Library Lending Policy

1. General
2. Borrowers
3. Loan periods
4. Return of materials
5. Borrowing materials from other libraries
6. Sanctions
7. Appeals

1. GENERAL

a. The Library at the University of Ontario Institute of Technology exists to meet the information needs of all faculty, students and staff at this university.

b. The objective of an academic library is the provision of effective access to recorded knowledge.

i) Regulations, as stated in this Lending Policy are essential to ensure fair access for all members of the UOIT community to the Library's collections, services and facilities.

ii) These regulations include the designation of specific loan periods, the restriction on the circulation of certain library materials, the definition of borrower privileges, and the definition of access to and use of library services and facilities. Privileges vary according to borrower status and are granted subject to the continuing adherence to the established library regulations. These regulations are enforced by levying fines, suspending privileges and other sanctions as specified in the Lending Policy

c. To protect the privacy of users and their right to consult and borrow library materials without prejudice, it is the policy of the Library that information about the activities of individual borrowers, including materials used, is not released to any person, institution or agency, except as may be required in the application of sanctions.

d. The Library is open to everyone and all may consult materials in the Library or consult with library staff for assistance in using the collections or services.

e. All registered UOIT affiliated library borrowers may borrow materials designated for regular loan. Other privileges which may be extended are the right to borrow materials from the Reserve collection or other special collections, borrow non-circulating materials, borrow for a term loan period, borrow through Interlibrary Loan, and to receive an Inter-University Borrowing Project card.

f. Materials borrowed from the Media Services department are covered by the Lending Policy of that department.

2. BORROWERS

a. There are two categories of UOIT borrowers: University and Other.

b. University Borrowers include all current students, faculty and staff of UOIT.

c. Other Borrowers

i) Include alumni, retired faculty and staff of UOIT; faculty, students and staff at universities with which UOIT has reciprocal borrowing agreements; members of the public, upon payment of an annual fee; and other persons issued cards under special programs.

ii) Due to database licensing agreements, Other Borrowers do not have remote access to electronic indexes, databases or journals. Other Borrowers may not be allowed to borrow from some specialized collections.

d. A valid library card must be presented in order to borrow materials or to obtain other library services. Library cards will not be issued to borrowers with outstanding fines. Library cards are not transferable. The person named on the card is responsible for all library transactions made with the card. The loss or theft of a card must be reported immediately to the Circulation staff in the Library. Borrowers will be held accountable for transactions on their card until such notification is received.

3. LOAN PERIODS

a. Loan periods for library materials are established to provide reasonable access to all members of the university community.

b. Circulating Materials

i) Regular Loan (other loan types are listed below): Books and other materials designated for regular loan normally may be borrowed for 14 days. UOIT faculty and staff normally have an extended loan period for regular loan materials of 30 days. Unless requested by another borrower, these materials may be renewed to a maximum of three renewals by all categories of borrowers. Items with one or more holds are loaned for a shortened period and are not renewable.

ii) Education Library Material:

Current UOIT Faculty of Education students may borrow all Education Library regular loan material for 14 days and may renew three times .

Other UOIT students, faculty and staff and Trent in Oshawa students, faculty and staff may borrow fiction and non-fiction classified books for 7 days; three renewals .

Three hour loan Teacher Resource Centre material may be borrowed by current Faculty of Education students only. This material is not renewable.

Other borrowers have limited borrowing privileges on selected material housed in the Education Library.

iii) Reserve Loan: Books and other materials in the Reserve collection normally may be borrowed by University Borrowers and Trent in Oshawa students, faculty and staff only for periods ranging from three hours to 3 days. These materials may not be renewed.

iv) Term Loan: Faculty members may request a term loan when borrowing any regular loan materials. Items borrowed on term loan are subject to recall if requested by another borrower.

v) Loan Limit: Faculty and staff have a loan limit of 50 items at any given time; UOIT and Trent in Oshawa students have a limit of 15; all other categories of borrower have a limit of 10. Reserve material has a loan limit of 3 items at any given time for all University Borrowers and Trent in Oshawa students, faculty and staff.

vi) Renewal: Borrowers may renew allowable materials in person, by telephone, or by using the online renewal service via My Account on the Library website. Materials may not be renewed if there are outstanding holds, the renewal limit has been reached or borrowing privileges are blocked.

c. Non-circulating Materials

i) Journals, both current and retrospective (unbound and bound) and items from the Reference collection do not normally circulate to current UOIT students and Other Borrowers. Current UOIT Faculty and staff may borrow journals for three days. To borrow material from the Reference collection current UOIT faculty and staff should speak to a reference librarian.

ii) The Library contains other collections which do not normally circulate (e.g. micro-text, special collections and archival material) to any category of borrower.

iii) Some non-circulating material may be circulated for a limited loan period upon application to and, at the discretion of, the Access Services Manager or designate.

4. RETURN OF MATERIALS

a. Library materials must be returned on or before the date and/or time due. Material, found in the stacks, that is still checked out is considered returned on the date found.

b. All library materials, with the exception of reserve material and media equipment borrowed from the Education Library , may be returned through either the outside or inside library return slot (where available) at either the Main Campus Library or the Education Library . Materials borrowed from the hourly loan collection and Education Library media equipment must be returned to a staff member at the Circulation desk /Service desk at the location from which it was borrowed.

c. Notices are sent when materials are overdue. The non-receipt of overdue notices does not relieve the borrower from liabilities for fines or other sanctions.

d. To assist borrowers to return or renew books on time, courtesy alert notices are sent, via email only, shortly before regular loans are due. Failure to receive such notices does not relieve borrowers of the responsibility to return books by the due date.

5. BORROWING MATERIAL FROM OTHER LIBRARIES

a. Interlibrary Loan:

i) The Library at UOIT will endeavour to locate and borrow library materials not available at UOIT on behalf of authorized borrowers.

ii) Due dates and conditions of loan for Interlibrary loan materials will be communicated to the borrower when the material is picked up. Fees may be charged for this service and sanctions are applied for failure to return interlibrary loan materials by the due date. For more detailed regulations see Interlibrary Loan procedures.

b. Reciprocal Borrowing:

i) UOIT has reciprocal borrowing agreements with other Canadian universities as a member of the Ontario Council of University Libraries (OCUL). Through these agreements UOIT faculty, students and staff may apply for library privileges at these institutions.

ii) Inter-University Borrowing Project (IUBP) cards will only be issued to UOIT faculty, staff and graduate students in good standing with the Library at UOIT. The lending library's policies apply to borrowing from another institution. For more detailed regulations please see Reciprocal Borrowing procedures.

iii) Individuals from other universities who register under reciprocal borrower agreements for borrowing privileges at UOIT are governed by this Lending Policy.

6. SANCTIONS

a. Overdue Fines

i) Bills are calculated when overdue material is renewed or returned. Although materials are not due on days when the Library is closed, overdue fines accumulate. There is a maximum overdue fine of $25.00 per item on regular loans and Interlibrary Loan material and $100.00 per item on Reserve loans and overdue material on hold for another library patron. Fine payments are not refundable.

ii) Overdue Fine rates:

Overdue regular loans (other loan types are listed below): $0.25 per day to a maximum of $25.00 per item.

Overdue material on hold for another library patron: $4.00 per day to a maximum of $100.00 per item.

Overdue reference compact disc loans: $4.00/day to a maximum of $25.00 per item.

Overdue reserve and Curriculum hourly loans (including CDs): $4.00 per hour or any part thereof to a maximum of $100.00 per item.

Overdue daily reserve loans: $4.00 per day to a maximum of $100.00 per item.

Overdue Interlibrary Loan material: $1.00 per day to a maximum of $25.00 per item

Overdue Education Library media equipment: $10.00 per day to a maximum of $100.00 per item.

iii) Borrowing privileges are suspended immediately for all borrowers with charges of $10.00 or more. The block at $10.00 includes both unpaid bills and charges accumulating on overdue materials not yet returned.

iv) There is a charge of $25.00 for cheques returned by the bank.

b. Lost Materials

i) Lost materials must be reported to the Circulation department. Upon receipt of this report the borrower is subject to a charge to cover the cost of replacing the material, a $10.00 processing charge, plus any outstanding fines.

ii) Library materials are assumed lost and charges for the cost of replacing these materials are levied when the maximum overdue fines have been reached or an equivalent time period has passed, and the materials are not returned. Borrowers failing to return materials are subject to a charge to cover the cost of replacing the material, a $10.00 processing charge, plus any outstanding fines.

iii) In lieu of the replacement charge, after consultation with library staff, it may be possible to supply an acceptable replacement copy or item.

iv) If an item that has been billed for replacement is found and returnedthe replacement charge will be removed. The processing charge and anyoutstanding fines will stand. If the bills associated with the lostitem have already been paid when the item is found and returned, thebills will be reassessed. If the reassessment of the bills results inan amount less than previously paid, the borrower will be contactedregarding a refund.

c. Damaged materials must be reported to the Circulation department. A fee may be levied for damaged materials, up to and including the full replacement cost of the materials, to repair or replace the materials. A $10.00 processing charge per item and any outstanding fines will also be levied for damaged materials.

d. Regular overdue fines are not normally assessed for UOIT faculty and staff. UOIT faculty and staff are subject to sanctions for lost and damaged material, overdue reserve material, overdue Interlibrary Loan material, and overdue material that is on hold for another library patron.

e. Additional Sanctions:

i) Final marks will be withheld for current UOIT students with overdue items or outstanding bills at the end of each term.

ii) The following additional sanctions may be applied where appropriate: Withholding of transcripts, permission to re-register or permission to graduate.

7. APPEALS

a. All borrowers may appeal the application of fines or sanctions.

b. Borrowers should submit an appeal concerning the application of the Lending Policy by asking for an Inquiry Request to be completed on their behalf by staff, at the Circulation desk. Inquiry Requests will be investigated and responded to within 30 days of the date that the Inquiry Request was received.

c. Borrowers have the opportunity to have the decision of an Inquiry Request reviewed by the Access Services Manager. The borrower is afforded an opportunity to provide additional information to assist the Access Services Manager with the review. Borrowers should submit a request for review directly to the Access Services Manager. The Access Services Manager will review the decision and any additional information within 30 days of the date that the request for review was received.

d. Borrowers have the opportunity to have the decision of the Access Services Manager reviewed by the Chief Librarian. The borrower is afforded an opportunity to provide additional information to assist the Chief Librarian with the review. Borrowers should submit a request for review directly to the Chief Librarian. The Chief Librarian will review the decision and any additional information within 30 days of the date that the request for review was received.

e. The decision of the Chief Librarian is final.