These policies exist in order to provide all Library users with the best possible access to Library materials. Because we are a small collection serving a large research community, it is vital that all Library users understand and abide by the policies contained in this document. Your compliance helps us provide everyone, including you, with the best possible access to Library resources.

CONTENTS

Borrower Obligations

Library Obligations

Who can check out what?

How check out works

Overdue Fines and Notices

Search, Hold, & Recall Requests

Closed Reserves

Borrower Obligations

to read and understand all the policies contained in this document

This document contains the circulation policies in effect as of January 1996 at the Ford Library at The Fuqua School of Business. Borrowers should be familiar with the contents of this document since they are subject to these policies. Ignorance of the contents of this document will not excuse a borrower from any penalties, financial or otherwise, incurred by the borrower or on their behalf.

to maintain a valid, current, email address or email alias through the Duke Office of Information Technology

The borrower's email address is used to send all mailings from the Library regarding overdue books, fines, holds on books, recalled books, and bills for replacement costs. The borrower, not the Library, is responsible for maintaining a valid, current, email address or email alias. The borrower is responsible for any penalties, financial or otherwise, incurred if Library mailings are returned or fail to be delivered on account of an invalid eMail address.

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to return or renew items when they are due

Borrowing items from the Library obligates the borrower to abide by the circulation policies of the Library. To insure all borrowers equal access to Library materials, items should be returned or renewed when they are due. How to renew books.

to address all inquiries concerning the contents of this document to the library staff

Borrowers should address all questions concerning the interpretation and application of the policies in this document to the Collection Services Librarian. Borrowers are subject to the policies in this document and should request clarification of any policies contained in it.

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Library Obligations

to insure that items checked out to you are stamped with the date due

Each item charged to you should be stamped on the sheet located on the inside back cover. Borrowers must record the due date on items renewed by telephone or via the Web.

to insure that circulation notices for borrowers are properly configured in the Library System.

All library correspondence is sent via electronic mail, and consequently all borrowers must maintain an accurate, current email address with the Library. Library staff will insure to the fullest extent technically possible, that notices are emailed to patrons. Delivery failures or bouncebacks due to full patron mailboxes or invalid addresses do not excuse patrons froms fines that may accrue as result of those delivery failures.

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How check out works

Borrowers must present a valid Duke ID or Borrower's Card to the Circulation Desk Attendant. If technical problems prevent the successful check-out of an item, it will be held for the borrower at the Circulation Desk until the difficulty is resolved.

End-of-Term and Holiday Book Check-out

28 or fewer days prior to Christmas and Summer recess, all Library books are due at the end the current term, rather than after a normal circulation period. Books should not be taken from the Triangle area during Christmas or Summer Recess since all Library correspondence, including overdue and recall notices, is sent only to local addresses. Items which are not in the Triangle cannot be easily recalled for use by other borrowers. Borrowers are responsible for any and all fines accrued during the Christmas or Summer Recess, even though they do not receive notices due to absence from the area.

Books may be renewed by telephone or via the Web throughout the Christmas Recess. It is, however, the borrower's responsibility to contact the Library and determine if an item checked out to them has been recalled. All Ford Library books must be physically returned to the Library for renewal prior to Summer Recess. Once this first in-person renewal is complete, Web-based renewal is permitted during summer recess. It is, however, the borrower's responsibility to contact the Library and determine if an item checked out to them has been recalled.

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Overdue Fines

What happens when an item is overdue?

An item is considered overdue after the date due stamped or written on the Due Date slip. Note : if an item is renewed via telephone or Internet form, then the borrower is responsible for recording the new date due when informed of it by the Library staff.

Items on Closed Reserve are overdue 2 hours after they are checked out. Reserve items checked out overnight are overdue if not returned by 9:30AM on the following day if the Library is open.

Overdue Fines (Books, General Collection)

Overdue books -- fines of $1.00 per item, per day are assessed after the due date is past. No grace period applies.

Overdue Fines (Closed Reserves)

Reserve items -- fines of $1.00 per item, per hour or portion thereof are assessed after the due time/date is past. No grace period applies.

Overdue Fines (Recalled items)

An item may be recalled from a borrower who has had that item for at least 14 days. Borrowers are sent a recall notice informing them of the item's new date due. Fines of $3.00 per item, per day* begin accruing on the 1st day after the new due date for recalled items. No grace period applies to recalled items. *Recall fines have been increased to ensure prompt return of recalled items and to conform to policies at other Duke University Libraries.

Overdue Notices

Overdue notices are sent to the borrower's email account, as it is given in the Library records from the Duke Registrar's office.

Items which are 30 days overdue are assumed to be lost. Borrower's accounts are automatically assessed a charge equal to the replacement cost for each item which is assumed to be lost. Borrowers are assessed fines of $20.00 per item for "assumed lost" items which are returned to the Library after 30 days.

Fine Notices are sent every 30 days to borrowers who currently have fines outstanding on their records.

What happens if a book checked out to me is lost, stolen, or destroyed?

The borrower is assessed the replacement cost of each item lost, stolen, or destroyed. Under some circumstances, a borrower is permitted to purchase a replacement copy of a lost book. This option can be discussed with the Ford Library director. The borrower, when checking out an item, assumes any and all financial responsibility for replacing it, should it be lost, stolen, or destroyed.

Transfer of Fines/Charges

At the discretion of the Collection Services Librarian, unpaid fines may be transferred to the Duke University Bursar. Failure to pay fines transferred to the Bursar will block the borrower from class registration, receiving grades and transcripts, and graduation.

Borrower's Addresses

Borrower's addresses are automatically transferred to the Library's borrower database from the Duke University Registrar's database. Borrowers must maintain a current, valid, eMail address with the Duke Office of Information Technology. Changes to a borrower's email address should be made in accordance with the guidelines as established by Duke's Office of Information Technology. It is the borrower's responsibility to maintain a valid, current eMail address. Borrowers are responsible for fines incurred as a result of failed delivery to an invalid eMail address(es).

Contacting the Library

Borrowers who believe they have received overdue or fine notices in error, should contact the Collection Services Librarian at 660.7873 (M-F, 7:30am-4:30pm) to verify the status of their records. Do not assume that you have received a notice in error without first contacting the Library.

Search, Hold, & Recall Requests

Recall Requests

A recall request may be placed on a book which has been checked out for at least 14 days. The Library may recall a book at any time for Closed Reserve use. The book is due immediately upon receipt of the recall notice. Requestors are notified when a requested book is returned to the Library. Books are held for 7 days from the notification date at the Circulation Desk. Books not claimed within 7 days are returned to the stacks or are made available to the next requestor. Only Duke University students, faculty and staff may recall books.

Search Requests

All borrowers may complete a green request card available at the Circulation Desk and request that an item they were unable to find in the Library be searched for them. Search requests made after 4:30pm are processed on the next business day. Fill out the green request card completely. Incomplete request cards will not be processed.

Once a searched item has been located, it will be held for the requestor at the Circulation Desk for 1 week after notice is sent to the requestor. Items not claimed after 1 week are returned to the General Collection or made available to the next requestor.

Items which are not located after 3 searches are considered missing. Requestors should contact the Collection Services Librarian to inquire about the status of their Search requests, since requestors will be notified only in the event an item is located or replaced.

Hold Requests

A hold request may be placed only on items which are checked out. A hold request allows the requestor to be "next in line" to check out a book. Requestors are notified when a requested book is returned to the Library. Books are held for 7 days from the notification date at the Circulation Desk. Books not claimed within 7 days are returned to the stacks or are made available to the next requestor.

Course Reserves

What are Closed Reserve items and can I check them out?

Books and Photocopies

Reserve materials (books and photocopies) may be checked out for a 2 hour period up until 1 hour before the Library closes. Materials checked out in the last hour of the day may be borrowed overnight and MUST be returned by 9:30AM the next day. Fines of $1.00 per item per hour are assessed for items returned late. A driver's license or valid Duke ID is required to use ALL reserve materials.

ALWAYS ask the circulation desk attendant for reserve materials. Please do not help yourself to materials on the shelves behind the desk. If the attendant is busy, wait patiently. Removing materials from these shelves and the library without proper authorization is an honor code violation.

Reserve Videotapes / Audiotapes

Videotapes/audiotapes designated by faculty for course reserves are considered Closed Reserve materials and may be checked out for 2 hour periods or overnight use. Fines of $1.00 per item per hour are assessed for items returned late.

Updated on: 10/12/07