TITLE: LLRC Circulation Policy
LAST REVISION:
March 12, 2012
Policy Statement
The Circulation Policy is a statement of the principles and guidelines used by the Library &
Learning Resource Center (LLRC) to govern borrowing and lending practices. It is intended to
ensure consistency of practices among those responsible for circulation services and to
communicate to library patrons’ faculty, students, staff and LALINC Card holders the circulation
rules and penalties. It determines and is consistent with, policy parameters set in the electronic
integrated library management system provided by SirsiDynix.
I. Circulation Requirements
Sowela ID Card
To be eligible for circulation services faculty, staff, and enrolled students are required to have a
Sowela identification card (ID).
Students
 Students may borrow library materials only if they are registered for the current semester
and possess a Sowela ID card.
 Students are not allowed to check-out materials when school is not in session.
 Students must be present to borrow materials.
 Students are responsible for library materials borrowed on their ID card, including
overdue fines and replacement costs for lost or damaged materials.
Faculty and Staff
 Faculty and staff must present their ID card for service.
 Faculty may designate a student and/or staff member to borrow materials from the LLRC
with his or her faculty ID card. A signed memo, letter of designation or email must be on
file at the Circulation Desk prior to this privilege being extended. The faculty member
remains responsible for all materials borrowed in this manner including replacement
costs for lost or damaged materials.
LALINC Card
Sowela is a member of the Louisiana Academic Library Information Network Consortium
(LALINC). Member institutions have an Agreement for Reciprocal Borrowing. Sowela faculty,
staff, and students in good standing with the LLRC are eligible to obtain a LALINC Card which
entitles them to borrow materials from participating Louisiana college and university libraries. A
list of participating academic libraries is available on the library’s webpage.
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LALINC Cards are obtained at the Circulation Desk. The card must be presented to receive
borrowing privileges and users must abide by the Circulation Policy of each institution. The
borrower is responsible for reading and understanding policies; and for any fines or charges that
may incur while using the LALINC Card.
II. Borrowing Privileges and Services
Item Limit
Students
 Students may checkout a maximum of five (5) items.
 Materials may be renewed for one additional loan period except when a hold exists.
 Students may checkout only one Reserve item at a time.
Faculty and Staff
 Faculty and staff may checkout a maximum of ten (10) items.
 Faculty and staff have unlimited renewals except when a hold exists.
LALINC Patrons
 LALINC patrons may borrow a maximum of five (5) items.
 Audio visual materials are not loaned to LALINC patrons.
 LALINC patrons may not borrow equipment.
 Materials may be renewed for one additional loan period except when a hold exists.
Holds
If a patron requires use of an item that is currently checked-out, a hold may be placed on the
item. This can be done in-person, by telephone or through the online catalog. When the item is
returned, the patron will be notified. The item will be held at the Circulation Desk for seven days
before being re-shelved or loaned. The library patron must create a pin number under “My
Account” through the online catalog before an online hold can be placed.
Interlibrary Loan (ILL)
Materials not available in the LLRC may be requested from another library. A request form for
materials may be obtained at the Circulation Desk or submitted via the LLRC webpage link
Interlibrary Loan Request Form. ILL materials are generally free; however the lending library
may charge a fee for photocopies and/or postage. In these instances, the patron is responsible for
fee payment. Patrons using ILL for books are responsible for overdue fines.
The Circulation Policy complies with the Louisiana Interlibrary Loan Code adopted by LALINC
and the State Library on April 2, 1998, and by the LLA Executive Board June 12, 1998.
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Loan Periods by Item Type
Books
All patrons- 28 days
eBooks
Calculators
Computer Software
Headphones
Interlibrary Loans
Laptops
Periodicals
All patrons – available online 24/7
Students – library use only
All patrons – library use only
All patrons – library use only
Lending libraries set loan period and fine policy
Students only – in library use 3 hours
All patrons – 28 days
eJournals are available online 24/7
Students - non-circulating
Faculty and staff - 7 days
LALINC Patrons - non-circulating
Student loan periods vary from one hour to overnight
Students – 7 days
Faculty and staff - 7 days
LALINC Patrons – non-circulating
Reference Books
Reserve Materials
Videotapes/DVDs
Missing Item Search
When the online catalog indicates that an item is available for check-out but it can not be located
a patron may request assistance by completing a Missing Item Search Request Form. Library
staff will look for the missing item. When the item is found it will be held at the Circulation
Desk for seven days. The patron will be notified by telephone and/or email regarding the item’s
status. After seven days it will be re-shelved.
Recalls
The LLRC reserves the right to recall any checked-out item. The patron to whom the item is
loaned will be asked to return the item immediately. Only faculty and library staff, with valid
reasons, may request an item recall. The Recall Request Form is available at the Circulation
Desk.
Renewals
Students may renew materials for one additional loan period. Faculty and staff have unlimited
renewal privileges. Renewals can be done from the online catalog under “My Account.” A pin
number must be created before an item can be renewed.
Return Receipts
Patrons may request a return receipt at the time materials are returned.
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III. Overdue Fines and Lost Charges
Patrons are notified about overdue materials and library fines by mail sent to the home address
appearing on the patron record. When a patron accrues a $15.00 fine on one item he /she is
blocked against further check-out. However, if other items are checked out under the patron’s
ID fines will continue to increase on those materials until the $15.00 cap per item is reached. At
this point the patron will be billed for replacement cost of the item plus a processing fee.
Regular Overdue Fines
Fines on overdue materials are accrued daily including weekends, but not holidays.
 Books/audio tapes/CDs/journals/ videos/DVDs - 25¢ per day (Maximum $15.00 per
item)
 Laptops (See Student Laptop Loan Policy)
 Reserves – $1.00 per item per hour
Replacement Cost and Processing Fee
Patrons who have either lost or damaged an item beyond use are required to pay a replacement
cost and a processing fee. If an item is lost, the Circulation Department should be notified
immediately to avoid the accumulation of overdue fines. Fines continue to accrue until
notification is received and/or until the maximum overdue fine is reached. A processing fee of
$20.00 is charged on each item requiring replacement. The processing fee covers staff time to
withdraw the item from the computer systems, to reorder the item, and to catalog the
replacement.
 Books/audio tapes/CDs/ Videos/DVDs – replacement price of the item plus a $20.00
processing fee
 Laptops – (See Student Laptop Loan Policy)
 Photocopied reserve materials - $10.00 will be assessed for materials damaged or
removed from binders and/or folders
 Reserve materials owned by the instructor - replacement cost of the item as set by the
instructor
Payment
All payments are made at the Sowela Business Office. Once a library bill is paid the patron
should take the payment receipt to the LLRC to have the debt removed from the library system
which is separate from the Business Office. The ability to receive transcripts and register for
more classes is blocked until library debts are paid.
Loss of Borrowing Privileges
Borrowing privileges are suspended when library fines are not paid.
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IV. Process to Appeal a Library Charge
1. A patron who believes he/ she has been improperly assessed library fines for overdue items
or fees on lost or damaged materials must go to the Circulation Desk for assistance.
2. A patron who believes extenuating circumstances warrant a reduction or cancellation of the
amount billed by the LLRC must go to the Circulation Desk for assistance.
3. The Circulation Department will review, with the patron, all circulation records, explain the
questioned transaction, describe the damage and/or other evidence which lead to the fine or
fee assessment.
4. If the explanation and review do not satisfy the library patron of the appropriateness of the
charges and an agreement cannot be reached; the patron may file an appeal with the Director
of Library Services. A Library Appeals Form is available at the Circulation Desk. The form
should be completed and submitted to the Circulation staff member on duty.
5. The following reasons do not constitute legitimate grounds for canceling or reducing library
charges:
 Lack of knowledge or understanding of library policy
 Disagreement with library fine/fee structure
 Failure to receive overdue notices. It is the borrower's responsibility to provide a
correct physical address, email address and telephone number.
 Borrower's absence when materials were due or when notices were sent.
 Materials charged out by one borrower and then lent to another. The borrower whose
name appears on the charge record is fully responsible for returning materials on
time. Borrowing privileges are non-transferable.
 Inability to pay fines and fees
 Transportation problems
 Returning items to the wrong library
 Forgetting the due date
6. The appeal form must be completed as thoroughly as possible including a “patron appeal
statement” explaining the nature of the problem and “suggested remedy.”
7. The Director of Library Services will review the appeal and have a decision in writing within
15 days.
 Library Director can cancel all or part of any charge.
 Library Director may determine that the fine and/or charge were correctly applied.
8. If the patron is not satisfied with the Director of Library Services' decision, the appeal will be
forward to the Office of Information, Resources and ELearning Technology / CIO.
V. Lending Practices
The LLRC lends to members of the Louisiana Academic Library Information Network
Consortium (LALINC) at the fourth level of reciprocity which defines users as faculty/staff,
graduate students and undergraduate students. The only items that do not circulate to LALINC
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members are reference books, equipment, videos, and DVDs. Current LALINC Cards are
honored at the Circulation Desk. For interlibrary loan purposes items are sent by the U.S Postal
Service.
VI. Documents Protecting Right to Privacy & Intellectual Freedom
As a result of the USA Patriot Act of 2005 (Public Law 107-56) libraries face a dilemma of
having the responsibility of protecting the privacy of library users while responding to legitimate
national security concerns.
Every patron has a right to privacy while using information. All circulation records and any other
library records identifying the names of library users are confidential. Names of borrowers will
not be disclosed nor information on materials used by a patron. However, circulation
information may be disclosed to
 persons acting within the scope of their duties in the administration of the library
 persons authorized in writing by the individual [patron] or group of individuals to inspect
their records
 or by order of a court of law
Documentation – Right to Privacy
Louisiana Revised Statute (LA R.S. 44:13) Registration records and other records of use
maintained by libraries.
Library Code of Ethics, Adopted June 28, 1995 by the ALA Council
Policy Concerning Confidentiality of Personally Identifiable Information about Library Users,
Adopted July 2, 1991 by the ALA Council
Policy on Confidentially of Library Records, Revision adopted July 2, 1986 by the ALA Council
Documentation – Intellectual Freedom
U.S. Freedom of Information Act (5 U.S.C. 552)
Library Bill of Rights, Revision adopted January 23, 1980 by the ALA Council
Freedom to Read, Revision adopted January 28, 1972 by the ALA Council
Intellectual Freedom Principles for Academic Libraries, Adopted June 28, 1999 by ACRL,
Intellectual Freedom Committee; approved June 29, 1999 by ACRL Board of Directors; adopted
July 12, 2000 by ALA Council
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The following procedural forms accompany the Circulation Policy:
FORMS
Interlibrary Loan Request Form
Library Appeals Form
Missing Item Search Request Form
Recall Request Form
Reserve Request Form
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