General Information

All Hugh Stephens Library materials have the due date clearly stamped. As well, students will be informed verbally of the due date or due time when checking out.

It is an individual's responsibility to return materials in a timely fashion. Loan periods, however, are quite liberal and easy to remember.

Borrowing Policy
All Hugh Stephens Library materials have the due date clearly stamped. It is an individual's responsibility to return materials in a timely fashion. When library materials become overdue, the library will send an overdue notice as a courtesy reminder. Materials not returned by the billing date will be billed at the Stephens College Accounting Office and will appear on your monthly statement.  We encourage students not to check out materials for friends.  Whomever the material is charged to is responsible for any fines.

Loan Periods
The due date for books is typically 30 days from the day of check out. Reserve materials circulate for 2, 4, 24 or 48 hours and most are for library use only. Reference materials and periodicals do not leave the library.

Renewing Books
If a longer loan period is need, materials may be renewed. The loan will be extended to the next due date. Books may be renewed through "Arthur", the online catalog, by clicking on View Your Own Record/Renew Items and following the simple instructions given on the computer screen. Materials received though InterLibrary Loan may be renewed only upon consent of the lending library.

Non-Stephens Books -- MOBIUS, Arthur, and Interlibrary Loans
Borrowing materials from another academic library is a privilege, not a right. Borrowers must abide by the rules, guidelines and policies of the lending library. Abuse of this privilege may result in a library revoking your circulation privileges .

Any transaction a borrower makes at another library is that borrower's responsibility.

Borrowers requesting books via Inter Library Loan are bound by the policies of the lending institution.

Reserve Materials
Many faculty members place materials on RESERVE for the use of their students. This system allows everyone in the class equal access. Examples of reserve items include library books, faculty members' personal books, photocopied material, or audiovisual material. Reserve materials may be accessed at the Circulation Desk in the library. Loan periods are 2, 4, 24, or 48 hours and are generally for use in the library only.

To place an item on reserve, please fill out this reserve form and send it along with the item to the Library Circulation Department, Box 2054 or drop them off at the front desk in the Library.  Please allow 3 working days for materials to appear on the holdshelf.

Reserve Use Policy
Because this material must be available for ALL members of a class, it is subject to strict rules. A student may check out two items at a time. The circulation period for most reserve items is 2 hours. Most reserve material may NOT leave the library. Penalties for overdue materials accrue at the rate of $5 per day (up to a total of $10) for each item. On the third day the borrower is charged for replacement of the material in addition to the overdue fine. The charge is placed on the student's account. The replacement charge is removed from the account when the material is returned. The student is responsible for the overdue fine.

General Policy
At the request of a faculty member, a Hugh Stephens Library employee may photocopy and place on reserve excerpts from copyrighted works in its collection in accordance with guidelines similar to those governing formal classroom distribution for face-to-face teaching.

Hugh Stephens Library believes that these guidelines apply to the library reserve shelf to the extent it functions as an extension of classroom readings or reflects an individual student's right to photocopy for his personal scholastic use under the doctrine of fair use. In general, librarians may photocopy materials for reserve use for the convenience of students both in preparing class assignments and in pursuing informal educational activities which higher education requires, such as advanced independent study and research.

If the request calls for only one copy to be placed on reserve, the library may photocopy an entire article, or an entire chapter from a book, or an entire poem. Requests for multiple copies on reserve should meet the following guidelines:

The amount of material should be reasonable in relation to the total amount of material assigned for one term of a course taking into account the nature of the course, its subject matter and level, 17 U.S.C. SS107(1) and (3);

The number of copies should be reasonable in light of the number of students enrolled, the difficulty and timing of assignments, and the number of other courses which may assign the same material, 17 U.S.C. SS107(1) and (3);

The material should contain a notice of copyright, see 17 U.S.C. SS401;

The effect of photocopying the material should not be detrimental to the market for the work. (In general, the library should own at least one copy
of the work.) 17 U.S.C. SS107(4).

For example, a professor may place on reserve as a supplement to the course textbook a reasonable number of copies of articles from academic journals or chapters from trade books. A reasonable number of copies will in most instances be less than six, but factors such as the length or difficulty of the assignment, the number of enrolled students and the length of time allowed for completion of the assignment may permit more in unusual circumstances.

In addition, a faculty member may also request that multiple copies of photocopied, copyrighted material be placed on the reserve shelf if there is insufficient time to obtain permission from the copyright owner. For example, a professor may place on reserve several photocopies of an entire article from a recent issue of Time magazine or the New York Times in lieu of distributing a copy to each member of the class. If you are in doubt as to whether a particular instance of photocopying is fair use in the reserve reading room, you should waive any fee for such a use.

Express Prohibitions:
Hugh Stephens Library is also bound by the restrictions and permissions in 17 U.S.C. SS108

Libraries or archives or its employees are prohibited from knowingly engaging in reproduction of multiple copies 17 U.S.C. SS108(g);

Libraries or archives or its employees are prohibited from knowingly engaging in the distribution of any copy 17 U.S.C. SS108(g).

Uses of Photocopied Material Requiring Permission:
Repetitive Copying: The classroom or reserve use of materials in multiple courses or successive years will normally require advance permission from the owner of the copyright, 17 U.S.C. SS107(3).
Copying for Profit: Faculty should not charge students more than the actual cost of photocopying the material, 17 U.S.C. SS107(1).
Consumable Works: The duplication of works that are consumed in the classroom, such as standardized tests, exercises, and workbooks, normally requires permission from the copyright owner, 17 U.S.C. SS107(4).
Creation of Anthologies as Basic Text Material for a Course: of a collective work or anthology by photocopying a number of copyrighted articles and excerpts to be purchased and used together as the basic text for a course will in most instances require the permission of the copyrighted owners. Such photocopying of a book and thus less likely to be deemed fair use, 17 U.S.C. SS107(4).

How to Obtain Permission:
When a use of photocopied material requires that you request permission, you should communicate complete and accurate information to the copyright owner. The American Association of Publishers suggests that the following information be included in a permission request letter in order to expedite the process:

Title, author and/or editor, and edition of materials to be duplicated.
Exact material to be used, giving amount, page numbers, chapters and, if possible, a photocopy of the material.
Number of copies to be made.
Use to be made of duplicated materials.
Form of distribution (classroom, newsletter, etc.).
Whether or not the material is to be sold.
Type of reprint (ditto, photography, offset, typeset).

The request should be sent, together with a self-addressed return envelope, to the permissions department of the publisher in question. If the address of the publisher does not appear at the front of the material, it may be readily obtained in a publication entitled The Literary Marketplace, published by the R. R. Bowker Company and available in all libraries. The process of granting permission requires time for the publisher to check the status of the copyright and to evaluate the nature of the request. It is advisable, therefore, to allow enough lead time to obtain permission before the materials are needed. In some instances, the publisher may assess a fee for the permission. It is not inappropriate to pass this fee on to the student who receive copies of the photocopied material.
The Copyright Clearance Center also has the right to grant permission and collect fees for photocopying rights for certain publications. Libraries may copy from any journal which is registered with the CCC and report the copying beyond fair use to CCC and pay the set fee. A list of publications for which the CCC handles fees and permissions is available from CCC, 310 Madison Avenue, New York, N.Y. 10017.

Sample Letter:

To Copyright Owner (Publisher) Requesting Permission To Copy

March 1, 1982

Material Permissions Department
Hypothetical Book Company
500 East Avenue Chicago, IL 60601

Dear Sir or Madam:
I would like permission to copy the following for continued use in my classes in future semesters:
Title: Learning is Good, Second Edition
Copyright: Hypothetical Book Co., 1965, 1971
Author: Frank Jones
Material to be duplicated: Chapters 10, 11 and 1 (photocopy enclosed).
Number of copies: 500
Distribution: The material will be distributed to students in my classes and they will pay only the cost of the photocopying. Type of reprint: Photocopy
Use: The chapter will be used as supplementary teaching materials.
I have enclosed a self-addressed envelope for your convenience in replying to this request.

Sincerely,
Faculty Member

Overdue Procedures
When library materials become overdue, the library staff identifies the overdue material and checks the library stacks. As a courtesy reminder, an Overdue Notice may be sent. Materials not returned by the billing date will be billed to the student's Stephens account and will appear on the monthly statement.

Overdue Fines
Replacement fees are set by the loaning institution and are non-negotiable. The fees represent reasonable replacement costs for materials and are not intended as punitive. The replacement fee is levied for EACH lost item and is not refundable! The following are the replacement fees for Stephens College items only!

Regular circulating books
$70 per item

Educational Resources: Children's Literature
$30 per item

Educational Resources: Curriculum Kits
Replacement fees reflect the actual cost of replacement and may be as much as $500.

Phonograph recordings, art prints, pamphlets
Actual replacement cost

Reserve Materials
(Regular-sized, photocopied, or audio/visual material)
$70 flat replacement charge;
$5 per day overdue charge.

Audio/Visual Materials

(VHS, DVDs, CDs, or CD-ROMs)

$70 or cost of replacement per item

If you have any questions regarding the overdue policy or procedure, please contact the Circulation Manager at 876-7182 or extension 4182.