URSUS Libraries
Circulation Policy Manual
Last updated April 3, 2018
Updated November 8, 2016

Accepted by the Heads of Circulation Committee
Approved June 2017

I. Mission Statement

The mission of the URSUS Circulation Heads Committee is to identify issues and problems of importance in a statewide circulation system, to provide a forum for discussing issues and resolving problems, and to create circulation policy for a shared collection.

In fulfilling this mission, the Committee is committed to the following objectives:

To develop and maintain open and frequent communication among the Circulation Departments of the libraries To maintain and coordinate a system borrowing policy To develop and maintain effective and efficient Request Function transactions To maintain an up-to-date shared patron database

Policy Manual

The URSUS Libraries Circulation Policy Manual records circulation policies and practices agreed upon by the members of the Committee. Policy revisions, additions, or deletions are made collectively. Implementation of procedures based on these policies is the responsibility of the Circulation Heads and their staffs at each library

II. Introduction

A. Members

The membership of the System Circulation Heads Committee is comprised of the Circulation Head or a representative from participating libraries:
University of Maine
University of Maine at Augusta
University of Maine at Augusta–Bangor
University of Maine at Augusta–Off-Campus Library Services
University of Maine at Farmington
University of Maine at Fort Kent
University of Maine at Machias
University of Maine at Presque Isle
University of Maine School of Law
University of Southern Maine at Portland
University of Southern Maine at Gorham
University of Southern Maine at Lewiston/Auburn
Maine State Library
Maine State Law and Legislative Reference Library
Bangor Public Library
Maine InfoNet
Associate Member: Portland Public Library

Representatives from other MaineCat systems, such as MINERVA and SOLAR, are also encouraged to attend and participate as affiliated, non-voting members.

The Committee meets at least twice a year and is called by the Chair. The Chair issues requests for agenda items prior to the meeting and arranges for the meeting location. In addition to the members of the Committee, other Circulation or Library staff may be asked to attend or represent an absent committee member.

(Last updated 10/20/17.)

B. Officers and Elections

The Chair is elected by the Committee during the spring meeting for a one-year term. The chair may serve unlimited consecutive terms.

The Secretary position will be rotating, with a different member assigned to the position at each meeting.

(Last updated 11/9/10)

III. General Policies

A. Borrowing Policy

Library materials may be borrowed via the URSUS ILLs

B. Identification Card Policy

A valid record in the patron database and a current barcoded library identification card are required for checkout of materials at all libraries.

Libraries either utilize their local university id for a library card or issue a separate, barcoded library card.

The Maine State Law and Legislative Reference Library creates a separate patron record and issues their own patron library/identification cards, which are maintained at their circulation desk.

(Last updated 11/9/10.)

C. Material Returns Policy

Material may be returned to any URSUS library. The material is checked in, which sets the item status to in-transit. The material is then forwarded to the appropriate library.

(Last updated 10/15/04.)

D. Circulation on the Fly (COF)

Circulation on the fly records are temporary records created for the purpose of checkout. COF records are entered in all capitals for easy identification.

A few categories of COF records are retained in the database after the items are returned, to avoid repetitive creation of records for these materials.

• Vertical file materials (USM)
• Textbooks and other uncatalogued materials (ORO Learning Materials Center)

COF records are suppressed from public display by placing and “n” in the initials field of the bib record. Annually, in June, a review file of COF records is collected and records that are neither current charges nor suppressed are deleted from the database.

(Last updated 11/9/10.)

E. Circulation of Periodicals

Most libraries do not circulate periodicals. If a library chooses to circulate periodicals, the following procedures should be followed:

• Items must be circulated on the fly
• The bibliographic record must contain the library symbol in the title, e.g. NEWSWEEK FK or NEWSWEEK (FK).
• COF records must be suppressed by placing an “n” in the initials field.
• Whenever issues of the title are checked out on the fly, an item record is attached to the suppressed bib record, rather than creating a new COF bib record each time.

F. Course Reserves

1. Handling of Records: Course Reserve records must be suppressed records (initials = n) and have no catalog date. The absence of catalog date is essential because it tells the URSUS system that the bib record is an uncataloged record. Uncataloged bib records are handled differently in that they are the only bib records circulation staff may delete, and they are not picked up by the quarterly cataloging authority processing. Circulation staff may inquire at the Systems Office about creating and adjusting course reserve bib record templates to make these requirements easy to meet.
    
2. Criteria for Reserve materials. Reserve materials must meet the following criteria:
   1. belong to the library that is being asked to place the reserve, or
   2. may be the personal copy of a Faculty or staff member.

(Last updated 10/15/04).

IV. On Site Loans

A. Definition of

An On Site Loan occurs when an URSUS patron physically enters the building of an URSUS library that is NOT the URSUS patron’s home library and checks out material belonging to that library at that library’s circulation desk with their home library card. All libraries reciprocate this agreement amongst each other, except for the Law and Legislative Reference Library. LEG does not participate in On Site Loans; On Site borrowers must get a card at LEG and therefore become LEG patrons in order to borrow materials from this library. Overall, lending privileges vary by library and patron type.

(Last updated 11/9/10.)

B. General

All URSUS libraries, except LLR, allow on-site loans to patrons with a valid student, staff, or faculty record and a barcoded identification card from any campus library.

A separate patron record and barcoded identification card from the Maine State Law and Legislative Reference Library is required for on-site loans.

Libraries honor patron blocks placed by the patron’s home library when processing on-site loans.

C. Loan Rule

On site borrowing rules vary by patron and item type.  Non-faculty book borrowing is governed by a system loan rule which grants an initial four-week loan period with one two-week renewal possible.     

D. Penalties

Overdue notices are sent as a courtesy. Notices are generated by the appropriate system loan rule. The final notice is a bill.

Courtesy reminder – 5 days before due date
First overdue notice – 5 days after due date
Replacement invoice – 15 days after due date

After a “grace period” (current length is 14 days) a book can not be renewed without staff assistance.  An invoice is generated (on day 15) which will include the replacement charge (a minimum of $45.00) plus a $10.00 processing fee.  If the item is returned, the replacement charge and processing fee will automatically be removed from the patron’s record at the time of check-in.  If the item is not returned, the patron is responsible for the replacement charge and processing fee (for a minimum total of $55.00).

The following is an explanation of the various fees:

Replacement fee: $45 (minimum)
Processing fee: $10

Please note: this loan rule is for requestor items only.  An individual library’s loan rule for its own patrons will (most likely) be different. (updated 4/3/2018)

E. Replacement Charges

Replacement charges are IDT’d to the owning library (see Appendix C). Charges due Maine State Library should be made payable to Maine State Library. Charges due the Maine State Law and Legislative Reference Library should be made payable to Treasurer of State. Charges due to the Bangor Public Library should be made payable to the Bangor Public Library.   When you have collected money for a library, let the owning library know that the money has been paid and has been deposited to their account.

(Last updated 10/15/04.)

V. Requestor Function Loans

A. General

Material from all URSUS libraries may be requested and borrowed by any valid patron through use of the requestor function.

Participating libraries will honor URSUS requests from any user with a valid URSUS barcode, providing their record has not been blocked. Participating libraries will honor patron record blocks as set by the patron’s home library.

A timely, documented response is expected to queries from any library staff member about requestor loan items.

B. Loan Rule

Requestor borrowing rules vary by patron and item type.  Non-faculty book borrowing is governed by a system loan rule which grants an initial four-week loan period with one two-week renewal possible.     

(Updated 11/19/10.)

C. Penalties

Overdue notices are sent as a courtesy. Notices are generated by the appropriate system loan rule. The final notice is a bill.

Courtesy reminder – 5 days before due date
First overdue notice – 5 days after due date
Replacement invoice – 15 days after due date

After a “grace period” (current length is 14 days) a book can not be renewed without staff assistance.  An invoice is generated (on day 15) which will include the replacement charge (a minimum of $45.00) plus a $10.00 processing fee.  If the item is returned, the replacement charge and processing fee will automatically be removed from the patron’s record at the time of check-in.  If the item is not returned, the patron is responsible for the replacement charge and processing fee (for a minimum total of $55.00).

The following is an explanation of the various fees:

Replacement fee: $45 (minimum)
Processing fee: $10

Please note: this loan rule is for requestor items only.  An individual library’s loan rule for its own patrons will (most likely) be different. (updated 4/3/2018)

1. Payment procedures:
   1. Patrons: Replacement charges owed to UMS libraries should be paid at any UMS library. Charges due Maine State Library should be made payable to Maine State Library. Charges due the Maine State Law and Legislative Reference Library should be made payable to Treasurer of State. Charges due Bangor Public Library should be made payable to Bangor Public Library. Payment of charges owed by non-UMS patrons to UMS libraries is governed by individual library policy.
   2. Libraries: Replacement charges are sent to the owning library. Charges due Maine State Library should be made payable to Maine State Library. Charges due the Maine State Law and Legislative Reference Library should be made payable to Treasurer of State. Charges due Bangor Public Library should be made payable to Bangor Public Library. Payment of charges owed by non-UMS libraries to UMS libraries is governed by individual library policy.

      (Last updated 10/15/04)

Borrowing libraries assume responsibility for uncollected charges incurred by their patrons. To facilitate the return of materials and / or collection of charges, all UMS libraries agree to generate and send statements of charges during the summer months.

D. Lending Library

An automatic hold is placed on items requested through URSUS. Items are retrieved and shipped to the specified library or off-campus center/site.

Requested material which cannot be located should have its status updated to “on search.” If, after three searches (within a two-three day period), the item is not found, the request is cancelled and the patron is sent a cancellation notice.

Requests for materials which are non-circulating or otherwise unauthorized are cancelled immediately, and a cancellation notice is sent to the patron.  Generally, patrons are stopped during the online request process with a notice that the item is non-requestable, but there are occasional glitches in the system that result in the above cancellation notice.
(Last updated 11/19/10)

E. Exceptions

Maine State Library: See K. Processing Procedure: Special: MSL for details.

University College Centers/Site: See K. Processing Procedure: Special: OCLS for details.

(Last updated 10/15/04.)

Only University faculty, staff, and students may request material to be sent to a center or site for pickup. Requests by courtesy, alumni, or other patron types will be cancelled and a cancellation notice sent to the patron.

[See Appendix B. for information about out-of-state UMS patrons.]

Brief documents: Requestor items less than ten pages in length (such as pamphlets, brochures, and booklets) are not shipped. These items must be photocopied and the photocopy sent to the specified location. The hold is then cancelled on the requested item and it is reshelved by the lending library.

F. Borrowing Library

Requested materials are retained on the hold shelf of the borrowing library for 10 days. If not picked up by the end of the 10-day period, the hold is removed from the item record, the item status is set to “in transit,” and the material is returned to the lending library.

G. Cancellations

A cancellation notice is mailed directly to a patron’s home address if it appears on the notice. If a campus address appears on the cancellation notice, the notice is included with the material shipment to the patron’s home library.

H. Shipping

System libraries ship requestor materials in a timely manner. The courier service may be used for libraries within their territory; otherwise, items are shipped via US Mail, UPS, etc.

Each requestor item shipped out contains the paging slip, return address label, and URSUS date due slip describing the loan period & fine policy. The material is packed in a protective manner, using padded envelopes or boxes.

I. Returns

Material may be returned to any URSUS library. The material is checked in, which sets the item status to in-transit. The material is then forwarded to the owning library.

(Last updated 10/15/04.)

Requestor materials returned to off-campus centers/sites are not checked in at those locations but are recorded in a logbook and shipped to the owning library or to the University of Maine at Augusta. Materials are then checked in and, if appropriate, forwarded to the owning library.

J. In Transit Items

Review files of items set to “in transit” should be created at least twice a year and those items should be searched for at each library and all University College centers/sites. If items remain “in transit” for one year without being located, the borrowing library assumes responsibility for the item.

Fields for “in transit” review files should include:

• terminal number
• call number
• barcode number
• title

K. Processing Procedure

Requestor Processing procedure overview: The URSUS system requires that the following procedure be followed to ensure proper and accurate processing of requestor materials:

1. Patron requests a book using requestor
2. Item status changes from Available to Hold
3. Lending library receives paging slip, pulls book from shelf
4. Lending library checks title in, changing status from Hold to In Transit (except for MSL, OCLS- see Special below) and places book in delivery service of choice to borrowing library

Then one of two scenarios happens:

1. Borrowing library receives book, checks book in. Item status changes from “In Transit” to “On Holdshelf” (Libraries choosing this option MUST regularly use the Clear Holdshelf function)

   OR

2. Borrowing library receives book, DOES NOT check in book, but puts book on holdshelf and contacts patron.

Patron checks out book, book status changes from “Hold” to “Due date”

When the book is returned:

1. Borrowing library checks in book
2. Item status changes from due date to In Transit
3. Lending library receives book, checks in, and item status changes from In Transit to Available.

Special

1. Off-Campus Library Services.

 

1. 1. General All materials for sites/centers should be checked out to the patron by the lending library before being shipped; they should also be checked in upon return from the site/center.
   2. Out of State Lending: Libraries that have agreed to send materials to out-of-state students have two options:
      1. Check out material and send directly to patron; patron returns directly to lending library; lending library checks in material.
      2. Send material via courier to OCLS (without checking out to patron); OCLS checks out material before shipping to patron (OCLS will pay shipping); patron returns material to OCLS; OCLS checks in material and sends to lending library via courier.
   3. All transactions that take place at a center or site are recorded on a log sheet for verification purposes. OCLS will reimburse libraries for books lost through this service.

(Last updated 04/03/2018)

VI. Holds Management

Holds for material are placed on the item record and never placed on the bibliographic record.

Exception: Maine State Library, Bangor Public Library, and Maine State Law and Legislative Reference Library may place title level holds limited to their locations.

Each library checks the holds file and outstanding holds cleared on a monthly basis

VII. Library Calendar

Each library is responsible for updating the library calendar for days and hours open/closed for their locations

VIII. Patron Records

A. Patron Database

Each semester (fall, spring, summer), the patron database for the system libraries is updated on a weekly basis by the Systems Office.

Patron records with registration (extract dates) more than one year old — and without other exceptions–are batch deleted after the final patron database update each semester. Patron records without valid registration dates and with exceptions are manually blocked from borrowing and reported to the libraries for follow-up. Patron records more than ten years old will remain in the database indefinitely for archival purposes, but will not be included in the regular cleanup except once a year in the Fall. It is the obligation of each of the University of Maine System libraries to delete or otherwise eliminate these out-of-date records. Senior Blocks: Manual blocks are placed on records of graduated seniors after the first patron load of the fall and spring semester. To avoid blocking records of CANED students at the FK and PI campuses, PCODE3= 78 was established.

Duplicate patron records may be retained in the database for students who are registered for classes at more than one campus and who require access to licensed databases. The patron’s home campus record is the primary record and is to be used for general borrowing. The secondary record(s) is to be used for database access and must have a status of “u” placed in the manual block field. This record is not to be used for general borrowing. These duplicate records must be deleted at the end of each semester. [See Appendix A for further details on Multi-Campus Users.]

B. Authentication Database

A duplicate patron file used for authenticating access to restricted online databases is updated weekly, on Mondays and Wednesdays, by the System Office. The System Office will also accommodate patrons by performing manual updates to the authentication database under special circumstances. Courtesy patrons are excluded from this database.

C. Courtesy Patrons

Courtesy cards are available to patrons not affiliated with the University of Maine System and other participating libraries. The cards provide borrowing privileges from most of the URSUS collections and may provide access to other services as defined by each library.

New courtesy records: Each library creates a new courtesy patron using the ptype appropriate to the library profile. Eligibility, fees, fines, and limits are determined and set by each library.
Last updated 10/15/04

D. Editing Patron Records

Patron records in the database may not be edited, except by the “owning” library, with the following applicable exceptions:

• Any library may correct patron address and telephone fields if the patron is present and provides staff with updated information.
• Incorrect addresses should be noted by an “F” in the manual block field. This will generate an incorrect address message in the patron record. This manual block must be removed when the correct address is obtained. The incorrect address should also be removed from the address line and placed in a note field with the following notation: “incorrect address, date”
• A note may be placed in patron records, indicating there are charges due on a former record at another institution. The note should be dated and initialed. This note must be removed whenever charges are cleared.
• When necessary, staff may link patron barcodes to patron records from another campus if the record is in the database and there is nothing unusual about the record.

Courtesy patron records may be edited as outlined above.

IX. Circulation Reports

System-wide statistical reports are compiled for accepted OPAC patron requests by owning location, campus, and patron type on a monthly basis and made available on the Library support site (http://libraries.maine.edu/support). Libraries are responsible for compiling circulation statistics for their respective locations.
Last updated 10/15/04

X. Circulation Profile Revisions

Revisions in a library’s circulation profile should be submitted in writing to the System Office. Profile revisions include: loan rules, loan rule determiner table, automatic patron blocks, patron types, item types, pcode 3, system options, local options, fields in patron record, loan matrix, and system drop hold notices.

XI. Appendices

Appendix A

Multi-User Library Cards

Multi-User Library Cards are special supplementary cards which are issued (at no charge) to any University of Maine System student who needs access to authenticated licensed online resources, such as indexes and databases and journals, to complete required course assignments. Multi-user cards are handled by off-campus services.  USM and UMPI handle their own multi-user cards.  Multi-user cards are only issued to patrons who already have an active UMS card from their home campus library but who are enrolled in a course requiring access to databases subscribed to by another campus.

To create a multi-user card, follow the steps outlined below:

1. On-campus students must ask for a card at their home library and present current student ID. Off-campus (i.e., center and ITV site) students may request a multi-user card from Off-Campus Library Services (1-800-339-7323).
2. Libraries may choose to require that their on-campus students show proof of registration for multi-campus course(s). Another option is to look up the students’ records in PeopleSoft to verify multi-campus status.
3. Key in a new record for the student. Choose the patron type which matches the student’s status by double-clicking ptype field in patron record. Or, if the student already has multiple campus patron records, use the non barcoded record which corresponds to the campus databases s/he needs.
4. Enter the campus code in the home library field (“09”) which corresponds to the course for which they need database access.

   Campus Codes
   AUG FK MAC PI USM FAR LEW ORO UCL

5. The code “u” in the manual block field is profiled to mean multi-user. Select field “11” (mblock) and enter “u.”
6. Set the extract date for the end of the current semester. (You can manually insert the extract date by entering “v” and then typing either “001” or “002”.)
7. Insert a message field (“m”) and type the following: For access to online databases only. Do not check out materials to this record.
8. Libraries may choose to issue the multi-user cards to the student or to just give them the barcode # and keep the card on file at the library circulation desk.
9. Multi-user cards are not transferable and are valid for one semester only (cards are renewable if student reapplies).

Multi-user cards are the same system wide. Off-Campus Library Services will provide each campus with an initial supply of these cards. Circulation staff needs to re-order multi-user cards from Off-Campus Library Services when their supply is running low.

Appendix B.

Out-of-State Student Requests

URSUS requests made by out-of-state UMS patrons will be filled by the following libraries:

University of Maine at Augusta
Lewiston/Auburn College
University College, Bangor
Bangor Public Library
University of Maine at Fort Kent
University of Southern Maine
University of Maine
University of Maine at Presque Isle
University of Maine at Farmington
University of Maine School of Law
Maine State Library

The Maine State Law and Legislative Reference Library will cancel URSUS requests from out-of-state (oos) students.

REVISED 10/04

Appendix C

Fines and Fees Deposit Instructions