Introduction

The University Library of the University of California, Santa Cruz, serves the instruction and research objectives of University faculty, students, and staff. The Lending Code defines the access level, privileges, and responsibilities of individuals who borrow or make use of the University Library collections and resources.

As a state-supported public institution, the University Library strives to make the materials in its collections as available as possible to the users in the community and state, while simultaneously fulfilling its primary obligation to the University of California, Santa Cruz (UCSC) campus and the University of California (UC) system.

 

Area Served

The borrowing area served by the University Library is defined as the state of California. With the exception of UC faculty, staff, students, and UCSC Summer Conference participants, individuals must be at least 18 years of age and present proof of California residency (ID or driver's license) to receive a library card.

Access to the Collections and Services

• The material in the general collections is available to the public for in-library use. Only UCSC affiliates, courtesy borrowers and/or Friends of the Library may check material out from the general collections.

• Some collections housed in the library are unavailable for loan to anyone, regardless of affiliation, may only be used under certain conditions and/or may only be accessed during specific unit operational hours.

• Only patrons who are directly affiliated with UCSC (current faculty, staff and students) may access the full complement of licensed databases remotely. Access to the licensed databases is available to all visitors within the Library.

• There is no limit to the number of items that may be borrowed from the library by faculty, staff and students.

• Courtesy and Special borrowers may borrow up to 25 items at any one time.

• Community Users who elect not to purchase a Friends of the Library Card may request UCSC owned library materials housed in the Northern Regional Library Facility (NRLF) through Interlibrary Loan. Assistance with the ordering process is provided at the Public Service Desks. The materials may not be checked out of the Library but are available for in-library use.

 

Library Borrower Responsibilities

• The borrower is responsible for all material checked out to his or her account until the material is returned to the appropriate circulation unit.
• It is the responsibility of the borrower to keep the University Library informed of his or her current contact information.
• The Library strongly encourages patrons who know they will be outside of the UCSC campus area for more than two weeks to return all library material. Being away from the UCSC area is not considered a legitimate reason for canceling late fees.
• Borrowers are expected to follow the University Library's Rules of Conduct.
• Each borrower must have a valid UCSC ID card or University Library card. Library accounts may be obtained by completing a patron application at the McHenry Library or Science & Engineering Library Circulation Desk.
• Each borrower must present his or her library card each time material is checked out.
• Borrowers who do not have a photo on their library card must show a photo ID in conjunction with their library card (faculty, staff, friends, community users) in order to check items out from the University Library.
• Privileges are valid until the expiration date on the card has passed or affiliation with the University ends.
• Borrowers are strongly encouraged to report lost or stolen library cards within 48 hours. The Library holds borrowers responsible for all material checked out on their card if they do not report the loss within 48 hours.
• Library privileges are non-transferable.
• Students registered during the Spring Quarter may continue to borrow books during the summer if their ID card has a spring validation sticker.

 

State Privacy Notice

The State of California Information Practices Act of 1977 requires that the University notify borrowers about the Library's privacy policy.

The Library requests the following information from its borrowers:

• address
• email address
• phone number

This information is required to obtain library privileges. The Library keeps this information confidential.

The Library notifies borrowers of this policy during the Library Card registration process.

Books

The following are considered books:

• Monographs
• Monographic sets
• Individual titles in monographic series
• Annual publications or yearbooks
• Government Publications that do not qualify as serials
• Monographs in microformats (for example, microfiche or microfilm)

 

Books with Unique Loan Restrictions

Loan periods for books that circulate are defined under each borrower category, but are subject to the following restrictions:

• Journals (or "serial") is defined as any publication that is published in a series and does not fall into any "book" category. Journals circulate to all borrowers for one day. Unbound issues in the current periodicals section and QD journals do not circulate.

• Reference and Library Use Only (LUO) books and journals do not generally circulate. Reference librarians may, under special conditions, make exceptions to this policy for books designated as part of the "Reference" collection (the call number is marked "Ref"), or marked as LUO either on the book or in the catalog. If an exception is approved the items are circulated for one day only, with a 3-day grace period, and no renewals.

• Protected Collection items have a loan period ranging from 2 hours to 2 weeks and are available to all categories of library card holders. Patrons without a library card may use Protected items for two hours within the library.

• Microformats do not circulate, except through Interlibrary Loan.

• Mulitcultural Curriculum Collection books circulate for two weeks with a three day grace period. These titles are renewable online and accrue fines at the same rate as Reserve items.

• Video Games and Game Consoles circulate for 2 weeks and have a 3 day grace period.   Holds can be placed on any games or consoles checked out.  Renewals on these items must be done in person  and with the items.

 

Reserve Materials

Reserve items circulate to limited categories of borrowers: UCSC students, faculty, staff and concurrent students only.

Patrons who are not eligible for borrowing Reserve items, but who are auditing a UCSC class may check out Reserve items for that class if they have a letter from the instructor who put the material on reserve and they have obtained a "courtesy" card.

Reserve Item Loan Period

The loan period for items designated as reserves is determined by the instructor who placed the material on reserve. Reserve items may be loaned for one of the following time periods:

• 2 hours

•  4 hours

• 1 day
• 3 days

Instructors and teaching assistants who placed an item on reserve may request to borrow that item for a longer time period.

Reserve items must be returned to the Reserve Desk from which they were borrowed.

Reserve Item Renewals

Reserve items must be renewed in person at the Reserve Desk from which they were borrowed. Reserve items may not be renewed by phone or online.

Reserve Item Holds

Eligible borrowers may place a hold on an item designated as reserve under the following limited circumstances:

• Up to 1 day in advance
• Three items at a time
• Five holds at a time

When a reserve item that has a hold on it is returned, staff will hold that item for 15 minutes during which time it will be available only to the borrower who placed a hold on it. Items not picked up after 15 minutes will be made available to other borrowers on a first come, first served basis. No waiting list will be taken for these items.

Multiple copies of material are considered a single item. A borrower, who has a copy of an item checked out or is in the process of checking it out, may not place a hold on any other copy of that item.

End of the quarter holds may be placed in person at the Public Service Desk.

Reserve holds are not accepted by telephone or via the online library system.

Protected Collection Materials

Eligible borrowers may borrow items in the Protected Collections. Patrons who are not eligible borrowers may have on-site access to material in the Protected Collection if they provide staff with a valid picture ID.

The loan period for items designated as Protected is determined by the library. Such items may be loaned for one of the following time periods:

• 2 hours
• 1 day
• 3 days
• 21 days

Items designated as part of the Protected Collection must be returned to the library desk from which they were borrowed.

Protected Collection Renewals

Material which circulates for 2 hours, 1 day and 3 days may be renewed in person at the Protected Collection unit from which it was borrowed.

Material which circulates for 21 days may be renewed via the online library system, by telephone, or in person at the library desk at the Protected Collection unit from which it was borrowed.

Protected Collection Holds

A hold may be placed at any time for Protected items having a 2 hour, 1 day, or 21 day loan period.

For Protected items that have a 3 day loan period, only 1 hold at a time will be accepted.

Special Collections and Archives

Special Collections and archival material do not circulate but are available for research in Special Collections to all categories of borrowers.

Special conditions for use and handling of material which are posted in Special Collections must be followed. All researchers must register and show a picture ID to have access to any special collection or archival item.

Special Collections and Archives Bookings:

Researchers are encouraged to call in advance concerning the material they wish to see. Advance notice is required for use of some material in Special Collections so that it can be retrieved from storage.
 

Visual Resource Collection Materials

All categories of borrowers are eligible to view slides in the Visual Resource Collection (VRC) by appointment.

Slides circulate UCSC faculty and students only for instructional presentations on the UCSC campus.

Visual Resource Collection Loan Period

The loan period for slides is one week for faculty and their proxies. Students may borrow slides on the day of their class presentation and must return items to the VRC the same day.

Visual Resource Collection Renewals

Faculty may renew slides in person or by phone if no recalls have been placed on the items. Students may not renew materials, however, if an instructor reschedules a student's class presentation, VRC staff can place slides on hold for up to one week.

Visual Resource Collection Recalls

Slides that are checked out to another patron may be recalled and held for a requesting user. Patrons should contact the VRC staff regarding recalling specific items. Staff will handle all recall notifications and holds.

 

Media Center Collection Materials

All categories of borrowers are eligible to borrow material located in the Media Center Collection for viewing in the Media Center.

Items may not be removed from the library.

Faculty and their proxies may borrow items for viewing outside the library. The loan period is 7 days, except when the item is on Reserve for a class. The loan period for items on Reserve is 1 day.

Music graduate students may borrow sound recordings for listening outside the library. The loan period is three days. Items on reserve for a class may not be borrowed.

Media Center Renewals

Media Center materials may be renewed in person or by phone only.

Media Center Bookings

Faculty and their proxies may book Media Center items to be checked out on a certain date. Bookings may also be done for items on reserve for students to view in the Media Center. Bookings are accepted by email, phone, or in person.

 

Remote Access

Off-Campus Access (OCA) is a remote access proxy service that allows eligible off-campus users to use online electronic library resources off-site. Current UCSC students, faculty, emeriti, and staff with a current library account are eligible for the remote access service. 

 

Interlibrary Loan

is a service available to all affiliated UC faculty, staff and students (see categories of borrowers to verify eligibility). There is no charge for the service. Items not owned by UCSC may be ordered through Melvyl Request or UC-Elinks. Courtesy borrowers may request UCSC-owned items stored at the Northern Regional Library Facility (NRLF) at no cost.

Searches

If a borrower cannot locate an item on the shelves, he/she may request that a search for the item be performed by staff. Circulation Desk staff will initiate the search process. When the item is located, the borrower will be notified and the item will be held at the Circulation Desk.

 

Holds

A borrower may request to have any item that is currently checked out held in their name at the appropriate Circulation Desk when it is returned by the borrower. Once it is returned, staff will notify the requesting borrower of its availability (through email or U.S. Mail).

Items will be held for seven days at the Circulation Desk of the appropriate library.

Material on the Hold shelf for another borrower may be loaned for a limited amount of time within the library.

Items with holds placed on them may not be renewed.

Eligible borrowers (UCSC faculty, staff and students) may use Interlibrary Loan to request an item that is checked out as an alternative to placing a hold on it.

Recalls

• All patrons are guaranteed a 14-day loan period for any item in the circulating collections that are not subject to the restrictions described above. After an item has been borrowed for 14 days it may be subject to immediate recall.

Ex: If a book is due on 4/15/05 and another borrower places a recall on the book on 4/10/05, the original due date for the item will not change. It will remain due on 4/15/05.

• All items recalled are assigned a due date of 14 days from the date of recall, unless the original due date is less than two weeks away, in which case the due date will remain the same.

• When an item has been recalled, the borrower who has the item checked out will be sent a recall notice specifying the new due date, if applicable (see above).

• Items that have been recalled may not be renewed.

• Items not received by the stated due date are considered overdue. Overdue and billing procedures will begin after any applicable grace period has expired as with any other overdue material.

NOTE: Eligible borrowers (UCSC faculty, staff and students) may use Interlibrary Loan to request an item that is checked out as an alternative to requesting to place a recall on it, provided the item is not on Course Reserves.

 

Renewals

Books and journals may be renewed if no holds or recalls have been placed on them by another borrower or the UCSC Reserves unit.

A request to renew an item may be made any time during the loan period. The new due date will be calculated from the date on which the renewal is made.

*Renewals may be accomplished:

• online
• by phone
• in person at the Circulation Desks

*Exception: An item that has been billed for replacement must be physically returned to a Circulation Desk before it can be renewed and given a new due date. It must be checked in and re-checked out to the borrower.

Reference material may be renewed with the permission of a Reference Librarian.

NOTE: When an item is renewed by a patron on-line, by phone or in person, the borrower is certifying that the items being renewed are in their possession and in good condition.

 

Overdues

All borrowers are responsible for returning items checked out on their account to the library by the specified due date.

Borrowers are responsible for knowing when their books are due.

The Library facilitates the management of borrower library due dates and accounts by making the following management tools available to all patrons:

• receipts for books checked out/in are provided upon request at the Circulation Desks
• courtesy notices are emailed (only) to borrowers three days (undergrads, Friends, Courtesy borrowers) and two weeks (faculty, staff and graduate students) before an item is due (exceptions : items with shorter due dates – Reserves, Reference, Journals, do not generate courtesy notices)
• courtesy overdue reminders are emailed/mailed one week after the items are due
• recall/hold notices are emailed/mailed the day after an item has been recalled/put on hold by another borrower
• patron record management: borrowers may log in to an online system to view the status of items on their circulation accounts and/or place renewal requests for any items eligible for renewal
• Circulation staff will renew items and/or check records for any patron who calls and requests assistance with their account

A book is considered overdue if it is not returned by the due date.

Patrons who fail to return or renew books by the due date may have their accounts blocked.

NOTE: Overdue notices are not sent for Reserve items.

Failure to receive a courtesy or overdue notice does not stop the billing process. Patrons are expected to keep the Library informed of current mailing/billing address and email information. The Library provides an on-line form for updating local address information : http://library.ucsc.edu/services/change-your-address.

Any items not returned or renewed by the specified due date or corresponding grace period(s) will be billed for replacement.

 

All borrowers are subject to billing for overdue material not returned within the specified grace period.

Grace periods are as follows:

• 14 days for books
• 3 days for journals, Multicultural/Curric and Reference items
• 15 minutes for Reserve items

Important Note: Grace periods do not apply to items which have been recalled.

Billing for overdue items may be in the form of processing charges, fines and/or replacement charges as outlined below.

 

Billing Charges

Late fees: $9.00 will be assessed for each item not returned or renewed by the due date and corresponding grace period, if applicable.

The $9.00 late fee is non-refundable.

Billing fees: $20.00 billing fees will be assessed for each item not returned or renewed within 45 days of the due date

Replacement fees: Anywhere between $60.00 and actual cost will be assessed for each item that is not returned by 45 days after the original due date.

Student Business Services Late Fees: If items are not returned to the Library within 90 days of the due date, billing information for each overdue item is sent to Student Business Services (SBS) for collections. Items are then subject to both Library fees and any additional late fees assessed by SBS.

After 90 days, only SBS may accept payment for items.

 

Reserves Fines

Reserve overdue fines apply to items on Course Reserve, Multicultural Curriculum Collection (Curric) books and in the Protected Collection.

Fines accrue even while the library is closed.

The maximum fines per item is $75.00.

Fines on Reserve items are as follows:

• $5.00 for the first hour or partial hour
• $2.00 each hour thereafter

After 72 hours Reserve items will be considered lost. The borrower will be billed for the cost of replacing the item, the amount accrued in overdue fines, and a library billing fee of $20.00.

Upon return of the item, only the replacement cost of the item will be canceled, provided the item has not been replaced by the library.

 

Replacement Charges

A borrower is assessed a replacement charge for any item that is 45 days overdue.

Reduction or cancellation of a replacement charge may occur as follows:

If a replacement has not been ordered by the Library and the item is returned in good condition within 90 days of billing, Library replacement costs will be canceled. All other associated fees/fines (for example, late and processing charges incurred through the Library billing process and the AIS/SBS billing process) will not be canceled.

If the material has been replaced, the full replacement cost, billing fee and late fee will remain.

 

Current charges for lost material are as follows:

• $125 up to the actual cost of replacement– Books (N, Q, R, T call numbers)

• $60 up to the actual cost of replacement– Books (other call numbers)

• $65 – Interlibrary Loan books

• $70 – (Unbound periodicals)

• $70 per issue – Bound periodicals

• $234 (or list price) – Videos & DVDs

• $12 – Slides
• Actual cost of replacement - Video Game Equipment and other Electronics
  
   

 

Lost or damaged books

A book is considered lost when a borrower reports it lost, or fails to return or renew it within 45 days of the due date.

All borrowers are subject to replacement costs for any lost items, items damaged beyond repair, and/or charges for repair of a damaged item.

 

Payment of Bills

All bills are payable at the Circulation Desk of either McHenry or Science & Engineering Library, if the bill is not older than 90 days. Any bills 90 days past due must be paid at the University Cashier's Office. Borrowers who must pay at the Cashier's Office must present proof of payment at the Library Circulation Desks before their Library accounts may be unblocked.