artwork and lithographs. To rectify the situation, the project also involved separating out all materials which could not be classified as photographs.

Divers in Steuben County.

Over the next two years, the photographs were meticulously arranged by subject to correspond with the new organization in the General Photograph Collection, which was undergoing its own cleanup and reorganization project. The smaller photographs were captured using a flatbed scanner, while very large photographs, such as panoramic photographs, were photographed using a DLSR camera before they were encapsulated in Melinex, archival-grade polyester film, for long-term preservation. The main challenge in working with oversize photographs is, naturally, their size. The large photographs are physically difficult to handle and are stored in even larger folders. Due to their size, the photographs were often rolled or folded in the past, which can pose new conservation challenges. The final stage in the project entailed describing the images individually and uploading them to the library’s online photograph collection. The themes of images in the collection vary, but some of the most prevalent subjects include portraits of notable people, groups and organizations, and aerial photographs of Indiana and images of state parks.

Woman’s Christian Temperance Union, 1883.

Hagenbeck-Wallace Circus portrait, 1921.

With the completion of the Oversize Photograph Collection project, nearly 600 photographs are now more accessible and usable than ever before, with 582 available digitally. The project has made physical control of the collection a reality, supported the collection’s longevity by reducing handling of the original photographs, and most importantly, profoundly increased access to the collection for users around the world.

This blog post was written by Lauren Patton, Rare Books and Manuscripts librarian, Indiana State Library. For more information, contact the Indiana State Library at 317-232-3678 or “Ask-A-Librarian.”

Better pay those library fines if you want your full tax refund check!

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This blog article should be considered general information and should not be construed as legal advice. The article reflects Indiana law at the time the article was written, but may not include every detail or nuance and may not reflect the law in other jurisdictions. Additionally, laws frequently change. The reader should not act on the information contained in this article but rather should act on the advice of his/her own legal counsel or other appropriate professional.

We’re heading into tax time and many of us are looking forward to our tax refunds. However, did you know that if you have outstanding fines and fees at your public library, the library can have a portion of your refund intercepted and diverted to the library to pay off what you owe? The process is called Set off of Refunds in state law. SooR is a process where public libraries, among other entities who are owed money, can claim and receive that money out of a state tax refund owed to the person who owes money to the library. This is not something the library is required to do, but rather is just another debt collection option available to libraries and other entities. For example, Sally owes the library $150 for ten DVDs she checked out and never returned. The library went through its usual process of attempting to notify Sally and collect the money owed to the library. All the normal collection attempts employed by the library failed. The library then decided to attempt to collect the money from Sally’s next state tax refund through the SooR process.

How does the process work?
First, the library must enter into an agreement with a Department of Revenue-approved clearinghouse. The approved clearinghouse for libraries is the Association of Indiana Counties. When the library has a debt it wants paid from a person’s tax refund, the library must direct the clearinghouse to file an application for the set off on behalf of the library. After receipt of the application, the DOR will determine whether or not the person who owes the debt, known as the the debtor, is due for a tax refund. The DOR will notify the library if the debtor is entitled to a tax refund.

Within 15 days of receiving notice that the debtor is entitled to a tax refund, the library or the clearinghouse must send written notice to the debtor and the DOR of the library’s intent to have the tax refund set off. The debtor is entitled to a hearing to contest the set off if the debtor mails written notice to the library of the debtor’s intent to contest the library’s right to the debt. The debtor must mail this written notice within 30 days after the date the library’s notice of intent to have the tax refund set off was mailed to the debtor.

The total amount of the set off of the debtor’s tax refund may include the actual amount owed to the library, a 15% collection fee payable to the DOR and a local collection assistance fee payable to the clearinghouse, the amount of which is set by the clearinghouse and is not to exceed $20.

After final determination of the validity of the debt, the library must certify to DOR the amount owed by the debtor to the library that is subject to set off. Upon receipt of certification of a debt, the DOR shall set off the appropriate amount and pay it to the library or the clearinghouse. The DOR notifies the debtor of the tax refund set off.

Is the library guaranteed to get the money owed to them through this process?
No, there are a number of variables that could affect whether or not the library can recoup money through the SooR process. It is possible the taxpayer is not due a refund, in which case, the library would not receive any money through this process. Additionally, among the 10 types of entities who can use the SooR process, political subdivisions, which include public libraries, are at the end of the priority list which means other entities will get money owed to them first and there may not be enough left for the library after other creditors have been paid. If the person has the fees owed discharged in bankruptcy, then the library could not recoup the fees.

Is there a time limit by which collection for a specific debt through the SooR process must take place?
The law does not state a time limit after which a debt is not eligible for collection using this process. Additionally, the law does not specify how long a debt must be owed to a political subdivision before the political subdivision can use this process to collect the debt.

Is there a minimum dollar threshold that must be owed to the library before the library can use this process to collect on a debt?
The law does not state a minimum dollar threshold that must be owed before the library can use this process to collect a debt.

How does this work on a joint tax return if only one person is responsible for the debt?
On a joint return, the entire refund is subject to set off unless there is a timely defense raised by a co-refundee who is not a debtor. If a timely defense is raised that the refund is based on a combined tax return of a debtor and a non-debtor, then the set off can only be effected against the debtor’s share of the refund.

This blog post was written by Sylvia Watson, library law consultant and legal counsel, Indiana State Library. For more information, email Sylvia.