UNB Libraries' Saint John Borrowing Policy

  1. Identification and Library Cards
  2. Loans
  3. Holds and Recalls
  4. Notices and Penalties
  5. Summary of Patron Types and Borrowing Privileges
  6. Contact Circulation

Introduction

This policy governs the circulation of material from the Hans W. Klohn Commons which is located on the Saint John Campus of the University of New Brunswick and attempts to balance three goals; basic fairness to all borrowers, facilitation of research and efficient use of library resources, including staff time.

All patrons are responsible for knowing and following the rules stated in this Circulation Policy. Patrons fined or suspended under these rules may not use ignorance of the rules as the basis for an appeal.

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A. Identification and Library Cards

Identification
Patrons affiliated with the University of New Brunswick or Saint Thomas University must present a valid University Card to borrow Library materials. Other individuals may borrow Library materials by presenting a valid UNBSJ or UNBF Extramural Card. Alternative identification will not be accepted. Each patron is responsible for all items charged to her or his card. Cards may not be loaned or transferred to anyone else, and they remain the property of the University.
University cards
Once issued, University Cards are not normally replaced except in cases of damage or loss. They remain valid for the duration of the student's enrolment and for the faculty or staff member's employment. They also remain valid for retired faculty and staff. No person who has or is eligible for a University Card may also have an Extramural Card.
Extramural Cards
Patrons not affiliated with the University of New Brunswick or Saint Thomas University may apply for an Extramural Card. These Cards are subject to certain special terms and conditions. More information is available upon application at the Circulation Desk. There is a charge for this Card.
Lost or Stolen Cards
Upon discovery, a lost or stolen card must be reported immediately to the Library. Such cards will be suspended to prevent possible misuse. Replacement cards may be obtained where the original card was issued. There is a charge for a replacement card.
Library User Records
University Cards and Extramural Cards are normally linked as part of the production process to a computerized record giving the student's or staff member's name and address. This linkage ensures that the Card will function in the circulation system. In some instances there may be a delay of one day or more between the production of the Card and the linkage to the user record.
It is the responsibility of the patron to report any address changes. Library users are not exempted from fines or other penalties when a notice or bill is not received as the result of an incorrect address. The information contained in Library user records is kept strictly confidential.

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B. Loans

General Items (excluding reserve materials)
The loan period for an item depends on the item type and in some instances also the borrower's status. Item type is shown in the online Library Catalogue as part of the item display. All regular loans are due before 11:59pm on the date due.
Item Type/Designation Circulation
USE IN LIB do not normally circulate
PERIODICAL two days
BOOK three weeks, with Undergraduate University Card or Extramural Card;
Research Loan, Graduate student and/or Faculty-Staff with University Card
AV one week
Research Loans
Research Loans may be granted to Graduate students and/or Faculty-Staff with valid University Cards. Research Loans are due on the last day of the current term, April 30, August 31 or December 31. A new Research Loan period begins three weeks prior to the expiration of the one currently in effect.
Reserve Materials
This collection consists of high demand items, normally selected by professors for particular courses. Faculty select the type and duration of the loan period for reserve items from four categories.
Loan Type Duration/Due Back
Two Hour/Use in Library Only 2 hours after being charged out;
if charged out less than 2 hours prior to closing, due when the Library closes
Two Hour/Overnight 2 hours after being charged out;
if charged out less than 2 hours prior to closing, due when the Library opens the following day
One Day at closing the day after being charged out
Three Day at closing the third day after being charged out
Reserve material is not eligible for borrowing through Inter-Library Loans or Inter-Campus Loans.
Renewals
Books and AV items circulating on regular or research loan may be renewed through the User Services feature in the Library's online catalogue, in person, or by telephoning the Circulation Desk of the library.
The User Services feature is only available to patrons holding a valid UNB or STU University card. Patrons must know their barcode or Ph alias and their active PIN number. Renewals must be requested on or before the date due. Renewals are subject to these further conditions relating to loan type.
Loan Type Renewal
Reserve may not be renewed
Material required for reserve may not be renewed
Periodicals one renewal only is allowed
Materials with holds may not be renewed
Three week loans may be renewed no more than five times (provided no other condition applies)
Research loans may be renewed no more than twice (provided no other condition applies)
Non-regular loans, circulating with special permission may not be renewed
Returning Borrowed Items
Library materials, with the exception of Reserve items, may be returned to any of the campus libraries excluding the Law Library. Reserve materials are to be returned to the library from which they were borrowed.
There is a book drop located at the inside front entrance to the Hans W. Klohn Commons building which may be used to return Library books when the Library is closed.

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C. Holds and Recalls

Holds
A patron with a University Card may place a hold on a circulating item currently charged out. When the item is returned, only the person placing the hold may charge it out. Holds are subject to the following conditions:
  • An item will be held for a patron for three days plus the day of return before being passed to the next patron on the waiting list or returned to the stacks.
  • A patron may have a maximum of fifteen active holds at any given time.
  • A patron may not place a hold on an item or a copy of an item if an item or copy is already signed out in his/her name.
  • A patron may have only one active hold on an item or copy of the item at any one time.
  • Holds may not be placed on Reserve materials or periodicals.
Recalls
Items on three week loan or research loan are subject to recall. Items required for reserve may be recalled at any time. An item for which a hold has been placed will be recalled immediately once one of the following conditions is met:
  • The item is overdue.
  • The item has been renewed.
  • The item has been on loan for more than two weeks.
The original due date of a recalled item ceases to be valid when the recall is issued. The due date becomes the date recalled, and it is this date that is used in the calculation of any subsequent penalties. Recalled items are due immediately.
Recalls may be issued whenever the library is open, whether or not the university is in session. This includes, but is not limited to, Christmas break, March break, and the period between the end of Summer Session and the beginning of the Fall Term. Patrons having items that could be subject to recall are advised to return them prior to leaving campus for these breaks or any other reason. Failure to do so does not exempt a patron from fines or suspension.

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D. Notices and Penalties

Notices
Overdue notices are issued only as a courtesy. A date due slip is generated and given to each patron borrowing library materials. Overdue notices are sent for reserve items and may be sent for books and AV materials. Failure to receive an overdue notice does not exempt a patron from fines or suspension.
Recall notices are sent for recalled items.
Circulation notices will be sent by email if possible. If a student, faculty or staff member has a university email account that has been activated, notices will be sent to that account. Other library patrons will continue to receive printed notices by regular or campus mail. Failure to read email, to provide a correct local address, or to collect mail delivered to that address in a timely fashion does not exempt a patron from fines or suspension.
Patron Records
Any library user with a valid University Card should review his or her circulation record regularly through the User Services feature of the online Library catalogue. Library users who do not have a University Card may request a review of their Circulation records from circulation staff.
Fines
In order to ensure maximum availability of in-demand material, fines are applied to:
  • items which have been recalled but have not been returned by the sixth day after the date on the Recall Notice -- fine is $4.00 per day, per item, up to a maximum of $48.00 per item;
  • two hour/overnight and two hour/use in library only reserve items which have not been returned by the date/time due -- fine is $1.00 per item per hour the library is open or any portion of the hour;
  • one-day reserve items which have not been returned by the date/time due. Fine is $5.00 per item per day or any portion of the day;
  • three-day reserve items which have not been returned by the date/time due -- fine is $2.00 per item per day or any portion of the day;
  • periodical items which have not been returned by the date due -- fine is $2.00 per day;
  • books and AV items which have not been returned before they become 30 days overdue -- fine is $10.00 per item.
Please note: One and three day reserve items are due back by 1:00pm on the date due. If a reserve item in these categories are returned after the 1:00pm deadline fines will start to accrue; an additional charge is levied at 1:00pm each subsequent day the library is open.
Fines for all of the above, with the exception of recall fines, accrue up to a maximum of $24.00 per item.
Suspensions
Blocked or barred patrons may not borrow library materials. A patron will be blocked when he or she has any library item overdue or when his or her outstanding account reaches $10.00 in library charges. These charges may include bills that result from penalties under this Circulation Policy or bills for any other library service. Once a patron is blocked partial payments for outstanding charges will not be accepted.
Unreturned Items
Unreturned library items, whether lost or missing, will be considered lost thirty days after becoming overdue. At that time a bill will be sent to the borrower. The bill will include all accrued fines plus the replacement cost of the items. The minimum replacement cost is $50. The actual replacement cost, which will be set in the bill, may be considerably higher than the minimum amount.
If a billed item is returned within two weeks of the bill, the replacement charge will be cancelled. Otherwise, the replacement charge and all fines associated with the item will be sent to the University Business Office for collection. Patrons whose accounts have been sent to the Business Office will have their status set to Barred. Barred patrons cannot borrow library materials until they have cleared all accounts related to library charges at the Business Office and that office has notified the Library that the accounts have been cleared. Half the replacement charge will be cancelled for items returned more than two weeks but less than two years after the bill is sent, provided the items are returned in acceptable condition.
Unpaid Charges
The UNB Registrar's Office may withhold diplomas, grades, and transcripts until all library charges are paid.
Appeals
Most problems having to do with fines and/or suspensions can be resolved by speaking with Circulation staff. If this does not solve the difficulty, the borrower must submit his/her case in writing to the Director of Information Systems & Services, Hans W. Klohn Commons. The decision at this level is final and may not be further appealed.

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E. Summary of Patron Types and Borrowing Privileges

Patron Maximum Number of Items Research Loan Privileges Restrictions
UNB/STU Undergraduates One hundred items simultaneously No None
UNB/STU Graduate Students One hundred items simultaneously Yes None
Faculty/Staff One hundred items simultaneously Yes None
Extramural Card Holders Ten items simultaneously No No holds allowed

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F. Contact Circulation

Circulation is the central service point for signing out and returning Library materials, whether from the open stacks or from the Reserve Collection. Questions about loan periods, overdues, circulation policy, borrowing privileges, and the like may be directed to Circulation: Cora Higgins, (506) 648-5710.

Please note: While every effort has been made to ensure the accuracy of this document, in the case of discrepancies between this document and the document of record, the latter, lodged with the Circulation Desk, Hans W. Klohn Commons, shall be taken as correct.

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