Loans and Renewals

Policies and procedures for borrowing materials

Contents: Borrowing Privileges ; Loan Policies ; Loan Periods ; Holds ; Renewals ; Fines and Penalties ; Interlibrary Loan ; Appeal Process ; Loan Policies for Faculty and Staff

Publicly funded libraries by definition are shared resources, built upon the principle that materials belong to the library’s community of users, not to any single user within the community.  The College Libraries' loan policies and procedures are designed to support this principle within the context of the College's mission.   Loan periods are utilized that recognize different needs of users by patron category (e.g. student, faculty/staff, community) and different uses of material by format (e.g. books, scores, sound recordings).  The Libraries make every effort to accommodate special needs related to the College mission for students and faculty beyond these policies and procedures when this can be done without compromising the principle of shared resources.

Borrowing Privileges

Students, faculty, and staff of SUNY Potsdam, the three other colleges in Potsdam and Canton, and other SUNY units as well as the community at large, have borrowing privileges and may use the services offered by the Crumb and Crane Libraries.  The act of 'borrowing" obligates patrons to the Libraries' loan policies. It is expected that loaned materials will be returned to the Libraries in a condition that enables them to be loaned to subsequent users and in the timeframe set by the due date.

All patrons must present their own valid Potsdam SUNYcard or community patron card in order to borrow any material.  Patrons not affiliated with SUNY Potsdam may obtain a card at the Circulation Desk by presenting photo identification and completing a patron registration form. Patrons using a community card may be asked to provide photo ID as verification when borrowing material.

Library materials are checked out at the Circulation Desks in the lobbies of Crumb and Crane Libraries. Materials may be returned in the exterior book drops, or the return bins at the Circulation and Reserve Desks. Recalled items and special loans must, however, be returned directly to the staff at the Desks.

Loan Policies for Faculty and Staff

General Loan Policies

Most, but not all, library materials may be checked out and taken from the Libraries. Due dates are assigned when an item is borrowed.  Certain materials are restricted to library use only.

Loan Periods

Loan periods vary by collection and patron status. Generally:

• Library Use Only Material:
  • Periodicals (Bound and Current Issues)
  • Reference Collection Material
  • Crane sound recordings and videos (in-house check-out for 4 hrs; 3 item limit)
  • Most Reserve Material
  • Microforms (Accommodations may be requested in order to use reader-printer equipment at Crumb Library.)
  • Collected sets of scores
  • Archives and Special Collection Material (use by appointment only)
  • Restricted Access (Crane Library)
  • Keys, remotes, and headphones
  • Laptops*
• Circulating Material (Loan period 21 days; 14 day grace period; 3 renewals)
  • Books in Crumb and Crane Stacks
  • Curriculum Materials
  • Government Documents
  • Crumb Sound Recordings and Slides
  • Maps
• Circulating Materials (SPECIAL LOAN = Loan period 5 days; 3 day grace period; no renewals)
  • Crumb Videos

*Circulating laptops are available to SUNY Potsdam students, faculty and staff in both libraries.  A signed borrowing agreement is required.  Laptops are available for a library use only, 5 hour loan with no renewals.  Overdue fines are $12.00/hour charged in minute increments. Repair costs ($300) and/or replacement costs ($1000) may be assessed per borrowing agreement.

For SUNY Potsdam faculty and staff there are exceptions to the policies listed above.

Patrons may place Hold REQUESTS on regular loan items that are checked out. An item that has a hold on it may not be renewed and is held for the requestor when returned.

Regular loan items borrowed by faculty and staff are subject to recall after 21 days if a hold request has been made for the item by another patron.

Renewals

Renewals (when applicable and as listed above) may be requested in person, by e-mail (circ@potsdam.edu) or by phone (315-267-2485) without the item in hand except for collected works (Crane Library, faculty only) for which renewals must be requested in person with the item(s) in hand.   Patrons may also self-renew materials by accessing their library account in BEARCAT. Renewals made by telephone or e-mail will be confirmed by library staff.  Patrons should verify renewals by checking their library accounts in BEARCAT or by ensuring receipt of libraries' confirmation.

An item may be renewed unless it has reached the maximum number of renewals or a hold or recall request is pending. If material has been requested by another patron, you will be required to return the item by its original due date.

* Renewal dates will be given if a patron has no library fines or fees outstanding, and if there are no hold requests from other patrons for the item.

Fines and Penalties

The libraries charge overdue fines that begin accruing the first day an item is overdue.  A courtesy reminder notice[1] is sent by e-mail (or to campus mailbox/home address, as appropriate) at the time an item becomes due.  If an item is returned or renewed within the designated grace period, fines are waived.  If an item is returned after the grace period has passed, fines are levied from the first overdue day.

Most fines are $.50 per day per item to a maximum of $10.00. Fines for reserve materials are $3.00 per hour per item. Fines for Collected works (Crane Library) are $3.00 per day per item to a maximum of $10.00 per item. Fines for keys and headphones (Crane Library) are $.50 per hour per item to a maximum of $10.00 per item.

If an item is lost or damaged to the extent it cannot be returned to the shelves for others to use, a replacement cost based on the type of material[2] and a processing fee of $15 is levied. Once an item is 36 days overdue[3], it is automatically designated “lost” and replacement costs and fees are assessed.   These charges are credited if material designated as "lost" is returned.

Borrowing privileges are suspended for patrons with overdue materials or outstanding fines and fees.  In addition, SUNY Potsdam students who have not cleared their library records will have a hold placed on their student record and will be unable to register, receive grade information, or request transcripts. 

Once overdue materials are returned and a borrowing record is cleared of fines and fees, generally full privileges are restored.  When problems with loaned materials arise, patrons are encouraged to contact a circulation supervisor to communicate the nature of the problem. In the case of significant and/or flagrant violation of loan policies, other library privileges may be additionally restricted or suspended.  Intentional mutilation of library materials or willful failure to return materials in accord with loan policies are violations of New York State statute. (Education, Article 5, Sections 264 and 265[4])

If you can't find an item on the shelf

If you cannot locate an item at its call number location on the shelves ask for assistance at the Circulation Desk. We will conduct a prompt, thorough search and hold the item for you when it is found. If the item can not be located, you may request that we obtain it through InterLibrary Loan.

Holds

Holds may be placed by patrons on regular loan items that are checked out, enabling the patron who placed the hold to be the next borrower when the item is returned. An item that has a hold on it may not be renewed.

A hold placed on an item that has been checked out for a 120 day loan (to faculty and staff) will be recalled after 21 days.

To place a "hold" on an item checked out to someone else:

• Connect to Bearcat (from the Libraries' web page click "Finding Books", then click "BearCat").
• "Sign-in" to your patron account; then search the catalog for what you want.
• Click "View Circulation Status" for the desired item. The date under "Due date" indicates that the item is out until that date.
• Click the "Request" link in the far-left column.
• Note the "Pick-up location", and verify or change the "Period of interest" dates.
• Click the "Go" button.

Holds may also be placed in person at the Circulation Desks in Crumb or Crane libraries.

Interlibrary Loan

"Interlibrary loan is the process by which a library requests material from, or supplies material to, another library. The purpose of interlibrary loan as defined by this code is to obtain, upon request of a library user, material not available in the user's local library."[5]

Interlibrary loan (ILL) services are available to all SUNY Potsdam students, faculty and staff as well as to community borrowers who are not from the other Associated Colleges. Those affiliated with other higher education institutions are expected to submit their requests through their own libraries.

Due dates for ILL materials are determined by the lending library. Renewal requests must be made 3 days before the due date and renewals are at the discretion of the lending library.

While the College Libraries participate in several reciprocal borrowing groups and receive many ILL materials without direct cost, some items may only be available from fee-charging institutions. Community borrowers are charged any direct costs incurred for their ILL requests. The College Libraries' cover interlibrary loan costs for periodical articles (delivery and copyright charges) for college faculty, staff, and students. Direct costs for borrowing other materials are the responsibility of the requestor,  with the exception of College faculty whose ILL costs for material related to research are covered.

ILL patrons are responsible for direct costs incurred by their ILL requests whether or not they actually use the requested item. If a cancellation is requested, the College Libraries will attempt to process the cancellation prior to the assessment of any fees by the lending library. If this is not possible, the requestor is responsible for the borrowing fee.

When submitting a request, ILL patrons may choose a "no cost" option. If this option is selected, the College Libraries will not borrow the item unless it can be borrowed from a reciprocal borrowing institution without direct cost.

ILL loans that are not returned in a timely manner are subject to the same fines, replacement fees, and holds on borrowing and student records as other library materials. Replacement costs are determined by the lending library.

Appeal Process

An individual may appeal a fine or suspension of his/her borrowing privileges by appealing to the Director of Libraries in writing within ten calendar days of the receipt of notice of the fine and/or suspension of privileges. The response of the Director of Libraries shall be issued within five calendar days of receipt of the appeal by written notification to the appellant.

If the Director of Libraries sustains the fine and/or suspension, the appellant may appeal to the Provost within five calendar days of receipt of the Director’s response. The response of the Provost shall be issued within five calendar days of the receipt of the appeal by written notification to the appellant.

If the Provost sustains the fine and/or suspension, the appellant may appeal to the President’s Designee within five days of receipt of the Provost’s response. The response of the President’s Designee shall be issued within five calendar days of receipt of the appeal by written notification to the appellant. The decision of the President’s Designee is final.

A fine and/or suspension of borrowing privileges may be affected only after completion of the appeal process or if the appeal is not made in a timely manner.

[1] Reminder notices are sent as a courtesy.  Patrons are responsible for returning material on time regardless of receipt of a courtesy notice.

[2] Replacement costs vary according to the format of material and are based on average costs published in The Bowker Annual or the Music Library’s Association journal, Notes (scores).  Replacement costs are subject to change. The 2002-03 book replacement cost is $45.00.

[3] THIS APPLIES TO REGULAR LOAN ITEMS.  TIMING FOR LOST CONSIDERATION VARIES FOR SPECIAL LOAN ITEMS.

[4] Sec.  264.  Injuries to property. Whoever intentionally injures, defaces or destroys any property belonging to or deposited in any incorporated library, reading-room, museum or other educational institution, shall be punished by imprisonment in a state prison for not more than three years, or in a county jail for not more than one year, or by a fine of not more than five hundred dollars, or by both such fine and imprisonment

[5] Interlibrary Loan Code for the United States

Regular Semester Hours. Summer Session & Vacation Hours are available when you call the Circulation Desk