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HOW TO > POLICIES

Policies

Circulation Policies

Circulation Policies Governing the Use of the Stanford University Libraries for Stanford Faculty, Staff, Students and Affiliated Borrowers

The circulation policies of the Stanford University Libraries have been developed to support the varying research and instructional needs of the University's primary community: Stanford's faculty, staff, and students.


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Libraries

These policies apply to the following libraries, which constitute the Stanford University Libraries (SUL):

Also covered by these policies are those materials borrowed via the SUL Interlibrary Borrowing Service.

These policies do not apply to the Coordinate Libraries:

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Library Identification Card

Borrowers must present an appropriate library identification card to charge out library materials. The following cards are valid for borrowing:

  1. The official University ID card.
  2. The "Library Use Only" card issued by the Privileges Office to eligible faculty and academic staff.
  3. The Proxy card issued by the Privileges Office to eligible faculty and academic staff.
  4. The Research Library Cooperative Program (RLCP) card.
  5. The UC/Stanford Reciprocal Services Program (RSP) card.
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Lost Cards

Lost cards should be reported immediately in order to prevent unauthorized use. Loss of the University ID card should be reported to the ID Card Office in the Old Union. Loss of any category of library card issued by the Privileges Office should be reported to the Privileges Office in Green Library. Reports of lost cards to the Privileges Office may be made by phone or e-mail; a replacement card will only be issued in person. There is a $20.00 replacement fee for lost cards. All borrowers are responsible for material checked out on their cards prior to the time the appropriate office is notified.

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Loan Periods

Loan periods vary by a combination of library, material type, and user category; consult individual libraries for their loan periods. Loan periods at all libraries are superseded by the expiry date of the library card, if that date precedes the due date of the loan period. For Stanford students, the expiry date is the last day of the Intersession period following a Quarter; once students have registered for the following quarter (or quarters) the expiry date of their library card is changed accordingly. There are no limits on the number of items a user may charge, with the exception of reserves and media materials.

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Renewals & Renewal Limits

All loan periods have renewal limits; library materials may be renewed until their renewal limit has been reached. Once reached, the material must be returned to the owning library before it can be charged again. Policies governing telephone and e-mail renewals vary by library; consult with the individual library before submitting e-mail requests. Renewal limits on media materials vary by library.

Loan Period No. Of Renewals
28 or 90 days 2
Quarterly 3
Semesterly 1
Annual 2
4-14 days 1
Reserves, hourly, & 1-3 days 0

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Holds & Recalls

Users who have a need for material currently charged out can place either a hold or a recall against the charged item. Holds do not truncate the existing due date. Once the material is returned, the requesting user will be notified and a hold placed on the item for 7 days after which it will be re-shelved or circulated to the next waiting user.

Library material which circulates for a loan period longer than 14 days is subject to recall. Recalled items must be returned immediately if needed for course reserves or within 7 days of the recall notice, if needed for another borrower. A recalled item is assigned a new due date which supersedes the most recent due date for the item. Recalled items not returned by the new due date will begin accruing recall overdue fines of $3.00/day. Recalled materials must be returned directly to the Loan Desk of the owning library.

Users whose need for the material is very brief, e.g. to verify a citation or check a reference, may be able to meet their need without either a hold or recall; see the section called Disclosure of Borrower Information.

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Borrowing Limits

Fee borrowers (i.e., visitors or alumni who purchase borrowing privileges) are limited to a total of 25 library materials charged out on their record. This limit applies only to SULAIR items and does not affect any limits for fee borrowers at the Coordinate Libraries (Business, Hoover Institution, Law, Medical).

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Overdues, Bills & Notices

Overdue fines vary by loan period. Bills for replacements charges include the replacement cost of the item, a $25.00 processing charge, and a non-refundable $5.00 billing fee. Replacement charges vary by library and material type. Faculty are not charged overdue fines but are billed for replacement charges and processing fees. Overdue notices are a courtesy. Failure to receive such notice will not be considered grounds for reduction or cancellation of fines.

Loan periods of 28 days or longer: no overdue fines are charged

  • 1 day after due date: courtesy overdue reminder is sent.
  • 15 days after due date: bill for replacement charges is sent and user is blocked.

Loan periods of 1-14 days: overdues fines are charged

  • 1 day after due date: courtesy overdue reminder is sent and fines begin accruing at the rate of $1.50/day to a maximum of $10.50.
  • 8 days after due date: bill for replacement charges is sent and user is blocked.

Media-Microtext material: overdue fines are charged

  • 1 day after due date: courtesy overdue reminder is sent and fines begin accruing at the rate of $1.50/day to a maximum of $10.50.
  • 3 days after due date: bill for replacement charges is sent ($30 per disc). User is blocked if their fines exceed the allowed amount listed in the next section.

Reserves and hourly loans (including Media Reserves): overdue fines are charged

  • fines begin accruing immediately at the rate of $1.00/hour to a maximum of $30.00.
  • 1 day after due date: courtesy overdue reminder is sent.
  • 3 days after due date: bill for replacement charges is sent and user is blocked.

Recalled materials: overdue fines are charged

  • 1 day after recall due date: fines begin accruing at $3.00/day to a maximum of $21.00.
  • 8 days after recall due date: bill for replacement charges is sent and user is blocked.
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Library Blocks

Library blocks will automatically take effect, suspending further circulation transactions, under the following conditions:

Outstanding fees/fines:

  • Faculty: $300.00 or more;
  • Staff, Students, Affiliated borrowers: $50.00 or more
  • Block is lifted when material is returned or full amount is paid.

Two or more overdue recalls (all patron categories):

  • Block is lifted when all outstanding recalled items have been returned.

Returned library mail for lack of current address:

  • Block is lifted when a current address has been provided. Allow 24 hours uploading time for corrections made in Prism or Axess. For further information, see the Change of Address section.
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Paying Fees/Fines

In Person

Not all libraries are equipped to handle financial transactions. Uncontested fines and bills may be paid at the Engineering and Green libraries (including evenings and weekends), or any library Loan Desk which accepts payments. (Please contact other individual libraries to determine whether they accept payments and in what format.)

The Engineering and Green Libraries accept cash and check payments only.

By Mail

Fines may also be paid through the mail.

Please send a check to:

    Cecil H. Green Library
    Access Services Dept.
    557 Escondido Mall
    Stanford, CA 94305-6063

  • Make check payable to "STANFORD UNIVERSITY LIBRARIES"
  • Please include a note indicating which fines you are paying for.

Contesting Fines

Contested fines and bills must be resolved with the owning library before payment can be made.

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Disclosure of Borrower Information

Circulation records are confidential. However when one patron has an item checked out, the needs of another patron can be often met by a brief check of a quotation, citation, etc. in that item. In this case, the borrower's name can be disclosed to any member of the Stanford University community and/or to University of California faculty, academic staff, or graduate student members of the Research Libraries Cooperative Program or the Reciprocal Services Program, unless the borrower has on file, with the Privileges Office, a signed request for non-disclosure. Forms for such requests are available at all library Loan Desks, the Privileges Office in the Green Library, and online (PDF). Borrowers remain responsible for library material charged out on their IDs until the material has been returned to the library.

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Searches for Missing Items

If an item cannot be located on the shelf and it is not currently charged to another user, a search may be requested at the owning library's Loan Desk. Items will be searched 3 times within a 12 day period. If the item is located, the user will be notified and the item put on hold for 7 days. If the item is not found, library staff will continue to search on a regular basis over the course of one year. It is the responsibility of the user to check with the appropriate library regarding the status of requested searches.

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Library Mail

Library overdue, recall, availability, and bill notices are sent by e-mail. Faculty and staff may choose paper delivery of notices instead; forms for exercising this option are available at all library Loan Desks as well as the Privileges Office in the Green Library. By special exception, students may request receipt of their library notices in paper; such requests should be made to the Privileges Office. Affiliated borrowers must indicate a mail preference at the time of card issuance.

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Change of Address

It is the responsibility of the user to keep the library informed of any changes affecting the delivery of library notices. A user whose address results in returned mail (whether paper or e-mail) will have his/her user record barred from further circulation transactions until such time as a current address has been provided. Stanford students must record their address changes in Axess; faculty and staff must record address changes in Stanford.You. Affiliated borrowers must complete and submit a Change of Address Form, available either online(PDF) or at all Loan Desks.

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Campus Absences

Borrowers intending to leave the local area for more than one week should either return all library material charged to them or make arrangements for their return if recalled. Absences requiring special arrangements should be made in advance with staff at individual libraries.

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Borrower Liability

Borrowing privileges are not transferable and are subject to withdrawal if abused. The borrower is responsible for library material charged out in his/her name until it has been returned to the library. Return receipts may be requested when material is being returned during library hours. Users who claim to have returned material but who do not have a return receipt should initiate a Claims Returned Search at the owning library. If the material is not located after 4 staff searches over a one month period, the borrower will be held liable for replacement costs and a nonrefundable billing fee.

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For Further Information

Questions regarding specific library hours, services, loan periods, points of contact, etc. should be directed to the individual library or to the Libraries' suite of web pages, at http://library.stanford.edu.

Offices:

Privileges Office, Green Library
(650) 723-1492
sul-privileges@stanford.edu

University ID Card Office, Old Union
(650) 498-CARD

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Last modified: July 30, 2011

       
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