Circulation Policy Information for Library Borrowers

BORROWING PRIVILEGES
All KU faculty, staff, students, and authorized affiliates are eligible for borrowing privileges upon presentation of a currently valid KU Card.

Those not eligible for the KU Card may inquire about applying for a KU Library Borrower Card at the circulation desk in Watson Library or at the Regents Center Library on the Edwards Campus.

BORROWER RESPONSIBILITIES

• You are responsible for what you check out. Pay attention to loan periods, due dates, recalls, and return policies. Read the notices received.
  
• Familiarize yourself with the following policy information, and feel free to ask questions at any circulation desk or at the Fines Office in Watson Library.
  
• Keep your e-mail and postal mailing addresses up to date with the University and with the library.

LOAN PERIODS
WHAT IS MY PATRON BARCODE?
WHEN ARE THE ITEMS I CHECKED OUT DUE?
NOTICES
RENEWING LIBRARY MATERIALS
RETURNING LIBRARY MATERIALS
RECALLING LIBRARY MATERIALS
PROXY CARDS
MY ACCOUNT VIA KYOU PORTAL
CHARGES FOR OVERDUE, LOST, AND DAMAGED LIBRARY MATERIALS
APPEAL RIGHTS
NO-FAULT POLICY
INTERLIBRARY LOAN
KU LIBRARIES ANNEX REQUESTS
CONFIDENTIALITY
POLICY ON FOOD AND DRINK

LOAN PERIODS
All loans are subject to the rules of the lending library and assume compliance with library policies and procedures.
Long-term loans:

• 4 months for KU faculty, staff, graduate students, and authorized affiliates
  
• 6 weeks for all other borrowers

• Loan periods of two weeks to as little as two hours apply the same to all borrower categories
  
• Used for reserve, reference, government documents, audio-visual, and many periodicals
  
• Some items may be restricted to in-library use only

WHAT IS MY PATRON BARCODE?
For all borrowers, the patron barcode is now the last 8 digits of the 16-digit ISO number appearing on the front of your KU Card or KU Library Borrower Card. The ISO number starts with 6017 4303. Enter the last 8 digits with any leading zeros, but without dashes or spaces. For example, with an ISO number of 6017 4303 0000 1234, you would enter 00001234.

WHEN ARE THE ITEMS I CHECKED OUT DUE?
To find out when checked out items are due and whether they have been recalled:

• Go to the Libraries’ Web Site www.lib.ku.edu; click My Account (Renew a book).
  
• Enter patron barcode, your last name, and click Login.
  
• Scroll down to Items Checked Out to review list of items checked out and due dates.
  
• Recalled items display the new due date followed by the original due date in parentheses.
  
• If you need to renew any of the long-term loan items, see instructions in Renewing Library Materials in this brochure.
  
• Click Logout to exit your library record.
  

NOTICES
The library uses e-mail as the primary delivery method for all library notices. The Item Available Notice is sent when a requested item becomes available and notifies the requestor that an item will be held for 10 days from the date on the notice. An Overdue Notice is sent on the first day an item becomes overdue and again at 14 days overdue. The Recall Notice is issued on the day after a recall is requested, and the borrower must return the item by the new due date specified on the notice in order to avoid a fine. A Fine and Fee Notice is sent when recall, overdue, damage, returned check, or lost item charges have been incurred. Failure to receive a notice does not remove the borrower’s obligation to return materials on time or to pay charges incurred.

RENEWING LIBRARY MATERIALS
Renewal of long-term loan items (checked out for 6 weeks or longer) may be accomplished via the Libraries’ Online Catalog, provided the items have not been requested by another patron, and the borrower is in good standing.

• Go to the Libraries Web Site www.lib.ku.edu; click My Account (Renew a book).
  
• Enter patron barcode, your last name, and click Login.
  
• When the list of Items Checked Out appears, click the Renew? box in front of each item to be renewed. Then click Renew Items button at the bottom of the list.
  
• Be certain to review the Items Checked Out list again under the heading Renewal Status. Items marked with a status of Renewed will display new due dates. Items marked as Not Renewed do not provide an explanation (contact library staff for information). Items not marked for renewal will display an empty box.
  
• Click Logout to exit your library record.
  
• After the maximum online renewals have been used, the items must be returned to the library to be checked out again. KU Borrowers and Reciprocal Borrowers may renew items online five times; Resident Borrowers may renew items online two times.
  
• Telephone, mail, and e-mail renewals are not available.

RETURNING LIBRARY MATERIALS
Long-term loan items (checked out for 6 weeks or longer) may be returned to any of the following libraries:

Items returned to Dykes Library at the KU Medical Center will not be checked in until the items arrive on the Lawrence or Edwards campuses; therefore, please allow 4-7 days for the items to be delivered to the Lawrence or Edwards campuses from Dykes Library.

RECALLING LIBRARY MATERIALS
Go to the Libraries web site at www.lib.ku.edu; click Online Catalog or Books at KU. From within the Online Catalog, select the record for the item wanted. If the item is charged to another borrower, it may be recalled by following these steps:

• Click Recalls & Requests.
  
• Enter your barcode, your last name, and click Login.
  
• Click OK to indicate you want to recall an item.
  
• Re-enter your personal barcode number to confirm your request.
  
• Select a pick-up location from the pull-down menu.
  
• Click Submit Request. A message will confirm the recall has been placed.
  
• Click Logout to exit your library record.

Pending requests and Items Available may be reviewed in the My Account information in the Online Catalog. When a recalled item is returned, it will be placed on the hold shelf at the designated pick-up location, and the requestor will be sent an Item Available Notice. The item will be held for 10 days from the date on the notice.

PROXY CARDS
KU faculty, staff, and graduate students who have valid borrowing privileges may sponsor up to three individuals to act as their library proxies.

Individuals who qualify under the Americans with Disabilities Act and who have valid borrowing privileges may also sponsor up to three proxies.

Proxies will agree to use the Proxy Card for library privileges on behalf of the sponsor and not for personal use. Proxies are granted the same privileges as the proxy sponsor. All privileges granted to proxies will be governed by the Libraries' policies, and when applicable will include Interlibrary Loan and document delivery services.

Proxy Card holders are required to show a currently valid personal photo ID each time a proxy card is presented for library privileges.

The proxy sponsor is responsible for all materials borrowed and for any fines and charges incurred through his/her proxies. Overdue and recall notices and lost item billings for items borrowed through proxies are sent to the proxy sponsor.

Proxy Cards are issued from the Circulation Business Office (Fines Office) in Watson Library or at the Regents Center Library--Edwards Campus. Application forms are available from those locations or from circulation desks at most other library locations.

Proxy cards do not include copying capability.

MY ACCOUNT VIA KYOU PORTAL
You now have access to the My Account information via the Kyou Portal at:
https://students.ku.edu
https://faculty.ku.edu
https://staff.ku.edu

CHARGES FOR OVERDUE, LOST, AND DAMAGED LIBRARY MATERIALS
LONG-TERM LOANS

• Effective July 28, 2003, the KU Libraries no longer charge overdue fines for items checked out for six weeks or longer. There is no grace period for any items checked out from the Libraries.
  
• The overdue charge for recalled items is $2.00 per day or partial day per item accruing to a maximum of $20.00 per item.
  
• When a long-term loan item becomes 30 days overdue, it will be declared lost, and the borrower will be issued a lost item billing (Fine and Fee Notice) that includes the cost of the item, a $20.00 processing fee, and when applicable, a $20.00 recall fine.
  
• From 31-60 days overdue, if the item is returned in good condition, all charges for that item (except a recall fine) will be forgiven.
  
• After 60 days overdue, if the item is returned in good condition, ONLY the lost item charge is removed.
  
• To avoid overdue recall charges, promptly respond to recall notices.
  
• To avoid lost item billings, promptly renew or return items.
  
• See next section regarding short-term and reserve loans.

SHORT-TERM AND RESERVE LOANS

• Short-term and reserve loan items (ALL items checked out for two weeks or less) are not renewable via the Online Catalog and must be returned to the service desk from which they were checked out by the time due in order to avoid overdue charges.
  
• As long as another user has not requested the item and the borrower is in good standing, the borrower may return to the location from which the item was checked out in order to check it out again. The borrower card and the item must be present in order to check out the item again.
  
• Overdue charges for short-term and reserve loan materials are as follows:
  
  • Short-term loans of 1 to 14 days: $2.00 per day (or
    partial day) per item, accruing to a maximum of $20.00
    per item.
    
  • Reserve loans of any time period:
    
    • Any loan period of 2 or 4 hours with or without overnight loan: $1.00 per hour (or partial hour) per item, accruing to a maximum of $20.00 per item.
      
    • Reserve loans of 1 to 14 days: $4.00 per day (or partial day) per item, accruing to a maximum of $20.00 per item.
• When a short-term or reserve loan item becomes 30 days overdue, it will be declared lost, and the borrower will be issued a lost item billing (Fine and Fee Notice) that includes: the cost of the item, a $20.00 processing fee, and the $20.00 maximum overdue charge.
  
• From 31-60 days overdue, if the item is returned in good condition, all charges except the overdue fine will be forgiven.
  
• After 60 days overdue, if the item is returned in good condition, ONLY the lost item charge is removed.
  
• To avoid overdue and lost item charges, promptly return short-term and reserve loan items to the location from which they were checked out.

LAPTOPS
Laptops are checked out for in-library use only to KU faculty, staff, and students. Overdue charges for laptops are 25 cents per minute accruing to a maximum of $60.00 per laptop checkout. If not returned the same day checked out, laptops will be declared lost, and the borrower will be billed for the replacement cost of the laptop, a $20.00 processing fee, and the $60.00 maximum overdue fine. Adjustments in the amount due may be possible if the laptop is promptly returned in good condition.

DAMAGE CHARGES
Borrowers who damage library materials or equipment are subject to charges that will vary according to the extent of the damage. For seriously damaged items, the library may assess the borrower lost item replacement charges. Damage charges are determined on a case-by-case basis in coordination with the Libraries’ Preservation or Information Technology programs.

APPEAL RIGHTS
Borrowers have the right to appeal any charge within 30 days of the original library billing. Inquire at the Fines Office in Watson Library for further information.

NO-FAULT POLICY
Inquire at the Fines Office in Watson Library within 30 days of the original library billing to see if you qualify for the library’s one time only No-Fault Reduction Policy. The No-Fault Reduction Policy may be used once every four years, and applies only to recall fines, short-term loan fines, and reserve loan fines. It may not be applied to processing fees, damage charges, laptop fines, or to the cost of lost (unreturned) library materials.

INTERLIBRARY LOAN

• Loan period, set by the lending library, is typically short (2 to 3 weeks), subject to immediate recall at any time by the lending library.
  
• Some loans can be renewed once for a two-week period.
  
• Some loans are restricted to in-library use only.
  
• Overdue fines are $1.00 per day accruing to a maximum of $20 per item.
  
• There is no grace period for the return of ILL items.

KU LIBRARIES ANNEX REQUESTS
In order to accommodate growing collections and to create improved on-site library spaces for our users, a selection of library materials has been re-located to an office facility called the Annex. Materials shelved in the Annex are identified in the Libraries’ Online Catalog with the following designation: “You may request this item at any service desk (Annex).” The Annex is not open to the public. Eligible patrons may request copies of articles and loans of materials in the Annex. For more information, see: www.lib.ku.edu/retrievalservices/Annex.shtml.

CONFIDENTIALITY
It is the Libraries’ intent to protect the privacy of each individual’s intellectual investigations. Confidentiality of users’ transactions with the Libraries – information concerning use of the Libraries’ resources – will not be released except upon receipt of a lawfully issued subpoena or judicial order.