Circulation Policies & Procedures

Who Can Borrow Materials:

All University of Cincinnati students, faculty, staff, ELS students, and retirees, as well as patrons in good standing from affiliated institutions may borrow materials from University of Cincinnati Libraries. Non-University of Cincinnati patrons should consult the Community Borrowers Brochure (PDF) for eligibility.

All faculty, staff and currently enrolled students may borrow materials using their University of Cincinnati I.D. card (Bearcat Campus Card). Patrons may also use any valid picture I.D., such as a driver's license, to check out materials. Community borrowers and patrons with affiliated institutions (such as OhioLINK or SearchOhio) should present their institution's I.D. as well.

All patrons must present a UC ID or valid photo ID to enter Langsam Library after 6pm.

Faculty members only may specify a teaching assistant, graduate assistant or spouse to access and utilize their library account. To facilitate this, faculty members must:

• Submit a letter on departmental letterhead that specifies the proxy borrower’s name, M number, and timeframe if applicable.
• The letter should be submitted in person at the Langsam Library Circulation Desk. A notation of the authorization will be added to the faculty member’s record.
• The proxy borrower must present his/her own ID at check out.

Faculty members are responsible for the materials checked out on their accounts by their proxy borrowers.

Please note that new patron privilege parameters and loan periods for the semester calendar will begin on May 18, 2012, as the University and the Libraries continue to transition to the new academic calendar.

* Community Borrowers refers to non-UC borrowers, such as SWON Library members, NKU student/staff/faculty, UC Alumni Association members, Friends of the Library, Communiversity students, and many more. New users from the Public Library of Cincinnati and Hamilton County must apply for privileges during the PLCHC Main Library's hours of operation. New users from NKU's Steely Library can apply for privileges at the University of Cincinnati Libraries service desk.

** Renewals are not available for recalled items. All materials are subject to recall.

*** Visit the Mutlimedia Services page for more information about equipment lending.

Overdues & Fines:

The Fine Appeal Committee reviews fine charges that patrons wish to appeal. To appeal a fine, complete the Fine Appeal Form. The fine appeal form can be e-mailed to the Circulation and Multimedia Services Department here.

Payments of library fines may be made by check or money order (payable to the University of Cincinnati) at any circulation desk, by Bearcat Campus Card (UC ID) at the Langsam Library Circulation Desk, or by mail at: Circulation and Multimedia Services, Langsam Library, PO Box 210033, Cincinnati OH 45221-0033. Payments can also be made with a Bearcat Card by phone at (513) 556-1424. We do not accept cash or credit.

Requesting Materials:

Patrons may request available UC materials be sent to the University of Cincinnati Library of their choice for pick up. Complete the request online through the "Request" option in the library catalog or at the library's circulation desk. Please note: Requests will be canceled when the item requested is available in the library selected for pick up.

When an item is not available from any University of Cincinnati Libraries' location, patrons may request them from another OhioLINK library. Search for materials in the OhioLINK Central Catalog and request items using the "Request This Item" link in the item record and follow the directions for specifying a pick-up location. Materials from OhioLINK libraries generally arrive at University of Cincinnati Libraries in 3-5 business days. Patrons can monitor their requests and holds using the View Your Library Record option in the libraries' online catalog.

If materials are not available via OhioLINK, patrons can also search the SearchOhio catalog, which appears as an option once a user is authenticated within the OhioLINK catalog. SearchOhio's holdings cannot be directly requested by UC patrons; the search must occur through an OhioLINK search.

Placing Holds and Recalls on Checked Out Materials:

If a desired item is checked out (or otherwise unavailable), patrons should check OhioLINK and SearchOhio online catalogs for availability of another copy. Otherwise they may place a hold on the item by clicking "Request" from the item record in the online catalog. A hold prevents the current patron from renewing the item or, when applicable, initiates a recall. When the item is returned, it is held at the circulation desk for ten days; the requesting patron is notified of availability and may then borrow the item. Patrons can monitor their requests and holds using the View Your Library Record option.

All materials, including UC, OhioLINK and SearchOHIO library materials, are subject to recall. Any patron may be required to return an item that has been requested by another patron any time after 3 weeks, even if the original loan period was for a longer time. Items borrowed through OhioLINK and SearchOhio may not be renewable if they have holds or recalls at their owning institution. This policy is to ensure equitable access to materials by all patrons. Failing to return a recalled item on time will result in suspension of library borrowing privileges and th accrual of library fines for as long as the item is kept overdue.

Renewing Materials:

Most library materials may be renewed. Prominent exceptions include course reserves, "Cohen Room" books, and recalled items. Patrons can renew UC books three times, UC videos/DVDs one time, OhioLINK materials four times, SearchOhio materials three times, and SearchOhio videos/DVDs three times.

InterLibrary Loan (ILLiad) materials may be renewed via the ILLiad web site and are contingent upon terms and agreement of the loan institution. Patron may renew their library materials via one of three options:

Online - Use View Your Library Record.

By Telephone - Call any circulation desk.

In Person - Visit any University of Cincinnati Libraries circulation desk.

Returning Materials:

Library materials may be returned to any University of Cincinnati Libraries' location. Drop boxes are available in most libraries for after hours returns.

A drive-by book return unit is available on Woodside Drive, on the right between the library garage and the Faculty Club parking lot. This unit is emptied every morning shortly after Langsam Library opens.

All borrowed materials remain the patron’s responsibility until the materials are checked in and cleared from the patron’s record. Check-in receipts may be requested at any Circulation Desk for items returned in person.

Viewing Your Library Record:

Using the View Your Library Record option in the libraries' online catalog, patrons may complete several valuable library tasks, including renewing materials, monitoring holds and requests, and updating personal information. Please note: In addition to UC students, staff and faculty, community borrowers can use this function. UC patrons will log in using their UC Central Login username and password. Community borrowers and other affiliates will use their name, ID number and a PIN.

Library Personal Identification Numbers (PINs):

Library Personal Identification Numbers (PINs) are used by community borrowers and other affiliated patrons to access a patron's account online via the University of Cincinnati Libraries webiste at View Your Library Record.

Viewing Your Library Record or Renewing Books requires:

• your full name
• your ID number
• your Personal Identification Number (PIN)
• If you have not created a library PIN previously, you must create a PIN. PINs may consist of any combination of alpha-numeric characters. Please use at least 5 letters and/or numbers for your PIN.

To set a PIN the first time:

• Click here to access the PIN screen. Be sure to click the Affilaite Login button.
• Leave the PIN field blank on the first screen and click the "Submit" button;
• On the following screen enter your chosen PIN and click twice to confirm the number.
• Once in your record, if you have no checked out items, you will see two buttons only:
• Start Over and Modify your PIN.

For more information, visit any University of Cincinnati Libraries circulation desk or call 513-556-1424.

Receiving E-mail Notification:

Patrons will receive e-mail notification for overdue items, hold arrival notification, and library bills. Because notices are no longer sent via traditional mail services, patrons should verify that their correct e-mail address is listed in their library record. Use the View Your Library Record option to verify and/or update this information at any time. Patrons may also update this information at any circulation desk.

Lost & Unreturned Materials Charges:

For University of Cincinnati materials, patrons are charged a replacement and processing fee in addition to any applicable overdue charges.

For most OhioLINK materials, patrons are charged $125 per item in addition to any applicable overdue charges. For items from SearchOhio libraries, patrons are charged a maximum of $25 for late fees or replacement charges.