Library Circulation Policy

Effective Summer 2019

Scope

This policy applies to the print and media collections of Dwight Marvin Library. Reserve circulation is addressed separately.

I. BORROWING ELIGIBILITY

  1. HVCC students
    Students currently enrolled in HVCC credit courses, EOC, and College in the High School. Must present a valid HVCC ID (or a government-issued photo ID and proof of registration).
  2. Employees
    Current employees, emeriti, retirees, and College in the High School faculty. Must present a valid HVCC ID (or a government-issued photo ID with proof of employee status).
  3. Courtesy borrowers
    1. Center for Advanced Studies students
      Students completing bachelor's degree study on the HVCC campus with a partner institution (Plattsburgh, SUNYIT, Cazenovia) with presentation of a current college ID and government-issued photo ID. Eligibility valid until end of current semester.
    2. HVCC Community and Professional Education and Workforce Development Institute
      Participants (18 years of age and older) in credit-free programs. Must present government-issued photo ID and proof of registration. Eligibility valid until end of current semester.
    3. SUNY Open Access
      Students and employees of SUNY universities and colleges with current borrower status in library system. Must present current college ID and government-issued photo ID. Eligibility valid until end of current semester.
    4. Rensselaer County Residents
      Adult residents (18 years of age and older) of Rensselaer County. Must present current government-issued photo ID showing place of residence. Eligibility valid for one year.
    5. Capital District Library Council (CDLC) Direct Access Program
      Individuals in eligible borrowing categories defined in CDLC DAP Guidelines. Must present current DAP card and government-issued photo ID. Eligibility valid until end of current semester.
    6. Alumni
      Graduates of HVCC degree programs. Requires degree verification by library staff during regular business hours. Eligibility valid for one year (renewed after verification of current address).
    7. Other
      Eligibility may be extended to other individuals at the discretion of the Head of Access Services, Library Director or other college official.

II. BORROWING REGULATIONS

For circulating collections [Note exclusions designated below]

Details for circulating collections borrowing regulations
Category Loan period Maximum renewals
Students 16 weeks or until end of semester 0
Employees 16 weeks 3
Courtesy 30 days 1

For designated visual media collections (DVD)

Details for DVD borrowing regulations
Category Loan period Maximum renewals
Students 30 days 1
Employees 30 days 1
Courtesy 30 days 0

For non-circulating collections (reference, archives, periodicals, etc.)

Details for non-circulating collections borrowing regulations
Category Loan period Maximum renewals
Students 0 0
Employees By special permission from librarian or library director
Courtesy 0 0

Other items (iPads, equipment, keys, etc.)

Varies by category and described in specific policies or loan agreements or as posted at service desk.

For reserve circulation (textbooks)

See separate reserve circulation policy.

Maximum concurrent loans are ten items for students, twenty items for employees, and three items for courtesy borrowers.

Circulating items may be renewed in person, by phone, or when available, online; non-circulating, reserve or other items (equipment, keys, etc.) may not be renewed.

III. OVERDUE, LOST AND DAMAGED ITEMS

Items borrowed must be returned to Dwight Marvin Library by the due date; it is the borrower's responsibility to know the due date of items on loan. A return receipt is provided by email on request. Borrowers are encouraged to return items directly to the service desk; a 24-hour book return bin is provided as a courtesy. Overdue items are items that have not been returned or renewed by the due date. Fees are charged per borrowed item:

For circulating collections (including designated media)

Details of fines and replacement costs for circulating collections
Category Overdue fine Replacement cost
Students None $70
Employees None $70 one year past due date
Courtesy None $70

For non-circulating or other items (iPads, equipment, keys, etc.)

Details of fines and replacement costs for non-circulating collections
Category Overdue fine Replacement cost
Students As defined in specific loan agreements
Employees
Courtesy

For reserve circulation (textbooks)

See separate reserve circulation policy.

Borrowers are charged replacement cost on the first day an item is overdue and borrowing privileges are blocked until the overdue item is returned. For student borrowers, fees are posted to the BANNER system; unpaid replacement cost fees prevent registration and release of transcript until settled. The replacement cost is removed in any of the following conditions:

  1. the item is returned in good condition; or,
  2. an exact copy in excellent condition is provided. The replacement must be pre-approved by the Head of Access Services, Library Director, or designee.
  3. the item is returned in good condition after payment of a replacement cost; a refund for the replacement cost is issued by the Cashier's Office.

Damaged items are items returned in unusable condition based on negligent use. Frequent causes of negligent damage include water, smoke, food/beverages, pets, and permanent or extensive mark-up from highlighters or other implements. The determination of irreplaceable damage will be made by a librarian, the library director, or designee and cannot be appealed. Damaged items will be billed for replacement.

Student borrowing privileges are suspended until library fees are paid. Employee borrowing privileges are suspended until replacement costs are paid; unpaid library fees will be noted on employee exit checklists. Courtesy borrowing privileges are suspended until library fees are paid. There is no expiration date for responsibility for replacement cost of lost/damaged material. Borrowing privileges may be suspended and other penalties imposed for HVCC students with unpaid library fees incurred from transactions completed as a courtesy borrower.

Charges or penalties for overdue, lost or damaged items are applied not only to items borrowed from Dwight Marvin Library, but also to items borrowed using interlibrary loan services or from other HVCC reciprocal borrowing services including SUNY Open Access and CDLC Direct Access Program.

IV. CONFIDENTIALITY OF CIRCULATION RECORDS

The Dwight Marvin Library is bound by New York State Law (New York Civil Practice Law and Rules, Section 4509), which defines the confidentiality of library circulation records and restricts disclosure of such records.

Last updated Jan. 18, 2013
Revised Jan. 24, 2017 to incorporate media
Revised Feb. 21, 2019 in alignment with SUNY Libraries Consortium policy

Approved by Dean of Retention and Instructional Support Services
Approved by Vice President for Academic Affairs and Vice President Administration & Finance

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