TUG Libraries Lending Policy

Contents:
Preamble
Who May Borrow
Lending Regulations for Books
Renewals
Lending Regulations for Other Materials
Recalls
Book and Article Retrieval Service
Reserve Reading
Sanctions
Appeals
Confidentiality
Name Release
Appendix A: Libraries included in the TriUniversity Group of Libraries
Appendix B: Borrowing Privileges Accorded to Affiliates of Organizations ...
Appendix C: Borrowing Privileges for Material Other than Books
Appendix D: Eligibility for Book and Article Retrieval Services

The TriUniversity Group of Libraries (TUG) is a partnership of those libraries associated with the University of Guelph (UG), the University of Waterloo (UW), and Wilfrid Laurier University (WLU). A list of the individual libraries associated with each university is provided in Appendix A.

The history of cooperation among these three university libraries spans more than 25 years. Early collaborative initiatives included reciprocal borrowing, expedited interlibrary loan, and unofficial collection rationalization initiatives. More recently, technological advances have enabled joint activities at a much more sophisticated level. In February 1995, the relationship among the TUG libraries was strengthened when the presidents and university librarians from the three universities signed an agreement identifying three strategic goals as starting points for radically increased collaboration. One of these goals was the purchase of an integrated automated library system to be shared by the three universities. In anticipation of an integrated system, the libraries began to consider ways in which circulation policies could be harmonized so that borrowers could access collections located in any of the libraries without needing to be familiar with three different sets of policies and regulations. The resultant lending policy became effective in May 1998 and is revised periodically after consultation at all three universities, with final approval by the TUG Executive Committee.

Members of the following groups are eligible to register with any TUG library and to borrow material from all of them.

• full- and part-time undergraduate students registered with any of the TUG universities (including when on a co-op workterm and, upon request, up to two consecutive terms when not enrolled)
• graduate students registered with any of the TUG universities
• current and retired faculty members (including contract, sessional, and adjunct) and current and retired staff members from any of the TUG universities
• visiting professors and scholars who have a letter of introduction or a guarantor's memo from a faculty or staff member of any of the TUG universities
• alumni, with an alumni card, from any of the TUG universities
• students, faculty, and staff members from most universities in Canada upon presentation of appropriate identification (see Canadian University Reciprocal Borrowing Agreement for participating universities)
• members of organizations affiliated with any of the TUG universities if the organization has made special arrangements with one of the libraries; members of these organizations must register at the university their organization is affiliated with, but once registered they may borrow from all TUG libraries; see Appendix B for a current list of organizations and for privileges to which the members are entitled
• high school students from schools within Waterloo Region, Wellington Catholic School Board, and the Upper Grand School Board; students must have a letter of introduction from a principal or school librarian validating their need to use an academic library (as of September 1 until the following June 15)
• full-time faculty members from community colleges and other post-secondary educational institutions, and high school and elementary school teachers within Ontario; to register at no charge, these people must provide documentation confirming their employment status

For an annual fee of $20, adults residing within Ontario not included in any of the categories above may register for a year at a time (the year begins when they register; there is no pro-rating for periods of less than a year).

The loan period for circulating books varies according to the status of the borrower. [NB: Not all library books circulate.]

TUG Faculty and Staff Members and Graduate Students: May borrow an unlimited number of books for a term at a time (due dates for the next term are announced towards the end of the current term).

TUG Undergraduates: May borrow an unlimited number of books for a two-week period. Students with disabilities may be granted term loan if they are registered with the office at their university which coordinates services for such students. Also, students in their final year may be granted term loan if they provide a letter of endorsement from a faculty member.

Other Borrowers (except those referred to in Appendix B): May have up to twenty books at a time from the combined collections of the three universities; loans are for a two-week period.

Barring holds or recalls, books may be renewed by any borrower an indefinite number of times.

Each library has its own regulations governing materials such as periodicals, microform, video tapes, CDs, and cartographic materials. Such regulations may vary by category of borrower and may be changed from time to time. A summary of current regulations appears as Appendix C.

Books on loan may be recalled by TUG students, faculty members, and staff members and must be returned by the recall due date. The borrower requesting that an item be recalled also indicates which library the book should be sent to for pick-up. Once at the pick-up location, the book will be held for 6 days.

Under some circumstances TUG students, faculty, staff, alumni, and other external patrons may request that books be retrieved and delivered to the library of their choice for pick-up. Similarly, TUG students, faculty, and staff may request photocopies of journal articles. Further details about this service, including eligibility, are provided in Appendix D.

Faculty members and teaching assistants may request that library materials be placed "on reserve" so that students have quick and timely access to those items. Most types of material may be placed on reserve: typically periodical volumes are not placed on reserve. Faculty members and teaching assistants may also arrange to have personally owned materials placed on reserve. All photocopies accepted for reserves must be in compliance with copyright regulations. Material from any of the libraries or the Annex may be considered for addition to reserves in any of the other libraries.

Material placed on reserve circulates for 1, 2, or 3 hours or 1 or 3 days (each library chooses which options to make available). Borrowers may have 2 items at a time. Reserve material is restricted to TUG students, faculty members, and staff members.

In the event that a borrower does not return material by its due date the following sanctions apply:

Fines
All overdue material is subject to fines as follows:

Recalled material:	$1 per day after the recall due date to a maximum of $30 per item
Reserves Reading material:	items on loan for 1, 2 or 3 hours--5 cents per minute to a maximum of $100 per item; items on loan for 1 or 3 days--$20 per day to a maximum of $100 per item
All other material:	25 cents per day to a maximum of $15 per item

Replacement Charges
When a borrowed item is 60 days overdue, lost item and processing charges will be posted to the patron's account. The minimum replacement charge is $5 but there is no maximum; charges vary from item to item. In addition to the replacement charge, the borrower is charged a $35 processing fee. Refunds for lost items will be issued if a borrower returns the item before a replacement copy has been re-ordered. When a refund is issued, the overdue fine will be imposed. [See Replacement Charges at UW]

Suspended Borrowing Privileges
Borrowing privileges are suspended for any borrower when that borrower has:

• one or more overdue recalled books
• one or more overdue reserve items
• $30 or more owing in outstanding accounts

Additional Sanctions
Marks, diplomas, and tuition refunds may be withheld for TUG students who owe $30 or more in outstanding accounts and who have owed this amount for more than 30 days.

Each of the TUG universities has a committee to hear appeals concerning replacement charges and fines. Appeals must be made to the committee at the borrower's home university.

Except when authorized to do so (see Name Release below), to protect the privacy of users and their right to consult and borrow library materials without prejudice, the libraries do not release information about library users to any person, institution, agency or association except for reporting financial information regarding materials to the offices of the Registrar, Financial Services and the appeals committees referred to above.

In cases where a court order requires one of the Universities to provide information about a library user, the only obligation of the University to the user is to inform the user that the court order has been served and that it intends to comply.

Borrowers registering at the University of Waterloo may authorize the Library to release their name to anyone urgently seeking for brief consultation material charged out to them.

Appendix A
Libraries included in the TriUniversity Group of Libraries

Annex

The TriUniversity Group of Libraries includes a facility used for housing low-use material. The facility, known as the Annex, is owned and operated jointly by the TriUniversity Group of Libraries and is located in Guelph.

University of Guelph

Alfred College
Career Resource Centre
Guelph/Humber Collection
Kemptville College
McLaughlin Library
OPIRG
Ontario Veterinary College Learning Commons
Ridgetown College
Teaching Support Services Resource Centre

University of Waterloo

Career Services
Conrad Grebel College Library
Dana Porter Library
Davis Centre Library
Musagetes Architecture Library
Optometry Learning Resource Centre
Renison College Library
St. Jerome's University Library
Teaching Resources and Continuing Education Library
University Map and Design Library

Brantford Public Library - WLU Brantford Collection
Career Services Resource Centre
Centre for Military, Strategic, and Disarmament Studies
Health Services Resource Centre
Social Work
Wilfrid Laurier University Library (including the Waterloo Lutheran Seminary Library collection)
Women's Centre

Appendix B
Borrowing Privileges Accorded to Affiliates of Organizations/Programmes Associated with the TUG Universities

University of Guelph

Continuing Education Students: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for one year; $20 annual fee

Independent Studies Students: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for duration of the programme

OCLC (Online Computer Library Centre) Reciprocal Borrowing Programme: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for duration of faculty member's visit to UG

OMAFRA (Ontario Ministry of Agriculture and Food): two week loan; up to twenty books at a time from the combined collections of the TUG libraries; under review

Opening Learning Programme: same privileges as undergraduates

President's Counsellors: two week loan; up to twenty books at a time from the combined collections of the TUG Libraries

University of Waterloo

Canadian Association of Optometrists (CAO) who are not UW alumni: two week loan, up to 20 books at a time from the combined collections of TUG libraries; privileges extended for one year at a time. Cost of the community borrower card for CAO members is subsidized by a subvention from the Canadian Optometric Education Trust Fund. Due to the nature of the grant, subsidies are only extended to CAO members who are not UW alumni until funds have been depleted. To be eligible for the subsidy, registration must occur at the Optometry Learning Resource Centre.

Continuing Education Students: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for current term

Friends of the Library: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for one year at a time (a minimum fee of $20 is required to become a Friend of the Library)

ICR (Institute of Computer Research) Corporate Associates: two week loan; no limit on number of books which may be borrowed; letter of introduction from ICR is required; privileges extended for one year at a time

ICR (Institute of Computer Research) Corporate Partners: term loan; no limit on number of books which may be borrowed; letter of introduction from ICR is required; privileges extended for one year at a time

Leadership Circles: two week loan; up to twenty books at a time from the combined collections of the TUG Libraires. Includes members of the Laurel Society and of the President's, Governor's, and Chancellor's Circles.

Mennonite Pastors associated with Conrad Grebel College: two week loan; may borrow an unlimited number of books from the Conrad Grebel College library collection; those who wish to borrow from any of the other TUG libraries may register as community borrowers and pay the $20 annual fee

OCLC (Online Computer Library Centre) Reciprocal Borrowing Programme: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for duration of faculty member's visit to UW

Shad Valley Students: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for duration of programme, usually the month of July

Wilfrid Laurier University

Continuing Education Students: two week loan; up to twenty books at a time from the combined collections of the TUG libraries; privileges extended for one year at a time; $20 annual fee under review

Friends of Books: two week loan; up to twenty books at a time from the combined collections of the TUG libraries

Laurier Institute: two week loan; letter of introduction from the Institute is required; privileges extended as per letter; up to twenty books at a time from the combined collections of the TUG libraries

Laurier International: two week loan; letter of introduction from Laurier international is required; privileges extended as per letter; no limit on the number of items which may be borrowed

Appendix C
Borrowing Privileges for Material Other than Books

Circulating Materials

University of Guelph

Monograph/books and Government Publications regardless of their format (microfilm/microfiche, CD-ROM, Computer disc, etc.): circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times.

Reserves:

• 3-day reserve items: circulate to TUG students, faculty members, and staff members; may be renewed an indefinite number of times
• 2-hour reserve materials regardless of the format (book, photocopy, video, compact disc, etc.): circulate in library only to TUG students, faculty members, and staff members; may not be renewed

Videos, Compact Discs, DVDs, Phonotapes, and Slides: circulate for 1 day to TUG graduate students, faculty members, staff, and undergraduate students; may not be renewed.

University of Waterloo

CD-ROMS which accompany circulating books or journals: circulate to the same borrower groups and for the same length of time as the book or journal which they accompany; may be renewed once if accompanying a journal, or an indefinite number of times if accompanying a book

Musical phonodiscs and CDs: circulate to TUG music faculty for one week; may not be renewed

Musical phonotapes: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times

Periodicals (except for the current issue): circulate to UW students, faculty members, and staff members, and WLU faculty members for 3 days; may be renewed once

Reserves: all items may be signed out of the library; may not be renewed

Scores: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times

Selected government publications: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times

Selected cartographic material:

• maps: circulate for two weeks to UW students, faculty members, and staff members; may be renewed once
• aerial photographs: circulate for 3 days to UW graduate students, faculty members, and staff members; may be renewed once

Selected titles in microformat:

• books and government publications: circulate for a term to TUG graduate students, faculty members, and staff members, and to all others for two weeks; may be renewed an indefinite number of times
• newspapers or journals: circulate for 3 days to TUG students, faculty members, and staff members; may be renewed once

Videotapes and non-music phonotapes and phonodiscs: circulate for 1 week to any borrower; may be renewed an indefinite number of times. [NB: Videotapes from the St. Jerome's University (SJU) Library collection circulate for 1 day to SJU faculty members and to students enrolled in SJU courses. Exceptions may be made at the discretion of SJU library staff. In-person circulation only.]

Periodicals (except for the current issue): circulate for three days to WLU and UW faculty members; may not be renewed

Reserves: 1- and 3-day reserve items may be signed out of the library; may not be renewed

Selected CD-ROMS, computer disks, kits and scores: circulate for a term to TUG students, faculty members, and staff members, and for two weeks to all others; may be renewed an indefinite number of times

Selected music materials: circulate for one week to TUG music faculty; may not be renewed

Slides: circulate for one week to TUG students, faculty, staff, and alumni holding valid library card. One renewal allowed, subject to recall when requested by another user.

Non-Circulating Material

University of Guelph

Periodicals and serials (including government publications) regardless of their format (microfilm/microfiche, CD-ROM, Computer disc, etc.)

Archival material, thesis, reference material, cartographic material, films, and newspapers.

Archival materials, deposit copies of UW theses in print and microfiche, and pamphlets. Selected CD-ROMS, government publications, microforms, and cartographic materials.

Cassettes, compact discs, laser discs, maps, microfilm and microfiche, phonodiscs, videotapes and selected CD-ROMS, computer disks, kits, and scores

Recall:

This term applies when one borrower wants something currently on loan to another borrower. Using commands available on the Public Access Catalogue, the borrower wanting the book recalls it from the one who has it. When the recalled book is returned, it is sent to the library specified by the recalling borrower as part of the catalogue commands. The book is held at the pick-up location for 6 days; borrowers should check their records regularly to determine if something is available for them.

Faculty members, students, and staff members from any of the TUG institutions may recall material on loan to any borrower and have it delivered to the TUG library of their choice for pick-up. Other borrowers are not eligible to recall material from anyone.

Hold:

This term applies when a borrower wants something not in circulation retrieved from the shelf and delivered to the library of his/her choice for pick-up. A hold is initiated through commands on the catalogue and the borrower specifies the pick-up location through the catalogue. The book is held at the pick-up location for 6 days; borrowers should check their records regularly to determine if something is available for them.

Faculty members, students, and staff members *, alumni, and other external patrons from any one TUG institution may place a hold on material located in the library of either of the other two institutions, or the Annex, and have it shipped to their home library. For example, a student from Wilfrid Laurier University may place a hold on an item located in the University of Guelph library, or the University of Waterloo library, or the Annex, and have it shipped to the Wilfrid Laurier library for pick-up. The same Wilfrid Laurier student may not, however, request that an item from the Wilfrid Laurier collection be retrieved from the shelf and held for him/her.

*University of Guelph faculty members, students, and staff members may also place holds on material located in the University of Guelph library.

Borrowers other than those noted above may place holds only on material located in the Annex.

Article Retrieval:

This term applies when a borrower from any one of the TUG institutions wants a photocopy of an article from a journal located in the library of either of the other two institutions or the Annex. The borrower submits a request using an electronic form available through TRELLIS. Requesters with a campus address may specify that the article be sent directly to that address; those without a campus address will specify which library the article should be sent to for pick-up. All copying will be in compliance with the Access Copyright agreement or fair dealing.

Faculty members, students, and staff members* from any one TUG institution may request photocopies of articles from journals located in the library of either of the other two institutions, or in the Annex.

*University of Waterloo faculty members, graduate students, and staff members may request photocopies of articles from materials owned by the UW Library or affiliated libraries.

Borrowers other than those noted above are not eligible for the article delivery service.

TUG Lending Policy Group
January 2, 2007