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Circulation and General Policy Information

Library borrowing and access policies

Circulation Information - Classified Staff

Circulation Information for Classified Staff

Borrower’s Responsibility

Borrowers assume total liability for items checked out from the Coates Library or borrowed on interlibrary loan. This includes responsibility for payment for lost, damaged or mutilated items. Borrowers are responsible for making sure that items are properly returned for discharge from the Library’s circulation system. The responsibility and liability remain with the borrower until the item is properly discharged.

All library materials are subject to recall at which time the due dates are shortened and the overdue fines increase. The staff member should comply promptly with any request to bring back borrowed items.

 Loan Period and Renewals

There is no limit to the number of items a staff member may checkout. However, staff are blocked from checking out or renewing items if they have an overdue item or have accrued $30.00 in library charges.

Books, government documents, and printed music may be checked out for a period of six weeks and can be renewed electronically one time if there are no holds or recalls placed on the items.  See Renewing Items for instructions on how to do this.

Interlibrary loan materials are assigned the due date set by the lending institution. Any renewal requests must be made through the Interlibrary Loan office.

Bound periodicals and most reserves at the main circulation desk can be checked out for two hours with no electronic renewals.

Media materials circulate for 14 days with one electronic renewal permitted. Media reserves must be used in-house.

Materials in Special Collections must be used in Special Collections.

Other materials that do not circulate are reference books, unbound current periodicals, microforms, and stacks books and scores marked "Non-Circulating."

Materials that are brought in to the library for renewal will be discharged and charged back to the patron unless holds or recalls have been placed. The maximum number of electronic renewals is then allowed.

 Fines and Replacement Charges

Below is the grace period and fine structure for different categories of material in the library. Charges for lost or damaged materials include the cost of the item (usually $50.00; $20.00 for Media items) plus a $10.00 processing fee.

Bound periodicals and 2- or 4-hour reserves, including laptops, but excluding study room keys and headphones (which circulate only to students):

  • Grace period: 15 minutes
  • Fine: $5.00 an hour

1-day and 3-day reserves:

  • Grace period: 15 minutes
  • Fine: $5.00 a day

Media materials:

  • Grace period: 1 day
  • Fine: $1.00 a day


Staff can place holds on materials that are checked out via the "Request" button in the item record in the library catalog.  Requested items will be delivered to staff members' campus offices when available.