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Loan Policy

  1. Home
  2. Community
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  4. Services
  5. Borrowing Services
  6. Loan Policy
  • Loan Policy
  • Fines & Suspensions
  • Library Notices

Borrowers

Students, faculty, and staff of King’s University College, Western University,  Huron and St. Peter’s Seminary may borrow library material. Alumni, faculty and students from other Canadian universities, and visitors may apply for borrowing privileges.  

A valid Western ONECard, alumni card, Direct or Guest Borrower card, or University ID card from a participating Omni Library is required to borrow materials. Individuals without a valid borrower card may use most materials in the library and may consult library staff for assistance in accessing collections.  

Loan Periods

Regular Loan Periods

Patron Type

Loan Period

Renewals

Item Limit

Undergraduate Students
Staff

120 Days

unlimited

unlimited

Masters Students

120 Days

unlimited

unlimited

Faculty
Doctoral Students
Postdoctoral Fellows

120 Days

unlimited

unlimited

Current Students, Faculty and Staff from Omni Libraries

120 Days

unlimited

unlimited

Faculty Emeriti

120 Days

unlimited

unlimited

Librarians & Archivists

120 Days

unlimited

unlimited

Reciprocal Faculty
Borrowers

28 Days

   unlimited   

unlimited

Alumni Borrowers

28 Days

unlimited

unlimited

Guest Borrowers
Direct Borrowers

28 Days

unlimited

unlimited

Short Loan Periods

Material in high demand may be placed on short loan status.  The loan periods for these materials range from two hours to seven days depending upon demand.

 

Loan Type

1, 3, and 7 Day Loans

Fines

$2.00 per day per item

Checkout Limits

2 item limit

2 Hour Loans

$2.00 per hour per item

3 item limit

Extended Loans

Faculty, students and staff of Western and the Affiliated University Colleges (Brescia, Huron, King's) and St. Peter's Seminary may request selected items for an extended period, All items on extended loan are subject to recall.

Non-Circulating Material

There are materials in the library that do not circulate. Some non-circulating materials may be circulated for a limited period at the discretion of the library staff. These materials will be subject to overdue fines as noted elsewhere.

Where Can I Borrow?

You may borrow items from any of the Western Libraries and the Affiliated University College Libraries. Western faculty, students and staff may also borrow general-loan print materials from all participating Omni Libraries. Users may request items via the search tool for pick up at a Western or Affiliate University College library location, or borrow in-person at any participating library.

Recalled Loans

Any item on regular or extended loan may be recalled. The original borrower is assured of at least seven days use of the requested item before it must be returned. Recalled material must be returned by the date specified on the recall notice.  

Fines for Recalled Loans: $4.00 per day per item

Renewals

Items may be renewed online by visiting My Library Account on the library web site. Regular or extended loan items have unlimited renewals, unless they have been recalled for another patron, or the user requesting the renewals is suspended because of overdue items or fines. Items that have been assigned a short loan status are not renewable. 

Return Procedures

Regular loans may be returned as soon as they are no longer needed so they are available to others.

  •  Regular Loans may be returned to any of the Western Libraries, Affiliated University College Libraries, or Omni Libraries

NOTE: Short loan material must be returned to its home library (e.g. a King's 3 day loan must be returned to the Cardinal Carter Library) by the due date specified.

Contact Us for Assistance

Information Services:

Phone: 519-937-3615
Email: circulation@kings.uwo.ca


See Also

  • Access Code for Western Libraries

Visit the sites below for more information about borrowing from Western and the Affiliate University College Libraries:

  • Western Libraries
  • Brescia University College Library
  • Huron University College Library
  • St. Peter's Seminary Library 

Fines

Overdue fines will not be charged for regular loans of any materials. Patrons will be given 30 days to return materials before the item is declared lost.

Items declared lost will incur the following charges:

  • $125 default replacement charge

Borrowing privileges are suspended when you have over $20 in fines.  Return overdue items and pay applicable fines to resume borrowing.   

Fine Rates

Regular Loans

Short Loans

Hourly Loans

Recalled Loans 

no fines *

$2.00 per day per item (max $56 per item)

$2.00 per hour per item (max $56 per item)

$4.00 per day per item (max $56 per item)

*Patrons will be given 30 days to return materials before the item is declared lost.

Fines Threshold

Suspension of library borrowing privileges occurs when a borrower accumulates more than $20.00 in fines.

Borrowers may pay down their overdue fines to the $20.00 fines threshold or below to reinstate their borrowing privileges.

Paying Library Charges

Overdue fines may be paid at any Western Libraries location or Affiliate University College Library. King's accepts cash, Interac, Visa or MasterCard. We do not accept payment in U.S. currency.

An online payment option is available through My Library Account using Visa or MasterCard.

Fine Appeals

Patrons wishing to appeal fines for Cardinal Carter Library items should speak to a full time staff member.

Information on fine appeals for items borrowed from Western Libraries can be found at: http://lib.uwo.ca/borrowing/fines.html#Appeals

For fines incurred at other Affiliated University College Libraries (Brescia or Huron) or St. Peter's Seminary Library, contact the owning library to discuss your appeal.   

Sealed Records

In the event your records are sealed due to outstanding library charges, please contact the Western Libraries Business Office in person or by telephone for assistance:

Library Business Office
Room 201 (second floor)
The D. B. Weldon Library
519-661-2111  x84807

Lost or Damaged Items

If you have lost or damaged Cardinal Carter Library material, please contact the Service Desk of the Cardinal Carter Library.  

An item that is 30 days or more overdue is presumed lost and will automatically be billed for replacement.  

Replacement cost includes:

  • $25.00 non-refundable administration charge 
  • $125.00 default replacement charge

We reserve the right to charge the actual replacement cost if the item's value differs significantly from this amount.

Replacement costs for King's material must be paid at King's.  If you have lost or damaged material from other locations, contact the applicable library. 

Refunds for Paid Items:  The Cardinal Carter Library will refund the replacement charge if the item is returned.  The $25 processing fee will remain payable.  

What Are Library Notices

Library notices are emails which are sent to you to share information about your library account.  

Below is a list of notices you may receive:

Courtesy Notice

  • Sent 3 days before a regular loan item is due.
  • Allows you to return or renew the item before it is overdue.

Request Pickup Notice

  • A requested item is available at the pickup library.
  • The item is held for 4 days until the date specified on the notice.

Request Cancellation Notice

  • A requested item has not been picked up within 4 days, or is not available for request (eg. item is being replaced on reserve).

Recall Notice

  • Another borrower has requested an item you have checked out.
  • You must return the item by the recall due date, or be subject to $4.00/day overdue recall fines.

Overdue Recall Notice

  • An item that has been recalled from you is now 1 day overdue of the recall due date.
  • Overdue recall fines of $4.00/day accumulate; your borrowing privileges are suspended until the recalled item is returned and appropriate fines are paid.

Fines Notice

  • A charge has been assessed for the late return of material.
  • Your borrowing privileges are restored when appropriate fines are paid.

Overdue Notices

  • Material checked out to you is overdue.
  • Daily fines accumulate; your borrowing privileges are suspended until the material is returned and appropriate fines are paid.
  • A series of notices are sent:
  • 1st notice- item is 1 day overdue
  • 2nd notice-item is 5 days overdue
  • 3rd notice- item is 14 days overdue
  • 4th notice- item is 25 days overdue

Replacement Bill

  • An item signed out to you is 30 days or more overdue and is presumed to be lost; a Replacement Bill is sent.
  • Replacement charges (including item cost, $25.00 processing fee and $125.00 replacement fee) have been assessed.
  • Your borrowing privileges are suspended until replacement charges are paid, or the overdue item is returned and the invoicing fee and outstanding accumulated daily fines are paid.

Statement of Charges

  • A final reminder of charges that are 90 days or more overdue.
  • Your borrowing privileges remain suspended; academic records will be sealed unless the outstanding charges are paid or resolved within 21 days.

Statement of Checked Out Items

  • Sent in April to remind you to return all outstanding library materials before leaving the university for the summer.

 From: Western Libraries > Borrowing > Library Notices

 

How Are Library Notices Sent Out

Current students, faculty, and staff receive Library Notices via email.  It is essential that email is checked regularly. The non-receipt of Library Notices does not relieve the borrower from any fines or fees that may be levied.

Other users (Alumni, Guest Borrowers and Direct Borrowers) should have an email address added to their library record to enable receipt of Library Notices by email.

Library notices can also be sent via our SMS text alert service to your cell phone. See below.

From: Western Libraries > Borrowing > Library Notices

 

SMS Text Alerts

You have the option to receive library alerts by text message, in addition to library notices sent to your email. Students, faculty and staff can submit this form to receive library alerts by text message.

Alumni, Guest Borrowers and Direct Borrowers can print out then complete this form and submit to staff at the service desk to receive library alerts by text message.

NOTE: If you change your cell phone number it is your responsibility to notify the library.  To submit a new cell phone number please re-submit the form. The non-receipt of library notices does not relieve you from any fines or fees that may be levied.

After you submit the form the SMS text alert service will begin on the following weekday. You will then receive library notices/alerts by email and text for:

  • Courtesy notices for regular loan items due in 3 days
  • Requested items ready for pickup
  • Items recalled from you
  • Overdue items
  • Fines and charges

NOTE: Some notices are sent as early as 6:00 am each day.

At any time you can choose to opt out of this service by contacting Information Services staff.  

From: Western Libraries > Borrowing > Library Notices

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