Reference Materials Loan Policy

The Cullom-Davis Library places materials in the Reference collection in order to assure access to heavily used materials. Periodicals are also considered reference materials. Occasionally, we do allow reference materials to be loaned for brief periods of time in special circumstances. Such circumstances include: photographing or color-copying of materials, classroom use for speeches and demonstrations by students, classroom use for instruction by faculty, and faculty research.

Policy

Reference materials may be loaned at the discretion of the librarian on duty at the Information Desk for the shortest appropriate period of time feasible. The reference librarian will fill out a "Reference Checkout" form for each loan approved.

The loan period is at the discretion of the librarian and should reflect the probable need for the item within the library. For example, heavily used items such as ready-reference materials and indexes would ordinarily be loaned for only an hour or two. Less frequently used materials may be loaned for longer periods of time, particularly if they are to be used for classroom instruction or faculty research. An appropriate loan period for items to be used in class for instruction (such as a volume from the ASME Standards) or an item for faculty research (such as a single-subject bibliography) could be as long as a week or two weeks. All materials loaned for extended periods of time are subject to recall, if there is a need for them in the library. When appropriate, materials may be loaned for overnight use at closing, with return scheduled within two hours of opening on the following day. This option is particularly useful for extended-use materials, such as the TOEFL study guides. In most cases, periodical loans are treated as reference loans, with the exception that faculty members may borrow periodicals for up to three days without the necessity for permission from a librarian.

Borrowers that keep Reference Materials past the due date will be assessed a fine of $1.00 per day to a maximum of $10.00, after which the item will be billed as lost. The borrower will be made "delinquent". Replacement cost, plus fine, plus a processing fee of $5.00 will be charged for lost items. Faculty members who have overdue reference materials will be given a three-day grace period. On day one of the grace period the titles of overdue materials will be sent to the appropriate liaison librarian so that materials can be retrieved before the bill is sent.

Guidelines

In order to assure access to heavily used materials, the following guidelines are to be followed:

  • All loans of reference materials will be approved by a librarian.
  • Loan periods are to be determined by the librarian, based on the expected usage of the item.
  • Heavily used items such as ready-reference materials and indexes will be loaned only for an hour or two.
  • Less frequently used items such as single-subject bibliographies or highly specialized reference materials may be loaned for longer periods, up to two weeks.
  • Materials may be loaned at closing, with return scheduled within two hours of opening the next day the library is open.
  • All materials loaned for extended periods are subject to recall.
  • Patrons borrowing high use materials are subject to fines if materials are not returned promptly.
  • Fines will be the same as for Reserve materials.
  • Periodicals may be loaned to faculty members for a standard three-day loan period. Some high-use periodicals are excepted.