1. GENERAL

These procedures support the Library Policy and include the designation of specific loan periods, the restriction on the circulation of certain library materials, the definition of borrower privileges, and the definition of access to and use of library services and facilities. Privileges vary according to borrower status and are granted subject to the continuing adherence to the established library procedures. These procedures are enforced by levying fines, suspending privileges and other sanctions.

2. BORROWERS

There are two categories of Durham College borrowers: College and Other.
College Borrowers include all current students, faculty and staff of Durham College.
Other Borrowers include alumni, retired faculty and staff of Durham College; faculty, students and staff at colleges with which Durham College has reciprocal borrowing agreements; members of the public, upon payment of an annual fee; and other persons issued cards under special programs. Other Borrowers do not have remote access to electronic resources and may not be allowed to borrow from specialized collections.

3. LIBRARY CARDS

A valid library card must be presented to borrow materials or to obtain other library services. Library cards will not be issued to borrowers with outstanding fines. Library cards are not transferable. The person named on the card is responsible for all library transactions made with the card. The loss or theft of a card must be reported immediately to the library. Borrowers will be held accountable for transactions on their card until such notification is received.

4. LOAN PERIODS AND LIMITS

Circulating Material

Loan Period: Loan period information is provided at the time of checkout. Regular loan circulating material may be borrowed for 14 days by most categories of borrowers. Durham College faculty and staff normally have a loan period of 30 days for regular loan materials. Faculty members may request a term loan when borrowing any regular loan material. Term loan material may be recalled. Loan periods may be shortened for some categories of circulating material.

Loan Limit: For regular loan material, faculty and staff have a loan limit of 50 items at any given time; Durham College students have a limit of 15; all other borrower categories have a limit of 10. Other loan limits apply to other categories of circulating material.

Renewal: Most regular loan material may be renewed to a maximum of three renewals by all categories of borrowers. In addition to renewal restrictions on some types of circulating material, material with outstanding holds may not be renewed. Material cannot be renewed once the renewal limit is reached or borrowing privileges are blocked. Borrowers may renew allowable materials in person, by telephone, or online via My Account.

Non-circulating Material

Items from the Reference collection do not normally circulate. To borrow material from the Reference collection current Durham College faculty and staff should speak to a reference/service desk staff member.

The Library contains other collections which do not normally circulate (e.g. micro-text, special collections, and archival material) to any category of borrower. Some non-circulating material may be circulated for a limited loan period upon application to and, at the discretion of, the Access Services Manager or designate.

5. BORROWING MATERIAL FROM OTHER LIBRARIES

Interlibrary Loan: The Library at Durham College will endeavour to locate and borrow library materials not available at Durham College on behalf of authorized borrowers. Due dates and conditions of loan for Interlibrary loan materials will be communicated to the borrower when the material is picked up. Fees may be charged for this service and sanctions are applied for failure to return interlibrary loan materials by the due date. For more detailed procedures see Interlibrary Loan procedures.

Reciprocal Borrowing: Durham College has reciprocal borrowing agreements with other Ontario Colleges as a member of the Colleges of Applied Arts and Technology (CAAT). Through this agreement Durham College faculty, students and staff may apply for library privileges at these institutions. The lending library’s policies apply to borrowing from another institution. For more detailed procedures please see Reciprocal Borrowing procedures. Individuals from other colleges who register under reciprocal borrower agreements for borrowing privileges at Durham College are governed by these procedures.

6. RETURN OF MATERIALS

Library materials must be returned on or before the date and/or time due. Material, found in the stacks, that is still checked out is considered returned on the date found.

Library materials may be returned through either the outside or inside library return slot (where available) at any Durham College library. Exceptions:

  • Daily loan reserve material must be returned to a return slot at the library from which it was borrowed.
  • Materials borrowed from any hourly loan collection, locker keys, supplies, and loaned equipment must be returned to a staff member at the Circulation/Service desk at the location from which it was borrowed.

To assist borrowers to return or renew books on time, courtesy alert notices are sent, via email only, shortly before material is due. Courtesy notices are sent when materials are overdue. The non-receipt of notices does not relieve the borrower from liabilities for fines or other sanctions.

7. SANCTIONS

Overdue Fines: Bills are calculated when overdue material is renewed or returned. Although materials are not due on days when the Library is closed, overdue fines accumulate. Fine payments are not refundable.

Overdue Fine rates:

MATERIAL TYPE

FINE RATE

MAXIMUM FINE*

All libraries:
Items with holds $4.00/day $100.00
Hourly Reserve loans $4.00/hour $100.00
Daily Reserve loans $10.00/day $100.00
Interlibrary loans $1.00/day
Locker keys & supplies $1.00/day $25.00
Equipment loans $4.00/day $100.00

*Additional charges are applied once when the maximum fine is reached.

Lost Materials

  • Lost materials must be reported to the Library. Upon receipt of this report the borrower is subject to a charge to cover the cost of replacing the material, a standard processing charge, plus any outstanding fines.
  • Library materials are assumed lost and charges for the cost of replacing these materials are levied when the maximum overdue fines have been reached or an equivalent time period has passed, and the materials are not returned. Borrowers failing to return materials are subject to a charge to cover the cost of replacing the material, a standard processing charge, plus any outstanding fines.
  • In lieu of the replacement charge, after consultation with library staff, it may be possible to supply an acceptable replacement copy or item.
  • If an item that has been billed for replacement is found and returned the replacement charge will be removed. The processing charge and any outstanding fines will stand. If the bills associated with the lost item have already been paid when the item is found and returned, the bills will be reassessed. If the reassessment of the bills results in an amount less than previously paid, the borrower will be contacted regarding a refund.

Damaged materials must be reported to the Library. A fee may be levied for damaged materials, up to and including the full replacement cost of the materials, to repair or replace the materials. A standard processing charge per item and any outstanding fines will also be levied for damaged materials.

Additional Sanctions:

  • Borrowing privileges are suspended immediately for all borrowers with charges of $10.00 or more. The block at $10.00 includes both unpaid bills and charges accumulating on overdue materials not yet returned.
  • There is a charge of $25.00 for cheques returned by the bank.
  • Final marks will be withheld for current Durham College students with overdue items or outstanding bills at the end of each term.
  • The following additional sanctions may be applied where appropriate: withholding of transcripts, permission to re-register or permission to graduate.

8. APPEALS

Borrowers may appeal the application of fines or sanctions. Borrowers should submit an appeal by asking for an Inquiry Request to be completed on their behalf by staff, at any Durham College Circulation/Service desk. Inquiry Requests will be investigated and responded to within 30 days of the date that the Inquiry Request was received.

Borrowers have the opportunity to have the decision of an Inquiry Request reviewed by the Access Services Manager. The borrower is afforded an opportunity to provide additional information to assist the Access Services Manager with the review. Borrowers should submit a request for review directly to the Access Services Manager. The Access Services Manager will review the decision and any additional information within 30 days of the date that the request for review was received.

Borrowers have the opportunity to have the decision of the Access Services Manager reviewed by the Chief Librarian. The borrower is afforded an opportunity to provide additional information to assist the Chief Librarian with the review. Borrowers should submit a request for review directly to the Chief Librarian. The Chief Librarian will review the decision and any additional information within 30 days of the date that the request for review was received. The decision of the Chief Librarian is final.