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Circulation Policy

University Libraries
The University of Southern Mississippi
(Revised October 2009)

Reserves Policy

Navigate Circulation Policy ----------------------------- Policy Statement Borrower Indentification Confidentiality of Records Circulating Materials Non-Circulating Materials Circulation Periods Hattiesburg Campus USMGC Campus Notices Renewals Holds Recalls Returns Charges Assessed Delinquency Damaged Items Lost Items Appeals Lost Items Returned Laptop Checkout

University Libraries’ Circulation Policy governs the use of library materials in Cook Library, McCain Library and Archives, Gulf Coast Library, Gulf Coast Student Services Center Library (GCSSC), Gunter Library, and all teaching site libraries.

POLICY STATEMENT:
Each borrower assumes full responsibility for all materials charged to his or her account and for knowledge of and adherence to library policies concerning loan periods and penalties.

BORROWER INFORMATION:
It is the responsibility of the borrower to maintain current name, mailing address, telephone number, and email address with the University (Office of the Registrar and Department of Human Resources) and University Libraries. Please check with personnel at the circulation desks of any library to update this information with University Libraries.

BORROWER IDENTIFICATION:
Identification is required for circulation privileges according to the following categories:
University Permanent Employees: Faculty, Staff, and Administrative Officials – Current employee identification card.
University Students: Current student identification card.
Community Borrowers: Current alumni cards; retired faculty and staff identification cards; special programs and nontraditional studies verification cards; temporary University personnel cards, and reciprocal agreement borrowers’ cards.

CONFIDENTIALITY OF LIBRARY RECORDS:
Consistent with FERPA (Family Educational Rights and Privacy Act) and Mississippi Code 39-3-365, University Libraries does not release personal information to a third party, or by telephone, without prior written consent.

CIRCULATING MATERIALS:
Borrowers may check out up to 100 items at any given time from the circulating collections in Cook Library.  Borrowers may check out up to 50 items from the Gulf Coast Library.

NON-CIRCULATING MATERIALS:
Materials from the following collections cannot be checked out:
(Alphabetized list)

Archives	Mississippi state-approved textbooks
de Grummond	Periodicals (restricted circulation for faculty and staff only)
Law series	Reference
Microforms	Special Collections
Mississippiana

CIRCULATION PERIODS:
General circulating materials have the following loan periods:

HATTIESBURG CAMPUS

	Cook Library	Media	Curriculum Materials Center
Permanent Employees	180 days	14 days	14 days
Graduate Students	120 days	14 days	14 days
Undergraduate Students	30 days	14 days	14 days
Community Borrowers	30 days	14 days	14 days

GULF COAST CAMPUS

	Library	Media Center	Curriculum Lab	Gunter Library
Permanent Employees	180 days	14 days	180 days	180 days
Graduate Students	120 days	14 days	120 days	120 days
Undergraduate Students	30 days	14 days	30 days	30 days
Community Borrowers	30 days	14 days	30 days	30 days

NOTICES:
It is the responsibility of the borrower to return materials on or before the due date. The stamping of the due date on each item at the time of checkout constitutes formal notification of due date. Notice of overdue materials is provided only as a courtesy. Notices for lost materials, and recalled materials are sent by mail (campus, electronic, and/or USPS). University Libraries is not responsible for failure to receive notices because of absence, address change, or lapses of the University Campus Mail or U.S. Postal Services. University Libraries will make every attempt to determine the correct address if a notice is returned. Courtesy notices and overdue notices are sent via email. The official means of email notification from University Libraries is the “usm.edu” email system. The email address, email username, and initial password are available from iTech. If borrowers wish to use an email address other than the usm.edu email address, instructions to forward messages are available from the iTech website.

For online renewals, the online notification of the new due date constitutes formal notification. It is recommended that the borrower write the new due date on the due date slip provided in the item.

RENEWALS:
There is no limit on the number of times an item may be renewed on site, provided a hold has not been placed by another borrower. To be renewed, both the item and borrower identification must be presented in person by the borrower.

Items may be renewed two times only through Anna, the online catalog, with PIN code obtained at the Circulation Desk, or via a request form on the library’s website. Delinquent patrons (see “Delinquency” below) may not renew materials online.

HOLDS:
Hold requests for materials determined to be checked out must be made in person at the circulation desks in Cook Library, Gulf Coast Library, GCSSC Library, and Gunter Library.

RECALLS:
Due dates for recalled materials will be revised as follows:

• Materials to be placed on reserve for class assignments are subject to immediate recall.
• All Cook Library, Gulf Coast Library, and Gunter Library materials for which hold requests have been made are subject to recall after 14 days of circulation regardless of the original due date and category of the borrower.
• Recalls cannot be placed on items with the loan period less than 15 days.

Unreturned recalled materials are subject to fines and/or suspension of borrowing privileges, based upon the revised due date. Failure to comply with request for recalled materials will result in suspension of borrowing privileges.

RETURNS:
Print materials may be returned to the circulation desks or bookdrops at Cook Library, Gulf Coast Library, Gunter Library, Jackson County Center, or McBride Library at Keesler Air Force Base.
Non-print materials (to include but not limited to: VHS, DVD, CD, kits) should be returned to a library service desk. Resources circulated from Curriculum Materials Center in Cook Library, and reserve collections must be returned to these locations.

CHARGES ASSESSED:
Overdue fines - All borrowers are subject to fines for items returned after the date due. Fines are calculated at twenty-five cents ($.25) per day, per item, for each day the library is open. Items with a circulation period of 30 days or more have a 7-day grace period. Items with less than a 30-day circulation period have a 2-day grace period. During the grace period, no fines will be assessed on items returned; however, on subsequent days, fines will be assessed for all days following the due date. Maximum fines assessed will be $100.00 per item.

Fines for recalled materials are calculated at $1.00 per day, per item, for each day the library is open.  Maximum fines assessed will be $500.00 per item.

Returned checks – $30.00 will be assessed for returned checks.

DELINQUENCY:
When five items are kept beyond their date dues, or library charges exceed $20.00, the borrower's record will be flagged as delinquent. Delinquent borrowers will not be allowed to check out additional materials or renew materials online until overdue items are returned and charges are cleared.

DAMAGED ITEMS:
Charges for damaged items are determined and assessed by University Libraries' personnel based on the extent of damage and the format. Extensive damage may require full replacement charges of item.

LOST ITEMS:
Library materials declared lost or kept at least 37 days beyond the due date will be billed replacement charges as follows:
Items still in print:

• list price,
• $50 non-refundable billing fee, and
• fines incurred, not to exceed $100.00;

Non-print materials, still available from producer/distributor:

• list price,
• $50 non-refundable billing fee, and
• fines incurred, not to exceed $100.00;

Items out of print:

• default replacement price not less than $50.00,
• $50 non-refundable billing fee, and
• fines incurred, not to exceed $100.00;

Non-print materials, not available from producers/distributors:

• default replacement price not less than $50.00,
• $50 non-refundable billing fee, and
• fines incurred, not to exceed $100.00;

Borrowing privileges will be suspended, and fines will continue to accrue until payment is received for lost library materials.

APPEALS:
All legitimate objections related to library charges will be considered. Problems that do not constitute a legitimate basis for appeal are:

• Lack of knowledge of library policy
• Lack of understanding of library policy
• Disagreement with library policy
• Inability to pay fines and charges
• Failure to receive an overdue notice
• Unwillingness to take responsibility for materials loaned to a third party, for example, loaning materials charged to you to a classmate, family member, faculty member, etc.

LOST ITEMS RETURNED:
Lost library materials returned within one year of charge are eligible for credit of the replacement price and fines. Fines are recalculated and charged from the due date to the date of return.

LAPTOP LOANS:
Laptop computers and peripheral equipment (headphones, drives, etc.) are available any time the library is open.  Cook Library laptops are due the day after checkout; Gulf Coast Library and GCSSC Library laptops are due three days after checkout.  A user agreement is completed with each loan.  A $5.00 per loan charge will be assessed on the borrower's library account for laptop loans.  Overdue fines are calculated at $5.00 an hour, even after library hours.  Maximum fines are $500.00.  Laptops may not be renewed when other borrowers are waiting to check one out.  The borrower assumes personal financial responsibility for any repairs or replacement of any equipment damaged through neglect or loss while in the borrower's custody.