Library Circulation Policy #24

PHILOSOPHY

The Auraria Library's primary focus is to provide service to the faculty, staff and students of the campus clientele: Community College of Denver, Metropolitan State College of Denver, University of Colorado Denver, and the Auraria Higher Education Center. In addition to providing service to this primary clientele, the Library is also committed to the spirit of the Colorado Library Card program and other reciprocal borrowing arrangements. Consequently, the Auraria Library has extended its borrowing privileges to any resident of the State of Colorado with valid identification. However, we must ensure that service to this secondary clientele is not detrimental to our primary campus clientele; for this reason the loan privileges are more restrictive for non-campus users. This is necessitated because of the Library's limited resources, large primary clientele population, and heavy use by the general population from the surrounding urban area.

USER REGISTRATION

In order to register, a user must present appropriate identification which is defined as follows:

Auraria Campus and CU System - valid Auraria or CU student/faculty/staff ID or, for students, a current class schedule and Colorado picture ID.

All Other User Categories - high school picture ID, military picture ID, Colorado picture ID, Colorado driver's license, college picture ID's from reciprocal borrower institutions, or Friend's membership card.

Library staff will ask for proof of name and current address at the time of registration. Circulation privileges are non-transferable to others. All patrons must present their own assigned picture ID to borrow materials. The only exception is when a faculty member sends a student or assistant to the Library with a faculty ID and a signed note.

OFF-CAMPUS ACCESS

Only Auraria students, faculty and staff can access databases off campus. Registration is required to use both library computers and for off-campus access to databases and electronic resources. Patrons are verified with last name and Auraria school ID or employee number. Most students are automatically downloaded into the library database.

Users are blocked from database access when they owe library fines or have books overdue for more than 30 days.

USER CATEGORIES

UCD, MSCD, CCD, AHEC (Auraria undergraduates, graduates and faculty/staff)

All registered students, faculty and staff have access to the online Skyline catalog, online databases, indexes and subject guides.

Distance Education

Some distance education student information is not automatically downloaded into the patron database with Auraria students from CCD, MSCD and UCD. Distance education students have the same privileges as Auraria students including online database access once they are registered in the patron database. For more information call the distance education librarian (303-556-2791) or email distance@auraria.edu.

University of Colorado System (Health Science Center, Boulder and Colorado Springs)

University of Colorado System borrowers have the same general checkout privileges as their counterparts on Auraria campus.

Friends of Auraria Library

Friends of the Auraria Library help raise funds to support library activities. Members pay yearly membership dues and are involved in library events. Friends have the same general checkout privileges as Auraria undergraduate students excluding off campus access to databases.

Unaffiliated Academic

Students and faculty/staff from other Colorado colleges and universities or have the same privileges as public borrowers but can use student computers in the library. A school picture ID is required.

Other

Includes public borrowers who can prove Colorado resident status, are at least 16 years of age, with a current Colorado picture ID. Public patrons use public computers for 1 hour per day.

Visiting Scholars and Faculty Associates

Visiting scholars and faculty associates who have demonstrated a need for greater access to Auraria Library materials and on-line databases than general public users can have the Auraria Campus Department Head or Dean/Director call the Circulation Department (303-556-4968) for registration with full Auraria Faculty privileges. University Departments are held responsible for non-returned materials.

Emeritus Faculty (CCD, MSCD, UCD)

Emeritus Faculty are granted full Auraria Faculty privileges and are registered with the Emeritus affiliation after providing paperwork to Circulation from an Auraria Institution Dean or Director. The Campus ID Center does not make Emeritus IDs. Call the Circulation Department (303-556-4968) for more registration information.

Retired Faculty

Retired faculty and staff from CCD, MSCD, and UCD receive no distinct Auraria Library privileges unless they are considered Emeritus faculty by their respective institution. If they continue to reside in the State of Colorado, retirees can receive public borrower privileges. Retired or disability retired Auraria Library faculty and staff can receive, at the discretion of the Dean, Emeritus status.

Alumni

Alumni have no distinctive library privileges but may register as Other or public borrowers if they continue to reside in the State of Colorado.

Colorado Parks and Recreation Association (CPRA)

CPRA have the same privileges as Friends, except members can also check out CPRA DVD/videotapes.

LIBRARY PRIVILEGES AND LOAN PERIODS

General Collection

The general collections include library second floor, circulating government publications, maps, and Pascal off-site storage materials.

	Loan Period	Renewal	Item Limit
Auraria Undergraduate	28 days	3	75
Auraria Graduate	60 days	3	75
Auraria Faculty/Staff	180 days	3	75


Friends of the Library	28 days	1	75


CU System Undergraduate	28 days	3	75
CU System Graduate	60 days	3	75
CU System Faculty/Staff	90 days	3	75


Other (Public Borrowers)	21 days	1	6

Prospector, the Colorado Unified Catalog

Prospector is a unified catalog of 25 academic, public and special libraries in Colorado and Wyoming. Through Prospector you have access to over 22 million books, journals, DVDs, CDs, videos and other materials held in these libraries. With a single search you can identify and borrow materials from the collections and have them delivered to your local library within a few days. Access through Skyline or: http://prospector.coalliance.org/.

	Loan Period	Renewal	Item Limit
Auraria Undergraduate	21	1	40
Auraria Graduate	21	1	40
Auraria Faculty/Staff	21	1	40

Other, Friends, CU System, and Alumni: No access using Auraria as home library

PASCAL

PASCAL (Preservation and Access Service Center for Colorado Academic Libraries) is a high efficiency storage facility for Auraria, CU Boulder, Anschutz Medical Campus, and DU libraries. Requests from PASCAL are usually delivered in 2-3 business days, and will be available for pickup at the Circulation Desk for 10 days. Materials from PASCAL follow the same check out rules as materials from the library with the exception of bound journals that circulate for 7 days to most patrons. Some bound journals have a larger replacement cost of $400.00 if the item is not returned. Access is through Skyline or Prospector.

Interlibrary loan

Auraria affiliated borrowers can request interlibrary loan of materials not owned by Auraria Library. The loan period and renewal options are determined by the lending library. Articles are electronically accessed from the users ILLiad account. Other materials are picked up from the Circulation Desk. Photocopies of articles need not be returned and become the property of the user. Access ILLiad at: https://cudenver.illiad.oclc.org/illiad/logon.html

Renewal requests must be made at least 2 working days prior to the due date. Late requests will not be considered. Auraria borrowers are responsible for all charges assessed by the lending library for lost or damaged materials. Distance education students are entitled to interlibrary loan delivery of articles owned by Auraria Library.

Reference

Reference materials are generally for in-house use only. Reference materials (excludes Ready Reference at service desk) may be checked out only to Auraria campus faculty for a 4 hour or overnight period. To checkout, obtain a request form from the Reference Desk.

Periodicals

Periodical materials are generally for in-house use only. Current and bound issues of periodicals can be checked out only by Auraria Campus faculty for a 24 hour time period. To check out a periodical, please obtain a request form from either the Periodicals Help Desk or the Reference Desk.

Reserves/Audio-Video Media Services

The Reserves/Audio-Video Media Services desk provides convenient access to required reading materials selected by the faculty. Reserves allows many students to equally share class assigned readings. The Reserve collection includes electronic reserve articles, books, audio and video tapes, educational kits and other items required for class assignments.

The Reserves/Audio-Video Media Services desk also provides access to a variety of videos/DVD’s available to faculty for classroom viewing and to students for individual viewing in the Library as well as access to a number of media items, which include CD’s, audio tapes, albums, kits and scores. For more information about this department please see: http://library.auraria.edu/aboutus/departments/reserves/

Reserves Materials

Materials may be borrowed for 2 hours, 1 day, or 3 days, depending upon the loan period requested by the faculty member placing the item on reserve. (Books requested by more than one faculty member are automatically placed on two-hour reserve).
No more than 4 items may be checked out by a user at a time. Users must present a valid Auraria ID or Colorado driver's license (picture ID).
Reserve books do not go out on Interlibrary Loan or Prospector.
Users who need material for longer periods of time must get written permission from the faculty member who placed the item on reserve.
After 1 day overdue, Reserve material accounts are initially fined $125.00. When materials are returned, a $25.00 per item fine is assessed.

Faculty Use of Reserves Materials

Faculty members may check out materials they personally have placed on reserve for longer than the designated period.
Faculty members, however, may not check out any other reserve item for longer than the regular checkout period without permission from the faculty member who placed the material on reserve.

Student Use of Reserves Materials

Unless otherwise designated, students must use Reserves materials in the library and are restricted to a 2 hour checkout period.

Videos/DVDs

Videos/DVDs may be “booked” for classroom viewing only and require a minimum of 7 day advance notice.
Videos/DVDs that are not booked will be checked out on a first-come, first-served basis.
Students may borrow for four hours unless faculty specifically request a 2 hour loan period on a personal copy placed on Reserves.
The Library drop box should not be used to return Videos/DVDs

Faculty Use of Videos/DVDs

Faculty may check out Videos/DVD’s for a 7 day check out period.
There are no renewals.
Faculty may have a student assistant pickup their videos/DVD’s; a completed permission letter must first be submitted. This form is available on the Reserves/Audio-Video Media Services website at http://docuserv.auraria.edu/eres. These items are checked out under the Faculty name and it is the Faculty member who is ultimately responsible for overdue, lost or damaged items.
Auraria Library is not responsible for damage to personal equipment resulting from the use of library materials.
Faculty who do not return videos or DVDs by the due date will be initially fined $125.00 per item, after the item is 7 days overdue, of which $25.00 per item is a non-refundable fine. Faculty will be given 15 days to return the item(s). After those 15 days, all unpaid accounts will be sent to State of Colorado Central Collections.

Student Use of Video/DVDs

Students are not allowed to check out videos/DVDs for use outside the Library.
Students may borrow videos/DVDs for individual viewing and must use equipment provided in the service desk area for in-house use only.
Students are allowed to borrow videos/DVDs for classroom presentations only if a completed permission letter signed by their instructor is submitted first. This form is available on the Reserves/Audio-Video Media Services website at http://docuserv.auraria.edu/eres. These videos/DVDs will be checked out under the name of the Instructor and it is the Instructor who is ultimately responsible for overdue, lost or damaged items.

Media Collection (CDs, audio tapes, albums, kits, bones)

It is recommended that all media materials be returned directly to the Reserves/Audio-Video Media Services desk by due date.
Media materials may be checked out for 2 weeks.
Media materials can be renewed once.

Replacement of Reserves Materials

If an individual who has lost or severely damaged an item wishes to replace it with an exact copy, the $125.00 initial fine will be reduced and a $25.00 fine will be owed.
The item being replaced must be a hardback for a hardback, the same or newer edition.
Damaged items are referred to the appropriate bibliographer for a decision relative to repair, re-bind or replace. Items no longer in print can be referred to a bibliographer for possible replacement with another title.

Refunds

Borrowers who pay the standard replacement initial fine of $125.00 for lost material, then find and return the material within a 6 month period, will be entitled to receive a partial refund of $100.00. A $25.00 per item fine, plus any additional collection agency surcharges, will still apply. Refunds for payments older than six months will not be considered.

CIRCULATION TRANSACTIONS

RETURNING MATERIALS

Materials may be returned to the Circulation Desk (Media/Reserves items should be returned to Media/Reserves Desk), to the outside book drops located on the west and east sides of the library, or the inside book drop located at Circulation near the entrance/exit.
Auraria materials and materials belonging to other libraries can also be returned via library courier, however, Auraria Library does not assume responsibility for items lost or damaged in transit. Courier deliveries can take several days and are checked in upon arrival.
Items containing supplemental materials (pc discs, tapes, maps, etc.) must be returned with all components before it can be checked in. Materials not returned will be initially fined with the standard replacement rate of $125.00, of which $25.00 is a non-refundable fine.

RENEWALS

Renewals can be done in person, over the phone (303-556-2639), or online using Skyline Your Library Account https://skyline.cudenver.edu/patroninfo/ or by email request. Renewal limits by user type are contained in the separate "LIBRARY PRIVILEGES AND LOAN PERIODS".
Renewals will not be granted on items that have holds or recalls.
If the item is still needed after the renewal limit has been exceeded, it can be loaned out again after being physically brought to the Circulation counter, checked in and checked back out.

HOLDS, RECALLS AND MISSING TRACES

Holds may be placed by any patron type on items that are currently checked out. Holds are placed from Skyline using the Request command, by phone (303-556-2639), or in person at the Circulation Desk. Holds cannot be placed on available items.
If a patron needs an item that is checked out, he or she can also try ordering an available copy from Prospector or Interlibrary Loan for immediate delivery.
Checked out items that have holds or recalls placed on them can not be renewed.
When holds and recalls are returned, a hold pickup notice is sent to the requesting patron. Hold items are held for the requesting patron for 10 days at the Circulation Desk.
Names of individuals having items currently checked out are not released to anyone.
Recalls are holds placed by library staff for any patron type on items that are checked out for 28 days. Borrowers are notified by mail that another patron or the Reserves Department requests the material and items must be returned. Holds done by patrons in Skyline and holds done at the Circulation Desk will generally result in a recall. Recalls are also placed on items with extended 60-180 day due dates and generally give patrons 2 weeks notice to return an item unless the item is overdue. Auraria and CU system students, faculty, and staff are only guaranteed a check out period of 28 days when an item has been recalled; after the initial 28 days have expired, items are subject to recall which may change existing due dates. Patrons will be notified by mail if items they have checked out are recalled.
Reserve and Media items are not subject to recall due to the shorter loan period. Items checked out through ILL, Prospector, Bindery or Repair cannot be recalled.
A missing trace and hold can be placed on any item that is not found on library shelves. Patrons can order the item from Prospector or Interlibrary Loan after the item is marked missing.

CLAIMED RETURNED ITEMS

If a patron believes he/she returned an item that has been designated as overdue, the patron should inform the Circulation Desk. Library personnel will search for the item for 4 weeks, but the item will remain on the patron account until it is located.
If the item is found within the library, all fines associated with the item will be cleared and removed from the patron record. If the item is not found, the patron will be assessed an initial fine of $125.00 per item.

OVERDUES AND REVOCATION OF PRIVILEGES

All patrons are given a 30 day grace period to return overdue library materials.
It is the responsibility of the user to return library materials on time and in the condition in which they were borrowed. Borrowers will be initially fined the standard replacement charge of $125.00 on materials that are returned damaged or beyond repair. Damaged items that can be repaired through rebinding will be billed at $20.00. Mutilating library materials by marking, underlining, highlighting, using post-its, paper clips, removing pages or anti theft devices or in any other way damaging or defacing library materials with liquid, food, dirt, mold, etc. is an unlawful offense. Damaging University Property violates Auraria Library policy, UCD, MSCD, and CCD Student Conduct Code and protection of library materials is defined under Colorado Revised Statutes #24-90-117, Theft and Mutilation and #18-4-509, Defacing Property.
Courtesy, overdue, hold, and recall notices are sent via email if an email address is provided to the library, otherwise notices will be sent via US Postal Service. All Auraria students and faculty staff are required to read their email account provided by their school as the major form of campus communication.
All Library Collections notices are sent through US Postal Service.
All notices, regardless of format, are considered a courtesy. Failure to receive a notice for whatever reason does not absolve responsibility to return or renew materials on time nor does it negate any fines or charges that may occur. Patrons must inform the library and their school administration of any home, office, and email address changes. Patrons who sign up for email notification have the responsibility to check email daily.

BILLED ITEMS

General collection and Prospector items are considered lost if they are not returned within the 30 days grace period allowed general collection materials. Reserve/video/DVD items are considered lost and in billed status if they are 7 days overdue. All billed item charges are initially fined $125.00 per item or more (depending upon the price of the material), of which $25.00 per item is a non-refundable fine.
The exceptions to the $125.00 initial fine are government publications, maps, children's literature (LTs) and ephemeral items. These materials are charged at $15.00 per item.
If an item that is 30 days late or more is returned, a $25.00 fine is assessed. If the patron account has been referred to the State of Colorado Central Collections agency, an extra commission surcharge fee will be added and due to the State of Colorado.
All users including faculty and staff from the three institutions, plus AHEC staff, will be charged for lost and overdue materials and fined for items returned 30 days late or more.
Pascal bound journals can cost up to $400.00 per volume if lost.

REFUNDS

Borrowers who pay the standard replacement initial fine of $125.00 for lost material, then find and return the material within a 6 month period, will be entitled to receive a partial refund of $100.00. A $25.00 per item fine, plus any additional collection agency surcharges, still apply. Refunds for payments older than six months will not be considered.

REPLACEMENT

If an individual who has lost or severely damaged an item wishes to replace it with an exact copy, the $125.00 initial fine will be reduced and only the $25.00 fine will be owed.
The item being replaced must be a hardback for a hardback, the same or newer edition.
Prospector replacements must be approved by a Circulation supervisor.
Damaged items are referred to the appropriate bibliographer for a decision relative to repair, re-bind or replace. Items no longer in print can be referred to a bibliographer for possible replacement with another title.

REVOCATION OF PRIVILEGES AND OFF CAMPUS ACCESS BLOCKS

Faculty/staff and student off-campus access to electronic resources and the ability to check out additional library material, including material from the Reserves Department, will be blocked for the following reasons:

Materials that are 30 or more days overdue.
Overdue books that have been recalled.
Unpaid library fines on the user account.
User has been referred to Central Collections for the state of Colorado.
Another University of Colorado System library requesting a manual block.

FINE PAYMENTS

Payments are made at the Circulation Desk by cash or check only. User accounts are cleared upon full payment of fines.
Users who have received a collections warning letter can pay their account balances with Library Financial Services (303-556-6399).
Accounts that are sent to Central Collections for the State of Colorado must pay their balances with Central Collections.

COLLECTION OF PAST DUE ACCOUNTS

As of January 1, 1992, Colorado State Law (Colorado Revised Statutes 24-30-202.4) mandates that any debt owed a State Agency may be referred to Central Collection Services for the State of Colorado within 30 days of becoming past due.
Library Collections sends a notice to patrons informing them that they have 15 days before their overdue account is submitted to the State of Colorado. However, the library is not responsible when patrons do not notify the library of address changes.
A commission surcharge fee is added to all accounts that are referred to State of Colorado Central Collections. Accounts that have been referred to Central Collections Services can only be cleared or negotiated by Auraria Library Financial Services during business hours (303-556-6399) or Central Collection Services.

CONFIDENTIALITY OF LIBRARY RECORDS

Library circulation records and other records and databases identifying the names of library users are strictly confidential under State Law: Colorado Statute 24-90-119 Privacy of User Records. Such records will not be made available except pursuant to legal process, order or subpoena through the Dean of the library.

Maintained by Library Administration and last updated May 22, 2009