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Library Administrative Manual

3.1 Library Loan Policy

1.0 Scope of Loan Policy: Library Materials

The loan policy applies to circulating books that are classed in the Library of Congress classification system and are shelved in the open book stacks on the 1st-4th floors of the Library. Other library materials circulate from the following service desks:

  • deBellis Collection
  • Document Delivery Service
  • Government Publications Department
  • Media Access Center
  • Periodicals/Microforms Department
  • Reference Department
  • Reserve Book Room
  • Special Collections

Each of these service desks follows its own policies, regulations, and procedures.

2.0 Hours for Loan Service

The Loan Desk is open every hour the Library is open, and services stop 15 minutes before the closing of the Main Library.

2.1 Warning Bells Before Closing

A series of warning bells is rung to alert users to the impending termination of loan services and the closing of the Library.

The First Bell is rung at 30 minutes before closing. It alerts users to the termination of loan services in 15 minutes and the closing of the building in 30 minutes.

The Second Bell is rung at 15 minutes before closing. It alerts users to the termination of loan services and the closing of the building in 15 minutes.

The Third Bell is rung at the time the building is closed. When it is rung, all users must have exited from the building.

2.2 Check-Out Deadline

The deadline for checking out or renewing books is the ringing of the second bell at 15 minutes before the closing of the building. At that time, circulation transactions--check-outs, renewals, etc.--will be processed only for users waiting in line for loan services.

For users not waiting in line for loan services at 15 minutes to the hour, circulation transactions are not to be processed. Few exceptions are made to this policy and only under extenuating circumstances (e.g. a user making a special trip to the Library from a long distance). Any exception to this policy that may be made is entirely at the discretion of the supervisor in-charge of the loan desk.

After the check-out deadline, users may request that books they are holding for check-out be held at the Loan Desk for pickup within twenty-four hours. Books left beyond that period are returned to the stacks.

2.3 Information on Library Hours

Library hours of service are publicized in printed handouts indicating regular hours of service and exceptions to the regular hours. These handouts are revised as needed and prominently displayed along with other printed handouts.

Changes in hours of library service--holiday closings, etc.--are announced in advance by posting signs on the front doors and in other appropriate places.

Hours of library services, including exceptions, check-out deadlines and special hours for Reserve Book Services are recorded on tape that can be accessed by telephoning 338-1841. The tape recording is revised immediately prior to the initiation of a new schedule.

3.0 Categories and Qualifications of Borrowers

3.1 Student Borrowers

A student borrower is a student currently registered at San Francisco State University as an undergraduate, graduate, or continuing education student.

3.2 Faculty Borrowers

A faculty borrower is a member of the faculty--tenured or untenured--currently employed by San Francisco State University on a full or part time basis. All categories of the faculty regardless of tenure status or full vs. part time teaching assignments are accorded identical loan privileges. Emeritus faculty are also accorded faculty loan privileges. Retired faculty, who are not Emeritus, receive the same loan privileges as students.

Policies and regulations pertaining to faculty borrowers are based on the statement of "Faculty Library Borrowing Privileges and Regulations" approved by the Academic Senate on November 23, 1971 and on the "Academic Senate Policy Recommendation F77-23" approved by President Paul Romberg on October 18, 1977.

3.3 Faculty Proxy Borrowers

A faculty proxy borrower is a person authorized by a faculty member to borrow library materials for that faculty member's use. The duration of the proxy authorization is one semester and must be renewed or a new proxy assigned each semester. Each faculty member is limited to one proxy for the semester. The faculty member is responsible for library materials borrowed in his/her name by the assigned proxy.

3.4 Administrative Staff Borrowers

An administrative staff borrower is a University employee in a Tenure Type 2 Administrative Classification in the current records of the University Personnel Office. Administrative personnel are tenured or untenured and currently employed on full or part time basis to head or direct a University service (e.g. Counseling Services, EOP Program, etc.).

3.5 Staff Borrowers

A staff borrower is a member of the support staff currently employed by San Francisco State University on a full or part time, permanent or temporary basis and listed in the University payroll records. Exception: Library support staff members are accorded faculty borrowing privileges.

3.6 Special Borrowers

A special borrower is any person who meets one of the following qualifications:

  • A visiting faculty member currently employed by any college or university outside the CSU system, anywhere in the world, who holds a current, valid identification issued by the home institution. If the current identification lacks a photo, another identification must be presented for photo verification of identity.
  • A spouse of a faculty member currently employed by San Francisco State who holds a current photo identification such as, but not restricted to, a driver's license.
  • A student not currently enrolled, who is working with his/her advisor's official approval, on a thesis. The library registration form must include the signature of the thesis advisor and the inclusive dates of the work.
  • A student not currently enrolled, who needs to check out library materials in order to make up incomplete grades with his/her advisor's official approval. The Library registration form must include the signature of the advisor and the inclusive dates of the work.
  • A retired SFSU staff member (not retired faculty) who wishes to check out books from the Library after retirement and who requests Special Borrower's privileges at the time or shortly thereafter his/her separation from SFSU.
  • A student currently enrolled in the American Language Institute program who is not a regularly enrolled student.

3.7 Friends of the Library and Alumni Borrowers

A Friend of the Library Borrower is any person not entitled to loan privileges accorded to another category of borrower and holding a current, valid membership in the Friends of the J. Paul Leonard Library. Members of the Friends of the J. Paul Leonard Library must prove membership by presenting a current valid membership card in the Friends of the Library. Except for life membership cards, Friends of the Library cards bear an expiration date of either December 31, March 31, June 30, or September 30.

An Alumni Association Borrower is a member in good standing of the San Francisco State University Alumni Association who holds a current, valid Alumni Association membership card.

3.8 Dual Status Borrowers

Some borrowers are entitled to loan privileges by virtue of qualification for two or more categories of borrowers.

If a borrower is entitled to loan privileges as a student, faculty member, or as a member of the administrative or support staff, and also entitled to loan privileges as a special borrower or as a member of the Friends of the Library, loan privileges will be extended according to the former status.

Part time faculty who are also graduate students are issued two separate I.D. cards: one for the graduate student status and an additional, temporary faculty library card for the duration or the teaching assignment. Separate borrowing regulations apply to the use of each card.

3.9 CSU Campus Borrowers

A CSU campus borrower is a person holding a current, valid campus service or photo identification card issued by any of the 20 campuses of The California State University (CSU), including registered students (undergraduate or graduate), administrative or support staff, and faculty. In accord with CSU mutual use agreements, borrowing privileges are not extended to retired staff members, Friends of the Library, etc., of the other campuses (CSU alumni are extended borrowing privileges--a $5.00 registration fee does apply).

4.0 Library Registration

To check out library materials, each borrower must register for loan services. Registration involves three or four components: (1) documenting status in any category of borrower: (2) completing a library registration form; (3) obtaining a library-issued card (applies only to Special Borrowers) and (4) obtaining a barcode label to be affixed to university photo identification card, library-issued card, Friends of the Library, or Alumni membership card.

4.1 Documenting Status

Each borrower must document status in a category of borrower.

4.1.1 Currently Enrolled Students

A currently enrolled student must document status with a Photo identification card with current semester validation sticker on its face.

4.1.2 Students Not Currently Enrolled

A student not currently enrolled must present a library registration form signed by the faculty advisor indicating that the student is currently working on making up "incompletes" or completing a master's thesis. This form must include beginning and estimated ending dates of work.

4.1.3 Faculty and Administrative Staff

A member of the faculty must document status with one of the following:

  1. Photo identification card
  2. Current temporary identification issued by the Office of Faculty Affairs.

4.1.4 Staff

A member of the staff must document status with one of the following:

  1. Photo identification card for staff issued by the University.
  2. Current temporary identification card issued by the Personnel Department.

4.1.5 Special Borrowers

Before a Special Borrower's card is issued by the Library, the applicant must document status with one of the following:

  1. Current faculty identification from any college or university outside the CSU system.
  2. Current photo identification such as a driver's license.

4.1.6 Friends of the Library and Alumni

A Friends of the Library applicant must document status by presenting a lifetime or current Friends of the J. Paul Library membership card and photo identification.

An alumnus must present a current or lifetime SFSU Alumni card and photo identification.

4.2 Completing a Library Registration Form

Each borrower must complete a library registration form, providing the following information in designated blanks:

  1. Social Security Number. Foreign students use the registration number assigned by the University.
  2. Name: first name, middle initial (if any), and last name.
  3. Current mailing address: street name/number, apartment number (if applicable), city, state, and zip code.
  4. Telephone number, including area code if other than 415.

4.3 Obtaining a Library-Issued Card

Special borrowers, Friends of the Library Borrowers and Alumni are the only three categories of campus borrowers that are exempt from using a current University-issued photo identification card. Special borrowers are issued a card at the Library registration desk. Friends of the Library and Alumni membership cards are issued by their respective organizations.

4.4 Obtaining a Zebra (Barcode) Label

Each borrower must obtain a barcode label that is affixed to the reverse side of his/her university-issued or library-issued card. This barcode label contains the optically scannable and the human-readable encoding of the unique patron identification number assigned to each borrower.

5.0 Use and Confidentiality of Library Registration Information

Library registration data are used by the GEAC system to address printed notices to library users. The telephone number may be used to telephone users to remind them to respond to a recall notice, to notify them of the availability of a book placed on hold, or for other circulation-related reasons.

All registration information is considered confidential. Library registration information is exempt from the freedom of information act and will not be revealed to unauthorized persons or institutions.

6.0 Library Card

The University-issued photo identification card constitutes the library card for students, faculty, administrative staff, and non-administrative staff. A library-issued card constitutes the library card for Special Borrowers. Extended Education, Friends of the Library and Alumni Association issue a card that becomes a library card when Library staff affix a barcode label on the card.

6.1 Use of Library Card

A library card is not required to enter the library. A valid library card with an optical scan barcode label is required however, to complete circulation transactions (e.g. check-outs, renewals, placing holds, etc.). Only under extraordinary circumstances and entirely at the discretion of the duty supervisor will the patron barcode number be manually keyed at a CRT terminal to complete circulation transactions in the absence of a library card.

All types of library cards are to be used only by the person to whom issued. A library card must not be loaned to or used by a person other than the person to whom issued. A visual examination of the photo identification is made every time a library card is used to prevent unauthorized use. Since Special Borrowers, Friends of the Library Borrowers, Extended Education, and Alumni Borrowers are issued library cards without photo identification, these borrowers must present, in addition to their library cards, photo identification. The requirement for photo identification and the visual verification of identity is especially important with the use of the GEAC system, because this system does not require the user's signature for charging library materials. Photo identification and visual verification of identity are required not only for the protection of the Library, but also for the protection of users.

6.2 Temporary Library Card

Borrowers who have applied for but have not yet received their photo identification card from the University may be issued a temporary card by the library registration desk validated for a period of two weeks from date of issue. A currently enrolled student must document status with either a Cashier's receipt for payment in full of registration fees (This form of ID valid only for the first 2 weeks of the semester) or a copy of the patron's touchtone registration class schedule.

It is the student's responsibility to obtain the University photo ID by the end of the second week of each semester. A University photo I.D. with a barcode label is required 15 days after the semester begins.

6.3 Lost of Stolen Library Card

It is the responsibility of the borrower to promptly notify the library registration desk if his/her library card is lost or stolen. Users reporting a lost or stolen library card will be issued a new barcode label; (1) affixed to their replacement photo identification card issued by the University; (2) for use with a temporary library card issued by the library registration desk in the interim before the university-issued photo identification card is replaced; (3) affixed to a new Special Borrowers card issued by the library registration desk or (4) affixed to a new Friends of the Library card issued by the Friends or by the Library administrative office; (5) affixed to a new Alumni card issued by the Alumni Association.

7.0 Expiration of Borrowing Privileges

7.1 Student Borrowers

The SFSU student identification card with the current semester validation sticker entitles students to borrowing privileges. The semester validation sticker entitles the continuing student to borrowing privileges throughout the semester and during the subsequent semester break up to the first day of the next semester, at which time a current validation sticker for the new semester is required for continuance of borrowing privileges. The fall semester sticker, for instance, is valid throughout fall semester and the following inter-semester break up to the beginning of spring semester. The spring semester sticker is valid throughout spring semester, throughout all summer session--whether or not the student enrolls in any summer session up to the beginning of fall semester.

Extended Education students who do not hold a regular SFSU student identification card bearing a semester validation sticker are entitled to borrowing privileges during the session(s) in which they are registered. These students' borrowing privileges expire on the expiration date noted on their I.D. cards.

Students officially withdrawing from the University before the completion of the semester must return all library materials and pay library fees in full before the Library clears them. Borrowing privileges are terminated on the date the Library clears them for withdrawal.

The Dean of Students reports the names of deceased students to the Library. At the request of the University, circulation staff clear these students without pursuing the return of library materials or the payment of library obligations.

7.2 Faculty and Staff Borrowers

A faculty or staff member separating from University employment must return all library materials, pay Library obligations in full, and surrender his/her photo identification card.

Faculty or staff borrowing privileges terminate on the date the identification card is surrendered to the Library.

7.3 Friends of the Library and Alumni Borrowers

Life members of the Friends of the J. Paul Leonard library are entitled to lifetime borrowing privileges. Other friends are entitled to borrowing privileges that expire on a year-to-year basis, with 4 common expiration dates annually; January, March, July and October. To renew borrowing privileges, a Friend with an expired membership pays for another year of membership, thereby having his/her Friends membership card validated until the following January, March, July or October.

Borrowing privileges for members of the Alumni Asociation are based upon current membership in the Association, and expire when the borrower ceases to be a member. Alumni Borrowers are entitled to year-long privileges. Alumni privileges are the same as those for Friends at the $25.00 level.

7.4 Special Borrowers

The borrowing privileges of all special borrowers expire on the date indicated on the special borrower card. Renewal of special borrowing privileges is not automatic. A special borrower wishing to renew privileges must do so by personal application.

  • Visiting Faculty: It is presumed that the special borrower who is a visiting faculty member from an institution outside the CSU system will not require borrowing privileges for longer than a sabbatical year. Should the need arise, however, borrowing privileges may be extended for quarterly periods upon personal application to the registration counter of the Loan Desk.
  • Faculty Spouse: Borrowing privileges of the spouse of a faculty member expire upon the separation of the faculty member from the University. Privileges are subject to annual renewal, one calendar year from date of issuance of Special Borrower card or date of last renewal.
  • Students not currently enrolled: The expiration of borrowing privileges for students not currently enrolled is dictated by the inclusive dates of work verified by the student's faculty advisor.
  • Retired Staff: Borrowing privileges for the retired staff member are lifetime privileges; it is so noted on the special borrower card.
  • American Language Institute: Borrowing privileges for a student currently enrolled in the American Language Institute expire upon his/her withdrawal from the Institute.
  • Retired Faculty: Faculty who have less than 10 years of service at retirement receive special borrower privileges.

8.0 Loan Periods

Library materials are checked out to borrowers for one of two loan periods.

8.1 Twenty-Eight Days Loan Period

This loan period is for 28 days from the check-out date and is extended to students, staff (except library), Special Borrowers, Friends of the Library, and CSU Campus Borrowers.

8.2 Semester Loan Period

The semester loan period is extended to teaching faculty, Emeritus faculty, administrative staff, library faculty and library staff. The due date is the date on which semester grades are due.

9.0 Use of Date Due Slips

At the time an item is checked out, the due date is stamped in blue ink on the date due slip to indicate to users the due date and to indicate to exit control personnel that the item has been properly charged. These also have their electronic security strips desensitized to permit egress from the Library. When the book is returned, the received date is recorded in red ink and the book is electronically resensitized. Exit control personnel inspect books and other material which have not been desensitized and cause the security gates to activate. Patrons who have books needing discharge or desensitization shall be redirected back to the Loan Desk.

10.0 Return of Library Materials

During hours that the main library is open materials may be returned to the outside book return located to the left of the main entrance or via the main book return in the circulation services area of the first floor.

Items returned to other CSU libraries are considered received at the SFSU library on the date of receipt stamped by the CSU library at which they were returned.

Items returned to non-CSU libraries are not considered returned to the SFSU library until the date of their receipt at the SFSU loan desk.

Items mailed to the SFSU library are considered returned on the date of receipt at the loan desk, not on the date of the postmark on the package.

11.0 Overdue Materials

Circulating library materials checked out to the borrower fall overdue on the day after the date stamped on the date due slip.

11.1 Assessment of Overdue Fines

For circulating materials, overdue fees accumulate at the rate of $.25 per day, excluding holidays, per item to a maximum fee of $25.00 per item.

Excessive library use fee ("overdue fees") are authorized by the directive printed in UCAM (University and Colleges Administrative Manual), Section 5999.15, December, 1975. Under this authority, overdue fees are not to be waived.

The overdue fee is uniformly established for all circulating library materials in the California State University and Colleges and subject to change. The overdue fee is assessed for all types of borrowers except teaching faculty, administrative staff, library faculty, and library staff. The Library's current overdue fine schedule is published in the University Bulletin.

11.2 Date Due Reminder Notices

It is the responsibility of every borrower to be aware of the loan period assigned to the books that s/he has checked out and to return them on or before the due date. Circulation staff stamp the date due slip with the due date as a reminder to the borrower. The Library does not mail reminder notices of approaching due dates for library materials.

11.3 Overdue Notices

For both types of loan periods--28 days and semester--the GEAC system generates overdue notices 14 days after the due date. If staffing and postage costs permit, overdue notices are mailed to delinquent borrowers. The Library mails overdue notices to borrowers as a courtesy, not as an obligation. Failure to receive an overdue notice does not exempt the borrower from overdue fees assessed.

12.0 Lost and Presumed Lost Materials

Lost materials consist of items reported lost by the borrower and items long overdue and presumed lost.

12.1 Search of Stacks for Books Long Overdue and Presumed Lost

The GEAC system generates the "Status/Action Report" listing items overdue by 40 days. This report is generated weekly and used to search the stacks for long overdue items that will be presumed lost 40 days after the due date.

If an item is found in the stacks, the item is checked in. If the last date stamped on the date due slip is canceled, it is assumed that the item was not properly discharged; these items will be checked in using the procedure "clear charges checkin", which checks in the item without assessing the overdue fee. If the last date stamped on the date due slip is an uncancelled date due stamp, however, it is assumed that the item was not properly returned; these items will be checked in using the regular checkin procedure, which discharges the item and assesses the overdue fee to the user's record. Checking in items with either procedure prevents the generation of a bill for replacement charges.

For items reported or presumed lost, a bill is mailed to the user. The bill includes: (1) the replacement cost of the item; (2) a processing service charge accessed per item (established by CSU mandate and subject to change).

12.2 Billing for Books Long Overdue and Presumed Lost

If the item is not found in the search of the stacks, it is presumed lost. Presumption of loss requires determination of replacement cost. Replacement cost is normally based on a predetermined average cost of an academic book ($40.00) plus a $20.00 processing fee. In the case of extraordinarily expensive materials, an additional fee may be charged.

12.3 Failure to Resolve Lost Items Obligations

After an item is overdue by 40 days an invoice is generated. The invoice notice is used to place an encumbrance (i.e. hold) on the permanent record of a delinquent student borrower. The hold prevents the delinquent student borrower from registering and receiving transcripts and other University services. The termination of loan services remains in effect until the resolution of the delinquent charge either by full payment of the bill or by return of the item presumed to be lost.

Patrons have one year from the due date to return lost books. After an item has been overdue for a period of one year, it is canceled from the collection. No refunds will be processed for materials that have been canceled from the collection.

13.0 Summary of the Overdue Cycle

The overdue cycle includes the following key elements:

13.1 Due Date:

The date after which items are overdue if not returned or renewed.

13.2 Overdue Notice Generated:

Fourteen days following the due date, an overdue notice is generated and mailed to the user as a courtesy.

13.3 Item Searched:

40 days following the due date, the GEAC system generates the "Status/Action Report" listing items overdue by 40 days; this report is used to search the stacks for items presumed lost prior to billing. [there is currently no staff to do this 11/1/92.]

13.4 Bill Generated:

40 days following the due date, the unreturned item is presumed lost and the bill is generated and mailed to the user; the generation of the bill for an item presumed lost terminates loan services until resolution of the account.

13.5 Collection Notice Generated:

60 days following the due date, a collection notice is generated and is used to encumber the delinquent student borrower's permanent record. [not yet operative as of 11/1/92]

14.0 Charges for Damaged Materials

Borrowers returning damaged items may be assessed damage fees that range from $.50 per item to full replacement cost and processing fee.

15.0 Resolution of Charges for Lost and Damaged Materials

Charges for lost and damaged materials may be resolved by one of three means: (1) by full payment of the assessed charges; (2) by return of the lost item and payment of accrued overdue fees or (3) by replacing the lost or damaged item, with the approval of the Collection Development Department, with an identical or later edition of the work, and paying the processing fee for each replaced item.

16.0 Collection of Lost Item Obligations by Franchise Tax Board

The charges for lost materials reported to the University encumbrance system (CASHNET) are reported by the University once every year to the California Franchise Tax Board. These charges are subsequently collected by deductions made to refunds owed to tax payers. Charges for overdue fees are also reported to the Franchise Tax Board.

17.0 Refunds for Lost Items

If an item that was reported or presumed lost and paid for by the user is returned within one year of payment, the Library issues a refund to the user that includes the amount billed for the item minus the maximum overdue fee of $25.00. No refunds will be processed for returned material that has already been canceled from the collection.

18.0 Delinquent Borrowers

Two types of actions make borrowers' records delinquent: borrowers' records automatically set delinquent by the GEAC system according to library-defined delinquency thresholds and borrowers records manually set delinquent by circulation staff. If a borrower's record in the patron file is set delinquent, whether or not that delinquency is automatically or manually set, the optional scanning or manual keying of the borrower's barcode number into the GEAC system automatically flags the borrower as delinquent.

When it is determined that a borrower is delinquent, circulation staff will, in the borrower's presence, search the borrower's record in the patron file and notify the borrower of the reason(s) for the delinquency. Until the delinquency has been resolved, however, circulation transactions--check-outs, renewals, etc.--are not ordinarily executed for the borrower. Under exceptional conditions and entirely at the discretion of the loan desk supervisor, the delinquency may be temporarily overridden (but not removed) to permit circulation transactions.

18.1 Deliquency Thresholds

The GEAC system automatically sets borrowers' records delinquent when one of the following three library-defined delinquency thresholds has been reached:

  1. Number of Books Overdue: When the borrower has ten or more books overdue.
  2. Amount of Fines on Returned Overdues: When the borrower has accumulated $15.00 or more of unpaid fines on returned overdue items.
  3. Amount of Fees on Lost Items: When the borrower has accumulated any amount ($.01 or more) of fees resulting from items reported or presumed lost.

These three library-defined delinquency thresholds, which control the automatic setting of borrowers' records delinquent by the GEAC system, apply to all types of borrowers' except: teaching faculty, administrative staff, library faculty, and library staff.

18.2 Other Types of Delinquencies

In addition to the three delinquency thresholds used by the GEAC system to automatically set a patron record delinquent, patron records are manually set delinquent in order to restrict borrowing privileges or to obtain new registration information from the borrower. Some examples of reasons for manually setting a patron record delinquent include, but are not limited to, the following:

  • To restrict borrowing privileges because of an accumulated library obligation which is five dollars or more and has been outstanding for more than thirty day.
  • To restrict borrowing privileges because of excessive overdue and lost item fees reported to the Loan Desk by Library service desks outside the GEAC system. (e.g. Media Access Center, Government Publications, Reserve Book Room, etc.)
  • To restrict borrowing privileges because of fees incurred for damaged items and other library costs not directly billable via the GEAC system.
  • To restrict borrowing privileges for failure to respond to a recall notice.
  • To restrict borrowing privileges of special borrowers whose borrowing privileges are granted for specific time periods.
  • To terminate borrowing privileges of special or alumni borrowers whose borrowing privileges have expired.
  • To obtain library registration information, especially a new mailing address, from users from whom circulation-related mail was returned to the Loan Desk for non-delivery.
  • To flag the borrower for whom the Library restricts borrowing privileges for whatever reason or the borrower who the Loan Desk needs to query regarding circulation-related concerns.

18.3 Delinquencies Applicable to Faculty

Delinquency thresholds (i.e. number of overdue items, amount in overdue fees) that are used by the GEAC system to automatically set patron records delinquent also apply to faculty borrowers and other borrowers having semester loan privileges (administrative staff, library faculty and staff).

The records of these borrowers may be set delinquent to obtain new address information or for failure to respond to a recall notice.

18.3.1 Failure to Return Items

Borrowers having semester loan privileges who fail to return overdue items 15 working days after the due date are considered delinquent. Upon return of all overdue items, the delinquency is removed from the borrower's record, which restores, assuming no other delinquencies, full borrowing privileges immediately.

Although faculty members and others with semester loan privileges are not assessed fees for items returned overdue, these borrowers are billed for items long overdue and presumed lost. An invoice containing replacement charges, processing fee, and binding fee (if applicable) is sent to these borrowers.

If faculty members and others with semester loan privileges fail to respond to an invoice sent for an item presumed lost, their Library borrowing privileges are blocked. These borrowers, moreover, are not cleared by the Loan Desk until the return of items presumed lost or the resolution of charges on the them.

18.3.2 Failure to Respond to Recalls

Borrowers with semester loan privileges must return recall items within 7 days of the date of the recall notice. Recall notices are sent to these borrowers at any time after the check-out date to recall items for Reserve Book Room and at any time after the item has been held for 28 days for use by another borrower. Failure to respond to recall notices results in the setting of a borrower's record delinquent. Upon return of recalled items, the delinquency is removed from the borrower's record, which restores, assuming no other delinquencies, full borrowing privileges immediately.

19.0 Item Location and Availability Status Queries

To initiate a query of the GEAC database following a search of the stacks, the borrower provides Loan Desk staff with the complete call number of the item (including folio designation, location code, etc.), author, and title.

In response to a query regarding the availability status of an item currently checked out, Loan Desk staff provide the individual with: (1) the fact that the only copy or all copies are currently checked out to another borrower(s); (2) the due date(s) of the copy(ies) with indication to the user that the Library expects the item(s) back by the due date(s) but cannot guarantee return by then; and (3) an offer to place a hold on the item. Under no conditions whatsoever, will the Library reveal the name(s) of the current borrower(s). This prohibition is made to respect all users rights to privacy.

20.0 Renewals

Books must be presented for renewal at the Library Loan Desk. If no hold has been placed on an item, the non-delinquent borrower may renew the item at any time before, on, or after the due date.

If the borrower attempts to renew before the due date an item on hold for another borrower, the item will not be renewed, but s/he may hold the item until the original due date provided the item has not been recalled for immediate use. If the item has been recalled for immediate use, the item will be taken from the user and checked in.

It the borrower attempts to renew after the due date an item on hold for another borrower, the item will not be renewed; instead, the item will be taken from the user and checked in to make it available to the first user in the hold queue.

It the borrower renews an item before or on the due date, no overdue fee is assessed. If the borrower renews an item after the due date, the borrower is assessed the overdue fee accumulated on the item prior to its renewal.

If an item is not available for renewal owing to a current hold placed for another borrower, the non-delinquent borrower attempting the renewal may have his/her name placed in the hold queue for the item.

Renewals will not be made for a delinquent borrower until s/he resolves the delinquency and clears his/her record. As long as the borrower is not delinquent and as long as no hold exists on the title, the borrower may renew the item an unlimited number of times.

21.0 Holds

If all the copies of a title are currently checked out, the Library can place a hold on that title for the borrower making the query. Placing a hold on an item requires use of the borrower's library card. If the borrower's record is delinquent, Loan Desk staff will inform the borrower of the reason(s) for the delinquency and will not place the hold until the delinquency has been cleared.

If one or more holds already exist on the title requested, the hold currently placed goes into the hold queue in chronological order; that is, the earliest hold placed is number one in the hold queue. The hold queue will not be re-ordered in response to pressure from any borrower.

When an item on hold is returned and checked in, the GEAC system automatically flags the item as on hold. The item is set aside on the hold shelf. After an item on hold is trapped by the GEAC system at check in, a hold availability notice is generated the next day. The hold availability notice is mailed to the user and the book is held at the hold pick up shelf for 10 days. After 10 days, the item is checked in and either returned to the stacks or set aside again on the hold shelf for the next borrower in the hold queue.

Friends of the Library and Alumni do not receive hold service.

22.0 Recalls

Library materials charged to any borrower are subject to immediate recall for Reserve Book Room and in the case of a semester charge to recall for use by another borrower.

22.1 Immediate Recall for Reserve Use

Items needed for reserve use are subject to immediate recall. They must be returned to the Library within 7 working days from the date of the notice.

22.2 Recall for Another Borrower

An item currently charged to a borrower and needed by another borrower may be placed on hold for loan to the requesting borrower upon its return from the previous loan. A "hold" book already on loan to a faculty member may be retained for 28 days after the check out date and then must be returned. Books in the possession of faculty for more than 28 days are subject to recall and must be returned within 7 working days of notification from the Library.

22.3 Notices for Recalled Items

When an item is recalled either for use by the Reserve Book Room, or for another borrower, a recall notice is generated on the following work day. The recall notice is mailed to the original borrower notifying the borrower to return the item within 7 working days.

Overdue notices for items recalled are generated on the work day following the original or reset due day, instead of 14 days after the due date as is the case for overdue items that have not been recalled.

All borrowers eligible for semester loans are required to comply with recall notices by returning recalled items within the period stipulated on the recall notice.

If the original borrower of a recalled item fails to return the item by the original or reset due date stipulated in the recall notice, the original borrower's record is set delinquent regardless of borrowing status.

Setting the original borrower's record delinquent prevents him/her from using loan services requiring the use of a library card. Following return of the recalled item, this delinquency is removed from the borrower's record. If the borrower's record contains no delinquencies for other reasons, this action clears the borrower's record, making him/her immediately eligible for resumption of full loan services.

Since the borrower is responsible for notifying the Loan Desk of a change of address, circulation staff do not recognize a borrower's claim that the recall notice was not delivered or forwarded to a changed address.

Borrowers eligible for semester loan--faculty, administrative staff, library faculty and library staff--who intend to leave the local area for more than three weeks should make arrangements to ensure prompt return of charged library materials in the event of their recall.

23.0 Searches

If query of the GEAC database reveals that an item for which the borrower has unsuccessfully searched the stacks is not checked out, the user is asked to search the appropriate re-shelving area. If the item still cannot be located, circulation staff will search for the item.

A missing item is searched once a week for four successive weeks until it is located or determined to be missing. Items located through a search are checked out to the hold shelf for 10 days and the user is notified by mail to pickup the item. After 10 days, unclaimed items are checked in from the hold shelf and returned to the stacks.

If an item is not found through four successive weekly searches, the Library notifies the user by mail.

Date Revised: 1/20/93

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