WOU: Circulation Policies - WOU Library and Media Services

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Borrowing

All WOU students, faculty, and staff may check out circulating materials from the Hamersly Library and the Technology Resource Center. Your WOU ID card validated for the current academic term serves as your library card and is required in order to check out materials. WOU alumni, spouses of WOU faculty, emeritus WOU faculty and staff, adult residents of Polk, Marion, Benton, and Linn counties, and Oregon Military Academy participants may register as special borrowers to receive limited borrowing privileges. Photo ID and proof of address or affiliation is required. Ask at the checkout desk for further details.

There are two systems through which WOU students, faculty, and staff can obtain materials from other libraries: Summit and Interlibrary Loan.  These services are not available to special borrowers.

Summit is the shared catalog and borrowing system of the Orbis Cascade Alliance, a consortium of academic libraries in Oregon, Washington and Idaho.   is used to request most books, videos, and CD that WOU does not own. They may also borrow circulating materials from Orbis Cascade Alliance member libraries, either by visiting member libraries in person or by requesting materials via Summit. Requests for articles are handled through the Interlibrary Loan process and not through Summit.

Interlibrary Loan Interlibrary Loan is used to request articles from journals and any books, videos, and CDs not available in Summit.


Loan Periods

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Whenever you check out materials, you will receive a receipt listing the date that each item is due. We suggest that you retain each receipt as a reminder. You may also see due dates and renew items through My Library in the catalog. The Checkout Desk (503-838-8902) will give you due date information or will renew books over the phone. Additionally and as a courtesy, we will notify you via e-mail when materials you have checked out are overdue. The reminders do not substitute for your knowledge of the due dates. For students, staff, and faculty, the reminders are sent to your WOU email account. Community borrowers need to inform the Checkout Desk with any updated email information.

Standard Loan Periods    Students    Faculty    Staff    Community Borrowers   
Books, documents and periodicals    6 weeks (plus 1 renewals)    6 months (plus 1 renewals)   
6 weeks (plus 1 renewals)
6 weeks (plus 1 renewals)
K-12 curriculum materials   
1 week (plus 1 renewal)
3 week (plus 1 renewal)
1 week (plus 1 renewal)
Do not circulate   
Summit Loans   
6 weeks (no renewals) or 6 days for selected materials
6 weeks (no renewals) or 6 days for selected materials
6 weeks (no renewals) or 6 days for selected materials
Not available   
Interlibrary Loans   
Loan period varies
Loan period varies
Loan period varies
Not available   
AV materials    1 week (plus 1 renewal)   
3 week (plus 1 renewal)
1 week (plus 1 renewal)
Do not circulate   
Reference materials, microforms, newspapers   
Do not circulate for any patrons
Print reserve materials    Loan period varies from four hours to seven days    Loan period varies from four hours to seven days    Loan period varies from four hours to seven days    Professors' reserves not available;
WOU materials 4 hours   
State-adopted textbooks    Do not circulate for any patrons   

We have established these standard loan periods in order to provide equitable access to materials in our collection for all patrons. If the standard loan period for a particular item does not meet your needs, please let us know. We consider making adjustments to loan periods on a case-by-case basis in order to accommodate special needs.


Renewals

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Borrowers can request renewals via My Library function in the catalog. Renewals may also be requested by calling (503) 838-8902 or by visiting the checkout desk in person. For WOU-owned materials, you are generally allowed up to one renewal. Renewals will be denied if the book has been requested by another patron. Materials currently on reserve for a course cannot be renewed. Summit materials may not be renewed; however, you can request another copy of the item a few days before your item is due, then swap the copies in a single trip to the library.  Interlibrary Loan (ILL) materials  may sometimes be renewed, depending on the response of the library who loaned the materials to us.  

The purpose of our renewal policy is to provide equitable access to materials in our collection for all patrons. If you have a special need that our policies do not accommodate, please let us know and we will consider adjusting the loan period for the item(s) you require.


Returns

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Return materials to the book drop near the checkout desk or to one of the two marked book drops located outside the building. If you want a receipt, please return materials directly to a staff member at the checkout desk. The two outside book drops are available 24 hours a day, 7 days a week. One is located at the west entrance on Monmouth Avenue, and the other is in the parking lot near the east entrance. Books returned to the outside book drops after hours are checked in as of the date that the library was last open. For example, if you return a book to an outside book drop before we open on Wednesday morning, we will use Tuesday as the check in date.


Reserves

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Traditional materials (such as books and videos) placed on reserve for classes are held behind the checkout desk. Reserve items can be checked out for four hours, one day, three days, or seven days as determined by the faculty member who submitted the reserve request. Use the Reserves Search in the catalog to locate and retrieve the information needed to obtain materials on reserve.


Overdue and Other Fines

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WOU circulating books    $.50 per item per day   
WOU periodicals, AV materials    $.50 per item per day   
Reserve materials and equipment (except equipment)    $.50 per item per hour   
Summit loans    $.50 per item per day   
Interlibrary loans    $1 per item per day   
Lost or damaged material (except equipment)    Up to $115 per item   

Fines are billed through the University's Business Office and can be paid at the Cashier's window in the WOU Administration building during regular business hours.


Appealing Charges    
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If you think the library has made an error that resulted in a financial charge, or if you have a unique situation that made it difficult for you to return or renew materials on time, you may file an appeal. Charges may be upheld, reduced, or waived.

The following reasons are generally not regarded as valid for canceling or reducing charges:

  • Forgetting or not knowing due dates, amount of fines, or library policy
  • Disagreeing with fee structure or library policy
  • Loaning the item to a third party
  • Being too busy or out of town
  • Claiming that your need was greater than another’s or that you were not done with the item
  • Not receiving or not reading a courtesy overdue reminder
  • Transportation problems
  • Financial problems

Appeal forms are available electronically or at the Checkout Desk. Return the form to the Checkout Desk or attach it to an email addressed to pagell@wou.edu. Please file the appeal within 60 days of the charge notification from the WOU business office. The appeal decision will be made within two weeks of filing the form, and you will be notified by email.

Appeal decisions are made by the Public Services Librarian and library staff. The committee takes into consideration your appeal statement, applicable data from the library's circulation system, and previous communication you had with the library, as well as your historic record of library fines. If you wish, the initial decision may be appealed to the Dean of Hamersly Library.

Contact

Hamersly Library  Hamersly Library 503-838-8418 | libweb@wou.edu

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