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:
- The official University ID card.
- The "Library Use Only" card issued by the Privileges
Office to eligible faculty and academic staff.
- The Proxy card issued by
the Privileges Office to eligible faculty and academic staff.
- The
Research Library Cooperative Program (RLCP) card.
- 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 Loan periods at all libraries are superseded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:
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 |
