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Borrowing Information for UW Faculty

Access to Materials

Most libraries and units have materials which are available for browsing. All visitors are free to use these materials in the library.

Select materials are not accessible for public browsing, but may be requested for retreival. Persons with UW borrower cards may request this material online through the UW Libraries’ catalog. Those without UW borrower cards may request retreival through library staff at a service desk. Some examples of this are media, reserve, auxiliary and/or storage materials.

Some materials are restricted to Library Use Only. Typical items include most reference materials, Special Collections and archival theses.

Library Cards

Your Husky Card serves as your library card. The first time you use the library your card will be linked to our database. To prevent fraudulent use, lost or stolen cards should be reported immediately to a library circulation desk or the Library Cashier. Faculty can obtain replacements through Academic Personnel Services, 85 Gerberding Hall; (206) 543-5630.

Library Borrowing Privileges

Borrowing Privileges are available to UW faculty and retirees as well as visiting scholars, UW researchers, and faculty from other Washington state four-year colleges and universities. Spouses and domestic partners are eligible for non-fee library cards. The definition of "spouse" or "domestic partner" is left to the discretion of the individual staff person. For questions regarding the faculty borrower card or status, call the Library Cashier at (206) 543-1174.

University of Washington Faculty, Academic Staff, Professional Staff, and Visiting Scholars are allowed to designate chosen individuals to act as proxy representatives when checking out materials from the library. See Proxy Borrowing Privileges

The Libraries maintains reciprocal borrowing agreements with many other institutions; contact Interlibrary Loan at (206) 543-1878 for more information. Faculty may designate up to 2 proxies, who will be issued cards allowing them to check out materials for the faculty member.

Your Library Account

You can check your library record, renew books and modify your personal information on the web.
You can receive library notices sent by e-mail telling you when your books are ready for pickup, have been recalled or are overdue. You will be sent a due date reminder notices two days prior to the due date. Make sure that an email address shows in your library account.

Loan periods

Loan periods vary among libraries and may be determined by the status of the borrower, type of material and individual collection policy. For the research-oriented main collection in Suzzallo and Allen Libraries, regular and retired faculty are given an annual loan --the book is due 15 May of each year unless recalled at the request of another user. Faculty must renew or return their annual loan items by the due date. Failure to do so may result in fines and/or fees. Auxiliary faculty receive 12 week loans unless the material is on reserve or has other restrictions.

Renewal of Materials

UW Libraries materials checked out for more than 14 days are allowed an unlimited number of renewals. Items that circulate for 14 days or less may be renewed three times.

The following exceptions apply:

Items which have had holds placed on them cannot be renewed.
Reserve items cannot be renewed.
Items checked out through Summit may be renewed once (with the exception of CRL items)
Items billed for replacement cannot be renewed.

You may view your library account at any time to see a list of your checked out items. Note: This does not include items such as unbound periodicals that were checked out with a handwritten check-out slip. If your list shows an item that you believe you have returned, do not request renewal, but rather notify the circulation staff of the owning unit.

Items with barcodes can be renewed remotely via the Web or by phone.

Items without barcodes, such as unbound periodicals, cannot be renewed using online forms. Renewals can be made by phone or by sending an e-mail message to the owning library unit. Library contact information

Retrieval, Holds and Searches

Most UW Libraries material with the status of "Available" can be pulled from the shelf and sent to another library for pickup. This may take three to five days. If you are in a hurry you should go directly to the owning library.
If the UW Libraries material that you want is checked out, the quickest way to get another copy may be to request a copy with the status of "Available" through the Summit catalog. A copy will be sent from another academic library in Washington or Oregon and will arrive in three to five business days.
You can also place holds on UW Libraries material. Longer due dates will be reduced and material will be available in seven to 14 days, depending on when the material was checked out. More information.
If you can't find material on the shelf that shows in the catalog as "available" request the item from the catalog and a search will be initiated. You will be notified when the item is found.

Returning Materials

Non-reserve library materials (except for fragile items) may be returned to any UW library or bookdrop. A drive-up bookdrop is available south of the dental wing of the Health Sciences Center. Reserve items must be returned to the service desk where they were checked out.

Change of Address

Faculty should report address changes to the Academic Personnel, (206) 543-5630. Additionally you can change your address online through MyUW.

Fines

Fines and billing charges are assessed to encourage prompt return of materials. Fines apply all days and all hours, even if the library is closed.

Standard Loans (3 days or more):

There is a four-day grace period. On the fifth day the charge will be $2.50.

1-20 days overdue: $.50/day
21 days overdue: $20 billing charge, non-refundable, plus a replacement cost ($75 or more)

Reserve Materials and loans of less than 3 days:

1st hour overdue: $2.50
2nd hour to 56th hour overdue: $.50/hour
57+ hours overdue: $30 billing charge, non-refundable, plus a replacement cost ($75 or more)

Please note: Reserve materials must be returned to the Reserve Desk where checked out.

Replacement Charges

Replacement charges are levied when material becomes substantially overdue. The cost may be an average for materials in a subject area or the current actual cost of the item. Borrowers who have lost material can sometimes replace the item themselves - contact the library unit that owns the item for more information.

Appeal of Library Charges

If you think the library has made an error or if you have a special situation that made it difficult for you to return or renew materials on time, you may file an appeal. Charges may be upheld, reduced or cancelled. Appeals must be filed within six months of billing.

Appeals based on not knowing the library rules or the amount of charges, claiming your need was greater than another's, being too busy, being out of town, uncertainty about the due date, failing to receive an overdue notice, or failing to read your e-mail are generally not regarded as valid reasons for canceling or reducing library charges.

To begin the appeals process complete the appeal form linked below. Please take time to read through all instructions carefully and be sure to refer to the FAQ if you have any immediate questions. You will receive an Appeals Confirmation Receipt via e-mail if you enter an e-mail address on your appeal form. If you do not enter an e-mail address, but wish to confirm the receipt of your appeal, contact the Library Cashier at (206) 543-1174. The final decision from the committee will be sent via US mail to the address you provide in your Appeal. Please notify the Library Cashier of any changes to your address. The Library Fines Appeals Committee consists of a faculty member and students and it makes its decision independently of the Libraries.

Appeals Form

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Last modified: Monday October 01, 2007 (jlward)