TUG Libraries - Lending Policy

Contents

Preamble
Who May Borrow
Lending Regulations
Lending Regulations for Books
Lending Regulations for Periodicals
Renewals
Lending Regulations for Other Materials
Recalls
Book and Article Delivery Service
Reserve Reading
Sanctions
Fines
Replacement charges
Suspended Borrowing Privileges
Additional Sanctions
Dispute Resolution
Confidentiality
Name Release
Appendix A - Libraries included in the TriUniversity Group of Libraries
Annex
University of Guelph
University of Waterloo
Wilfrid Laurier University
Appendix B - Borrowing Privileges Accorded to Affiliates of Organizations/Programmes Associated with the TUG Universities
University of Guelph
University of Waterloo
Wilfrid Laurier University
Appendix C - Borrowing Privileges for Material Other than Books.
Circulating Materials
University of Guelph
University of Waterloo
Wilfrid Laurier University
Appendix D - Eligibility for Book and Article Delivery Services
Recall
Hold
Article Delivery:
University of Guelph
University of Waterloo
Wilfrid  Laurier University
 

Preamble

The TriUniversity Group of Libraries (TUG) is a partnership of those libraries associated with the University of Guelph (UG), the University of Waterloo (UW), and Wilfrid Laurier University (WLU). A list of the individual libraries associated with each university is provided in Appendix A.
The history of cooperation among these three university libraries spans more than 25 years. Early collaborative initiatives included reciprocal borrowing, expedited interlibrary loan, and unofficial collection rationalization initiatives. More recently, technological advances have enabled joint activities at a much more sophisticated level. In February 1995, the relationship among the TUG libraries was strengthened when the presidents and university librarians from the three universities signed an agreement identifying three strategic goals as starting points for radically increased collaboration. One of these goals was the purchase of an integrated automated library system to be shared by the three universities. In anticipation of an integrated system, the libraries began to consider ways in which circulation policies could be harmonized so that borrowers could access collections located in any of the libraries without needing to be familiar with three different sets of policies and regulations. The resultant lending policy became effective in May 1998 and is reviewed annually and revised periodically after consultation at all three universities, with final approval by the TUG Executive Committee.

Who May Borrow

Members of the following groups are eligible to register with any TUG library and to borrow material from all of them.

  • Students registered with any of the TUG Libraries (including when on coop work term and up to two semesters when not enrolled).
  • Current and retired faculty members (including contract, sessional, and adjunct) and current and retired staff members from any of the TUG universities
  • Visiting professors and scholars (authorized through a process on their sponsoring campus).
  • Alumni, with an alumni card, from any of the TUG universities
  • Students, faculty, and staff members from most universities in Canada upon presentation of appropriate identification (see Canadian University Reciprocal Borrowing Agreement for participating universities)
  • Members of organizations affiliated with any of the TUG universities if the organization has made special arrangements with one of the libraries; members of these organizations must register at the university their organization is affiliated with, but once registered they may borrow from all TUG libraries; see Appendix B for a current list of organizations and for privileges to which the members are entitled
  • High school students from schools within Waterloo Region, Wellington Catholic School Board, and the Upper Grand School Board; students are authorized through a process on their sponsoring campus (September 1 until the following May 31)
  • Adults, age 18 and older, residing within Ontario not included in any of the categories above may register for a period of two years (the year begins when they register.

Lending Regulations

Lending Regulations for Books

The loan period for regularly circulating books varies according to the status of the borrower. [NB: Not all library books circulate.]

  • TUG Faculty, Graduate Students and Staff Members: May borrow an unlimited number of books for a term at a time (due dates for the next term are announced towards the end of the current term).
  • Other TUG Students (undergraduates and other students as defined on each campus): May borrow an unlimited number of books for a two-week period. Students with disabilities may be granted term loan if they are registered with the office at their university which coordinates services for such students. Also, students in their final year may be granted term loan if they provide a letter of endorsement from a faculty member.
  • Other Borrowers (except those referred to in Appendix B): May borrow up to twenty books at a time from the combined collections of the three universities; loans are for a two-week period.

Lending Regulations for Periodicals

The loan period for circulating periodicals varies according to the status of the borrower. Not all library periodicals circulate.

  • TUG Faculty, Students and Staff Members: May borrow an unlimited number of periodicals for a two week period at a time.
  • Other borrowers may use periodicals in-library.

Renewals

Barring holds or recalls, books may be renewed by any borrower an indefinite number of times.
Exceptions: Limits on the number of loans and/or renewals may be applied to circulating collections under exceptional circumstances where access to a collection is negatively affected.

Lending Regulations for Other Materials

Each library has its own regulations governing materials such as microform, video tapes, CDs, and cartographic materials. Such regulations may vary by category of borrower and may be changed from time to time. A summary of current regulations appears as Appendix C.

Recalls

Books on loan may be recalled by TUG students, faculty members, and staff members and must be returned by the recall due date. The borrower requesting that an item be recalled also indicates which library the book should be sent to for pick-up. Once at the pick-up location, the book will be held for 6 days.
Other borrowers are excluded from placing recalls on library materials.

Book and Article Delivery Service

TUG students, faculty, staff, alumni, and other patrons may request that books and periodicals be delivered to the library of their choice for pick-up. Similarly, TUG students, faculty, and staff may request journal articles. Note that some exceptions apply. Further details about this service, including eligibility, are provided in Appendix D.

Reserve Reading

Faculty members and teaching assistants may request that library materials be placed "on reserve" so that students have quick and timely access to those items. Most types of material may be placed on reserve: typically periodical volumes are not placed on reserve. Faculty members and teaching assistants may also arrange to have personally owned materials placed on reserve. All material accepted for reserves must be in compliance with copyright regulations. Material from any of the libraries or the Annex may be considered for addition to reserves in any of the other libraries.
Material placed on reserve circulates for 1, 2, or 3 hours or 1 or 3 days (each library chooses which options to make available). Borrowers may have 2 items at a time. Reserve material is restricted to TUG students, faculty members, and staff members.

Sanctions

In the event that a borrower does not return material by its due date, the following sanctions apply:

Fines

All overdue material is subject to fines as follows:

  • Recalled material: $1 per day after the recall due date to a maximum of $30 per item.
  • Reserves Reading material: items on loan 1, 2, or 3 hours: - 5 cents per minute to a maximum of $100 per item; items on loan for 1 or 3 days - $20 per day to a maximum of $100.
  • All other material: 25 cents per day to a maximum of $15 per item.
  • TUG libraries may use the TRELLIS system to manage equipment (e.g. laptops) or other resources (e.g. group study rooms). The fine amount or type of sanction will be determined by each of these libraries.

Replacement charges

When a borrowed item is 60 days overdue, lost item and processing charges will be posted to the patron's account. The minimum replacement charge is $5 but there is no maximum; charges for items vary among the TUG Libraries.  In addition to the replacement charge, the borrower is charged a $35 processing fee.  Refunds for lost items will be issued in accordance with the practice at each institution. When a refund is issued, the maximum overdue fine will be imposed. [See also Replacement Charges at UW]

Suspended Borrowing Privileges

Borrowing privileges are suspended when a borrower has:

  • One or more overdue recalled book(s)
  • One or more overdue reserve item(s)
  • $30 or more owing in outstanding accounts

Additional Sanctions

Marks, diplomas, and tuition refunds may be withheld for TUG students who owe $30 or more in outstanding accounts and who have owed this amount for more than 30 days.

Dispute Resolution

Each of the TUG libraries has a process to resolve disputes concerning replacement charges and fines.  Disputes must be resolved at the borrower's home university library.

Confidentiality

Except when authorized to do so (see Name Release below), to protect the privacy of users and their right to consult and borrow library materials without prejudice, the libraries do not release information about library users to any person, institution, agency or association except for reporting financial information regarding materials to the offices of the Registrar, Financial Services and the dispute resolution referred to above.
In cases where a court order requires one of the Universities to provide information about a library user, the only obligation of the University to the user is to inform the user that the court order has been served and that it intends to comply.

Name Release

Borrowers registering at the University of Waterloo may authorize the Library to release their name to anyone urgently seeking for brief consultation material charged out to them.

Appendix A - Libraries included in the TriUniversity Group of Libraries

Annex

The TriUniversity Group of Libraries includes a facility used for housing low-use material. The facility, known as the Annex, is owned and operated jointly by the TriUniversity Group of Libraries and is located in Guelph.

University of Guelph

  • Alfred College
  • Guelph/Humber Collection
  • Kemptville College
  • McLaughlin Library
  • OPIRG
  • Ridgetown College
  • Teaching Support Services Resource Centre

University of Waterloo

  • Centre for Career Action
  • Dana Porter Library
  • Davis Centre Library
  • Lusi Wong Library
  • Milton Good Library
  • Musagetes Architecture Library
  • Pharmacy Resource Centre
  • St. Jerome's University Library
  • Centre for Teaching Excellence Library
  • Witer Learning Resource Centre

Wilfrid Laurier University

  • Aboriginal Centre
  • Brantford Public Library - WLU Brantford Collection
  • Career Services Resource Centre
  • Centre for Military, Strategic, and Disarmament Studies
  • Educational Development and Teaching Support
  • Faculty of Social Work Library
  • Health Services Resource Centre
  • Wilfrid Laurier University Library (including the Waterloo Lutheran Seminary Library collection)
  • WLU Centre for Women and Trans People

Appendix B - Borrowing Privileges Accorded to Affiliates of Organizations/Programmes Associated with the TUG Universities

The lists below indicate borrowing privileges for books (eligibility to borrow other material types and the lending periods associated with those types are noted in Appendix C). "Two week loan" means that the borrower may borrow regularly circulating books for two weeks at a time; "term loan" means that the borrower may borrow regularly circulating books for a term at a time.

University of Guelph

  • OCLC (Online Computer Library Centre) Reciprocal Borrowing Program: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for duration of faculty member's visit to UG
  • OMAFRA (Ontario Ministry of Agriculture and Food): two week loan; up to twenty books at a time from the combined collections of the TUG libraries; under review
  • Opening Learning Students (included continuing education, ESL etc) same privileges as undergraduates

University of Waterloo

  • Continuing Education Students: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for current term
  • Leadership Circles: two week loan; up to twenty books at a time from the combined collections of the TUG Libraries. Includes members of the Laurel Society and of the President's, Governor's, and Chancellor's Circles.
  • OCLC (Online Computer Library Centre) Reciprocal Borrowing Program: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for duration of faculty member's visit to UW
  • Professional Associations/External Clinical Instructors: Liaison librarians working with professional schools (for example, the School of Pharmacy) may purchase and/or negotiate access to some licensed resources on behalf of members of the association and/or clinical instructors providing externships to students of the schools.  These patrons also have access to print materials from this location but not from other TUG locations.
  • Shad Valley Students: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for duration of programme, usually the month of July
  • Special Constituencies of Affiliated campus Libraries: Affiliated campus libraries may have special groups to whom they extend privileges to their own print collection when these groups fall outside all other borrower categories. Borrower categories for each library must exist in the TRELLIS system for this purpose. Affiliated libraries may set a limit on the number of books that can be borrowed. Patrons wishing to obtain these privileges must apply to the library.

Wilfrid Laurier University

  • Affiliated members: University librarian or the designate (s) working with affiliated schools may purchase and/or negotiate access to some licensed resources on behalf of members of another school providing externships to students of the schools.  These patrons also have access to print materials from the TUG libraries.
  • Continuing Education Students: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for one year at a time;
  • Friends of Books: two week loan; up to twenty books at a time from the combined collections of the TUG libraries
  • Laurier Institute: two week loan; letter of introduction from the Institute is required; privileges extended as per letter; up to twenty books at a time from the combined collections of the TUG libraries

Appendix C - Borrowing Privileges for Material Other than Books

In addition to books, each of the libraries within TUG has a variety of other types of material. Some of these types circulate to selected groups of borrowers only and some do not circulate at all. The following lists indicate which material types may be borrowed by whom and for how long, as well as those types which are available for use within the library only. The lists also indicate which material types may be renewed when there are no outstanding holds or recalls.

Circulating Materials

The materials listed below for each university circulate to the groups specified and for the length of time specified. Groups not specified may use the material within the library only. In addition to the materials listed below, most materials permanently stored in the Annex circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks.
Periodicals circulate for two weeks to TUG students, faculty members, and staff members, and may be renewed an indefinite number of times.

Exceptions: Periodicals from the Musagetes Architecture Library and the Witer Optometry Learning Resource Centre, both of the University of Waterloo, circulate only to UW students, faculty members, and staff members, and WLU faculty members for 3 days; and may be renewed once.

University of Guelph

  • Monograph/books and Government Publications regardless of their format (microfilm/microfiche, CD-ROM, Computer disc, etc.): circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times.
  • Reserves

    • 3-day reserve items: circulate to TUG students, faculty members, and staff members; may be renewed an indefinite number of times
    • 2-hour reserve materials regardless of the format (book, photocopy, video, compact disc, etc.): circulate in library only to TUG students, faculty members, and staff members; may not be renewed
  • Videos, Compact Discs, DVDs, Phonotapes, and Slides: circulate for 1 day to TUG graduate students, faculty members, staff, and undergraduate students; may not be renewed.

University of Waterloo

  • CD-ROMS which accompany circulating books or journals: circulate to the same borrower groups and for the same length of time as the book or journal which they accompany; may be renewed once if accompanying a journal, or an indefinite number of times if accompanying a book
  • Musical phonodiscs and CDs: circulate to TUG music faculty for one week; may not be renewed
  • Musical phonotapes: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times
  • Reserves: all items may be signed out of the library; may not be renewed
  • Scores: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times
  • Selected government publications: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times
  • Selected cartographic material:

    • maps: circulate for two weeks to UW students, faculty members, and staff members; may be renewed once
    • aerial photographs: circulate for 3 days to UW graduate students, faculty members, and staff members; may be renewed once
  • Selected titles in microformat:

    • books and government publications: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times
    • newspapers or journals: circulate for 3 days to TUG students, faculty members, and staff members; may be renewed once
  • Videotapes and non-music phonotapes and phonodiscs: circulate for 1 week to any borrower; may be renewed an indefinite number of times. [NB: Videotapes from the St. Jerome's University (SJU) Library collection circulate for 1 day to SJU faculty members and to students enrolled in SJU courses. Exceptions may be made at the discretion of SJU library staff. In-person circulation only.]

Wilfrid Laurier University

  • Reserves: all items may be signed out of the library; may not be renewed
  • Scores: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times

Non-Circulating Materials

The materials listed below for each university do not circulate, but may be consulted by anyone within the library in which they are located.

University of Guelph

  • Archival material, thesis, cartographic material, films, and newspapers.

University of Waterloo

  • Archival materials, deposit copies of UW theses in print and microfiche, and pamphlets. Selected CD-ROMS, government publications, microforms, and cartographic materials.

Wilfrid Laurier University

  • Archival material, thesis, reference material, cartographic material, and newspapers do not circulate
  • Videotapes, cds and scores from teaching collections. Cassettes, compact discs, laser discs, maps, microfilm and microfiche, phonodiscs, videotapes and selected CD-ROMs, computer disks, kits, and scores.
  • Complete Scores
  • Film Studies teaching collection are for in-house use only (circulate for three hours to TUG borrowers faculty; may not be renewed).

Appendix D - Eligibility for Book and Article Delivery Services

Book and Article Delivery services are available for material held by any of the TUG libraries (including material located within the Annex). Below is a description of the services and which borrower groups are eligible for each service.

Recall:

When a borrower requires an item currently on loan to another borrower, a recall is placed using the Public Catalogue. When the recalled book is returned, an email notice is sent to the requestor upon arrival at the designated pickup location. The item is held at the pick-up location for 6 days.
TUG Faculty, students, and staff are eligible to recall material on loan to another borrower. Other borrowers are not eligible to recall material.

Hold:

When a TUG borrower (faculty, students, staff, and externals) require an available item to be retrieved from another TUG location, a hold is placed using the Public Catalogue and delivered to the designated pickup location. When the requested book arrives, an email notice is sent to the requestor. The item is held at the pick-up location for 6 days.
University of Guelph faculty, students, staff, and externals are eligible to place holds on material located in their home libraries. University of Waterloo faculty, students, and staff are eligible to place holds on material located in their home libraries. Wilfrid Laurier University faculty, staff, and graduate students are eligible to place holds on materials located in their home libraries.
Borrowers other than those noted above may place holds only on material located in the Annex.

Article Delivery:

Each of the TUG Institutions offers an Article Delivery service. The borrower submits a request in the Public Catalogue and the item is delivered electronically to the requestor’s email address. When electronic delivery is not permitted a print copy will be made available.  Eligibility at each institution is as follows:

University of Guelph

University of Guelph faculty, students, and staff are eligible to make use of the Article Delivery service for material located at the Annex, the University of Waterloo, and Wilfrid Laurier University.

University of Waterloo

University of Waterloo faculty, students, and staff may request photocopies of articles from journals located in the library of any of the TUG institutions, including  the Annex.  They may also request photocopies of book chapters from materials owned by the UW Library or affiliated libraries (St. Jerome’s University Library, Witer Learning Resource Centre, and so on).

Wilfrid Laurier University

Wilfrid Laurier University faculty, students, and staff are eligible to make use of the Article Delivery service for material located at the Annex, the University of Waterloo, and the University of Guelph.

Borrowers other than those noted above are not eligible for the article delivery service.

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TUG Lending Policy Group

January 13, 2015