Contact

Frank E. Gannett Library
1600 Burrstone Road
Utica, NY 13502-4892

(315) 792-3041
(315) 792-3361 (Fax)

Borrow & Renew Materials

UC Library's Circulation & Reserves Department provides a variety of services. Please select a topic below for more information.
 

Borrowing & Renewing Materials

Student Circulation Policy

  • Students may borrow materials from the circulating collection for twenty-eight (28) days with a UC ID card 
  • There is no limit on the number of items you may have checked out 
  • Materials are subject to recall after twenty-one (21) days if requested by another patron 
  • Materials currently checked out to you may be renewed twice unless the item is recalled by another patron or the item is on Course Reserve 
  • The following materials may only be used in the Library:
    • Current journal issues
    • Bound journal volumes
    • Newspapers
    • Reference Materials
    • Course Reserve Materials
    • Microform
    • Other items identified as In-Library Use or Non-Circulating 
  • Borrowing exceptions for in-library use materials may be made if the item is needed for a class presentation
    • A UC Librarian's permission is required
    • Ask for help at the Reference Desk
 

How to Borrow UC Library Materials

 
  1. Use the Library Catalog to find materials
  2. Locate the item(s) in the Library 
  3. Bring item(s) to the Circulation Desk
  4. Present your UC ID card  

Four Ways to Renew UC Library Materials

 

Course Reserve Materials Policy

Print reserve materials: 

  • May be borrowed one reserve item at a time
  • That circulate for two (2) hours are in-library use only
  • That circulate for one (1) day may be used in or out of the Library
  • May be photocopied
  • Require a current, valid UC ID card
  • Incur Processing and Overdue Fees:
    • In-house, 2 hour reserve materials may incur $4.00 processing fee if not returned by time due
    • 1 to 7 day reserve material will be charged a $1.00 per day fee, up to $4.00 total, if not returned by due date 

Electronic reserve materials: 

  • Available on the E-Reserves @ UC Library web page
  • Accessible 24/7 by multiple users
  • May be printed
  • Requires a UC Login (username/password) for access  

Go to Find Course Reserves for more information


Recall Requests

Recall Requests allow you to recall an item currently checked out to another patron for your use: 

  • Any current UC student can recall an item
  • Materials are recalled from the current patron when 75% of the original loan period is reached 

How to Recall an Item

  1. Complete the Recall Request form
  2. You will be notified by Circulation when the recalled item is available 
Recall Requests may also be placed in person at the Circulation Desk

Student Circulation Policies

UC Library maintains Overdue, Assumed Lost and Damaged Materials policies that apply to students. 

Students are responsible for all library fees associated with their library account.

 

Overdue Materials Policy

  • UC Library considers items overdue when:
    • An item is checked out for more than 28 days without return or renewal
    • A Course Reserve item is checked out longer than the 2 hour or 1-7 day loan period
  • The student to whom the item is charged is responsible for Processing, Replacement or Damage Fees 

Processing Fees

UC Library charges Processing Fees in place of overdue fines:

    • Processing Fees are assessed on materials that are checked out for more than 28 days without return or renewal
    • A $4.00 per item fee is charged for every overdue item 

Overdue Notices

  • UC Library sends Overdue Notices as a courtesy
  • Failure to receive a notice does not exempt borrowers from Processing, Replacement or Damage Fees 

First Notice (1-7 days overdue)

  • Reminder to return or renew materials 

Second Notice (8-14 days overdue)

  • Library privileges are suspended 

Third and Final Notice (28+ days overdue)

  • Final Notice: Books are assumed Lost
    • The $4.00 per item Processing Fee is assessed on all overdue materials
    • Replacement Fees (the cost of the book) apply
    • All accumulated library fees are forwarded to Student Financial Services for posting to the student's Billing Record
    • Library privileges are restored once library fees are forwarded to Student Financial Services 
 

Assumed Lost Policy

  • UC Library declares an item Assumed Lost checked out for more than 28 days without return or renewal
  • Replacement Fees apply
  • The student to whom the item is charged is responsible for Processing and Replacement Fees 

Replacement Fees

Replacement copy is available for purchase:

  • The student is charged the price UC Library paid for the lost item
  • Occasionally UC Library cannot ascertain the price paid for a lost item, in these cases the student is charged the current market price of the replacement copy 

Replacement copy is not available for purchase:

  • The student is charged the price UC Library paid for the lost item
  • Occasionally UC Library cannot ascertain the price paid for a lost item now out of print, in these cases a flat Replacement Fee of $15 is charged 

Return of Assumed Lost Materials

Returning an item that is assumed lost by the end of an Academic Year:

  • Removes the Assumed Lost status  
  • Processing Fee(s) still apply and may be paid at Student Financial Services
  • Replacement Fee(s) are waived and removed from the student's Billing Record
 

Damaged Materials Policy

  • Applied to items returned to UC Library exhibiting damage beyond normal wear-and-tear using the Damage Assessment Guidelines below
  • Damage and/or Replacement Fees are applied
  • The student to whom the item is charged when damage occurs is responsible for Processing, Replacement and/or Damage Fees 

Damage Assessment Guidelines

Minor Damage

  • 2-3 pages loose from binding
  • Cover torn
  • Cover loose from binding
  • Other minor damage as assessed by Preservation Technician 

Moderate Damage

  • Animal damage (usually chewed cover and/or pages)
  • 10 or more pages removed from binding
  • Cover missing
  • Water damage to cover and/or pages (minor warping, no buckling)
  • Other moderate damage as assessed by Preservation Technician 

Severe Damage

  • Animal damage (cover and/or pages destroyed)
  • Sections of paging missing and/or removed
  • Water damage to cover and/or pages (warping and/or buckling noted)
  • Other severe damage as assessed by Preservation Technician 

Damage Fees

Minor Damage

  • Most minor damage is repaired in-house and Damage Fees are not charged 

Moderate Damage

  • Most moderate damage requires the item be sent to a commercial bindery for repair
  • A student is charged the Library's cost for commercial binding
  • Average bindery costs:
    • Regular size books: $10-$15 per book
    • Oversize books: $25-$30 per book 

Severe Damage

  • When damage causes an item to lose integrity or fail, the material must be replaced
  • A student is charged a Replacement Fee for the item
 

Unpaid Library Fees

Laptop Lending Program

Utica College's Laptop Lending Program makes laptop computers available to current Utica College students for use in the Library: 

  • The PC laptops are loaded with the Microsoft Office suite and a choice of Internet browsers
    • Specialty software available on computers in specified student labs is not available on Library laptops 
  • The Library's Laptop Lending program is intended for current UC students
 

Laptop Lending Policy

  • Current Utica College students may borrow laptops from the Circulation Desk with a valid UC ID card
    • Other forms of identification, such as a Drivers License, are not accepted
    • Laptops are only lent to current UC students. A current, valid UC ID card verifies that you are eligible to checkout a laptop
  • Laptop checkout is first come, first serve. Reservations are not accepted 
  • Students are required to sign a contract with the following terms:
    • A valid Utica College ID card will be surrendered for the duration of the loan period
    • Laptops are in-library use only and may not be removed from the Library
    • Borrowing period: Three (3) hours
      • Laptops may be renewed dependent upon demand
    • Personal files will not be saved to the hard drive
    • Laptops print to the UC network printers located in the Reference area
      • Printing materials deducts from student print quotas 
  • Students accept full responsibility for the use of the laptop, and will reimburse Utica College for any cost incurred while checked out 
  • The replacement cost for a laptop is $1,500.00, plus a processing fee
Laptop Wait List

Laptop Wait List Policy

 

When all laptops are currently in-use, or checked out to other users, the Library initiates a Laptop Wait List: 

  • The Laptop Wait List identifies students who wish to borrow a laptop when one is returned to the Circulation Desk 
Laptops are not available for renewal during high demand periods, including when a Laptop Wait List is in use 
  • The Laptop Wait List is first come, first serve. Reservations are not accepted 
  • Students may add their name and phone number to the Laptop Wait List at the Circulation Desk 
  • When laptops become available, the Circulation Desk contacts students on the Laptop Wait List
    • Students are contacted in the order their name was added to the Laptop Wait List
    • If there is no answer at the number provided, the next person on the list is contacted and offered use of the laptop
How to Borrow a Library Laptop
  1. Ask Circulation Desk staff to borrow a laptop
  2. Surrender your UC ID card when requested
  3. Sign a Laptop Contract
  4. Save any personal files to your network drive or a storage device
  5. Return the laptop to the Circulation Desk
  6. Circulation Desk staff will return your UC ID card to you 

Remember:

  • You must present a current UC ID card to borrow a laptop. Other forms of identification, such as a Drivers License, are not accepted.
  • Laptop Contract details are included in the Laptop Lending Policy

Circulation & Reserve Services for Faculty

These services and polices apply to current Faculty members and Professor Emeriti and include: 

  • Borrowing materials
  • Renewing materials
  • Course Reserve materials
Borrowing & Renewing Materials

Faculty Circulation Policy

  • Faculty may borrow materials from the circulating collection for 120 days with a UC ID card 
  • Current issues and bound journal volumes may be borrowed for three (3) days with a UC ID card 
  • Reference items may be borrowed with a librarian's permission for three (3) days with a UC ID card 
  • There is no limit on the number of items you may have checked out 
  • Materials are subject to recall after four (4) weeks if requested by another patron 
  • Materials currently checked out to you may be renewed twice unless the item is recalled by another patron
 

How to Borrow UC Library Materials

 
  1. Use the Library Catalog to search the Library's collection
  2. Locate the item(s) in the Library 
  3. Bring item(s) to the Circulation Desk
  4. Present a UC ID card 

Four Ways to Renew UC Library Materials

Surrogate Borrowers

Faculty may designate a student or staff member who may checkout library materials on their library account by proxy 

Surrogate Borrower Policy

  • Current Utica College faculty members may arrange for a Surrogate Borrower 
  • Materials loaned to a Surrogate Borrower are checked out to the named faculty member 
  • Surrogate Borrowers must be a current Utica College student or staff member 
  • Surrogate Borrowing privileges extend only to a specific student or staff member and are not transferable 
  • The faculty member assumes all responsibility for materials checked out in their name by a Surrogate Borrower, including Replacement and Damage Fines 

Designate a Surrogate Borrower

Course Reserve Materials

UC Library offers faculty the ability to place books and/or print journal articles on Course Reserve. 

Go to Place Course Reserves to learn more about this service

 

Recall Requests

Recall Requests allow you to recall an item currently checked out to another patron for your use: 

  • Any current UC student can recall an item
  • Materials are recalled from the current patron when 75% of the original loan period is reached 

How to Recall an Item

  1. Complete the Recall Request form
  2. You will be notified by Circulation when the recalled item is available 
  • Recall Requests may also be placed in person at the Circulation Desk

Faculty Circulation Policies

UC Library maintains Assumed Lost and Damaged Materials policies that apply to faculty 

Assumed Lost Policy

  • UC Library declares an item Assumed Lost when checked out for more than 28 days without return or renewal
  • Replacement Fees apply
  • The faculty member to whom the item is charged is responsible for Replacement Fees 

Replacement Fees

Replacement copy is available for purchase:

  • The faculty member is charged the price UC Library paid for the lost item
  • Occasionally UC Library cannot ascertain the price paid for a lost item, in these cases the faculty member is charged the current market price of the replacement copy 

Replacement copy is not available for purchase:

  • The faculty member is charged the price UC Library paid for the lost item
  • Occasionally UC Library cannot ascertain the price paid for a lost item now out of print, in these cases a flat Replacement Fee of $15 is charged 

Return of Assumed Lost Materials

Returning an item that is assumed lost:

  • Assumed Lost status is removed
  • Replacement Fee is waived
 

Damaged Materials Policy

  • Applied to items returned to UC Library exhibiting damage beyond normal wear-and-tear using Damage Assessment Guidelines below 
  • Damage and/or Replacement Fees are applied
  • The faculty member to whom the item is charged when damage occurs is responsible for Replacement and/or Damage Fees 

Damage Assessment Guidelines

Minor Damage

  • 2-3 pages loose from binding
  • Cover torn
  • Cover loose from binding
  • Other minor damage as assessed by Preservation Technician 

Moderate Damage

  • Animal damage (usually chewed cover and/or pages)
  • 10 or more pages removed from binding
  • Cover missing
  • Water damage to cover and/or pages (minor warping, no buckling)
  • Other moderate damage as assessed by Preservation Technician 

Severe Damage

  • Animal damage (cover and/or pages destroyed)
  • Sections of paging missing and/or removed
  • Water damage to cover and/or pages (warping and/or buckling noted)
  • Other severe damage as assessed by Preservation Technician 

Damage Fees

Minor Damage

  • Most minor damage is repaired in-house and Damage Fees are not charged 

Moderate Damage

  • Most moderate damage requires the item be sent to a commercial bindery for repair
  • A faculty member is charged the Library's cost for commercial binding
  • Average bindery costs:
    • Regular size books: $10-$15 per book
    • Oversize books: $25-$30 per book 

Severe Damage

  • When damage causes an item to lose integrity or fail, the material must be replaced
  • A faculty member is charged a Replacement Fee for the item

Circulation & Reserve Services for Students

Borrowing & Renewing Materials
How to Borrow or Renew Materials
Course Reserve Materials
Recalling Materials

Student Circulation Policies

Overdue Materials Policy & Processing Fees
Assumed Lost Policy & Replacement Fees
Damaged Materials Policy & Fees
Unpaid Library Fees

Laptop Lending Program

Laptop Lending Policy
Laptop Wait List
How to Borrow a Library Laptop

Circulation & Reserve Services for Faculty

Borrowing & Renewing Materials
How to Borrow or Renew Materials
Surrogate Borrowers
Course Reserve Materials
Recalling Materials

Faculty Circulation Policies

Assumed Lost Policy and Replacment Fees
Damaged Materials Policy & Fees