About the Department
The Circulation Department makes available to the library patrons all circulating materials by maintaining these materials in an orderly arrangement and by regulating the loan and return of these materials.  The Department also maintains location records of materials in the circulating collection, and keeps statistics necessary for the operation and planning of the Library.  Other services, such as maintaining the reserve collection, searching for missing materials, placing of holds and recalls, assigning faculty carrels, and overseeing the use of conference rooms are provided by the Circulation Department.

The Circulation Department is part of the Access Services Division which includes Stacks Management, Inter-Library Loan, Document Delivery and Distance Learning Library Services.

Borrowing Privileges
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.

Responsibilities
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.  

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.  

Borrowers are also responsible for the repair costs of any library items returned in damaged condition.

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.

Using other USG libraries
Reciprocal borrowing privileges are allowed among USG libraries, under the GIL Express System. In order to utilize this service, the student (who must be in good standing with the library at the institution where s/he is enrolled) must present either his/her current UWG ID card or other photo ID (Driver's license preferrred) acceptable to the visited library. Circulating materials may be checked out from the other library and returned to any other USG library. Online requests for books from other USG libraries may be made via the Universal Catalog; contact the Reference Desk for assistance with this process: 678-839-6495.

Joint Doctoral Students
Doctoral students enrolled in the joint UWG-UGA program will be granted most library privileges, including ILL service and Joint Borrower's cards, provided their major professors forward the students' names, addresses and ID numbers to the Registrar's Office, with a copy to the Ingram Library Circulation Department, each academic term. Contracted services will be available only during those terms in which students are registered at the University of West Georgia; however, similar services may be obtained from cooperating institutions if students are enrolled there. As with all other students, joint-enrolled students must present a valid UWG ID card if they wish to check out library materials.

Alumni, Retirees & Members of the Local Community
Retirees and graduates of UWG, as well as members of the community who wish to have borrowing privileges, may apply for a Guest Borrowers Card at the Circulation Desk (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). Guest Borrowers may have up to 3 items checked out at one time, and Alumni & Retirees may check out 7 items. It is necessary to have a local address and telephone number and to present a photo ID; Alumni must also present proof of graduation from UWG.  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.  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).

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 students' privileges will expire at the end of the academic year.

Although regular Guest Borrowers are initially limited to 3 items at a time, after six months the limit may be raised to 7 upon request (high school students remain at three).
NOTE: Issuance of a Guest Borrowers 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 or obtain the password for remote access to online databases.

Loan Periods and Fines
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.  

Reference Materials
The Reference Collection 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 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.

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.

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 (currently $55.00), plus a $15.00 processing fee.   If lost items are found and returned within three months of payment, the basic charge will be refunded, but not the fee.  The chart which follows details the current replacement costs for lost materials and all other applicable fees.  

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.

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.

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.

NOTE:  Materials are not recalled for Guest Borrowers.

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.

Conference Rooms
There are several Conference Rooms in the Library that are available for officially enrolled students.  Validated UWG ID Cards from two students are required for conference room use.

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 a wheelchair-accessible water fountain are located on the Main Level.

Lost and Found
The Circulation Desk is the central repository for "Lost and Found" items in the Ingram Library.  Items are retained here for one week, then forwarded to Public Safety.

Food/Beverage/Tobacco
Consumption of food or beverages within the Library is prohibited except in the Front Lobby Area, including Browsing.  Use of tobacco in any form is prohibited.  Enforcement of the Library's food, beverage, and tobacco policy provides users with a clean environment.  Food, beverages, and tobacco attract insects and can cause damage to library materials.  The Library's food, beverage, and tobacco policy is designed to ensure a clean study and work environment for users and staff, to aid in preservation and care of collections and computer equipment, and to maintain a pest-free building. Food and/or drinks which are open or being consumed anywhere except the Lobby / Browsing Area will immediately be confiscated.

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