Ohio University Policy and Procedure

Ohio University Libraries Circulation Policy and Procedures

SUPERCEDED on June 11, 2004

Current Version




Procedure No.:   14.100

Page No.:        1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, and 14 of 14

Date Issued:     3/3/99

Issued By:       Hwa-Wei Lee



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Numeric Index -Policy and Procedure- Alpha Index


Purpose:

To outline in detail the policy and procedures of Ohio University Libraries regarding the circulation of library materials. Various categories of borrowers, loan periods, fines and fees, lost material charges, methods of collection, and appeal procedures are enumerated.


Definition:

University Libraries include all units and collections in Alden Library, Music/Dance Library, Library Annex, and Instructional Media and Technology Services. Excluded are the Regional Campus libraries and the departmental reading rooms.


Policy:

The function of the Circulation Department is to supply qualified library borrowers with needed material and receive it back into the collection. To maintain the best service to as many users as possible and so as not to impede potential borrowers, fines are assessed as an incentive toward prompt return of materials. Fines accrue to a maximum of $2.80 per item until a book is reported lost or is presumed lost. However, a maximum fine of $15.00 per item may be charged on special materials that are overdue. (See Section 6)

The following rules apply to all borrowers:

  1. Every borrower is responsible for library material charged to his/her name; never loan or permit others to use your ID or borrowers card.

  2. Every borrower should inform the Circulation Desk when changes in name, address, telephone and/or email address occur.

  3. Every borrower assumes responsibility to return borrowed library materials.

  4. Every borrower assumes the financial obligation to replace lost items.

  5. All library material is subject to immediate recall for the Reserve Book Room. It is also subject to recall for another user after the expiration of two weeks if not available from OhioLINK.



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  6. When necessary, the library may revoke borrowing privileges.


Procedures

Loan periods vary between categories of users, by type of material, and by library department/unit. Fines also differ in some situations. An enumeration of loan periods, fines, and lost book charges follows.


LOAN PERIODS

  1. Faculty, Visiting Faculty, Administrative and Classified Staff.

    Ohio University faculty and staff may borrow library material upon presentation of their University ID. Books, with the exception of Reserve materials and periodicals, are loaned for a 6-month period (or some part thereof), ending either December 15 or June 15 of each year.

  2. Graduate students, teaching assistants, honors tutorial students, and visiting scholars.

    The above may borrow material upon presentation of their validated University ID. Books, with the exception of Reserve, materials and periodicals, are loaned for the quarter in which they are borrowed.

  3. Undergraduate students

    Undergraduate students may borrow library material upon presentation of their validated University ID. Most materials, with the exception of Reserve materials and periodicals, are loaned for a three week period.

  4. Emeriti and other Retired University Employees

    Emeriti faculty, emeriti administrators, and retired University employees are granted borrowing privileges equal to active faculty and staff. (See section 4.1.1) Borrowers cards are available at the Circulation Desk.



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  5. Conference and Workshop Participants

    Participants in University-sponsored conferences and workshops have borrowing privileges for the duration of their programs. The circulation period is two weeks with one renewal.

    For the programs they sponsor, the Office of Continuing Education will provide the Circulation Department with a list of conference and workshop attendees. The Circulation Department will also issue cards which are valid for the duration of the program to participants.

  6. Non-University Affiliated Patrons

A.  Friends of the Libraries

Friends of the Libraries must present their current year Friends= membership card. Materials, with the exception of Reserve materials and periodicals, are loaned for a three-week period.

B.  Regional Patrons

Residents of Athens, Hocking, Meigs, Morgan, Perry, Vinton, and Washington counties may borrow materials, with the exception of Reserve materials and periodicals, for a three-week period. There is a limit of five items per borrower.

Annual Fee: $10.00 with presentation of photo ID.

C.  Courtesy Patrons

  • a.  K-12 teachers in Athens and surrounding counties and Ohio University alumna/alumnae may borrow materials with the exception of Reserve materials and periodicals, for a three-week period. There is a limit of five items per borrower.

  • b.  High school students ages 16 and up may borrow materials with the exception of Reserve materials and periodicals, for a three week period. There is a limit of five items per borrower. Annual Fee: $5.00 with presentation of a photo ID.



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  • Fee Waiver

    In cases where the fee is a hardship to the student or the student=s family and/or for students who have exceptional reading or scholastic needs or interests, principals may request an exemption from the Courtesy Patron borrowing fee for high school students age 16 and over.

    The request form for a Student Courtesy Patron fee exemption is available from the Circulation Department and must be signed by the student=s high school principal. A Courtesy Patron library card will be issued to the student for the duration of the academic year.

    The form does not state or imply any legal liability on the part of the School District for materials a student may borrow from the Libraries. A signed form indicates that the school principal and others, at his/her direction, will assist the Libraries in obtaining the return of Ohio University Library materials if the student keeps them past the loan period.

Such assistance may consist of:

  • Providing a student=s current address and phone number.

  • Talking with the student or his/her parents or guardians about overdue library materials.

  • Imposing disciplinary actions, within the bounds of school policy.

  • Taking other actions that may be mutually agreed, by library and school personnel, to be appropriate.


D.  Visiting School Groups

Members of classes who visit the Library as a class, under the supervision of a teacher or other school personnel, can be issued temporary library cards, which allow Courtesy Patron borrowing privileges for a 30-day period. Teachers, principals, or other school personnel who arrange for a class visit to the Library, with the expectation that they will borrow materials, should submit a class roster (listing names and, if possible,



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Social Security numbers) in advance of the visit, so that the temporary cards can be prepared prior to the day of the visit.

E.  Minor Children under 16 years of age

A parent or guardian will be responsible for library materials borrowed by their children or wards under the age 16. With the exception provided to visiting school groups (section D above), children under the age of 16 are required to use a parent=s or guardian=s University ID or current Regional or Courtesy patron borrower=s card.


  • OhioLINK onsite borrowing Ohio University is a member of OhioLINK and adheres to a Memorandum of Agreement and policies providing reciprocal, direct-on-site borrowing among OhioLINK member libraries

  • Other borrowers not listed above

    Ohio University extends direct borrowing privileges only to the categories of patrons identified above. Additionally, however, the Ohio University Libraries participate in interlibrary loan programs with OhioLINK, with Ohio Valley Area Libraries (OVAL), and under the National Interlibrary Loan Code (ALA). Exceptions for special cases are sometimes made, on an individual basis, by the User Services Coordinator, or Circulation Department Head.


    LOAN RENEWALS

    1. Borrowers in good standing may renew materials for additional loan periods, either by presenting material for renewal at the Circulation Desk or, before the due date, via ALICE=s self-renewal feature.

    2. Conference and Workshop participants, Friends of the Library, and Regional and Courtesy patrons may renew materials one time either by presenting material at the Circulation Desk or, before the due date, via the library system=s self-renewal feature.



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    Reserve Materials, Overnight Loans, Special Loans, and Periodicals

    1. Reserve Materials

      Materials designated for Reserve use may be borrowed upon presentation of a University ID or a current Regional or Courtesy Patron borrowing card. The materials may be borrowed for periods ranging from a one-half hour library-use-only basis to a one-week loan. A three day or one week loan may be renewed if no hold has been placed on the item. All material must be returned to the Reserve Desk on the date due or as designated.

    2. Overnight Loans

      Materials such as bound periodicals and others items designated by departments for overnight loans may be borrowed upon presentation of a University ID or a current Regional or Courtesy Patron borrowing card. The material may be borrowed any time and is due one hour after opening the following day. There are no renewals.

    3. Special Loans

      Some library materials, generally items not listed on ALICE or designated non-circulating, may be borrowed on a ASpecial Loan@ basis. Such loans require approval from a supervisor within a library department or collection. The length of the loan may be overnight (see Section 5.0.2) or a longer designated period usually not to exceed one week. Generally, a University ID will be required for Special Loans; however, a department or collection supervisor may limit or extend Special Loans to other user groups. The material must be returned to the desk from which it was borrowed at the designated due date and/or time.

    4. Periodicals

      Current (unbound) periodicals do not circulate.



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      Bound periodicals may be borrowed overnight upon presentation of a University ID or a current Regional or Courtesy Patron borrowing card. A periodical must be returned to the desk from which it was borrowed.

      • Bound Periodicals checked out from the Reserve Room are due back one hour after opening the following day.

      • Bound Periodicals checked out from the Circulation Desk are due back bynoon on the following day.

      • Bound Periodicals retrieved from the Library Annex can be borrowed for a one week-period.


    Fine Arts Department

    1. Picture file plates circulate for a loan period of two weeks. No more than five plates may be checked out at any time.

    2. CD-ROM materials circulate for one week.

    Microforms, Maps, & Nonprint Department

    1. Unless designated as ALibrary Use Only@ or ANon-CIRC@ all formats in the Department circulate. Microform, maps, CD-ROM, sound cassettes, diskettes, and other media circulate for three weeks. Books and bound materials follow the general Library policy and procedures.

    2. Microform periodicals and newspapers for dates earlier than the most recent ten years circulate for one week.

    3. Items not lent:

      A.  Microform periodicals and newspapers for dates within the most recent ten years do not circulate.

      B.  Reference materials, local government records, master negatives, and certain specific titles or series do not circulate.



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    4. Materials located in the Microforms, Maps, & Nonprint Department may be signed out at the First Floor Desk upon presentation of a University ID or a current Regional or Courtesy Patron borrowing card. These materials should be returned to the First Floor Desk.


    Music/Dance Library

    1. Books and Music Scores

      LP recordings are all dubbed onto cassettes. The LPs themselves may not be borrowed except by a faculty member or graduate assistant for a class. Cassettes may be borrowed for two weeks. CDs may be borrowed for one week.

    2. Videorecordings

      Videos may be borrowed for one week or viewed in the Video Viewing room.

    3. Microforms

      Microforms must be used in the library. Special permission may be given to take them to Alden to use on the reader/printers.

    4. Reserve

      Microforms must be used in the library. Special permission may be given to take them to Alden to use on the reader/printers.



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    Southeast Asia Collection

    The Southeast Asia Collection has available for circulation, shadow puppets, slides, selected artifacts, etc. which may be checked out on "Special Loan" for classroom use, lectures, and outreach programs. The loan period is usually two weeks and items may be renewed. Southeast Asia Collection

    Government Documents Department

    1. Most materials in the Government Documents Department, regardless of format, may be borrowed.

    2. Items listed in ALICE may be signed out at the Circulation Desk upon presentation of a University ID or a current Regional or Courtesy Patron borrowing card. These materials should be returned to the Circulation Desk.

    3. Other patrons may, upon presentation of a photo ID, sign out items listed on ALICE on a ASpecial Loan@ basis at the Documents Desk. These materials should be returned to the Documents Desk.

    4. Items not listed in ALICE may be signed out at the Documents Desk on a ASpecial Loan@ basis, upon presentation of a University ID, a current Regional or Courtesy Patron borrowing card, or other photo ID. These materials should be returned to the Documents Desk.

    5. Items which are on reserve or considered research items, etc. do not circulate; e.g. American State Papers, the U.S. Code, U.S. Reports, Census material. Patrons may request assistance and/or clarification at the Documents Desk.

    Instructional Media and Technology Services

    1. Many of the titles in IMTS are covered by a variety of licensing restrictions imposed by the producers and distributors of the media or in some cases by the organizations which have assisted in the acquisition of the titles. All titles are also covered by various provisions of the U. S. Copyright Law which, among other restrictions, states that in order for educational fair use to apply,



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      "Performance must be for a specific educational purpose...not for cultural or entertainment values, and must take place in a setting devoted to instruction...." A course instructor may use any of the titles in a University academic credit course in a face-to-face teaching situation. No admission fee may be charged for viewing any titles.

    2. Policy categories include

      A.  Ohio University and Area Educators This policy applies to all media limiting use to Ohio University and the local community. Any Ohio University faculty, staff member, student with a valid University identification card, or member of the Friends of the Libraries, or a teacher in a local school may use these materials for a 48 hour loan period without charge.

      A.  Ohio University Use

      This policy applies to media purchased under a license restriction from the distributor limiting use to Ohio University. These materials are available to any Ohio University faculty, staff member, or student with a valid University identification card for a 48-hour loan period.

    3. Borrowing Limits

      Only two titles may be borrowed at a time, with the exception that faculty and graduate students may borrow up to five titles at a time.

    4. Borrowing beyond the 48 hour limit

      University faculty only may borrow titles for more than 48 hours on a case-by-case basis by prior arrangement with IMTS. Generally, we suggest that the loan period not exceed one week. Titles are only allowed a longer loan period if an academic area has its own viewing rooms accessible to students, with a faculty member assuming full responsibility for these titles. To be fair to all academic users, titles with a history of significant circulation outside of a specific academic area will typically be limited to shorter loan periods. A longer term loan item that is recalled must be returned within 48 hours.



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    5. Materials Viewing

      Materials may be viewed in IMTS during scheduled hours of service.

    Fine Schedule

    1. Fines for Regular Loans

      A fine of 10 cents per day per item is assessed for overdue items. After four weeks overdue, the material is assumed lost and the borrower is billed by the Library and/or a hold is placed upon a student's records with the Registrar. When material is overdue a reminder will be sent by electronic mail and/or U.S. Postal service. Failure to receive the reminder may not be used as an excuse for overdue items.

    2. Fines for Recalled Items

      When material is RECALLED, a notice is sent stating a new due date. A fine of $1.00 per day begins accruing if the book is not returned on the new due date. Two additional notices are sent five days apart. Upon reaching the maximum fine of $28.00 the item is assumed lost. The borrower will be billed by the Library and/or a hold will be placed upon a student's records with the Registrar.

    3. Fines for Reserve Materials and Special Loans

      The fines assessed for overdue Reserve materials and materials borrowed as Overnight Loans or Special loans are a graduated fine as follows:

      • $1.00 fine for the first hour overdue

      • 25 cents fine for each additional hour overdue, up to $3.00 per day.
      Such materials returned in the book drops or to any other area other than the desk from which they were borrowed will be considered one day overdue. The borrower will be fined $3.00.



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    4. Fines for Bound Periodicals

      The fine assessed for bound Periodicals not returned at the specified time is $3.00 per day overdue.

    5. Fines for IMTS Media

      Fines for overdue media are $1 per day.

    6. Maximum Fines and Fees for Lost Materials

      After five days overdue and the maximum fine of $15.00 per item is reached, the material is assumed to be lost. The borrower will be billed by the Library and/or a hold will be placed upon a student's records with the Registrar. The charges to the borrower will include the following:

      • Replacement cost of the library material (see Section 7);

      • Library processing fee of $25.00.


    Determination of Replacement Charges for Lost Materials

    Replacement Costs for Lost Books

    1. The replacement cost of a lost book is based upon the current price of replacement rather than the book's original publication price. If a book is lost and is still in print, the replacement cost will be the price listed in the current Books in Print.

    2. Placing a monetary value on an out-of- print book is more difficult. If a copy can be located, an older book will usually cost more than the current average book price.

    3. A lost book that is out of print will be valued at a cost based on an index of average book prices by subject, for the preceding year, calculated by Yankee Book Peddler. The index price will be rounded up to the next dollar.



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    4. In addition to the replacement cost of a lost book, the borrower is also responsible for a $25 processing fee.

    5. A borrower may replace a lost copy of a book with the same book if it is acceptable to the library, i.e. a hard cover book cannot be replaced with a paperback; a good copy with a mutilated one, etc. Replacing a lost book in kind will eliminate the replacement cost but a processing fee of $25 must be paid.

    6. The above applies to all library books except bound periodicals and Special Collections holdings. In these cases, prices will be determined on an individual basis.

    Replacement Costs for Other Lost Materials

    1. The replacement cost of other library items is based upon the current price of a replacement rather than an item=s original purchase price.

    2. If the item is still available from a publisher, producer, or a supplier, the replacement cost will be the price quoted by the providing source.

      Placing a monetary value on an item that is no longer published is more difficult. When possible, standard indexes for average prices of the appropriate media will be utilized to determine a replacement cost.

    3. Fine Arts Library picture file plates.
    4. The replacement cost for a picture file plate will be $5.00

    Appeal Procedures

    1. If library borrowers have questions about or problems with fines or lost-material charges, they should first talk with one of our regular staff (not a student employee) in the Circulation Department. If the matter remains unsettled, they should speak with the Circulation Supervisor (593-2695) .



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      If the matter remains unresolved, an appeal procedure is available to any borrower who feels unjustly fined for late fees or charged for lost library materials.

    2. The Appeals Board is composed of five members: two faculty members, two students, and one library staff person. The faculty members and students are appointed by the University Library Committee; the library staff member is appointed by the Dean of Libraries and serves as chair.

    3. Patrons may file an appeal by completing a form which is available at the Circulation Desk (see Appendix I). The completed form will be submitted to the Chair of the Appeals Board who will convene the Board to determine the validity of the appeal. Generally, the Appeals Board meets monthly during the academic year.

    4. The Appeals Board may:

      • Decide that the patron is in error and the charges must be paid; or

      • Decide that the library is in error and the charges will be withdrawn; or

      • Decide that the patron is in error but waive charges due to special circumstances; or ;

      • Decide to call a hearing to gather further information.

    5. The decision of the Appeals Board is final. If the charges are not paid, library privileges will be revoked and/or a hold placed upon a student's records.

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    Dick Piccard revised this file (http://www.ohiou.edu/policy/s14-100.html) on June 16, 2004.

    Please E-mail any comments or suggestions to "polproc@www.ohiou.edu".