D
SiMON FRASER UNIVERSITY
S.'2-37
MEMORANDUM
0
?
SENATE
ANOEi1iffP
Stibjed ?
SENATE LIBRARY COMMITTEE
ô
TØK SENATE LIBfl RY—fOIlflITTflE -
LIBRARY LOANS POLICY
FromTE LIBRARY COMMITTEE/ SENATE
?
COMMITTEE ON AGENDA AND RULES
MOTION 1: ?
On recciunendation of the Senate Committee on Agenda
and Rules, that Senate approve that membership on
the Senate Library Committee include the Dean of
Graduate Studies or his/her designate and the Dean of
Continuing Studies or his/her designate.
Note: The changes proposed appear in the adding of the
words "or his/her designate."
MOTION 2:
?
That Senate delegate to the Senate Library Committee
the authority to make minor changes to Library Loans
Policy regulations, with the understanding that the
Committee will inform Senate of such changes at the
earliest opportunity.
Note: A two-thirds majority vote is required for approval.
Senate approved the preent Library Loans Policy and Penalty Policy on a
trial basis in August 191. Permanent status for the Library Loan Policy
was approved by Senate In April 1972.
0
SiMON FRASER UNIVERSITY
MEMORANDUM
To.. ..... . ...
Senate Library.om.mite.e
?
.........From
Subjid.. ?
Request for change in.......
? Date.
?
membershi p flexibility.
Ted Dobb ?
•..
University
..
Librarian
October 22., 1981....
0
Discussion has gone on for some time between Harry Evans,
Secretary of SCAR,and this Committee about how beet to add "or
his designate"
to the SLC membership status of the Dean of
Graduate Studieu and the Dean of Continuing Studies.
I believe the matter can now be resolved to the
Committee's satisfaction if it instructs the Chairman to
forward the following to the Secretary of SCAR:
The Senate Library Committee requests the Senate
Committee on Agund. and Rules to conclude that the nature of
the roles of the Dean of Graduate Studies and the Dean of
Continuing Sttdies are such that it is appropriate to provide
for representation on the Senate Library Committee in those
cases by "or his designate". Further, the Senate Library
Committee requests the Senate Committee on Agenda and Rules
put the follovi4g motion to Senate:
On the recommendation of the Senate Committee on Agenda
and Ruleá, Scnate approves that membership on the Senate Library
Committee include the Dean of Graduate Studies or his designate
and the Dean of Continuing Studies or his designate.
SIMON FRASER UNIVERSITY
MEMORANDUM
To. ?
Senate Library Committee
?
From Ted Dobb
?
.,
University Librarian.
Subj.d
Library Loans Policy
?
Date. October 22,
1981
You si11 recall that this Committee, at Its
March 31 meeting, approved some minor changes to the
.ibrary Loans Policy regulations plus a paragraph
hat would have allowed the Library to make such
changes after seeking only the advice of the Senate
Library committee. Both the changes and the Implied
request for delegation of authority were to go through
Harry Evans to Senate for approval.
Charles Hamilton and I have had the benefit
of Harry's informed advice on this matter, the essence
of which Is that we ought to retrace our steps and tVy
again. ?
Fortunately, the new route is short and
relativel' free of obstacles: Harry suggested that
we simply ask Senate to delegate to the Committee
authority to make minor changes to Loans Policy regu-
lations as read arises, with the understanding that
Senate would be periodically informed of such changes.
Once Senate has approved this delegation request, the
Committee will be free to seek Board approval for the
processing cost Increase, after which the Library can
publish tie already amended policyand Senate can be
Informed at &n appropriate time.
TG
facilitate the above course of action, I
propose that the Committee pass a motion directing
the following Rationale and Motion to Senate for action.
...2
is
in
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[II
o
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Page . 2 .
Rationale:
In order to be properly responsive to changing
circumstances, the Library has a need to make occasional,
minor changes to its Loan Policy regulations (as distinct
from major aspects of the Policy itself). With this
In mind, and recognizing that it is not desirable to
have triVial matters brought to the floor of Senate if
they are non-trivial when effectively handled by one
of Senate's committees, the Senate Library Committee
proposes te following:
MOTION:
That Senate delegate to the Senate Library Committee
the authority to make minor changes to Library Loans Policy
regulations, with the understanding that the Committee
will inform Senate-of such changes at the earliest
opportuni .y.
lCD/dab
.
SIMON FRASER UNIVERSITY
LIBRARY LOAN POLICY
LIBRARY CARDS
Any member of the public may use materials
?
in the Library
during regular
?
lbrary hours.
?
However, ?
users must have a valid
library card
?
in o
r
der 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 ?
us3 madeof ?
that card until
?
the Library
?
s notified of
?
its
loss or theft.
?
Peplacemenc cards
?
for ?
those ?
lost,
?
stolen or damaged
will ?
be made available at
?
a
?
cost of
?
S1.00 by
?
the
?
Registrar's
?
Office.
A change of address must be reported to the Library LoansDepartmeflt
as soon as possible.
The ?
following people will
?
be
?
issued cards
?
attomat!ca!lY by
?
the
Registrar's ?
Office:
a) ?
currently ?
erloyed ?
faculty, ?
faculty ?
associates
?
3 n d
?
staff
) ?
c'jrrenty ?
registered
?
students
c)
?
alumni
The following people ray be
?
issued cards upon application
?
to the
Library Loans Department:
a) ?
retired faculty and staff
b) ?
lay membe
r
s of the Board of Govrnors and Senate
c) ?
faculty and graduate students of other post-secondary
?
institutions
in
?
9ritish Columbia
d) ?
honorary degret holders
e)
?
non-university ?
users with
?
the authorizition of
?
the ?
UnIversit'
.
Ubrarian
-2-
All borrrwers, when issued library cards, are subject to the
same reglatioris and
l iave the same privileges with the exception of
interlibrary loans.
BORROWER RESPONSIB'I'TIES
Borrcwers are responsible for all materials and equipment taken out
on their cards and rntst comply wiLh the regulations.
In the event of a disruption of norral library services, or of a
disruption of public mall or transportation services, the borrower
remains responsib
l e for adhering to these regulations, and the
penalties in this policy wiU continue to apply.
In these situations, the Library may not be able to notify readers
about material tht has been recalled; therefore the borrower is
responsible for enquiring weekly at the Loans Division on the Burnaby
campus, or the appropriate office of a non-Burnaby campus, to deter-
mine if any materal 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 bacause of illness.
BORROWING REGULATIONS
1) General Collection
The general co
l
lection 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.
-3-
The
?
loan
?
period
?
for all
?
materials
?
in
?
the general ?
collection
?
is
one semester. ?
All
?
--iaterials become due on
?
the seventh day of
?
the
examination period and should be returned
?
to ?
the Library en or before
• ?
that day. ?
All ?
material ?
borrowed during and after ?
the ?
first week of
examinations 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, after which time another borrower may recall
the
?
Item(s).
?
Thi holder of the material
?
is obliged to return
?
It on or
before the date indicated on the notice.
Only one recall will
?
be accepted per
?
item.
?
If demand for an
?
item
is high
?
(i.e. ?
more ?
than ?
two recalls
?
are requested), ?
it will
?
be
?
trans-
ferred 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 privleges ?
for all ?
collections and will
?
incur fines or ?
fees
as described ?
in Appendix A.
•
?
2) ?
Reserve
?
Collection
The Reserve :ollection consists of all
?
print and phonotape materials
shelved in the Reserve room.
a) ?
There are currently four Reserve
?
loan periods: ?
2 hour, ?
14
hour,
?
214
hour and
3
d3y. ?
The period
?
is marked on each ?
loan card. ?
Different
loan periods may be ?
in effect ?
for copies of
?
the sane ?
title. ?
It ?
is
the borrower's
?
responsibility ?
to check
?
these cards carefully.
Other ?
loan perEods 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 hours before closing of Reserves section
•
until 10:00 am next day.
14
Four Loan
Due four hours from time taken Out.
Overnight: 4 hours before closing of
Reserves
section
0 ?
to opening next day.
24 Hour ..oan
')t.e 24 hours from time taken out.
Sat ?
Thur: due 24 hours after check-out.
Cr1: from 6:00 pm Friday to 11:00 am Sunday.
3 Day Loan
Due 3 days from time taken out.
Monday - due same time of day Thursday.
Tuesday - due same time of day Friday.
Wednesday - due 11:00 am Sunday.
Thursday)-
Friday ?
due same time of day Monday.
Sturday - due same time of day Tuesday.
b) Failure to return materials when they are due will incur a fine only
upon items that are an hour or more overdue and that
h
ave holds placed
on them. Borrowers who have incurred a fine will be suspended from
borrQwing 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 backflles as well as
unlound current issues
b)
Reference works
c)
Speial collections
d)
Media collections (curriculum roor)
e)
Microform collections
f) Statistics Canada collection
g)
Maus, pamphlets and miscellaneous materials
h)
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.
LI
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(c)
The Library reserves the right to hold the user's Library
card
whi
2 e the mter.ial is out on loan.
(d)
When material becomeS overdue an overdue notice will
be sent.
(e)
Faiiue to return materials on time will result in suspension
of borr3wing privileges for all collections and will incur
fines and f2es as described in Appendix A.
1+) ?
Interlib
r
ary
?
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
?
inter-
library ?
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 da
y
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 authorizs.d by ?
the professor.
JL-U1
Extramural ?
borrower ?
requests will
?
be sent only
?
to B.C. ?
locations.
LOST OR DAMAGED hATRIALS 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 ?
collecticns 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 costs of replacement will ?
be charged to the borrower.
4
S
APPENDIX ?
A
PENALTIES
I. GENERAL LOANS
(a)
Failure to return a recalled item:
- Suspesion 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 fines begin to accrue.
- After 21 days, $5.00 fine Irrespective of the number of
unreturned items.
- After 14 more days, the fine will be increased $1 per day
4
.
?
to a ma.dmum 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 tem.
(b)
For irusic tapes an hour or more overdue and which have holds
placed on them:
- 254 pr hour up to $1.00 per day, to a maximum of $25.00 per
item.
(c)
Lost taps incur a $3.00 replacement charge, plus a $5.00 pro-
cess i ng charge. Lost photocopied Items Incur a replacement
-2- ?
-
cost of
?
per pace plus 251 For the f"lr'er, plus a Slt.00
processing charge.
(d) When not returned by the semester end due date and when no
holds have been placed, general loan fines pertain (see I (b)
above).
Note: Fines on not accrue when the Reserve Collection is closed.
3. SPECIAL LOANS
Failure to return materials by the due date:
- Suspension of oorrowing privileges.
- $1.00 per dy to a maximum of $25.00 per item.
4. INTERLIBRARY LOAiS
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)
In-print materials: list price plus sic.nn.processIng charge.
(c)
Out-of-print 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 cost plus $10.00 processing
charge.
(f)
In all cases, if the value of the material or subsequent costs
to the Library re 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 been
incurred, accounts may he placed in the hands of a collection agency
for recovery. Passed by the Board of Governors in August
1971.
4
APPE1DIX ?
B
SENATE COMMITTEES
LIBRARY PENALTIES APPEAL COMMITTEE (STANDING)
MEMBERS ?
CONDITIONS
1
Faculty Member
Elected by and from the Senate
Faculty Member
Faculty Member
J ?
Library Committee.
Student Senator
?
Elected by and from the Senate
Library Committee.
Undergraduate Student
Elected by the Student Society
Graduate Student ?
-
Head of Loans
)ivislon ?
Non-Voting
Chairman: Elected by and from voting members of the committee.
TYPE: Standing Committee reporting to Senate Library Committee..
Ru,WOSE: To consHer cases wherein
an
individual feels unjustly penal-
lized 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 )ivsion that the case be considered "y the Library
Penalties Appeal 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 'or 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 AU APPEAL IS WAITING TO CE HEARD
BY THE COMMITTEE, AND FINES WHICH HAVE BEEN PAID AND WHICH ARE SUBSEQUENTLY
DEEMED UNFAIR BY THE COMMITTEE WILL BE REFUNDED.
