FOR INFORMATION
S
SIMON FRASER UNIVERSITY
MEMORANDUM
VICE-PRESIDENT, RESEARCH AND INFORMATION SYSTEMS
TO: W.R. Heath
FROM:
Thomas W. Calvert, Chairman
Registrar and Secretary
Senate Library Committee
of Senate
SUBJECT:
LIBRARY LOAN POLICY
DATE:
June 29, 1987
At its meeting on May 11, 1987, Senate requested clarification of Point 2
in the amended Library Loan Policy.
The Senate Library Committee reconsidered this point at its meeting on
June 11. It was agreed that the wording did not reflect the intent of the Senate
Committee. It was agreed that the words "and will be expected to access their
file to determine the current status of items on loan" should be deleted. A
corrected copy of the policy is attached.
5
The wording which is now deleted was intended to apply only to periods
when notices could not be mailed (eg. due to labour disputes). This provision is
set out in detail in Point 10 of the procedures.
TWC/bjr
Attachment
C:
T.C. Dobb
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LIBRARY LOAN POLICY
LIBRARY LOANS DIVISION
MARCH 17, 1987
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OBJECTIVE
The purpose of this policy is to promote efficiency in all Loans operations, to
minimize inconvenience to library users, and to ensure the provision of high levels
of quality service.
. POLICY
1. Library Cards: The Library shall extend borrowing privileges to any user
holding a valid library card. There shall be two basic categories of library
cards, those authorized by the Registrar's Office, and those authorized by
Library Loans. Library cards are not transferable and will be honoured only
when presented by the legitimate cardholder.
2. Borrower's responsibility:
appears on the card respon
shall include: immediate
notification of changes of
materials. Borrowers will
when due.
The Library will hold the borrower whose name
sible for all use made of the card. Responsibility
notification of lost, stolen, or damaged cards;
address; reporting and payment for lost or damaged
also be held responsible for returning all material
3.
Loan period: The loan period for materials circulating in the General
Collection shall be one semester, and all materials shall be due on the end of
semester due date. Notwithstanding, all materials in the General Collection
shall be subject to recall after a guaranteed minimum loan period of two weeks
has elapsed. Fines will be assessed on all overdue materials, and library
borrowing privileges will be suspended until all fines are paid and all
materials have been returned. Borrowers may appeal the suspension of
privileges where there are extenuating circumstances.
4.
Unpaid Accounts: Where charges have not been paid within 60 days of having
been incurred, accounts may be placed in the hands of a collection agency for
recovery.
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.
5.
Renewals: All materials
in
the General Collection may be renewed one week
prior to the commencement date of the examination period, and will become due
on the end of semester due date. All material borrowed on or after the renewal
date will become due the following semester. Patrons shall be informed of the
due date of all materials at the time of checkout.
6.
Borrowing regulations: Patrons shall be subject to the borrowing regulations
which pertain to the General Collection and all special collections within the
Library loan system.
7.
Disruption of service: In the event of system failure or other disruption of
normal services such as public mail or transportation, the Library will make
every reasonable effort to satisfy all requests. The Library will hold
borrowers responsible for informing themselves regarding the current status of
all materials checked out on their cards, and for returning materials when
due.
The Library will attempt to facilitate in-person return of such
materials.
If material is returned by mail during disruption of normal
service, the date of postmark will be considered the official date of return.
8.
Patron conduct: The Library accepts that from time to time borrowers will
express criticism of its Loans policies and practices. However, if in the
process Library staff are additionally subjected to acts by a borrower which in
the opinion of the Head of the Loans Division, acting reasonably, are abusive
and/or threatening, the Library may, on the recommendation of the Head of the
Loans Division and the authority of the University Librarian, suspend the
borrowing privileges of that borrower for a specific or indefinite period.
Such action may be appealed through the Library Penalties Appeal Committee.
PROCEDURES
1.
Cards:
The Library will directly authorize the issue of cards to all
Extra-mural borrowers. Ultimate authority resides with the University
Librarian. The Library, on receipt of confirmation from Registrar's Office,
will authorize the use of all other library cards. All cards will be issued by
the Registrar's Office.
2.
The person to whom a library card is issued must personally present the card
every time material is checked out. No material will be checked out without a
library card. Cards loaned to other users will not be honoured.
3.
Library users should inform the Recalls/Fines department immediately a card is
lost or stolen, at which point a stop will be placed on the card.
A
replacement fee is charged.
4.
Address changes may be given in person or in writing to the Recalls/Fines
department.
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5.
When material is lost or damaged it should be reported immediately to the
department from which it was borrowed.
6.
Borrowers wishing to obtain checked-out materials from the General Collection
may do so by placing a recall/hold by arrangement with the Recalls staff.
Requests for material from all special loans areas should be placed with the
department concerned. Borrowers will be notified of the due date when material
is requested back in the Library. When recalled material is returned to the
Library, the requester will be notified. Notification will not apply in the
special loans areas, where the predetermined hold period is of short duration.
7.
Materials in the General Collection should be brought to the checkout counter
for renewal. Materials in
.
special loans collections should be returned for
renewal in the appropriate area. Materials identified as hold requests may not
be renewed.
8.
When a recalled item becomes overdue, the Loans Division will send an overdue
notice. Bills will be sent to cover penalties incurred for outstanding overdue
or end of semester items.
9.
If a borrower wishes to appeal assessed penalties or suspension, for whatever
reason, of library borrowing privileges, s/he may do so in writing to the Head
of the Loans Division. Decisions made by the Loans Division about penalties
may be appealed to the Senate Library Penalties Appeal Committee, whose
decision shall be final.
10.
During disruptions of normal Library services, public mail or transportation
services, borrowers should check with all library departments through which
they have borrowed material to ensure that there are no outstanding requests
and to obtain information regarding return procedures.
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SIMON FRASER UNIVERSITY
LIBRARY LOAN POLICY r
OLD
Office
of the
University L ibrarian
NOVEMBER 19. 1982
.
LIBRARY CARDS
Any member of the public may use materials in the Library
during regular library hours. However, users must have a valid
library card in order to borrow materials and to have access to
special services. This card is not transferrable and must be
presented when borrowing materials.
The borrower whose name appears on the card is responsible
for all use made of that card until the Library is notified of its
loss or theft. Replacement cards for those lost, stolen or
damaged will be made available for a fee at the Registrar's office.
A change of address must be reported to the Library Loans Department
as soon as possible.
There are two basic categories of Library cards. SFU or
SFU-related people will be issued a card automatically by the
Registrar's office. All others will be authorized by Library Loans.
A complete breakdown of categories and coats is given in Appendix
C, Extra-Mural Readers.
All borrowers, when issued library cards, are subject to the
same regulations and have the same privileges with the exception
of Interlibrary Loans and the Reserve Collection.
BORROWER RESPONSIBILITIES
Borrowers are responsible for all materials and equipment
taken out on their cards and must comply with the regulations.
In the event of a disruption of normal library services, or
of a disruption of public mail or transportation
services,
the
borrower remains responsible for adhering to these regulations,
and the penalties in this policy will continue to apply.
In these situations, the Library may not be able to notify
readers about material that has been recalled; therefore the
borrower is responsible for enquiring weekly at the Loans
L
LID. 800e - 2/70
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Division
on the Burnaby campus, or the appropriate office of a
non-Burnaby campus, to determine if any material borrowed
has
been recalled.
Also, in the above abnormal situations, the borrower is
responsible for returning all materials to the Library on the
dates they would normally come due in accordance with the terms
of this policy. The Library will attempt to facilitate the
In-person return of materials, and, if they are returned by mail,
the date of the postmark will be considered the official date of
return for the purposes of calculating penalties.
The borrower must present a doctor's certificate in order to
be excused
for overdue materials because of illness.
BORROWING REGULATIONS
1.)
General Collection
The general collection consists of all publications on the
open shelves
and in storage with the exception of
i)
those in Reserve
ii)
those designated as non-circulating or otherwise
covered by special loan regulations.
•
The Loan period for all materials in the general collection
is one semester. All materials become due on the seventh day of
the examination period and should be returned to the Library on or
before that day. All material borrowed thirteen days prior to
this semester's due date will be due on the seventh day of the
examination period of the following semester. Renewal of
materials may be made at this time as well. The due date will
always be stamped on the date label located in the front of the
book.
Each borrower is entitled to keep circulating material for a
minimum of two weeks. The holder of the material is obliged to
return recalled items on or before the date
indicated on the
recall notice.
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If demand for an item is high (i.e. more than two recalls are
requested), it will be transferred to the Reserve collection until
demand has fallen.
The Library may recall material at any time.
Failure to return recalled materials will result in suspension
of borrowing privileges for all collections and will incur fines
or fees as described in Appendix A.
2)
Reserve Collection
The Reserve collection consists of all print and phonotape
materials shelved in the Reserve room.
a)
There are currently four Reserve loan periods:
2 hour, 4 hour, 24 hour and 3 day.
The period is marked
on each loan card.
Different loan periods may be in
effect for copies of the same title.
It is the borrower's
responsibility to check these cards carefully.
Other
loan periods may be established at the discretion of the
Head of the Loans Division.
2 Hour Loan
Due two hours from time taken out.
Overnight: 2 houis beford closing of Reserves
section until 10:00 am next day.
4 Hour Loan
Due four hours from time taken out.
Overnight: 4 hours before closing of Reserves
section until 10:00 am next day
Sat -.Sun due at 11:00 am
24 Hour Loan
Due 24 hours from time taken out.
Sat - Thur: due 24 hours after check-out
Fri: from 5:00 pm Friday to 11:00 am Sunday.
3 Day Loan
Due three days from time taken out.
Monday - due same time of day Thursday.
Tuesday - due same time of day Friday.
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•
Wednesday - due 11:00 am Sunday
Thursday
- due same time of day Monday.
Friday )
Saturday - due same time of day Tuesday.
b)
Failure to return materials when they are due will
incur a fine upon items that are an hour or more overdue
and that have holds placed on them or that are not
returned by the semester end due date. Borrowers who
have incurred a fine will be suspended from borrowing
from all collections until the fine is paid and the
material returned (see Appendix A for schedule).
3) Special Loans
The following materials are available only on special loan:
a)
Periodicals - this includes bound backfiles as
•
well as unbound current issues
b)
Reference works
c)
Special collections
d)
Microform collections
e)
Statistics Canada collection
f)
Maps, pamphlets and miscellaneous materials
g)
Equipment
Special loans are governed by the following regulations:
(a)
All loans must be authorized by a librarian or staff
member to whom this authority has been delegated.
(b)
Loan periods, though at the discretion of the
authorizing librarian, are generally for only a few days
and never exceed the semester end. Materials in constant
demand may be restricted to library use only.
(c)
The Library reserves the right to hold the user's
Library card while the material is out on Loan.
(d)
An overdue notice will be sent when material
becomes overdue.
S
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.
(e) Failure to return materials on time will result in
suspension of borrowing privileges for all collections
and will incur fines and fees as described
in Appendix A.
4) Interlibrary Loans
When SFU Library borrows material from another institution on
behalf of a member of the Simon Fraser University Community,
it
assumes the responsibility of enforcing the loan regulations of
the lending library. Since repeated failure to observe the
regulations of the lending institution may result in
its refusal
to lend to the SFU Library, an SFU. user who does not
observe the
due date for returning an interlibrary loan will not be permitted
to
borrow from any collections in the SFU Library or through
interlibrary loan, until the material is returned. Readers will
be fined for overdue books as in Appendix A.
•
Renewals may be requested, but are not necessarily granted as
this incurs an additional charge to SFU:
•
(a) One day before the due date if the
material was
borrowed from UBC.
(b) Four days before the due date if borrowed
elsewhere.
Undergraduate requests will be searched only throughout B.C.,
unless specially authorized by the professor. Alumni requests
will be sent only to B.C. locations.
LOST OR DAMAGED MATERIALS AND EQUIPMENT
Borrowers will be charged for lost or damaged materials and
equipment, including items borrowed through interlibrary loan.
Failure to pay such charges will result in a suspension of
borrowing privileges for all collections until payment is made.
After materials or equipment have been reported lost, no further
fines will accrue.
In cases of long overdue material
or equipment in which the
borrower
does not respond, the Library will declare the
unreturned
items lost and the cost of replacement will be charged to the
I
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borrower.
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APPEALS
Decisions made by the Loan Division about penalties may be
appealed through the Senate Library Penalties Appeal Committee
(see Appendix B).
PLEASE NOTE:
THE RECALL
SYSTEM
WORKS
ONLY
AS WELL AS THE COOPERATION BETWEEN
THE LOAN DIVISION AND OUR PATRONS.
IT IS THE FULL RESPONSIBILITY OF OUR PATRONS TO INFORM THE LIBRARY
OF ANY ADDRESS CHANCES. FACILITIES FOR ADDRESS CHANCES ARE
AVAILABLE AT THE RECALL COUNTER.
FINES COULD ACCRUE BECAUSE OF A WRONG ADDRESS IN OUR FILES.
WE GREATLY APPRECIATE YOUR COOPERATION.
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APPENDIX A
PENALTIES
1. GENERAL LOANS
(a)
Failure to return a recalled item by the due date:
- Suspension of borrowing privileges
- $1.00 per day per item to a maximum of $25.00 per
book.
(b)
Failure to return all materials by the due date:
- Suspension of borrowing privileges when books become
overdue.
- After 21 days, $5.00 fine irrespective of the number
of unreturned items.
- After 14 more days, the fine will be
increased $1.00
per day to
.
a maximum of $25.00 per borrower.
(c)
After the $25.00 maximum has been reached,
lost
book
processing charges will be, and lost book replacement
charges, may be assessed.
2. RESERVE LOANS
(a)
For print materials and lecture tapes an
hour or more
overdue and which have holds placed on them:
- $1.00 per hour, up to $5.00 per day, to a maximum of
$25.00 per item.
(b)
For music tapes an hour or more overdue and which have
holds placed on them:
- 25 per hour up to $1.00 per day, to a maximum of
$25.00 per item.
(c)
Lost tapes incur a $3.00 replacement charge, plus a
$10.00 processing charge. Lost photocopied items
incur
a replacement cost of lOC per page plus 25c for the
folder, plus a $10.00 processing charge.
(d)
When not returned by the semester end due date and when
no holds have been placed, general loan fines
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pertain (see 1(b) above).
3.
SPECIAL LOANS
Failure to return materials by the due date:
- Suspension of borrowing privileges.
- $1.00 per day to a maximum of $25.00 per item.
4.
INTERLIBRARY LOANS
Failure to return materials by the due date:
- Suspension of borrowing privileges.
- $1.00 per day to a maximum of '$25.00 per borrower.
5.
REPLACEMENT CHARGES
(a)
Suspension of borrowing privileges until fees are paid.
(b)
Book materials: average annual cost of the book within its
particular subject plus $10.00 processing charge.
(c)
Microform materials: $10.00 processing charge plus $10.00.
(d)
There may be a binding surcharge of $4.85 for paperback books.
(e)
Equipment: current replacement costs plus $10.00 processing
charge.
(f)
In all cases, if the patron demonstrates that the mateiial
is actually available below the assessed costs, the replacement
charges will be reduced, and conversely if the value of the
material or subsequent costs to the Library are greater than
the above rates, there will be an added charge.
6.
UNPAID ACCOUNTS
Where charges have not been paid within 60 days of having beenlncurred,
accounts may be placed in the hands of a collection agency for recovery.
Passed by the Board of Govenors in August 1971.
.
S
S
APPENDIX
B
SENATE COMMITTEES
LIBRARY PENALTIES APPEAL
COMMITTEE (Standing)
MEMBERS
CONDITIONS
Faculty
Member
Elected by and
from the
Faculty
Member
Senate Library
Committee
Faculty
Member
Elected by and
from the
Student
Senator
Senate Library
Committee
Undergraduate Student
Elected by
the Student Society
Graduate Student
Head of Loans Division
Non-Voting
Chairman
Elected by and from
voting
members of the committee
TYPE:
Standing Committee reporting to Senate
Library
Committee.
PURPOSE: To consider cases wherein an individual
feels unjustly
penalized for an infraction of the Library
.
Loan
Policy and
to make the final decisions.
PROCEDURE: Any individual who is aggrieved by the
decision
of the
Loan Division of the Library concerning
penalties may
petition, in writing, to the head of the
Division that the
case be considered by the Library
PenaltiesAppea].
Committee. The individual will be notified by letter/
telephone of the date of the meeting and may
speak to the
Committee on the grievance. The Loan
Division will provide
documentation for the Library and the
individual
may contest
the evidence or enter any circumstances that may
be germane.
The decision of the Committee is final.
PENALTIES IMPOSED WILL BE SUSPENDED WHILE AN APPEAL
IS WAITING TO
BK
HEARD BY THE COMMITTEE, AND FINES WHICH HAVE BEEN PAID AND WHICH ARE
o
SUBSEQUENTLY DEEMED UNI'ATR BY THE COMMITTEE WILL BE .REFUNDED.
Approved by SenaLe Jan.10, 1972.
Procedure revised by Senate Jan
14, 1.974 and
Sept.R,
1975.
EXTRA-MURAL BORROWER'S POLICY
November, 1986
A. There are two basic categories of library card. They are:
1.
Library Cards - These are issued by Registrar's to SF11 or SF11 related people
as named below:
SFU STUDENTS
SF11 FACULTY/STAFF
SF11 RELATED
Undergraauates Full-time
Daycare
Graduates
Retired
Cleaners
Alumni
Part-time (Continuing)
Student Society Employees CUPE Loc.2396
Audit
Visiting Faculty (paid)
Food Services (SF11)
Temporary Staff (1 yr.)
Bank of Nova Scotia (SFU)
Senators & Board of
School & Faculty Associates (SF11)
Governors
Microtel employees in Discovery Park
S
2. Extra-Mural Library Cards - These are
being issued by Registrar's:
University Club (SFU)
Security Personnel (SFU)
Chaplaincy (SF11)
Physiotherapists (SFU)
Travel Desk (SFU)
B.C. PIRG
authorized by Library Loans prior to
a.
Non-Paying Group:
- S.F.U. special audit students (this includes the Institute
of Canadian Bankers Fellows Program)
- *Currently registered Graduate students of B.C. Universities
(this does not include people who have left a University or
are Alumni of other Universities)
- *Faculty of B.C. and non-B.C. Universities
- *Faculty of B.C. Government-funded Colleges
- *l4entor/Enrichment Program
- Visiting Faculty and renowned scholars (non-paid)
- Research Assistants associated with SF11 Faculty
- Conference/Workshop conveners (SF11)
- *Senior Citizens
- *
•
The Librarian
n
authorized
- Visiting Scholar Inst. of Fisheries Analysis working at SF11
- SF11 Student with department authorized deferral
b.
Pavina Grou
- *Business connected individuals
- *BC and Canada Government staff
- *Canadian Federation of Students
- *General Public
- *Teachers at Primary and Secondary Schools
- *Teachers at Private and Non-Government funded colleges
- *Private Researchers
- *International Baccalaureate Students
(unless permission has been granted by division head to be
included in non-paying category)
- *Graduates from Government funded colleges
*1
0
be checked O
FOR LIBRARY USE ONLY: This means that privileges are
only for the Library - not for Gym, Theatre, Pub, etc.
B. The following specifies the conditions for the issuance of Extra-Mural Borrowers'
Cards:
1.
Cards will be issued to Individuals only. (No company cards will be issued.)
2.
Date of Issuance will be September 1 of each year and the date of expiry
will be the following August 31.
3.
Where applicable, the fee will be $30.00 annually or $15.00 after April 1.
4.
Cards will be authorized by the Library Loans Division with fees.collected
there. Cards will be issued by the Registrar's Office.
S.
Access will be to the General Collection. There will be no access to
Interlibrary Loans or the Reserve Collection. Applicants are allowed to use
database search but must pay full charges.
6.
Applicants for extra-mural cards must make applications at the General Loans
counter of the Library.
fl
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SIMON FRASER UNIVERSITY
Office of
the
LIBRARY LOAN POLICY: ADDENDUM
i University Librarian
NOVEMBER 19, 1986
0
PATRON CONDUCT
The Library accepts that from time to time borrowers
will express criticisms of its Loans policies and praoticea.
However, if in the process, Library staff are additionally
subjected to acts by a borrower which in the opinion of the
Head of the Loans Division, acting reasonably, are abusive
and/or threatening, the Library may, on the recommendation
of the Head of the Loans Division and the authority of the
University Librarian, suspend the borrowing privileges of
that borrower for a specific or indefinite period. Such
action may be appealed through the Library Penalties Appeal
Committee.
.
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