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SENATE ? 

A. H. LACHLAN, CHAIRMAN 

To ?

.........................

From

SENATE LIBRARY COMMITTEE 

Subject.. 

LIBRARY LOAN POLICY 

...

??

...

Date MARCH 23, 1972 

MOTION: ? 

"That Senate give the present Library Loan 

Policy permanent status on May 1, 1972." 

is

SiMON FRASER UNIVERSITY

7J.i,,4

MEMORANDUM

To ................ Senate ....

........ ............................. .............................. .....................

From...............A... I- .... J,jach.an

•0

Chairman, Senate Library Committee

Subject ....... LIB.RA ?

POLICY

At the end of the current semester, the new Loan Policy will have been in

effect for the agreed upon experimental period. In the opinion of the Library

Administration, the Policy is working successfully; that opinion has been

endorsed by the Senate Library Committee.

JUSTIFICATION

Circulation and the effect on Browsing

Library circulation records indicate that the number of books out

at any one time under the present system is not greater than under

the former system. And considering that the collection has been

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added to during the period concerned, it is reasonable to assume

that browsing capability has increased -- not decreased.

Reserves

The Reserve collection has not "exploded' as some people feared.

In fact, it has become smaller, and, as before, only fifty percent

of the volumes circulate.

Recall procedure acceptance

To date (March

6, 1972) 7,835 

recalls have been placed:

6,904 

by borrowers, and

931

by Reserves;

905

of the

6,904 

were not

picked up. Although, as under the former system, there have

been problems created by outdated addresses and the lack of week-

end mail delivery, this procedure has received general acceptance.

The knowledge that a book may be recalled is an appropriate foil

for the intoxicating effect of the semester loan period.

Computing and related costs

The former system, under batch processing, cost approximately

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three thousand dollars a month; the present system costs approx-

imately one thousand.

Outstanding fines for the past Fall semester were approximately

sixteen thousand dollars less than for the same period under the 

former system. The Library thinks that more money in the 

pockets of borrowers is a significant social benefit of the system.

6.

Complaints 

Since the system was introduced in September 1971

thirty letters 

of complaint have been received. Fines and suspensions for the

writers of twenty of these were cancelled because the Library

felt that their complaints were justified. Of the remaining com-

plainants five have paid and the other five have agreed to pay. The

ten knew they could appeal to the Appeals Committee. The Library

thinks that's a good record and important justification of the pre-

sent policy. The Appeals Committee, as approved by Senate on

January 10, 1972, has not yet had any business to consider.

The Library Loan Policy, including the penalty policy, as revised and approv-

ed by Senate, August 2, 

1971 and January 10, 1972 was unanimously accepted

for permanent status by the Senate Library Committee at its 

meeting of

March 17, 1972. I am, therefore, putting to Senate the following: 

MOTION:

That the Senate Library Committee recommend that

Senate give the present Library Loan Policy permanent

status on May 1st, 1972. 

r

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R

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Lc44^ 

AHL: dcp 

Attachment - Policy

L©A]1 POLICY

The Library loan period for materials in the General Collection

is to be one semester for all classes of borrowers. (The precise

meaning of this statement is made clear in 3 below.)

The loan periods for other materials are set out in Appendix A.

In each semester all materials borrowed from the General Collec-

tion become due on the last day of the Examination period and should

be returned to the Library on or before that day, except that any

material borrowed within the two week period prior to the last day

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of Examinations will not be due until the end of the Examination

period of the following semester.

Any borrower may recall material from the General Collection which

is already out on loan. The holder of the material is required to

return it either by the fifth day from the day of recall, or by the

fourteenth day of his tenure of the material, whichever is later.

If more than two recalls are placed on an item, it will be put on re-

stricted loan status until demand drops or other copies are obtained.

(Restricted loan status is at the discretion of the librarians, but will

normally mean reserve loan.)

Borrowers are responsible for all materials and equipment taken out

on their cards.

Categories of Loan

For the purposes of penalties, there are three categories of loan:

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(i)

General Collection, Interlibrary Loans, and Special

Audio Visual Equipment

If a person is suspended from borrowing it, will be only with

respect to the particular loan category of the infringement. A

person suspended from borrowing will not be allowed to borrow

materials affected until his suspension is listed. Fines will be

levied separately with respect to the three categories.

Penalties

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(i) Recall

Failure to respond to recall within the allotted time will result

in suspension from borrowing and a fine of $1 per item per day

up to a maximum of $25. The suspension will be lifted as soon as

the recall is met and the fine paid. Borrowers will be notified of

the potential penalty at the time of recall.

(ii) Semester End (concerns General Collection only)

General Collection materials become due on the last day of Examina-

tions. After that day borrowers with outstanding materials will be

suspended from borrowing in category (i) until all materials are

returned. Borrowers who have failed to return all materials by

the last day of the semester (April 30, August 30, or December 31

according to the semester) will be fined $5 irrespective of the number

of items. As soon as material becomes overdue a notice of the fine

and a list of the overdue materials will be mailed to the borrower.

After two weeks the fine will be increased by $1 per day to a maximum

....3

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of $25 per borrower. After the last day of Examinations the

Library will, if contacted, identify materials not yet returned.

(iii)

Reserve Loans

Fines will be levied at the rate of $1 per item per hour to a

maximum of $5 per day and a total maximum of $25 but only

upon items that are an hour or more overdue and have Holds placed

on them. Borrowers who have incurred a fine, or who have not

returned materials in time, will be suspended from borrowing

until the fine (if any) is paid and the materials returned.

(iv) Audio Visual Equipment

Overdue items will incur fines at a rate of $1 a day per item,

plus suspension from borrowing until the fine is paid and the equip-

ment returned.

(v)

Special Loans

Failure to return materials on Special Loan within five days after

the due date will result thereafter in a fine of $1 per item per

day to a maximum of $25 and suspension until the fine is paid and

material returned. As soon as material becomes overdue an overdue

notice will be sent.

(vi)

Borrowers will be charged for lost or damaged materials and

equipment. Failure to pay such charges within a resonable time,

this to be at the discretion of the Library, will result in suspension

from borrowing until payment is made. After materials or equip-

ment have been reported lost, no further fines will accrue in respect

of the said materials or equipment. Overdue materials or equipment

not returned within a reasonable time, again to be at the discretion

P'.4

....4

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of the Library, will be deemed lost and the cost of replacement

charged to the borrower.

(vii) Where fines have not been paid within sixty days of having been

incurred, accounts may be placed in the hands of a collection

agency for recovery.

8. ?

Appeals

Borrowers who consider themselves unjustly penalized may appeal

to the Library Penalties Appeal Committee.

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There are four Reserve Loan periods: 2 hour;

4 hour; 24 hours and 3 days. The Loan Period is on each book card.

Same titles may have different periods. It is the borrower's responsi-

bility to check these cards.

2 - hour loan: Due two hours from the time taken out. Overnight:

From 8:00 P.M. to 10:00 A. M. the following day. Weekends: From

4:00 P.M. Saturday to 10:00 A.M. Monday.

4 - hour loan:

Due four hours from the time taken out. Overnight:

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Monday through Thursday f rom 4: 00 P.M. to 10:00A.M. the follow-

ing day. Weekends: From 3:00 P.M. Monday.

24 -hour and 3 -day loans:

Due after a full 24 hours and a full 3

days. Weekends: Friday to Monday counts as 1 day.

Audio Visual Equipment:

The loan period is 3 days for all authorized borrowers and can be

extended if there are no Holds. T. A. 's must get faculty authoriza-

tion once to cover the whole semester. Graduate and undergraduate

students require authorization each time. Staff are not allowed to

borrow for personal use. The borrower in each case is responsible

for the equipment.

Special Loans: ?

The loan period is specified by the Loan Division

for each case individually.

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