Library Home at The University of West Georgia

Circulation Policies

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


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 Public Safety 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 the official my.westga.edu or westga.edu address which is added to the patron record from BANNER. Therefore, it is imperative that you check your UWG email account regularly. 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 students; exceptions for faculty and staff are noted. 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.  

 Item Type  Maximum Loan #  Loan Period   Renew   Fines 

 Maximum Overdue Fine 

 Regular (UWG Books, maps, music, CDs,
& government docs) 

 100

Undergrads, staff, and guests: 28 days
Grad students: end of current semester 
Faculty: end of Spring semester (no renewals)

 Twice

 $0.25/Day

Faculty/staff: no fines 

     $10.00
Faculty/staff:
no fines

 Periodical

 0

 In-Library Use Only

 N/A

 N/A

 

 Movies

 50

 7 days

 None

 $1.00/Day

$10.00

 Laptops 

 1 each

 4 hours

Once

 $0.05/minute

$10.00

 DVD Players  1 each  4 hours  Once  $0.05/minute  $10.00
 Study Rooms  1 each  4 hours  None  $0.05/minute  $10.00 

 Headphones

1 each 

4 hours 

Once 

$0.50/hour 

   $5.00    

 Graphing Calculators

1 each 

4 hours 

Once 

$0.50/hour 

    $10.00    

 Dry Erase Marker Kit  1 each 4 hours  Once  $0.50/hour  $5.00

 Reserves

 1

 Varies: determined by faculty

 None 

 $0.50/Hour
$5.00/Day

Faculty/staff: no fines 

     $25.00
Faculty/staff:
no fines

GIL Express books

100

 28 days

Twice, if no one else has requested it

None, unless book was recalled. Amount determined by owning library  

Determined by owning library     

 Recalled Items

 N/A

 N/A

 N/A

 $1.00/Day,

 $25.00

 Interlibrary Loans

 N/A

 Varies: determined by library

 Request through ILL account

  $1.00/Day, begins 1st day after due date

 $25.00


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

Most items can be renewed twice provided no other user has requested it.  (See chart under Loan Periods and Fines to determine if an item is renewable.)  Renewals may be made by presenting the items 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. For books, this charge is the average price of an academic book purchased by the Library during the previous fiscal year. If lost 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  + fine (if any)
 Laptops  Determination based on item value  + fine (if any)
 DVD Players  $50.00  + fine (if any)
 Headphones  $5.00  + fine (if any)
 Graphing Calculators  $25.00  + 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  + 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

Recalls
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.

Searches
If an item has not been checked out and cannot be located in the stacks, a SEARCH may be placed on the item by bringing the call number, author and title of the item to the Circulation Desk and filling out a SEARCH request card.  A search will be conducted and the requester will be notified of the results.

Reserves
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 officially enrolled students.  Validated UWG ID Cards from two students are required for study room use.

Laptops
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 retained here for up to 24 hours, then forwarded to Public Safety.


Users

Graduate Students

Graduate students have a longer loan period than undergraduates, and may check out regular materials until the end of the current academic term instead of the usual 28 days, in recognition of their frequent need to be involved in more extended research activities.  (See chart under Loan Periods and Fines for restrictions.) Graduate students who are not currently enrolled in classes at UWG, but who are completing a thesis or Ed.S research project will be granted, upon application, Guest Borrower privileges.   To receive full library privileges, they should be enrolled in their College's or Department's project completion course (outlined in Graduate Catalog, General Academic Policies).  Only officially enrolled students will have Inter-Library Loan privileges, 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.

Faculty

Faculty have a longer loan period than undergraduates, and may check out regular materials until the end of the current academic year instead of the usual 28 days.  They are asked to bring in their materials each May to renew them for another year.  (See chart under Loan Periods and Fines for restrictions.) All faculty and staff have full library privileges, including Inter-Library Loan privileges, 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

Alumni

Alumni may apply for a Guest Borrower Card at the Circulation Desk, and must present proof of graduation from UWG in addition to a photo ID with their current address. After receiving their Guest Borrower card, alumni may check out 7 items at a time for a period of 28 days (items may be renewed by phone).

Retirees

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 privleges. (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.

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.