Loans Policy

Library

1. Introduction
This policy forms the basis for the operation of lending services in Australian Catholic University Library. Although the policy applies to the whole Library, local Managers have the authority to make exceptions where special needs or local conditions require this. Where the changes proposed extend beyond an individual case, they are referred by the Campus Library Manager to the Lending Services Standing Committee for commendation, and then to the Director, Libraries for approval. Significant changes will be sent to the ACU Library Committee for endorsement.

2. Conditions of Borrowing

• Registration as a borrower constitutes acceptance of the terms of this policy.
• It is the responsibility of the borrower to return items borrowed in good condition and on time.
• Late return of items incurs penalties including fines.
• Loans are not transferable.
• Loans may not be borrowed by third parties except in unusual circumstances, by prior arrangement and with appropriate identification of the agent.
• Library fines and replacement costs are treated as a debt to the University.
• Sanctions that the University may apply to the non payment of University debts are outlined in ACU Academic Regulations.
• The Library sends notices to borrowers as a courtesy. Non-receipt of a notice by a borrower does not constitute grounds for dispute of a penalty.
• Penalties may be disputed initially with the campus library's coordinator of lending services and secondarily in writing to the local Library Manager. Unresolved matters may be referred to the Director, Libraries

3. Borrower Categories
3.1 Staff
Academic and general staff of Australian Catholic University.

3.2 Undergraduate Students
Undergraduates, ELICOS and ACUcom students of ACU.

3.3 Postgraduate Students
Graduate Certificate and Diploma, Postgraduate Certificate and Diploma, Honours, Masters and Doctoral students of ACU.

3.4 Off-Campus Students
Students classified by ACU as "Distance Education", on-line students and students who reside outside of the metropolitan area of the campus at which they are enrolled and who do not attend regular lectures on campus. Off-Campus students may reside in or outside Australia.

3.5 Non ACU Borrowers
This category includes Courtesy Borrowers, Community Borrowers, Alumni Borrowers and Reciprocal Borrowers. Enrolment as a Non ACU borrower is campus-specific, i.e. it is valid only at the campus to which application was made. Prospective Non ACU borrowers need to provide written documentation to prove their eligibility for the free categories. The following categories of people are eligible to be enrolled as Non ACU borrowers without the payment of a fee:

At the Library Manager's discretion a 6 monthly fee of half the rate of the annual fee may be charged for Alumni and Community Borrowers.

4. Categories of Material
4.1 Not for Loan
The following categories are not for loan:

• Reference Collection.
• Serials, bound or unbound, including newspapers.
• Special collections as determined locally.
• Individual items as determined locally.

4.2 2 Hour Loan
Material in high demand or items designated by a member of the academic staff may be placed on a 2 hour loan at the discretion of the Library Manager (or delegate). Usually held in Course Reading.

4.3 Restricted Loan
Material in high demand or items designated by a member of the academic staff may be placed on a restricted loan at the discretion of the Library Manager (or delegate). The loan period for Restricted Loans may be one day, three day or one week as determined by the individual circumstances.

4.4 A/V Hardware
Where libraries issue A/V hardware (often on behalf of ITCS), the loan period is determined locally and, where necessary, in conjunction with the ITCS staff.

4.5 General Collection
While there may be a distinction between the General Collection and the Curriculum Collection (in those libraries which have them), they are subject to the same loan periods. However the Restricted Loan provisions (see 4.3 Restricted Loan) may be applied to Curriculum Collections, or part there of, where there is very high demand.

5. Loan Periods and Renewals
5.1 The following standard loan periods apply (to material other than Restricted Loans, Course Readings or Not for Loan items):

5.2 Some categories have special loan conditions that apply to all those eligible to borrow them:

Video recordings and DVDs may be borrowed for 3 days and are not renewable.
Items on Course Readings or Restricted Loan may be borrowed for the period designated (2 hours, 1 day, 3 days or 7 days). They are not renewable.
Staff may borrow a limited number of items for 6 months, where approved by the Library Manager or delegate. These items are subject to recall after 28 days.

Students on teaching rounds may borrow where necessary items from the Curriculum Collection for the duration of the round subject to the approval of the Library Manager or delegate.

5.3 Maximum Number of Loans

There is provision for short term bulk loans for specific purposes, e.g. for a class presentation. This is determined locally on a case by case basis.

6. Course Reading
Campus Libraries have a Course Reading collection, comprising items identified by academic staff as critically important for students, with the following loan periods:

• 2 hours in the library.
• Overnight from two hours before closing - the items must be returned within one hour of the library opening on the following day (that the library is open).
• 1 day.
• 3 days.
• 7 days.

Up to two items from each category may be borrowed. Non ACU borrowers are not eligible to borrow from the Course Reading collection.

7. Restrictions on Non ACU Borrowers
Non ACU Borrowers may borrow from the general collections, as identified by individual campus libraries, in the terms set out in Section 5, Loan Periods and Renewals. Non-ACU borrowers are not eligible to access Course Reading, to borrow items on Restricted Loan, to obtain intercampus loans or to request items to be held for them. Their access to other collections and services may be limited according to local circumstances and the terms of any local reciprocal borrowing schemes.

8. Holds
ACU students and staff may place holds/requests for items (other than 2 hour loan items) which are on loan from any campus library. There is a limit of 5 per borrower. Borrowers are informed via email when a hold is available for collection. Standard loans are held for 5 days at the Loans Desk for collection. Restricted loans are held for 1 day at the Loans Desk for collection. If they are not collected in this time then the items are returned to the shelf and the Holds cancelled.

9. Generation of Notices
A Reminder or Courtesy notice is produced 3 days before an item is due for return.
Overdue notices are generated when an item becomes overdue and another when it becomes 14 days overdue.
A Bill for Replacement notice is generated at 42 days overdue.
Notification of the availability of items requested are generated as required.
Fine notices are generated for fines of $10.00 or more.
The Library sends notices to borrowers as a courtesy. Non-receipt of a notice by a borrower does not constitute grounds for dispute of a penalty.
With the exception of the Bill for Replacement and Fine Notices of $45.00 or more, which are posted, all notices are emailed to all borrowers with an email address. All ACU staff and students have an official ACU email address to which notices are sent.

10. Fines
All borrowers, except staff, are subject to fines. There is a processing fee of $20.00 added to the replacement cost for lost or damaged items.

11. Suspension of Borrowers
Borrowing privileges are suspended if the borrower has overdue any item borrowed as a Standard Loan, Intercampus Loan or Interlibrary Loan, or has outstanding fines of $10.00 or more. Borrowers, including staff, also have their borrowing privileges withdrawn when the Library is advised that they have been suspended through a local reciprocal borrowing scheme.

12. Borrowing from All Libraries
All ACU staff and students are entitled to borrow, in person, from each of the other ACU libraries. It is the responsibility of the borrower to return the item to the library from which it was borrowed.

13. Intercampus Loans
ACU Staff and Students may request an item from any campus library of ACU to be obtained for them through Intercampus Loan. See special provisions for Off-Campus students in section 14. There is a limit of 5 Intercampus Loan requests at any one time. Intercampus Loans will not be processed if the borrower has overdue any item borrowed as a Standard Loan, Inter-campus Loan or Interlibrary Loan, or has outstanding fines of $10.00 or more.

13.1 Intercampus Loans of Books and Other Returnable Items.
Borrowers eligible for Intercampus Loans may request books, videos and other borrowable items held at any ACU campus library. Not for Loan items, items in Course Reading, or items whose physical condition make them difficult to post, are not available for Intercampus Loan.

13.2 Intercampus Loans of Journal Articles, Chapters or Extracts, etc.
Staff and students may request journal articles and book chapters or extracts on Intercampus Loan. The copies are not to be returned. Intercampus Loans in this category are sent electronically to the borrower by the holding campus library. This procedure applies to both on and Off-Campus students.

14. Service to Off-Campus Students
14.1 Loans for Off-Campus Students in Australia
Off-Campus Students may borrow standard items for 28 days with 2 renewals. Video recordings may be borrowed for 17 days with no renewals.
Off-campus students are eligible for a special postal service. On request books are mailed to Off-Campus students. Off-Campus students may also request journal articles, chapters or extracts from items held in any ACU campus library. These are posted if electronic provision is not possible. Return postage of books is the responsibility of the student.

14.2 Intercampus Loans to Off-Campus Students in Australia
Unlike Intercampus Loans for on-campus students, all Intercampus Loans for Off-Campus students are sent direct to the student by the holding campus library. Where these are returnables the borrower is responsible for return of the item (including costs) to the holding library.

14.3 Loans and Intercampus Loans to Off-Campus Students Overseas
ACU Libraries send copies of articles and chapters, preferably by electronic means to overseas students. Books (and other returnables) are posted using AIRMAIL. The student is responsible for return of the loan (including costs), via AIRMAIL, to the holding campus library. Where the overseas student does not have access to a secure postal system the Library Manager may limit the posting of books. The manager may also need to restrict the loan of high demand material, fragile material and oversized material. Because of the possible high cost to the student of return postage the number of returnables posted at any one time is limited to a manageable number, at the discretion of the Library Manager.

2 October 2007