CNM Libraries Circulation Policy

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1 1 I. Introduction CNM Libraries Circulation Policy Central New Mexico Community College (CNM) Library collections and services support CNM curriculum, programs and community. This policy governs circulation services: the administration of Library patron accounts, borrowing terms, and the circulation and use of items in the Libraries physical collections. Help Desks providing circulation and reference services are staffed all hours the Libraries are open. Patrons may check out, renew and return materials, and resolve library account questions at any campus Library Help Desk. Library Help Desk staff also assist patrons in locating, accessing and using information in all media and formats. For more information, please call the Jeannette Stromberg Library Help Desk at II. Who Can Use The CNM Libraries - Patron Categories All patrons must present a valid CNM photo ID card, obtained from Student Services ID office, to borrow library materials. A current CNM username and password are required to use CNM Libraries public access computers and for remote access to databases and e-books from off campus. Use of serials, reference books, and browsing open collections do not require a CNM photo ID card. CNM Students Full-time, part-time and dual-credit students currently enrolled in any CNM program or course, and Community Education Academy students. ESL and GED students may register with the Libraries after having completed orientation and receiving a CNM Photo ID from Student Services. CNM Faculty and Staff Faculty and staff currently employed by CNM with a current CNM faculty/staff photo ID. Library staff will verify employment with CNM prior to creating accounts. Community Patrons with CNM Guest ID Card Community patrons are individuals not currently employed by or students of CNM, who have paid fees at CNM Cashiers and obtained a CNM Guest ID card from the CNM Student Services ID office. To qualify, applicants must be New Mexico residents, at least 18 years old, and must provide photo identification and proof of current address. The Guest ID card is good for one semester. Community patrons representing registered non-profit organizations who wish to check out reserve media items using their patron account should inquire about permissions at the Main Campus Jeannette Stromberg Library Helpdesk.

2 2 UNM Students and NMCAL Passport Holders Current UNM students, staff and faculty, APS employees, and registered patrons of NMCAL libraries with a signed NMCAL Library Passport are considered community users and must obtain a CNM Guest ID card from the CNM Student Services ID office to check out materials. The $15 fee will be waived for these patrons with appropriate ID. Interlibrary Loan Borrowers Patrons borrowing CNM materials via interlibrary loan may borrow eligible circulating items for a period of three weeks through their local/campus library. ILL services are not available to UNM Students and NMCAL passport holders within the Albuquerque metro area. CNM Patrons borrowing materials from other libraries through CNM Libraries Interlibrary Loan service will be subject to the lending libraries borrower terms. III. Using The Library - Library Accounts and Transactions Setting up your account CNM Students are registered with the Library automatically at the beginning of each term, based on current course registration. Faculty and staff register once, in person, for the duration of their employment at CNM and will be required to return all materials to the Libraries before departing from CNM. CNM community patrons with a CNM Guest ID must register with the library each term and are requested to provide a current address. UNM and NMCAL patrons with a Guest ID must register with the Libraries each term and are requested to provide a current address. CNM ID cards and circulation privileges are not transferable. They are intended for use only by the person in whose name they were issued. ADA qualified patrons may inquire at the Help Desk about designating a proxy borrower. Library patrons are responsible for all materials checked out on their library accounts. Abuse of Library facilities, materials, services or staff may result in restriction of borrowing privileges, imposition of fees, or other disciplinary action. It is the patron s responsibility to notify the library immediately if a CNM ID card is stolen or lost. Loans, Renewals and Returns A current CNM photo ID card is required for all loans, renewals and in-house use of circulating, reserve and supplemental library materials. Library materials are loaned to individual patrons with accounts in good standing only. Loan periods are determined by patron category and item type. See the table, Circulation by Patron Category and Type of Item in Section V. of this document. Library materials may be checked out from the Help Desk during Library open hours.

3 3 Patrons may access their library accounts to view a list of items they have checked out, and renew eligible items through the Help Desk section on the Libraries website. Patrons needing assistance viewing and renewing their materials at the desk will be required to provide their CNM photo ID card. Books and media may be returned to any CNM Library Help desk for check in. Circulating books may be returned using the book drop boxes outside of each campus library. Media should not be placed in drop boxes. Reserve books and media, technological devices and supplementary items must be returned to a Library staff person at the Library Help desk. Borrower Responsibilities/Fines and Charges Borrowers are responsible for returning all items checked out in their name on time and in good condition. Borrowers will be held responsible for replacement charges for any items lost or damaged while checked out to them. These terms apply to all patrons. Overdue, Unreturned, Lost/Stolen or Damaged Library Materials As a courtesy, CNM libraries circulation staff will send overdue notices to patrons CNM when materials are not returned by the due date. Community users, who wish to receive notices, should provide a current address. After two overdue notices for regular circulating materials, patrons will be billed for the unreturned library materials. Circulating Reserves, laptops, IPads, supplemental items and reserve media with a 3-hour check out period will be billed after the first overdue notice. Billed materials will result in blocks on patron library accounts and blocked student accounts at the CNM Registration and Records office. Blocks will be removed upon return of the item. Items which are not returned, are reported lost, or are returned damaged to the extent that they are unusable, will be billed to the patron. The patron must pay the replacement cost to CNM Cashiers, or replace the item. Patrons are encouraged to replace a lost or damaged book or other library item with an identical new copy of the item, or a library staff-approved replacement. Upon replacement of a library item, the replacement charge will be waived, and blocks will be removed from the patron s accounts. Replacement Fees The standard and maximum replacement charge is $125 for a book and $125 for a media item. Upon request, these charges will be reduced based on the current retail price for a new copy of the title or its equivalent (check list price on Amazon.com). If the book is out of print and unavailable for purchase, the patron will be charged the cost of a library staff approved current equivalent book up to a maximum value of $125.

4 4 Library materials such as anatomical models, ipads, laptops and components will be assessed replacement charges in keeping with the replacement and processing costs of the item. For example, a lost or damaged laptop will result in a charge of $2,500. These items are not eligible for replacement by the patron. A library patron will be allowed only one claims returned on a maximum of three items. A claims returned will only be processed after all parties have done a thorough search for the item, and the item has been marked claims returned in the patron record. If a patron presents a report from CNM security or APD documenting theft of library materials, replacement charges will be dropped. A student who is unable to pay for lost or damaged library materials, due to financial hardship or emergency may be referred to the Rust Opportunity Assistance Fund through Financial Aid and Scholarship Services. Willful damage, vandalism or attempted theft, of library materials, equipment or facilities can result in a block on the patron s library account, barring the patron from CNM Libraries, and the patron being reported to the Office of Student Conduct or Security, as appropriate. Blocked Library Accounts and Academic Records A block is automatically placed on the patron s library account once they have been billed for overdue, lost or damaged items. This block will suspend all borrowing privileges. All patrons are subject to library blocks. A Restricted Reserves block is placed on a patron s account manually when the patron has violated the reserves policy, meaning that for the remainder of that semester the student may use reserve items at the help desk only. Library staff may also place manual blocks on a patron s library account for reasons including: o Violation of CNM Libraries policies o Lost or stolen CNM ID card When a student has been billed for overdue, lost, damaged or unreturned items, CNM Libraries will also place a block on the student s record with the CNM Registration Office (Banner). The student will be unable to register for classes or receive transcripts until the items are returned, replaced or paid for, and the block is cleared by the Libraries. Patrons must come to a CNM Library Help Desk either to return overdue items, or to fill in the payment/clearance form for lost items before blocks can be removed from their accounts When patrons return overdue and billed items, library staff will promptly clear blocks on their library accounts and with the CNM Registration Office. Lost Materials Payments, Returns and Refunds Patrons wishing to pay for lost or damaged items, may obtain a payment/clearance form from the libraries, to take the to the Cashier s Office where payments are made. Patrons should return to the library with their receipt from the Cashier s Office, at which time library staff will ensure that blocks have been cleared from the student s accounts.

5 5 If a patron finds an item, in good condition, after it has been reported lost and has been paid for or replaced, it may be returned to the Help desk within one year, along with the cashier s receipt for payment or for purchase of a replacement. A signed Patron Clearance Form from a library staff member along with the original receipt may be presented to the CNM Cashier in exchange for a refund for the amount paid for the item. IV. Library Resources Types of items available for use The Libraries collections contain a variety of materials in different mediums and formats which are organized and circulated (checked out) according to the rules for each of the following categories. See the Table on page 9 for a quick summary. Circulating Collection The circulating collection refers to the collection of materials including books, audio books, oversized books, ESL books, and CD-ROMs that accompany books which may be checked out by patrons. These items may be checked out for 21 days at a time. Periodicals Reference Periodicals include current magazines, journals, and newspapers on open stacks, to be used in the Library. These items do not circulate. The reference collection is a non-circulating collection of books and other materials used for inhouse research. Faculty may check out one reference item for 1 day without staff approval. Course Reserves Course Reserve items are placed on reserve by faculty for specific class use for limited periods of time. Reserves are kept behind the help desk and circulated for three-hour periods, during Library open hours. Items may include library or faculty-owned books, media, and course notes. Faculty and staff may check reserve items out for 24 hours. Student patrons may check out one reserve item at a time, with the exception of items which are required to be used together for the same class. In such circumstances, library staff may approve the check-out of two reserve items at a time. Reserve items should be returned directly to the helpdesk staff. Placing Materials on Reserve Faculty, or departmental representatives acting for them, may request that books or other materials be placed on Reserve for up to one year, unless special arrangements have been made for longer periods of time. Reserve requests must be accompanied by the signed and dated Reserve Request Form completed in full. Forms are available on the Libraries website. Requests will be processed in the order received, and may take up to one week to appear in the catalog and become available for checkout at the desk. Copyright Restrictions Affecting Reserves It is the requesting faculty member s responsibility to ensure that all materials submitted for

6 6 reserves are in compliance with copyright law. CNM Libraries will not accept any items for placement on reserve which we judge to be outside of the scope of Fair Use as defined by the US Copyright Act without acceptable copyright permission from the copyright holder. The Libraries will accept requests for library, departmental or faculty owned copies of books, including textbooks currently in use at CNM, and original copies of media for up to one year. Single copies of selected articles, poems, or sections of books which fall within the Fair Use Exclusions for Education will be accepted for a period of one term, after which copyright permission will be required for the item to remain on reserve. The Libraries cannot accept materials without their copyright information clearly in evidence. Homemade copies of film media will not be accepted. See the Libraries Reserve and Copyright Policies for more information. Circulating Media Circulating VHS tapes and DVD cases are displayed in the Libraries open collections. DVDs can be obtained at the helpdesk for check-out. Students may check out 3 circulating media items for 7 days at a time. Audiovisual (AV) Reserves Collection of videos in VHS and DVD format which are specifically intended for instructional use are kept on reserve at the Helpdesk at campus libraries. Faculty and staff may check out up to 5 media items for 7 days at a time; other patrons may view one item at a time in the designated library media viewing area. Special exceptions may apply to media check-out with the approval of designated staff. Faculty Media Requests Faculty may use the online book/media pickup request form or contact library staff by phone or to request up to 5 reserve AV or circulating media items to be sent from one campus library to another. Media requests will be processed on a first-come, first-served basis, and held at the requested campus library helpdesk for 7 days after receipt. Campus-to-campus transit takes 2-5 business days and faculty will be notified by when the item is available for pickup. Return of media should be made to the helpdesk at any campus library, not placed in drop boxes or sent via intercampus mail. Supplemental Materials Varied collections of technological devices, such as anatomical models, calculators, microscopes and microscope slides, and marker sets for use by CNM students, staff and faculty may be checked out from the helpdesk at most campus Libraries. One of each type of supplemental material may be checked out for at a time. Laptop Computers and ipads CNM Libraries laptop computers and ipads are available at the helpdesks for 3-hour loan to current CNM students, staff or faculty members with a CNM Photo ID and a library account in

7 7 good standing. The Laptop/iPad Borrower Terms (BT) form must be filled in and signed once each term before Laptops or ipads can be loaned to any patron. One 3-hour renewal is permitted per user. Laptops have basic Microsoft Office software, wireless internet connection, but no printing. Laptops and IPads should be returned directly to Library staff. V: Book/Media Pickup Services CNM Students, faculty and staff with a current library account in good standing may request eligible circulating items to be sent from one campus library to another campus library, request items to be held at the Library Help Desk (paged), and request to be notified when currently-checked-out items become available. Requesting CNM Library resources to be picked up at the Campus Library of your choice Requests for book or media pickup services may be made online, over the phone or in person. Campus-to-Campus book/media pickup The book/media pickup service provides delivery of circulating books and media between CNM Campus Libraries. Patrons may access the book/media pickup form on the Libraries website. Regular circulation rules, as stated in the table Circulation by Patron Category and Type of Item at the end of this policy apply. Items eligible for book/media pickup are marked with an asterisk* CNM faculty and staff may request reference books or reserve media for pickup with library staff approval. Delivery time for pickup requests may take up to 5 business days. Patrons will be notified by CNM when the item arrives at the requested destination, where items will be held for 7 days. Items requested through the pick-up service may be returned to any CNM library or pick-up location. Book/Media Pickup Locations ATC Learning Commons Main Campus Library Help Desk Montoya Campus Library Help Desk Rio Rancho Campus Library Help Desk Westside Campus Library Help Desk Workforce Training Center-Audiovisual Services (WTC 134) South Valley Campus Library Help Desk Requesting items to be held at the help desk As a courtesy, campus library staff will pull up to 3 books or media items from the shelves and hold them at the help desk to be picked up within 24 hours after receipt of a patron s telephone request or book/media pickup form.

8 8 Requesting items currently checked out to others Patrons wishing to borrow circulating items* currently checked out to another patron may use the book/media pickup form, noting in the comments that the requested item is currently checked out. Library staff will put the item on hold for the requesting patron. The hold prevents the item from being renewed or checked out to another patron. When the item is returned, the requesting patron will be contacted by CNM . Requested items on hold may be sent from campus to campus and will be kept behind the help desk for pickup for 7 days. Patron Category / Type of Item Circulating Books* Circulating Media* Laptops and ipads** Supplemental Materials** (anatomical models, slides, calculators) Course Reserves Books and media** AV Reserves Loan Rules by Patron Category and Type of Item Students with CNM Photo ID 25 items 21 days 1 renewal* 3 items 7 days 1 of each item (in-house) Faculty/Staff with CNM Photo ID 25 items 1 semester (recall after 21 days) 2 renewals 5 items 7 days 4 renewals Community Users With CNM Guest Card 3 items 21 days 1 renewal 3 items 7 days No checkouts 1 of each item 24 hours 5 items* 7 days 4 renewals Reference*** No checkouts 1 day No checkouts** (book or media only) (in-house) No checkouts Magazines, Newspapers,Journals*** No checkouts No checkouts No checkouts *Circulating books and media eligible for ILL pickup or to be held for patron at Help Desk **Circulating items not eligible for ILL, book/media pickup or holds ***Non-circulating items, not eligible for book/media pickup without Library permission

9 9 VI. Library Security Electronic security systems are installed at the public entrances/exits of CNM libraries to detect Library materials which have not been checked out to patrons. If a patron attempts to leave with library materials that have not been properly discharged, an alarm will sound. If the alarm sounds, library employees will request that the patron come back to the Help Desk, where the library employee will ask the patron to remove books or other items from any backpack, briefcase or bags which the patron may be carrying so that the library employee may determine if any library material is in the patron s possession but is not properly checked out and discharged. The security systems will not erase or damage computer disks, audio cassettes or video cassettes. If library materials are found which are checked out to the patron, or it is discovered that some other materials set off the alarm, the items will be discharged and returned to the patron. If CNM Library materials are found which have not been checked out to the patron, library employees will contact a library staff supervisor. The staff member will request identification, examine the materials, and determine whether to issue a verbal warning or to report the incident as damage to library materials and/or attempted theft of library materials and contact Campus Security. The staff member will fill out a library incident report which will be submitted to the Campus Library Manager and Circulation Coordinator, and will add a block to the patron s library account along with an internal note indicating either damage to library material or attempted theft. All internal notes must include library staff members initials and date. (LSM, 01/02/13) Patrons caught damaging library materials for the purpose of security evasion can be billed for replacement of the materials, may have their library accounts blocked, may be reported to Campus Security and the Dean of Students, and be barred from the Libraries and use of Library services.

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