Library Loans Policy Policy Code: LIB-002 Version: 1.1 Effective Date: 28 January 2016 Purpose: To ensure equity of access to and availability of library resources to students and academic staff in fulfilling their teaching and learning commitments. Definition of College The Australian College of Natural Medicine Pty Ltd (ACNM) trades as Endeavour College of Natural Health, College of Natural Beauty, FIAFitnation and Wellnation. For the purpose of this policy, any reference to College or the College should be considered a reference to each or any of these respective trading names. Scope: All library users All College campuses Policy Statement: This policy applies to all staff, students and associates who are eligible to borrow from the campus libraries and access online resources. Each borrower group has slightly different loan periods for specific formats (books, periodicals, AV), number of items they can borrow, access to electronic resources and duration of membership. The library management system is programmed to provide collection and account access to users, manage all circulation rules, track usage, generate late fines, lost charges and penalties, and generate courtesy notices. Electronic resources are governed by contractual licences and authentication software to restrict access to authorised users. Loan Categories - Periods, Limits and Renewals College staff and students must produce a current College ID card to borrow from the library collection. Associate members will be issued a non-photographic ID card on presentation of other photographic ID, eg a driver s licence, when registering. Authorised by: College Council Version: 1.1 Page 1
Circulation rules are set up in the library management system on predetermined borrower types. The different borrower types are: 1. Students A total of 6 items can be borrowed from a campus library at any one time Items in high demand (i.e. Prescribed Readings) and AV items have a 7 day loan period Standard loan period is 14 days Not for Loan copies of Prescribed Readings and all journals are not available for loan and cannot be removed from the library All items can be renewed/extended for ONE more loan period only, e.g. 7 day loan for another 7 days Fines for late returns accrue at $1 a day in most instances (except for hourly loans which are $1 per hour) Accounts are blocked if any item is overdue and/or fines and charges reach or exceed $30 Postage / freight charges for external student loans must be prepaid at the time of lodging a request; loan periods and conditions are the same as on-campus students Access to e-resources is independent of the library management system rules, e.g. ebooks are restricted to a 24 hours download Borrowing and access to e-resources is only available to current, enrolled students 2. Academic staff A nominal total of 99 items can be borrowed at one time TEA collection items (i.e. Prescribed Readings or items designated for teaching) have a loan period of 180 days TEA items can be renewed once for another 180 days but must be returned to the library once a year for stocktaking purposes Items borrowed from the main lending collection retain the same loan period as for students; the only exception is if the item is required for course writing Academics can borrow Not for Loan items for 2 days but journals are not available for loan; articles can be scanned or photocopied Accounts are blocked if any item is overdue and/or fines and charges reach or exceed $30 Authorised by: College Council Version: 1.1 Page 2
Access to e-resources is available to current staff who have a College network login 3. Employees Employees (non-teaching staff) can borrow 6 items at one time for a period of 14 days but are restricted from borrowing specialist materials (e.g. models, equipment and hourly loans); other conditions remain the same as students 4. Study Group Australia (SGA) staff & students SGA members must have a current ID card which will be manually registered on the library system for a calendar/academic year SGA members are able to borrow 4 books for a period of 14 days with a 14 day renewal period 7 day loans (i.e. Prescribed Readings, journals, AV), TEA collection resources and Not for Loan items are precluded from the member s entitlement The home SGA institution will be notified of defaulters and a designated liaison person at the home institution will be responsible for the recovery of overdue items and fines 5. Associates Associate borrowers are charged a membership fee (listed on the library website). There are 3 categories: o Alumni o Professional association o General public Associate memberships are current for a 12 month period and are restricted to 4 books (excluding 7 day loans) for a period of 14 days and no access to electronic resources Fines for late return of items accrue at $1 a day which must be paid on return and prior to re-borrowing Lending services Holds Authorised by: College Council Version: 1.1 Page 3
Borrowers can place holds on items they wish to borrow that are on loan to another person. All items that are on loan to another borrower can be reserved in this manner, but items that are available for loan, i.e. currently checked in, do not qualify. Placing a Hold is possible by logging into the online My Account area on the library management system or by contacting the library by email, phone or in person. On return of the Hold item the requestor will be notified by phone or email, depending on what method they have nominated. Items will be held at the Circulation Desk for pickup for a period of 7 days before re-shelving. Inter-Library Loans & Document Delivery The College is a member of the Libraries Australia Document Delivery (LADD) service. The service is available to Academic staff and Students undertaking research who need specific titles or articles from another library. There are standard LADD fees charged by the supplying library. Fees should be paid at the time of request. Delivery options are: Standard delivery up to 10 working days: $16.50 Rush delivery 2-5 working days: $33.00 Express delivery, same day where possible: $49.50 Loan periods and conditions vary depending on policies of the lending institution. Late fees will be based on those in place at the lending library. Inter-Campus Requests/Loans Inter-campus loans are not supported. Requests will be assessed and where possible titles will be permanently transferred to the requesting campus library or purchased if there is a gap in the collection. Inter-campus requests/loans are not available for Associate borrowers, including Alumni. Equipment Loans The Library does not purchase equipment for loan. Library managed equipment including laptops, mobile devices, etc are purchased by IT or academic departments. They are designated for academic staff use in materials development and teaching. Laptops a) Laptops may be borrowed for a period negotiated for specific needs, such as course development b) Laptops must be booked through the library with the booking appearing in Outlook s Public Folders. Authorised by: College Council Version: 1.1 Page 4
Anatomical Models and other equipment Models and related equipment required for teaching and learning that are managed by the Library may be borrowed by Academic staff only. Models can be pre-booked by Academic staff for particular classes. Students are welcome to use anatomical models within the Library, where available. Late Fees and Penalties Users who fail to return items on or before the due date incur late fees and penalties. These fees and penalties are designed as an incentive to return items on time and assist in maximising access to and availability of Library materials to all students and academic staff. It is a condition of Library membership that users take full responsibility for the items they use both on and off campus, especially returning items by the due date. The following courtesy notices are sent to email addresses held on the Library management system: 1. Reminder notice: 2 calendar days prior to item due date 2. 1 st and final overdue notice: 7 days past due date 3. Notice of Intention to invoice for lost items: 21 days after due date Where no email address is available, no reminder notices will be sent. Borrowing privileges are suspending when items on loan are not returned on or before the due date. Borrowing privileges are resumed when the items are returned, as long as the accrued amount is less than $30 in the designated period. The period is approximately six (6) months, starting on Day 1, Week 1 of the semester and finishing the day BEFORE the start of the next semester. When charges exceed $30 the user s account will be suspended until all fees are recovered. Lost items are charged at the purchase/replacement price or average book price plus a processing fee of $25. In circumstances where the borrower chooses to replace the lost item with an identical copy of the same edition, the processing fee of $25 is still levied. In circumstances where students owe late fees in excess of $30 or have outstanding lost items on their record, this will also be recorded on the Student Management System and restrictions will be applied such as no subject results or transcripts will be issued, and no further subject enrolment will be permitted until fees are recovered. Students must also pay all outstanding fees to be eligible to graduate. Authorised by: College Council Version: 1.1 Page 5
Reciprocal Borrowing Rights College students are not automatically eligible for reciprocal borrowing membership at other Australian academic institutions as they do not qualify for membership of the Council of Australian University Librarians (CAUL). Remote students are encouraged to seek individual Associate Borrower status with their local university if they have a collection that can support their study. It should be noted that Associate Borrowers cannot access online databases. However College remote students do have access to College Library databases so the predominant advantage of Associate Borrower membership at another institution would be access to books. Related Procedures: Definitions: Student is an individual person who is formally enrolled to study at the College. The individual person is that who appears on the College s documents such as enrolment, admission and payment documents, and who is assigned an individual student ID. Academic staff is a person employed by the College to lecture in at least one subject or to supervise clinic students, including on a permanent or sessional contract basis. Further Information: Related Policies: Library Collection Development Policy Library Policy Benchmarking: Supporting Research and Analysis: Related Documents: Authorised by: College Council Version: 1.1 Page 6
Related Legislation: Guidelines: Authorised by: College Council Version: 1.1 Page 7
Policy Author: Policy Owner: Contact: Recommending Body: Approval Body: Policy Status: Responsibilities for Implementation: Key Stakeholders: National Librarian National Librarian National Librarian christine.ruzic@endeavour.edu.au Academic Board Meeting date: 01 December 2015 College Council Meeting date: 11 December 2015 Revised updated to meet current College practice National Librarian Library Technology Systems Coordinator All Library staff Academic staff Students Other library users Version History Version Date Author Details 0.1 24May11 C Ruzic New document 0.2 26May11 N Chaperon Conversion to new template 0.3 31May11 N Chaperon Addition of hyperlinks 1.0 9Dec11 Approved by College Council 1.1 30Nov12 S Englart Library loans fine waiver reduced from $50 to $30 1.0 Jul13 C. Smalbil College moved to Sharepoint for version control see The Source for further version information. Australian College of Natural Medicine Pty Ltd (ACNM) trading as Endeavour College of Natural Health, College of Natural Beauty, FIAFitnation,Wellnation Authorised by: College Council Version: 1.1 Page 8