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Circulation Policies

University Libraries Breadcrumb Trail. Circulation Services

SERVICES, ELIGIBILITY, AND PRIVILEGES


FULL ACCESS: Circulation Services, Interlibrary Loan, and Remote Access to Online Databases

Borrower Circulating Books
Due Dates* / Item Limits / Renewals
Media
Loan Period / Item Limits / Renewals
Students Dec. 1, May 1, Sept. 1 / 250 items / No renewal limit 7 days / 10 items / 1 Renewal
Faculty Apr. 30 / 250 items / 4 renewals 14 days / 10 items / 1 Renewal

* Each due date will go into effect one month before the previous due date. For instance, an item checked out on November 1 will be given a due date of May 1, not Dec 1.

Affiliation Required IDs or documentation
University at Albany Students Current registration in MyUAlbany
University at Albany Faculty and staff Active employee status in MyUAlbany
SUNY Research Foundation
Employees (Employed at UAlbany)
Active employee status in MyUAlbany
Non-employee faculty and staff of the University at Albany
[e.g., School of Social Welfare field instructors]
Active status in MyUAlbany, Expiration date as indicated by sponsoring department (Max one year)
University at Albany Emeriti Emeriti status in MyUAlbany; must have NetID. Contact circulation@albany.edu for more information.

University at Albany faculty, and persons registered with the Office of Disabled Student Services, may authorize others to borrow materials on their behalf. The proxy patron is issued a card and checks out materials directly to the original card-holder's account. The faculty member or disabled person assumes responsibility for materials checked out by the surrogate. Authorization forms are available at the Circulation Desk.

LIMITED ACCESS: Circulation services only

Borrower Circulating Books
Loan Period / Item Limits / Renewals
Media
Loan Period / Item Limits / Renewals
Alumni/Courtesy 30 days / 25 items / 4 renewals 7 days / 10 items / 1 Renewal


Affiliation Expiration Date Required IDs or documentation
University at Albany Alumni One year Valid government-issued photo ID
Verified by Staff in MyUAlbany or with other campus office
Students, faculty and staff of other SUNY institutions, including Empire State College and Excelsior College End of current semester* (subject to validation of current enrollment) Valid government-issued photo ID
ID from the SUNY institution
Students, faculty, and staff from academic institutions that participate in the Capital District Library Council (CDLC) Direct Access program (DAP) End of current semester* Valid government-issued photo ID
ID from the academic institution
Valid CDLC card from that institution
New York State employees One year Valid government-issued photo ID
Valid agency photo ID
Current NYS pay stub
SUNY Research Foundation employees
(not employed at UAlbany)
One year Valid government-issued photo ID
Valid agency photo ID
Current pay stub
Participants in University institutes, workshops, and similar programs End of program Valid government-issued photo ID
Verification from sponsoring program
Faculty of CUNY institutions End of current semester* Valid government-issued photo ID
Valid photo ID from the CUNY institution
Faculty of OCLC Reciprocal Borrowing Programs One year Valid government-issued photo ID
Valid photo ID from the home institution
OCLC Reciprocal Faculty Borrowing Program card issued by home institution
Visiting faculty/scholars As indicated by sponsoring department Valid government-issued photo ID
Visiting Scholar entry in MyUAlbany
or
Documentation of status
Granted by Head of Access Services Department, Division Directors, or Dean and Director of Libraries
University in the High School, Albany High IBO June 30 Valid government-issued photo ID
School ID
Name on list-provided by school's program coordinator or
or
University in the High School entry in MyUAlbany
Employees of businesses based on UAlbany property (UAS, IBM, etc.) - Affiliation obtained only through fee-based courtesy borrower option
Informal auditors of UA courses - Affiliation obtained only through fee-based courtesy borrower option
Fee-Payer One year Valid government-issued photo ID
$50 [or $25 for those aged 63 or older]

RETURNS AND RENEWALS


Return all borrowed material to a Circulation Desk at the University Library, the Dewey Library, or the Science Library.  Media and Reserves must be returned to the library from which it was checked out.

The library provides outside bookdrops for returns when the library is closed. Please do not return media, reserve items, or ILL materials into bookdrops. Please return all materials within sets (e.g., all DVDs and the case for a box-set) at the same time.

Hourly-items that would be due after closing may be returned within the first hour of opening on the next business day without penalty.

Renew materials online (see How to Renew Library Items using the Minerva Online Catalog), in person at any of our circulation desks, or by phone (442-3569).

EMAIL REMINDERS, OVERDUES, AND RECALL NOTICES


You are obligated to respond to all overdue, recall, and fine notices.

The Libraries' primary method of communication with patrons is via email. Patrons will be notified of approaching due dates, overdue items, item recalls, and the availability when requested items are available for pick-up. Users remain responsible for timely return of library materials and payment of any library obligations regardless of whether email notices are received. Users without an email address will not be sent any notices.

The libraries use the MyUAlbany listings for Faculty, staff, and student email addresses.  Courtesy borrowers provide their email addresses upon registration.

Courtesy Reminder 7 days before item is due
Overdue Notices Circulating Collection & Media:
7 days after item is due
14 days after item is due
21 days after item is due
Reserves & Equipment Loans:
1 day after item is due
2 days after item is due
3 days after item is due
Recall/Recall Cancellation Notice Item requested by another patron that triggers a change in due date.  Minimum guaranteed load period 14 for Circulating Collection, 7 days for Media.  For more information see Recall Services
Recall Overdue Notice 7 days after item is due
14 days after item is due
Item Availability Notice When an item request has been fulfilled and item is available for pickup

FINES


Loan Type Fine Rate Maximum Fine
Regularly loaned items $0.15/day Maximum $8.00
Reserve + Special equipment + Short-term-hourly $3.00/hour Maximum $45.00
Recalls + Short-term-daily (up to 2-weeks) $1.50/day Maximum $25.00
Laptops + Group Study Rooms $15.00/hour Maximum $225.00

When a user disputes the assessment of a fine, he/she may discuss the fines with a Circulation staff member. If the user still feels that the fines have been inappropriately levied or extenuating circumstances merit waiving the fines, he/she may complete a Fine Appeal form.

The form may be obtained from a Circulation staff member at any of our three libraries. The Circulation Fine Appeals Committee will serve as an unbiased review and will issue a decision regarding the fines. The decision of the committee is final.

University borrowers are blocked from borrowing when fines accrue to $10.00, and a hold is placed on MyUAlbany (preventing registration, access to transcripts, applying for graduation, etc) upon accruing $50 in fines.  Courtesy borrowers are blocked from borrowing when fines accrue to $1.00.

Fines can be paid by cash, charge, or check at any library. Credit card payments are also accepted by phone at (518) 442-3601, and checks can be mailed to:
University Libraries Circulation Billing Unit LI-118
1400 Washington Ave
Albany, NY 12222

Failure to pay library invoices may result in a referral to a collection agency or the State Attorney General's Office and additional administrative changes may be added to the invoice.

LOST BOOKS


Library materials not returned within 55 days of the due date, recalled materials not returned within 25 days of the first recall, and reserves and equipment not returned within three days of the due date are assumed to be lost, and an invoice will be generated for a replacement bill.  A replacement bill consists of: 1) the purchase price as quoted in Books in Print or, if not in print, the replacement price as determined by the University Libraries; 2) a $15.00 processing fee; and 3) the maximum overdue fine.  Textbooks not owned by the library will be fined at the current rate of a new textbook charged at the bookstore.

Invoices are sent through USPS.  It is the responsibility of UAlbany faculty, staff, and students to maintain current address information in MyUAlbany, and for courtesy borrowers to notify circulation staff of any changes.

For print materials, patrons also have the option of replacing the item on their own instead of paying the replacement cost.  The item may be used, but must be "Like New" or better, may NOT contain any writing or highlighting, and must be the same edition or newer.

A hold is placed on MyUAlbany (preventing registration, access to transcripts, applying for graduation, etc) for University at Albany students.  Courtesy borrowers attending other Colleges will have their home institutions also contacted, and a hold will be placed on their account.

If an item is returned before it is 75 days overdue, the processing fee and the replacement cost are cancelled.  After 75 days, all unpaid invoices are referred to the Office of Student Accounts, and payment can no longer be received in the library.  For students this can be paid through EPay.

Failure to pay library invoices may result in a referral to a collection agency or the State Attorney General's Office and additional administrative changes may be added to the invoice.

RESERVE ITEMS


Items may be on reserve at any of the three libraries for a three-hour, 24-hour, 48-hour, or 72-hour loan period. To make sure that everyone in the class has an opportunity to have access to the materials, no renewals are permitted, and patrons must wait 60 minutes before checking out the same item again. A maximum of six reserve items may be borrowed at one time.

LOST LIBRARY CARDS


Please report the loss or theft of your SUNYCard, DAP, or Courtesy library card promptly. Patrons are responsible for all materials borrowed on your card until its loss is reported to the University Libraries.

If you have any questions about Circulation Loan Policy, please email circulation@albany.edu or call 442-3569.

University Libraries, University at Albany, SUNY.

1400 Washington Avenue, Albany NY 12222 USA. (518) 442-3600.

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