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General Circulation Procedure for Joyner Library

The Joyner Library Circulation Department is responsible for the circulation of library materials in Joyner Library and the Music Library, which is a branch collection of Joyner Library and adheres to this circulation procedure. 

This procedure addresses the following:


Types of Library Materials

Joyner Library and the Music Library contain collections with numerous types circulating materials:

  1. Books
  2. Scores: Printed music for either study or performance
  3. Federal Documents
  4. Popular Reading Books and e-readers: Books from the Joyner Library Popular Reading Collection and e-readers
  5. Teaching Resources Center (TRC) Books: Books and other print materials located in the TRC with the exception of the NC Adopt K-12 Textbooks
  6. NC Adopt K-12 Textbooks: Collection of state adopted materials including textbooks and supplementary audiovisual materials held in the TRC
  7. Maps: Held in the Federal Documents Collection
  8. Media Materials: Audio, audio/visual, software materials, and items containing a mixture of media and print materials
  9. Externally Circulating Equipment: Such as extended checkout laptops, video cameras, tripods, iPods, and portable stereos, that may be taken outside the library for use*
  10. Internally Circulating Equipment: Such as 24-Hour checkout laptops, USB Blu-Ray players, microphones, adapters, etc. that must be used within the library
  11. Projectors and Calculators: LED Projectors and calculators
  12. Reserve Materials: Items whose circulation and use is designated by professors and teaching assistants. See the Reserve Collection Procedure for more information.
  13. In-House materials: Print and non-print materials in either library's reference collection, bound and current journals, Music Library call numbers M1-M3, microforms, and any special collection item restricted to in-house use

* A list of equipment available at the ECU Libraries is available. A complete list of pieces is included with each equipment loan.

Please note that any of the above materials housed in the Music Library's closed stacks areas must be checked out to the requesting patron when the items are handed across the Circulation desk. This applies regardless of whether the item must be used in-house or is allowed to be taken from the library. 


Registration

ECU-affiliated borrowers (Faculty, Staff, Graduate & Undergraduate students) are automatically registered each semester. Other borrowers must register at a circulation desk and must present their driver's license (or other government issued photo ID), complete a borrower registration form, pay any required borrower fees, and provide any other necessary identification or verification. For more information, please see the Circulation web page.


Patrons and Loan Periods

ECU Faculty, Staff and Retirees

Faculty and Staff currently employed by ECU, retired ECU faculty, and staff.

Type of Item Loan Period Number of Renewals
Books, Scores & Federal Documents
180 Days 3
Popular Reading Books and E-readers 14 Days 3
TRC Books 14 Days 3
NC Adopt K-12 Textbooks 7 Days 3
Maps 7 Days 3
Media Materials 7 Days 3
Externally Circulating Equipment 7 Days* 0
Projectors and Calculators
3 Days*
0
Internally Circulating Equipment
In-House Use,
Due back in 24 hours or 30 minutes
before closing, whichever comes first*
0
Reserve Items Varies 0
In-House Materials In-House Use** 0

* Equipment must be checked out in person and must be returned to its original borrowing location (i.e. the Joyner/Music Library service desks or the Laupus Health Sciences Library Computer Lab); it may not be returned to a library drop box.

** ECU Faculty, Staff, retired faculty and staff, and ECU graduate and undergraduate honor students may check out In-House Materials for 24 hours with permission from a full-time staff member at the appropriate service desk. These items must be returned to the appropriate circulation desk (i.e. Music or Joyner Library) and may not be placed in library drop boxes.

ECU Graduate/Undergraduate Honors Students

Students enrolled in a post-graduate program or in the Honors College at ECU.

Type of Item Loan Period Number of Renewals
Books, Scores & Federal Documents Fixed due date for last day of exams for end of the current semester. 3
Popular Reading Books and E-readers 14 Days 3
TRC Books 14 Days 3
NC Adopt K-12 Textbooks 7 Days 3
Maps 7 Days 3
Media Materials 7 Days 3
Externally Circulating Equipment 7 Days* 0
Projectors and Calculators 3 Days* 0
Internally Circulating Equipment
In-House Use,
Due back in 24 hours or 30 minutes
before closing, whichever comes first*
0
Reserve Items Varies 0
In-House Materials In-House Use** 0

* Equipment must be checked out in person and must be returned to its original borrowing location (i.e. the Joyner/Music Library service desks or the Laupus Health Sciences Library Computer Lab); it may not be returned to a library drop box.

** ECU Graduate/Undergraduate Honors Students who place an item on reserve may take that item out of the library for use in class or for review. They may also check out up to three In-House Use materials for 24 hours with permission from a full-time staff member at the appropriate service desk. These items must be returned to the service desk they were circulated from and may not be placed in library drop boxes.

They may check out up to three reference materials for 24 hours with permission from a full-time staff member at the appropriate service desk. These items must be returned to the service desk they were circulated from and may not be placed in library drop boxes.

ECU Undergraduate Students

Students currently enrolled in an undergraduate program at ECU.

Type of Item Loan Period Number of Renewals
Books, Scores & Federal Documents 28 Days 3
Popular Reading Books and E-readers 14 Days 3
TRC Books 14 Days 3
NC Adopt K-12 Textbooks 7 Days 3
Maps 7 Days 3
Media Materials 7 Days 3
Externally Circulating Equipment 7 Days* 0
Projectors and Calculators 3 Days* 0
Internally Circulating Equipment
In-House Use, Due back in 24
hours or 30 minutes before closing,
whichever comes first*
0
Reserve Items Varies 0
In-House Materials In-House Use 0

* Equipment must be checked out in person and must be returned to its original borrowing location (i.e. the Joyner/Music Library service desks or the Laupus Health Sciences Library Computer Lab); it may not be returned to a library drop box.

Area Educators

Current verified employees of public or private K-12 schools in the eastern North Carolina area serviced by the Walter and Daisy Carson Latham Clinical Schools Network in the College of Education and those who are authorized as homeschooler educators.

Cooperative Borrowers

Current students, staff, and faculty of any institution with which Joyner Library has a cooperative agreement. Individuals must present an institution ID, along with proof they are currently enrolled or employed at that institution. A full list of cooperative institutions is available on the library Web page. Participants in ECU’s Language Academy, ECU’s Lifelong Learning Program, and the ECU’s Summer Ventures in Science and Mathematics program are also considered Cooperative Borrowers

Eastern AHEC/Outreach

Faculty and Staff of Eastern AHEC, Preceptors of ECU students, or any individual currently employed by a healthcare organization in the 23-county EAHEC region. Identification and/or proof of employment will be requested before a library card will be distributed.

ECU Alumni

Paying members of the ECU Alumni Association. Restricted to a maximum of five library items per item type checked out at any given time.

Friends of Joyner, Laupus, and Sheppard Memorial Libraries

Current members of the Friends of Joyner Library Association, the Friends of Laupus Library Association, or The Friends of Sheppard Memorial Library. Restricted to a maximum of five library items per item type checked out at any given time. Requires an annual fee.

NC Residents

North Carolina residents at least 18 years old with valid identification. Restricted to a maximum of five library items per item type checked out at any given time. Requires an annual fee.

Visitors

Patrons temporarily associated with ECU.

Type of Item Loan Period Number of Renewals
Books, Scores & Federal Documents 28 Days 3
Popular Reading Books and E-readers 14 Days 3
TRC Books 14 Days 3
NC Adopt K-12 Textbooks 7 Days 3
Maps 7 Days 3
Media Materials 7 Days 3
Externally Circulating Equipment N/A N/A
Projectors and Calculators N/A N/A
Internally Circulating Equipment N/A N/A
Reserve Items Varies 0
In-House Materials In-House Use 0

Holds, Recalls, and Renewals

When recall and hold items are received from the current patron, they are held at the requested Circulation desk for a period of 72 hours for most items; externally circulating laptops are held for 24 hours only. Items not checked out by the requesting borrower within the hold period may be re-shelved.

Hold and recall requests cannot be placed on: (a) Internally Circulating Equipment, (b) Reserves Items, or (c) In-House Materials. 

Holds

All patrons may place a hold request on an item by completing a hold form at a Circulation desk or online. The patron requesting the hold will be notified when the item is available for checkout.

Recalls

Only ECU faculty, staff and students may place a recall request on a currently checked out item by completing a recall form at a Circulation desk or online. A recall will shorten the current borrower's checkout period for that item to 28 days, or one check-out period, whichever is shorter. If an ECU faculty member or teaching assistant wants to put a currently checked out item on reserve for a course, the item will be recalled immediately, regardless of the length of the current checkout period.

Renewals

An item may be renewed if another individual does not have a hold on it or if the individual renewing does not have an item that is already overdue or outstanding fines on his/her library account. Items may be renewed in person at a Circulation desk or a patron may renew items by phone, email, or online. After the third renewal, all library items must be brought to a Circulation desk to verify they have not been lost and are in good condition; once verified, items may be checked out again if there are no holds on them and the patron has no outstanding overdue items, fines, or fees.

Wait Period

To prevent monopolization of materials, circulation staff may invoke a three hour wait period before allowing a borrower to check-out the same material again.

Missing Items

Materials not able to be found on the shelf may be reported in person, by phone, or by email to Circulation. Missing items will be searched for over a period of six months. If found, the person reporting the item will be notified. If not found, the item will be declared lost and Collection Development will be informed to consider purchasing a replacement copy or to notify Cataloging to remove the item from the collection. 

Interlibrary Loan may be used to request another copy of the missing item. Research & Instructional Services may be consulted for other related materials.


Borrower's Responsibilities

Borrowers must present either their university identification card or a valid library card with a clear photo identification card each time they borrow or renew items at a Circulation desk. As a one-time courtesy, a valid government-issued photo ID will be accepted in lieu of a university identification card.  Identification cards must show an identifiable photo to be accepted. Students with demonstrated fall semester enrollment may borrow materials during the preceding summer.

ECU affiliates must provide written permission via signed letter or email from an ECU email account for their spouse, children or ECU assistants to borrow materials on their library account.  The written permission should specify: (1) the borrower's name and Banner number, (2) the name of the other person being granted authorization (and his/her Banner number, if applicable), and (3) the period of time that a person is authorized to use the account (e.g. one-time only, for specific semesters, indefinitely).  Non-ECU affiliates may not authorize others to borrow materials on their account.

Borrowers must notify a Circulation desk if their library card is lost or stolen.

Borrowers are responsible for all uses of their card and for all fines and fees accrued on their card. It is the responsibility of borrowers to remember their due dates from the due date slip they are given when materials are checked-out, to inquire what their due dates are if in doubt, or to view their due dates online through the catalog.

It is also the responsibility of the borrower to inform a Circulation desk of any changes in telephone number, permanent mailing address, or e-mail address to ensure timely contact between the library and the borrower. ECU affiliated faculty, staff, and students should also change this required information through the ECU Pirate Port system, or they may contact the ECU Registrar's Office.

Claims Returned

If a Borrower thinks items have been returned, those items should be reported to Circulation to be marked as Claimed Returned. Circulation employees will search for the item for three months. Borrowers are encouraged to continue their search, as well. If the item is found by the library, any accrued overdue fines will be waived. If the item is not found by the library, the item will be declared lost and the Borrower will be responsible for the replacement cost plus processing fee.

Overdue Fines

Courtesy notices are sent by email to remind borrowers when library items are about to become due and when they are overdue. Overdue fines are charged to all borrowers, other than ECU faculty and staff, for overdue items at the rate of $.25 per item, per day up to a maximum of $10.00. The five days following the due date for most library materials are grace days. On the sixth day an item is overdue, the fine will be calculated back to the first day that item was overdue. Reserve items accrue overdue fines at the rate of $5.00 per item, per hour or day (depending on the item) up to a maximum of $25.00; there is not a grace period for Reserve items.  Other exceptions to these rules for all borrowers, including faculty and staff, are noted in the table below:

Type of Item Grace Period Fine Accrual Max Fine
E-Readers None $5.00 per day $25
Externally Circulating Equipment None $5.00 per day $25
Projectors None $5.00 per day $25
Internally Circulating Equipment None $5.00 per hour $25
In-House Materials None $5.00 per day $25

Lost Item Fees

Library items that are lost are charged to the borrower at the market rate. Patron-provided replacements may be allowed on a case by case basis. Some library materials, such as juvenile books, require specialized library binding and cannot be replaced with an edition purchased by the patron. Borrowers will be charged the replacement cost plus a required processing fee of $20.00. This fee is added to cover reorder, receipt, re-cataloging, and re-shelving costs. If the item is returned in good condition, within six (6) months, the responsible patron will be issued a refund only for the replacement cost. The required processing fee is non-refundable. All lost item fees will be used to purchase library materials, but the library reserves the right to not repurchase an exact copy of the item.

All patrons may be charged the replacement cost and processing fee for a recalled item or externally circulating equipment if it is not returned within seven (7) days of the request or when the equipment is due. This replacement charge and processing fee are non-refundable.

Damaged Item Fees

The library's Preservation & Conservation Department staff is responsible for determining whether a damaged item can be repaired or must be replaced. A bindery repair charge will be assessed if the item can be repaired by the Preservation & Conservation Department staff for less than the purchase cost. A bindery charge plus a processing fee of $20.00 will be charged to the borrower if damaged items are sent to the bindery to be re-bound. This fee is added to cover repair and reshelving costs. The borrower will be charged a lost item fee for items damaged beyond repair.

Payment Options

Payments to the library may be made at the Circulation Desk or Music Library by cash, check, or credit card (Visa, MasterCard, and Discover). If a check is declined by our bank for insufficient funds or for a closed account, a fee of $25.00 will be added to the Borrower's account.

Appeals Process

Borrowers who think the library has made an error in assessing a fine or fee or who think there are extenuating circumstances may file an appeal using the form on the library's website. Appeals must be filed within 30 days of the original billing date. The appeal process may take 1-2 weeks to complete. Failure to know or follow library procedure is not an acceptable reason for waiving library charges.

Penalties

A borrower's privileges may be suspended if:

  1. The borrower owes overdue fines or lost item fees.
  2. The borrower owes fees for an item that has been damaged while on loan.
  3. A check from the library user for payment of any library fees or services is returned to the Library Circulation Department for non-sufficient funds.
  4. The borrower neglects to return a recalled item within seven (7) days of notification of recall.
  5. The borrower has overdue items checked out from Joyner Library, Laupus Library, the Music Library, or Interlibrary Loan.

Failure to return materials by the due date will result in the following.

  1. Courtesy overdue notices will be sent to inform borrowers when library items have become overdue.
  2. Items not returned after overdue notices have been sent will be billed as lost for the replacement value of the item plus a processing fee.
  3. Interlibrary loan and document delivery privileges may be suspended when a borrower's fines and/or fees exceed $25.00.
  4. Debt is subject to a charge of a one-time penalty fee and monthly interest charges until paid.
  5. Student debt may be transferred to Banner Finance for collection by the ECU Cashier's Office. Other borrower debt may be submitted for collection through the North Carolina Attorney General's Office, the North Carolina Department of Revenue, and collection agencies. Faculty and staff debt may also be sent for collection through ECU Human Resources.
  6. If a borrower returns a previously billed lost item before having paid for it, the replacement cost and processing fee charges will be cancelled and replaced by the maximum overdue charge for the item. If a borrower returns a previously billed lost item within six months after having paid for it (e.g. the lost book is found), the borrower will be refunded the replacement cost of the book, but not the processing fee or any penalties or interest charged. All charges for lost equipment and recalled items are final once billed as lost and may not be cancelled and replaced by the maximum overdue charge for the item or refunded. Items found by the borrower six months or longer after a payment has been made will be refused by the library and no refunds will be given.