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C-7 Library Committee

APPENDIX A

REPORT OF THE ULC SUBCOMMITTEE ON LOAN PERIODS
MARCH 3, 2000

Colleagues:

The Subcommittee on Circulation Loan Periods of the University Library

Committee met yesterday at 8:30 AM to review the recommendations we drafted in December. We revised the wording of Recommendations 2, 3, and 4 to clarify them and added one more recommendation. The complete set of revised recommendations is listed below.

You will also have seen Chair Phil Doty's message to the Committee, sent yesterday afternoon, in which he asked for your reactions to the Subcommittee's original recommendations.

If you have comments on either set of recommendations, we will have an opportunity to discuss them at the full Committee meeting on Monday, March 6, at 12 noon.

Recommendations:

1. Make Recall and Hold services more widely known to users, primarily by giving more visibility to those and other borrower services on the library's web pages. The services themselves are excellent, but they are not as apparent to users as they could be.

2.

Endorse the planned extension of checkout privileges to all non-enrolled but continuing students during the summer, dropping earlier requirements for students to pay a fee and/or to come to the PCL Circulation Services Department to activate these privileges.

Borrowers' easy access to the Due-List/Renew service resulted in increased renewals (or attempts at renewals) by students in summer 1999 and frustration for some who did not realize that they needed to be enrolled or pay a fee to be eligible for it. The University maintains students' records on file during the long session and the summer session, so the systems work to support this privilege will be relatively simple.

3.

Discontinue mail renewal for faculty and professional staff by spring 2001 while advertising, encouraging, and emphasizing the option of online renewal via the Due-List/Renew system (using UTNetCAT). This strategy may help change the behavior of some of these borrowers by making renewals somewhat less convenient and should encourage the return of materials they are not using.

Statistics for PCL Circulation Services mail renewal lists indicate that in spring 1999 to renew materials for summer 1999, 1,396 lists were produced and 634 were returned by faculty and professional staff for processing, a 45% return rate. In fall 1999 to renew materials for spring 2000, 1,312 lists were produced and 618 were returned for processing, a 47% return rate.

4. Continue the semester loan period for faculty and professional staff and extend the semester loan period to graduate students and classified staff starting in fall 2000.

Loan Period for Faculty:

The Subcommittee makes this recommendation in recognition of the political reality that there is much for the library to lose and nothing to gain from a campus debate on changing the loan period for faculty, when there are other important issues, particularly funding, to consider and faculty support for the library is critical.

Loan Period for Graduate Students:

The Subcommittee makes this recommendation in view of the high number of renewals by graduate students who are already giving themselves a defacto semester loan, the fact that the number of recalls by graduate students is small in comparison with the total number of items checked out, and the belief that providing a common semester due date for graduate students would remove an unnecessary bureaucratic requirement and serve as a major assist to the prompt completion of their degree programs.

Loan Period for Classified Staff:

The Subcommittee makes this recommendation in consideration of the fact that this is a small group of library users. Implementing it will allow the library to align ourselves with the University's "digital certificate" technology initiative.

5. Establish a continuing subcommittee of the University Library Committee which is charged to review circulation loan periods and borrowers' privileges.

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Jo Anne