Library Home at The University of West Georgia

Circulation Policies

Borrowing Privileges And Responsibilities
Loan Periods
Replacement Charges
Failure To Pay Fines And Fees
Special Services

Borrowing Privileges And Responsibilities

Faculty, staff and students must present their own current validated University photo ID, current driver's license or passport to borrow library materials. Borrowing privileges may not be transferred to another borrower. All materials to be checked out should be brought to the desk no later than 15 minutes prior to closing. At 10 minutes before closing computers are shut down and the checkout period ends for the day, so that staff on duty are free to supervise closing routines.

Borrowers are responsible for all materials charged out on their account.  ID Cards and borrowed materials should be kept in a secure location and never loaned to others.  A lost card should be reported immediately to University Police and a replacement obtained from the ID Office.  Borrowers are also responsible for the repair costs of any library items returned in damaged condition.

Most communications from the Library (including fines/fees notices and recalls) are sent to our users by email. For students and faculty, the email address used is supplied through a BANNER update. If you would prefer a different address you will need to contact Circulation and ask for the change. It is imperative that you check your email account regularly when you have items checked out. Failure to receive a notification does not relieve the borrower of the obligation to return materials when they are due, or to pay all assessed charges. It is the borrower's responsibility to maintain a current address (including e-mail) with the Library.  Changes of address (including email) should be reported immediately.  The Library is not responsible for undelivered mail. 

Loan Periods

Fines are assessed to insure prompt return of materials; there is no minimum fine or grace period.  The chart which follows details the standard loan periods and fines which apply to all borrower types. Fines may be paid at the Circulation Desk by cash, check, MasterCard or VISA (Credit card payments are also accepted by phone).  Charges and fines are cumulative.  They are not erased at the end of a semester or academic year.  You are responsible for returning or renewing library material whether or not you receive an overdue notice.  

Reference Materials
The Reference Collection (which includes Periodicals) is a core collection of materials which provide immediate and succinct information to users, or a link to in-depth and complex sources.  In order to serve the greatest number of people these materials must remain readily available.  Therefore, Reference materials and periodicals circulate only under the following conditions:
1. The item is required for class presentation.
2. The material must be copied, scanned, or be used to make slides/transparencies which can only be done elsewhere.
3. The loan period is one (1) day with no renewals.
4. The overdue charge is $5.00 per day, per item, to a maximum of $25.00 per item.  If the material is still not returned after 5 days, the patron will be barred until the item is returned and the fine paid.
5. Material will circulate from the Circulation Desk, but will require a permission slip from the Reference Department.  The permission slip will be kept on file in Circulation.
6. This policy applies to all users, including faculty and staff.


Renewals are subject to the patron's status (student, faculty/staff, community) and item type. Please stop by or contact the front desk to ask about the particular item you want renewed. If the proper conditions are met, renewals can be made by presenting the item at the Circulation desk, over the phone by calling 678-839-6502, or by presenting your user card at the Circulation desk. 

Renewals will not be granted if:

1. the title has been recalled
2. the renewal limit has been exceeded; or
3. there is a block on the borrower's record

Replacement Charges

Replacement costs are charged for lost items. If items are found and returned within 90 days of payment, the replacement charge will be refunded. The chart which follows details the current replacement costs for lost materials and all other applicable fees.  

 Item Type  Replacement Cost   Fine
 Books  $100.00  + fine (if any)
 Government Document  $20.00 (Processing Fee)  + fine (if any)
 Laptops  Determination based on item value  + fine (if any)
 Laptop Chargers  $20.00  + fine (if any)
 DVD Players  $50.00  + fine (if any)
 Headphones  $5.00  + fine (if any)
 Graphing Calculators  Determination based on value of calculator  + fine (if any)
 Dry Erase Marker Kit  $5.00  + fine (if any)
 Study Room Keys  $40.00  + fine (if any)
 Pamphlet  $20.00  + fine (if any)
 Map  $20.00 (Processing Fee)  + fine (if any)
 Music - CD, tape, or record  $20.00 per disc  + fine (if any)
GIL Express Determined by owning library
 Video  $50.00 per tape or disc  + fine (if any)
 Interlibrary loan Determined by owning library  + fine (if any)

Failure to Pay Fines and Fees

Students should note that University registration, transcripts, grades, diplomas, checks, etc., are blocked until a financial obligation to the University is met.  Additionally, Guest Borrower Card holders' privileges are suspended until late material is returned and library fines and fees are paid.

Special Services

If a desired item is checked out to another user, a recall can be initiated at the Circulation Desk.  The person in possession of the item that is recalled will be guaranteed a loan period of 28 days (or less depending on its item type). Items needed for Reserves may be recalled at any time.  When the recalled item is returned, the requester will be notified.  Recalled items will be held at the Circulation Desk for seven days. NOTE:  Materials are not recalled for Guest Borrowers.

Fines of borrowers who fail to respond to recall notices will start on the eighth day after the day the notice is sent.  When recalled items are returned late, additional fines of $1.00 per item per day will be added to regular overdue fines.

If an item has not been checked out and cannot be located in the stacks, a search can be conducted by Stacks. Fill out the form located on this page to be notified if the item is found.

Instructors are encouraged to place study materials on reserve at the Circulation Desk.  Loan periods for reserve materials vary from 1 hour to 7 days.  You must have a current validated University ID card to check out reserves.  Only one reserve item may be checked out at a time.  Reserves are not renewable.  Students should return reserve materials directly to the Circulation Desk to avoid fines.  If reserves are left on study tables, the student will be responsible for all fines incurred before the reserves are discharged from their record. 

Group Study Rooms
There are several Group Study Rooms in the Library that are available for currently enrolled students.  Validated UWG ID Cards from two students are required for study room use. Both students must be present to check out the room.

Students with valid UWG ID cards may check laptops from the circulation desk.  Laptops are checked out for four hours and may be used anywhere in the library.  Each laptop has wi-fi, the full Microsoft Office Suite, and prints to both the main and third floor printers.

Lost and Found
The Circulation Desk is the central repository for "Lost and Found" items in the Ingram Library.  Items are periodically moved to the University's main Lost and Found by University Police.


Graduate Students

Graduate students may check out regular materials until the end of the current academic semester in recognition of their frequent need to be involved in more extended research activities.  (See chart under Loan Periods). Graduate students who are not currently enrolled in classes at UWG retain full borrowing privileges until they reach 3 consecutive semesters (12 months) without enrolling. This will allow those students time to complete a thesis, Ed.S research project, or dissertation.


Faculty may check out regular materials until the end of the current academic year.  They are asked to bring in their materials each May to renew them for another year.  (See chart under Loan Periods restrictions.) All faculty and staff have full library privileges, including Inter-Library Loan (ILL), remote access to GALILEO and the UWG Library's licensed databases, or access to other resources whose contracts with the Library require that the user be enrolled.  See our Faculty Services page for more information.

Alumni, Retirees, & Community


Alumi status can be obtained by presenting proof of graduation from UWG and a photo ID with a current address. Once the status has been established, alumni may continue to use their UWG ID to check items out. If the patron cannot locate their UWG ID, they may use their driver's license to check out items. Alumni may check out 7 items at a time for a period of 28 days (items may be renewed by phone).


Retirees may either apply for a Guest Borrower card or obtain a current UWG ID card from the Card Office on the top floor of the UCC. Retirees may check out 7 items at a time for 28 days (items may be renewed by phone).

Community Residents

Residents of the local area may apply for a Guest Borrower card at the Circulation Desk. Applicants must be residents of one of the following counties: Carroll (GA), Coweta (GA), Douglas (GA), Haralson (GA), Heard (GA), Paulding (GA), Cleburne (AL), or Randolph (AL), and provide proof of local address. Community Borrowers may have up to 3 items checked out at a time for a period of 28 days (items may be renewed by phone). After 6 months, Community Borrowers in good standing may request to have their borrowing limit increased to 7 items. (High School students remain at three).

High School Students

High school students (grades 9-12) will need the signature of a parent or sponsoring teacher in the presence of a Circulation staff member. (Students in the 8th grade or below are not eligible to receive a Guest Borrower's card).

General Policies applying to all Guest Borrowers

The Guest Borrower Card is non-transferable and the individual named on the card is responsible for all items borrowed with the card and for any fines or charges for damages or lost materials.  After approval of application, the Guest Borrower's library privileges will continue in effect as long as the patron uses the library on a regular basis and does not abuse privileges. (A school-sponsored high school student's privileges will expire at the end of the academic year). Issuance of a Guest Borrower card does not guarantee access to all library facilities, materials, or services; for example, Guest Borrowers, Alumni, and Retirees may not place InterLibrary Loan requests, GIL Express requests, or obtain the password for remote access to online databases. Guests are invited to use our desktop computers to conduct research (usernames and passwords are available at the front desk). However, wifi access is unavailable to Guest Borrowers.

Borrowers With Disabilities

Circulation staff will retrieve library materials or provide assistance in using library equipment for borrowers with disabilities.  From the main elevator, all parts of the library are accessible by wheelchair.  Handicapped restroom facilities and wheelchair-accessible water fountains are located on all floors.