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Policy no. 4 - Circulation and Reserves

Date of last revision: 31 October 2005

  1. Borrowing Periods and Privileges

    1. General Provisions

      1. All Angelo State University students, faculty, and staff members, and members from eligible affiliated groups enjoy borrowing privileges from any library circulating collection and to selected items from the document collections. The Circulation policies grid, maintained by the Access Services Department, outlines borrowing privileges for each category of user and by type of material. The University Library Committee approves all borrowing privileges, fines, and replacement costs.
      2. The term “blocking” refers to the loss of borrowing privileges from any library collection and circulating items through interlibrary loan as well as the issuing of a TexShare borrowing card. A user with a block cannot acquire borrowing privileges by joining another user category.
      3. The professional staff members of the library have the same borrowing privileges as ASU faculty members.
      4. Individuals employed by any agency to which ASU outsources the performance/operation of University services have the same borrowing privileges as ASU staff members. Appropriate vice presidents will notify the Library by memo each semester of eligible individuals.
      5. Members of ASU affiliated groups eligible for library borrowing privileges must be at least 18 or older. ASU retirees, spouses of retirees, and currently employed faculty and staff members, and their children (between the ages of 12 and 18) enjoy borrowing privileges. If the ASU faculty, staff, or retiree member incurs a block, family members’ borrowing privileges are also suspended until such time as the ASU-related member resolves any outstanding problems. The ASU faculty, staff, or retiree member is also responsible for any fines, lost book replacement charges, or damage fees incurred by his/her family member. The ASU faculty, staff, or retiree member’s borrowing privileges will be suspended until restitution is made to the Library.
      6. Upon payment of a non-refundable fee(1) , non-ASU affiliated individuals may obtain borrowing privileges. The privileges must be renewed on an annual basis. The “fee paying borrower” category is not open to anyone under the age of 18.
      7. Borrowing privileges for Friends of the Library members are for the member and spouse only. This privilege is not extended to members’ children or anyone under the age of 18.
      8. The Library guarantees any borrower at least 21 days of access to regular circulating items. After the initial 21 days of the check-out period, any item is subject to recall by an ASU student or member of the faculty or staff. A recalled item must be returned to the Library within 7 days of the recall request. Users wishing to renew eligible items may do so in person or on-line using the appropriate features in the Library’s online catalog. Overdue materials may not be renewed online.
      9. All non-print materials (media items) and government documents should be returned to the appropriate service desk in the Library. The borrower will be responsible for any damage to non-print materials and government documents returned in a book drop.
      10. Non-circulating Government Documents include microfiche, designated optical disc titles, items published more than 30 years ago, items in fragile condition, and items considered to be rare. Non-circulating items are marked with a red label and/or are stamped “Non-Circulating.” The Circulation Desk maintains records of all special loan transactions.
      11. The following types of Government Documents will not be lent through Interlibrary Loan: maps, documents available online, "rare" and "fragile" items, and optical discs. Decisions concerning the lending of document items through Interlibrary Loan are at the discretion of the Government Documents/Reference Librarian, Library Director, or designated replacement.

    2. Special Provisions

      1. Lending periods for materials sent out on Interlibrary Loan are included in the Circulation Policies Grid. Lending periods for materials borrowed for ASU users through Interlibrary Loan are at the discretion of the lending library. For additional information concerning Interlibrary Loan policies, please refer to PPM #5.
      2. Reference and non-circulating Government Document Materials cannot generally be checked out. Faculty members may request permission for a special loan of these items. Approval is given by the reference librarian on duty, and the actual online circulation transaction must be executed by a Circulation supervisor. The default loan period is for three days. If the Government Document item is un-barcoded, then a manual check-out procedure is followed. The Circulation Desk maintains records of all special loan transactions. All other exceptions are at the discretion of the Government Documents/Reference Librarian, Library Director, or designated replacement.
      3. Periodicals cannot generally be checked out. Special permission may be requested from the reference librarian on duty. The check-out procedure for periodical materials is not done through the online circulation system. The Circulation Desk maintains records of all special loan transactions.
      4. Curriculum Collection materials cannot generally be checked out. Special permission may be requested from the reference librarian on duty, and the actual circulation transaction, if approved, must be executed by a Circulation supervisor. The default loan period is for three days. If the item is un-barcoded, then a manual check-out procedure is followed. The Circulation Desk maintains records of all special loan transactions.
    3. Holds and Recalls(2)

      1. A "hold" placed on an item checked out does not change the due date, but does prevent the item from being renewed. When the item is returned to the Library, the hold guarantees that the person placing the hold will receive access to the item. A hold may be requested by any authorized ASU Library user.
      2. A "recall" placed on an item currently checked out may actually change the due date of the item. Borrowers are guaranteed 21 days access to any regularly circulating item. An exception is renewed items. Recalls on renewed items require that the requested materials be returned within seven days from the date that the recall was placed. Borrowers with recalled items will be notified by the Library. Only ASU students and faculty and staff members may place recalls.
      3. A "recall" placed on a Media item currently checked out may actually change the due date of the item. Because the longest normal loan period for media materials is seven days, recalls are generally not made for media materials. A recall will only be placed for current ASU students and members of the faculty and staff.
    4. Course Reserves

      1. Materials are placed on Course Reserve at the request of instructors to support the programs of the various academic departments, at the request of the University’s administration for general access by the University community, and by Library staff members to control or protect vulnerable materials and those consistently in heavy use. Because the Library is considered an extension of the classroom, access to Course Reserve materials is by course number and the instructor’s name only. Course Reserve materials are available only for the semester in which the class is taught.
      2. To facilitate maximum access to Course Reserve materials for all students, no renewals are permitted for the items placed on Course Reserve. Students also are asked to observe a limit of two items at a time per course. Faculty members designate the loan periods. If the reserve item is not owned by the Library, the Course Reserve item can only be placed on two hour closed reserve.
      3. Faculty must submit items to be placed on Course Reserve to the Circulation Unit or Media Collection at least one working week prior to the date on which the materials are needed by their students. Course Reserve items will be processed in the order received. During certain periods, the demand for this service is extremely heavy. A properly completed Course Reserve Request Form must accompany each item that is to be placed on Reserve in the Library.
      4. Most Library and personal materials may be placed on Course Reserves. The following types of materials generally will not be accepted for Course Reserve use: reference works, library copies of periodicals, and non circulating items from special collections. Personal items may be placed on Course Reserve (“closed reserve” only) with the understanding that they will be physically processed for use (which may include application of bar code labels, loan period labels, copyright compliance stamp, and date due slips, and tagging for the security system). The Library will take suitable precautions for protecting personal materials placed on reserve, but is not responsible for their loss or damage.
      5. On reading lists given to students, instructors should clearly indicate the items on Course Reserve and the data elements necessary to enable students to find the materials. For each item on Course Reserve, the instructor's name and course title and number should be noted on each reading list.
      6. Removing materials from Course Reserves.

        1. It is the responsibility of the instructor to notify the Course Reserves supervisor before the end of the current semester if items are to remain on reserve for the succeeding semester. Processing to remove items begins immediately after the end of the semester.
        2. Materials may be temporarily released from Course Reserves providing that permission is obtained from the instructor(s) who reserved the materials and at the discretion of the Course Reserves supervisor.
        3. Instructors will be notified when they are to retrieve personal materials no longer needed for reserves.
        4. Course Reserves materials not picked up will be returned by campus mail.

  2. Fines

    1. General Provisions

      1. The Circulation Policies Grid contains information for fine rates by type of item and borrower category.
      2. With the exception of fines for overdue ILL materials, currently employed faculty and staff members are exempt from overdue fines. There is no maximum fine accumulation for ILL materials.
      3. There is a 72-hour grace period for returns on materials from the circulating book collection(3), after which the fine is applied to each day past the actual due date. There is a 24-hour grace period for returns on materials from the Juvenile and Media Collections, after which the fine is applied to each day past the acutal due date/time.
      4. For any user category, borrowing privileges will be suspended when a maximum number of overdue items and/or fine amount is reached for a particular user category. (See Circulation Policies Grid.)
  3. Replacement of Lost or Damaged Items

    1. Regular, Juvenile, Reserve, Recalled, and Interlibrary Loan Items.
      If a lost or irreparable item is still in print, the Library will charge the user a replacement fee equivalent to the price as listed in the most current edition of Books in Print or other appropriate format publication lists. If the item is no longer in print, the Library will assess the user a replacement fee equivalent to the average cost of the appropriate library materials format in the relevant subject area.(4)  In both cases, the user also incurs a non-refundable $10.00 processing fee,(5) as well as any applicable overdue fines. If the user pays for a replacement item but then finds the item within six months of the item’s original due date, only the replacement fee is refundable. Once an item is 90 days over due, the automation system automatically declares the item as “Lost.” At that point, the $10.00 processing fee is posted to the patron’s record and borrowing privileges are suspended for the user. Faculty and staff users will be assessed the appropriate replacement costs in addition to the previously posted processing fee for each item not returned within two years of the item’s original due date. For additional information on loss of borrowing privileges, see Circulation Policies Grid.

      Unless there are compelling reasons to not return the damaged item to a requesting user (irreplaceable item, first edition, author signature, etc.), the damaged and irreparable library materials will be given to the user after payment of the replacement fee and upon receipt of the replacement item. This action is determined by the Library Director or designated replacement. The Library will make two good faith efforts to contact the user after the replacement item has been received, using the address and/or telephone number on file. The user is responsible for making certain that his/her contact information is current. If the user has not picked up the damaged item within one year of the Library’s initial attempt to contact him/her, the Library is free to dispose of the damaged item by following established University procedures.

      If the user damages library materials and the item(s) can be repaired, the Library assesses the user a damage fee of $30.00. This money will be used to rebind the material or otherwise implement such repairs as are possible, and is intended as a deterrent to careless and/or malicious treatment of Library materials. Materials returned in such damaged condition that replacement is required will be subject to the same charges as lost or unreturned items.

      The total fine, replacement, and/or damage fee amounts are subject to change due to extenuating circumstances at the discretion of the Library Director.

      For materials from the "Paperback Book Collection" (designated in the online catalog as “PBK”), non-returned or lost items will be assessed a flat loss fee of $10.00. The loss fee may be increased or decreased at the discretion of the Library Director. Any applicable overdue fines will be charged to the user. No processing and service fees as well as no sales tax will be assessed in this situation. If the user pays the loss fee but then finds the item within six months of the item’s original due date, the loss fee is refundable. Faculty and staff users will be assessed the “Paperback” flat loss fee for each item not returned within two years of the due date. Materials from the Paperback Book Collection returned in irreparable condition due to careless, intentional, or malicious treatment will be subject to the same charges as lost or unreturned items from the collection, as described in the preceding paragraph. If the damage is deemed to have resulted from the accumulated wear and tear of normal but heavy use, the most recent patron is not to be held accountable for replacement.

      Decisions to determine the appropriate repair and/or replacement fees for lost and damaged library materials will have to be researched by Library staff members. In most cases, information will be available within two hours during weekday business hours (i.e., 8:00 a.m. to 5:00 p.m.).

      Items brought in after 5:00 p.m. on weekdays or any time on weekends will not have a decision until the following Monday or next day the Library is open for weekday operations.
    2. Government Documents

      1. U.S. Government Documents
        If a lost or irreparably damaged U.S. government document is still in print, the Library will charge the user a replacement fee equivalent to the price as listed in the U.S. Government Online Bookstore (http://bookstore.gpo.gov/), the GPO Sales Publication Reference File, or other appropriate publication list such as those produced by government agencies. If the item is no longer in print, the Library will assess the user a replacement fee equivalent to the average cost of a comparable publication from the same agency as listed in the U.S. Government Online Bookstore (http://bookstore.gpo.gov/), the GPO Sales Publication Reference File, or other appropriate publication list such as those produced by government agencies. In both cases, the user also incurs a non-refundable $10.00 processing and service fee, as well as any applicable overdue fines. If the user pays for a replacement item but then finds the item within six months of the item’s original due date, only the replacement fee is refundable. Once an item is 90 days overdue, the automation system automatically declares the item as “Lost.” At that point, the $10.00 processing fee is posted to the patron’s record and borrowing privileges are suspended for the user. Faculty and staff users will be assessed the appropriate replacement costs in addition to the previously posted processing fee for each item not returned within two years of the due date. For additional information on loss of borrowing privileges, see Circulation Policies Grid.
      2. Texas Government Documents
        If a lost or irreparably damaged Texas government document is still in print and available from the distributing agency, the Library will charge the user the cost of a replacement. (An agency may not have copies available for general distribution.) A non-refundable $10.00 processing and service fee will also be charged. If the item is no longer in print, the Library will assess the user a replacement fee equivalent to the cost of a comparable publication from the same agency. In both cases, the user also incurs a non-refundable $10.00 processing and service fee, as well as any applicable overdue fines. If the user pays for a replacement item but then finds the item within six months of the item’s original due date, only the replacement fee is refundable. Once an item is 90 days overdue, the automation system automatically declares the item as "Lost." At that point, the $10.00 processing fee is posted to the patron’s record and borrowing privileges are suspended for the patron. Faculty and staff users will be assessed the appropriate replacement costs in addition to the previously posted processing fee for each item not returned within two years of the due date. For additional information on loss of borrowing privileges, see Circulation Policies Grid.
      3. Ownership
        All government publications received through the Texas State Publications Depository Program and the Federal Depository Library Program, regardless of their collection location in the Library, are the property of the Texas and United States governments. Therefore, after a user pays for a replacement copy and the Library receives and processes the replacement, the damaged and/or irreparable item will not and cannot be returned to the user. Such an item must be disposed of in the approved manner as determined by the regulations and procedures of the appropriate program.
      4. Service Hours
        Decisions to determine the appropriate repair and/or replacement fees for lost and damaged library materials will have to be researched by Library staff members. In most cases, information will be available within two hours during weekday business hours (i.e., 8:00 a.m. to 5:00 p.m.). Items brought in after 5:00 p.m. on weekdays or any time on weekends will not have a decision until the following Monday or next day the Library is open for weekday operations.
      5. The total fine, replacement, and/or damage fee amounts may be subject to change due to extenuating circumstances at the discretion of the Library Director.

    3. Media Items

      1. For damaged, non-returned, or lost Media Materials, the borrower will be assessed a replacement fee equivalent to the cost of the media material as listed in the most appropriate catalog or other resource. If the media material in question is no longer available for purchase, the Library will assess the user a replacement fee equivalent to the average cost of the appropriate media materials format in the relevant subject area. The non-refundable $10.00 processing and service fee, as well as any applicable overdue fines will also be charged. No sales tax will be assessed in this situation. If the user pays for a replacement item but then finds the item within six months of the item’s original due date, the replacement fee is refundable. Faculty and staff users will be billed the replacement fee for each item not returned within two years of the original due date. For additional information on loss of borrowing privileges, see Circulation Policies Grid.
      2. The total fine, replacement, and/or damage fee amounts may be subject to change due to extenuating circumstances at the discretion of the Library Director.

  4. Circulation Policies Grid (Adobe Reader required to view the pdf file)
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1.  The amount is approved by the University Library Committee and appropriate University administrators.

2. The "Holds and Recalls" Policy applies only to regular circulated items. Juvenile class materials are subject to holds but not recalls.

3. The grace period does not apply to materials on special provision check outs or Course and Permanent Reserves materials.

4. Each year the Acquisitions Librarian compiles a report of the average cost of library materials by subject area for the Library’s Materials Budget Allocation Formula.

5. The processing fee is a small charge to help cover the costs associated with the ordering of the replacement item and preparation of the item for return to the appropriate collection.

6. Each year the Acquisitions Librarian compiles a report of the average cost of library materials by subject area for the Library’s Materials Budget Allocation Formula.

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