LIMS III CIRC GROUP: "Circ Agreements"

obsolete document as of 12/2/2005

(note: where I write "library" I basically mean all libraries of a particular institution; i.e., College Park Libraries, UC Libraries, etc. may have different levels of cooperation internally; we are primarily speaking of inter-campus relations)

1. Course Reserves: do not put other library's materials on reserve. Items can be requested if you want to photocopy a chapter, etc., but the book itself should not be put on reserve.

2. Holds/Tracers/Recalls:

a. except for agreed-upon exceptions (multi-part items), do not put a "tracer" or an "item level hold" on another library's book (I believe recalls are system–blocked).

b. do not alter the hold queue in favor of your own patrons; this includes using the ASAP function or actually cancelling someone's hold. There are circumstances where using ASAP is valid, but not just to give preference to your own borrower.

c. if you cancel a hold (for example, if the only copy is going on Course Reserve), it is courteous to notify the patron whose hold has been removed.

d. if an item appears on your Router list, you should search for it as promptly as possible and, if you cannot find it, place an internal tracer on the book so the patron's request will move to another copy.

3. Fines (and avoidance of):

a. do not back-date materials unless there is justification (i.e., item left in bookdrop, or library error re: due date stamp, etc.). Some locations do not want their materials back-dated, period.

b. even if (a.) is permitted, do not back-date materials to "forgive" a fine for one of your patrons just because they are your patron and perhaps you wouldn't fine them on your item. Fines are levied and waived based on the owning library's rules.

c. do not place "claims returned" messages on materials owned by another library. The patron should contact the owning library (or you can do the communicating, if you feel helpful).

d. if a fine is created because of library error, the owning library will generally cancel the patron's fine if the library that made the mistake contacts the owning library. "Library error" generally means stamping the wrong due date in the book, or failing to discharge the book when returned. There may be some other examples. If you refuse to cancel a patron's fine because of library error, then be prepared to discuss this with the patron--and don't just refer them back to the library that made the mistake--since the erring library has no way to make an adjustment.

e. Appeals of fines need to be filed with the owning library by the patron involved. Library staff at the patrons' home institution may provide the name and phone number of the owning library's billing supervisor to the patron but the appeal has some legal/financial ramifications and should be done by the individual involved.

4. Patron records:

a. do not remove soft blocks placed by another institution unless the block note specifically indicates it can be removed (or if it is patently logical: example, if a block note says "get local address," and you get the local address, then you should remove the block).

b. soft blocks with no note attached may be removed by any location.

c. if you give an expired patron a one-time exception to borrow materials, be sure to tell the patron to have his/her record validated at his/her home library. Libraries are encouraged to try and be as lenient as possible (within reason) for such one-time exceptions, but should make it clear to the borrower what will be needed to borrow "next time." There is no guarantee that another campus will be as user–friendly as you are–example, if you routinely charge out items to patrons based on their verbal recitation of their ID number (and don't require the ID itself), your patrons will be rudely awakened at most other libraries.

5. Charges, Renewals, etc.

a. do not use the Renew All function if this will affect other library's materials. (fixed?)

b. do not "remotely renew" materials unless the owning library specifically permits it (i.e., some libraries send courtesy notices which allow items to be renewed using that notice, but generally the notice has to be presented at the owning library; other libraries' courtesy reminders specifically state that materials must be renewed in person). This also applies to telephone renewals: if you do it for your items, OK, but do not renew another library's books that way.

c. do not alter the system-assigned due date unless there is a really obvious error (i.e., the due date is prior to the day you are charging out the book). If the due date seems odd, contact ITD or the owning library.

d. stamp all materials with the due date and the return date. The stamps preferably should show your location as well ("EPSL DUE 01-01-01") to allow the owning library to see where an item was charged/renewed/returned.

6. Miscellaneous:

a. try to search overdue in-transits on a regular basis and cooperate with the sending/receiving/owning library. If your item is long–overdue in transit and has been searched at both ends, remove it from transit and institute an internal tracer so the book will be flagged as lost. (Note: we should coordinate this with the annual mass stacks-search for overdue in-transits, however)

b. try to keep all locations aware of major changes in rules, policies, and procedures which may affect USMAI patrons as a whole. Example: extended closing of specific collections, fine changes, new procedures affecting availability of materials.

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