• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Part A - Eligibility
• Part B - Loan Periods, Limits and Renewals
• Library Card
• Loan Conditions
• Standard Loans
• Extended Loans
• Diploma in Indigenous Australian Community Studies (AREP) Loans
• Renewals
• Part C - Services
• Inter-Library Loans (Document Delivery)
• Inter-Campus Requests /Loans
• Laptop Loans
• Part D - Recalls
• Part E - Reservations (Holds)
• Part F - Reserve Collections
• Campus Reserve Collections
• e-Readings
• Part G - Services to External Students
• Part H - Reciprocal Borrowing Arrangements
• Part I - Late fees and Penalties
• Part J - Courtesy Notices
• Part K - Overdue items: Suspension of Privileges
• Part L - Late Fees: Possible Suspension of Privileges
• Part M - Lost and Damaged Item Charges and Penalties
• Standard Fee
• Replacement
• Reimbursements
• Part N - Encumbrance of UWS Students
• Section 4 - Procedures
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) The purpose of the UWS Library Loans Policy is to ensure equity in access to and availability of library collections across the University.

Section 2 - Definitions

(2) Nil.

Section 3 - Policy Statement

Part A - Eligibility

(3) The following table identifies those students, staff and other external parties who are eligible to borrow from UWS. The table also indicates loan conditions applicable to each sub-category.

Part B - Loan Periods, Limits and Renewals

Library Card

(4) All clients are required to produce a current, valid Library card (student/staff identification card, Library issued card) or a current official photo-ID card such as driver's license- in order to borrow items unless special authorisation is granted by a Campus Librarian, Client Services Manager, Library, Lending Services Librarian, an Associate Librarian or University Librarian. Library cards are not transferable and clients are responsible for all items charged against their card. Loss or theft of Library cards must be reported to the Library immediately.

Loan Conditions

Standard Loans

(5) The following conditions apply to standard loans:

1. A total of 25 items at any one time
2. 14 calendar day loan period with 2 optional renewals per item
3. Reference materials and journals are not available for loan
4. Late fees apply

Extended Loans

(6) The following conditions apply to extended loans:

1. A total of 40 items at any one time
2. 28 calendar day loan period with 2 optional renewals per item
3. Reference materials and journals are not available for loan
4. Late fees apply

Diploma in Indigenous Australian Community Studies (AREP) Loans

(7) The following conditions apply to AREP loans:

1. A total of 15 items at any one time
2. 12 week loan period with 2 optional renewals per item
3. Reference materials and journals are not available for loan
4. Late fees apply

Renewals

(8) Items may not be renewed if any of the following conditions apply:

1. Item is from the Reserve collection
2. Item has been requested by another patron
3. Item has been recalled
4. Item is overdue
5. Patron has overdue items or outstanding late fees in excess of $10
6. Patron has a University encumbrance

Part C - Services

Inter-Library Loans (Document Delivery)

(9) Document Delivery services are available to Staff and Postgraduate Students as defined in Part A above. Loan periods and conditions vary depending on policies of the lending institution. Late fees apply in instances where Document Delivery loans are returned to UWS Library past the due date.

Inter-Campus Requests /Loans

(10) Inter-campus requests/loans are available to all internal UWS and specified Service Agreement Clients.

(11) Inter-campus Request/Loan privileges are not available to the following client categories:

1. Corporate and Community Borrowers
2. Reciprocal borrowers
3. Alumni

Laptop Loans

(12) Library owned laptop computers are available for loan to all UWS patrons only.

1. Laptops may be borrowed for a period of up to 3 hours
2. Laptop loans may not be renewed
3. One laptop only may be borrowed by any one person at any one time
4. Laptops cannot be reserved
5. Late fees apply

Part D - Recalls

(13) All material on loan is subject to recall. Materials will be recalled by Library staff from time to time to meet high demand (e.g. at the request of academic staff for inclusion in Reserve collections).

(14) Recalled items have a shortened loan period of 10 calendar days from date of recall and borrowers are subject to late fees from date of revised (recall) due date.

Part E - Reservations (Holds)

(15) Most items available for loan may be requested (placed on hold).

(16) Reservation/hold requests are valid for 30 calendar days from the time of request placement.

(17) Items will be held for collection at Library service desks for a maximum of 7 calendar days prior to their return to the collections.

(18) Reserve items cannot be reserved.

Part F - Reserve Collections

Campus Reserve Collections

(19) Each UWS campus library maintains a Reserve Collection for material anticipated to be in high demand. These collections include books and other items from the Library collections, personal copies of academics' work. All materials placed on reserve are accessible via the Library Catalogue.

(20) Material is placed in reserve collections at the request of academic staff, and may remain on reserve for either one or both semesters of a current academic year. The collections are cleared at the conclusion of each relevant teaching period.

e-Readings

(21) The library makes available, through the institutional Learning Management System, access to scanned or digital journal articles, book chapters and other items (copyright legislation permitting).

(22) At least 72 hours notice is required to ensure availability of e-Readings in LMS sites.

Part G - Services to External Students

(23) Students enrolled in UWS External programmes, as defined in Part A above, are entitled to Postal loans for books from UWS libraries via the External Services Unit. This service is also extended to UWS students with semester address outside the Sydney metropolitan area.

(24) This service is available within Australia only.

(25) A maximum of 10 items can be requested per week up to the borrowing limit within each client category.

(26) Outward postage costs are met by the Library while students are responsible for return postage.

(27) Materials on loan remain the client's responsibility until received by the Library. The following items are unavailable for request:

1. Non-print items
2. Items from Reserve Collections
3. Reference materials
4. Journal issues or volumes (specified articles may be supplied)

Part H - Reciprocal Borrowing Arrangements

(28) UWS Library participates in the ULA (University Library Australia) a national borrowing scheme. Students and staff in good standing (i.e. currently enrolled with no outstanding loans or late fees) are eligible to register with other university participants in these agreements. All fees, charges and levies associated with such registrations are to be met by the client.

Part I - Late fees and Penalties

(29) Patrons who fail to return items on or before the due date incur late fees and penalties. These fees and penalties are designed to assist students by maximising access to, and availability of, library materials.

Part J - Courtesy Notices

(30) Overdue and fees notices are sent as a courtesy only. When an item is borrowed, the client assumes full responsibility for the item, including return the item on time. Failure to receive notices does not constitute the basis for waiving a late fee.

(31) The following notices are sent to UWS email address, except where no email address is nominated in which case printed notices will be mailed:

1. Alert notice: 2 calendar days prior to item due date
2. 1st overdue notice: 3 calendar days past due date
3. 2nd overdue notice: 7 calendar days past due date
4. 3rd overdue notice: 11 calendar days past due date
5. 4th overdue notice: 15 calendar days past due date
6. Recall notices

(32) The following late fees notices are sent to UWS email address, except where no email address is nominated in which case printed notices will be mailed:

1. Fees notices: As new fees are incurred
2. Fees statement: End of semester

Part K - Overdue items: Suspension of Privileges

(33) Further borrowing privileges are suspended when items on loan are not returned on or before the due date. Borrowing privileges remain suspended until all overdue materials are returned and associated late fees discharged.

Part L - Late Fees: Possible Suspension of Privileges

(34) Failure to return a borrowed item on or before the due date or time will incur a late fee on return of the overdue item(s).

(35) Late fees are levied at the following rates:

1. Reserve collection items $2.00 per item per hour or part thereof.
2. General collection items $1.00 per item per calendar day or part thereof.
3. Laptop loans $10 per hour or part thereof.

(36) In circumstances where individual borrowers' late fees total $10.00 or more, borrowing privileges are suspended.

(37) Late fees are capped at a maximum amount of $25.00 per item with the exception of laptops.

(38) The Campus Librarian, Client Services Manager, Library, Lending Services Librarian, an Associate Librarian or the University Librarian may, in particular circumstances, (e.g. substantiated illness or misadventure) waive late fees.

Part M - Lost and Damaged Item Charges and Penalties

(39) Lost items must be replaced or their replacement cost reimbursed.

Standard Fee

(40) A standard fee of $100.00 (minimum) or actual replacement cost per missing item applies. A $25.00 processing charge is levied in addition to the lost item charge.

Replacement

(41) Lost items may be replaced by clients with an identical copy of same edition of the lost work. Replacing a missing item incurs a processing fee of $25.00.

(42) A fee of up to $2,500 will apply for loss or damage of Library laptop computers, laptop powerpacks or laptop Library identification materials.

Reimbursements

(43) Lost item fees may, at the discretion of a Campus Librarian, Client Services Manager, Library, Lending Services Librarian, an Associate Librarian or the University Librarian be reimbursed should lost items subsequently be found and returned to the Library. In such instances, overdue fees and processing charges are not subject to reimbursement.

Part N - Encumbrance of UWS Students

(44) Where UWS students have late fees, lost items or other Library fees of $25 or over, an encumbrance may be placed leading to the withholding of examination results and graduation until outstanding fees are paid.

Section 4 - Procedures

(45) Nil.

Section 5 - Guidelines

(46) Nil.