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Policy on Circulation of Library Materials

For questions on Fines, Recalls, Renewals and other Circulation matters,
please contact uhmlib@hawaii.edu.

The University of Hawai'i Library, including Hamilton Library and Sinclair Library, is open to any individual who wishes to use materials inside the library buildings. Almost all materials are available on open shelves for self-retrieval. Selected materials are kept in protective storage and may not be available to all library users, or may be available only for a fee to persons not affiliated with the University of Hawaii at Manoa (audiovisual media).

The University of Hawaii Library complies with the State Attorney General's opinion on library record confidentiality and the American Library Association's Policy on Confidentiality of Library Records.

A PDF version of the Libraries of the University of Hawai'i System Circulation Policy, Revised September 2005 (9 pages) is available.


Overview

Circulation Policies - Hamilton and Sinclair Libraries

1. Undergraduate Students of the University of Hawai'i System
2. Graduate Students of the University of Hawai'i System
3. Staff and Faculty of the University of Hawai'i System
4. Affiliated Users
5. Associate Members
6. Community Borrowers
7. Hawai'i State & City Agencies
8. Research Organizations
9. Overdue Fines

Basic Circulation Services - Hamilton and Sinclair Libraries

10. Registering Your ID
11. Checking Out of Library Materials
12. Returning Borrowed Items and Receipts
13. Renewing of Checked Out Items
14. Holds or Recalls on Checked Out Items
15. Can't Find an Item?
16. Your Account information in Hawai'i Voyager PAC
17. Lost & Found Services

Sinclair Library Collections

18. Music Collection
19. Reserve Book Room
20. Wong Audiovisual Center
20. Government Documents

Overview

Who may borrow Library materials?

You must have a valid, registered library card. UH System undergraduate and graduate students, faculty and staff may borrow with their validated University of Hawai'i System ID. Other authorized borrowers include Affiliated Users, Associates of the UH Manoa Libraries, community borrowers, Hawaii State & City agencies and research organizations.

What materials may be borrowed?

Circulating books and serials may be borrowed. In general, materials in reference collections and journals do not circulate. Some materials or collections in Sinclair Library are for limited use. If a book you want is checked out, you may recall the item. Or, if you cannot find an item on the shelf, you may ask the circulation staff to place a search on it for you.

How are checked out materials renewed?

Renewals may be done in two ways. You may bring the items to be renewed in person, or renew via the Your Account function in Hawai'i Voyager. Renewals depend on the kind of material, the collection from which the item was borrowed and the borrower's privileges.

What are overdue fines?

Overdue fines are assessed to facilitate the prompt return of library materials. Fines are computed daily, including weekends and holidays. Higher fines are assessed for Reserve materials, Special Collections and Wong Audiovisual Center.

Circulation Policies
Hamilton and Sinclair Libraries

1. Undergraduate Students of the University of Hawai'i System

Undergraduates may borrow materials with a valid UH System student ID (UH Manoa, UH Hilo, UH West O'ahu, Hawai'i Community College, Kap'iolani Community College, Honolulu Community College, Kaua'i Community College, Leeward Community College, Maui Community College, and Windward Community College). Your card must be registered in order to borrow materials. The loan period is 28 days unless otherwise specified. Undergraduate student privileges include the following:

Basic Circulation Desk Services

Renewals - Loans may be extended if items are not recalled or placed on hold for another user. Renewals may be made in person at the Circulation Desk or via theYour Account function in Hawai'i Voyager. Items may be renewed a maximum of 5 times unless otherwise restricted by special collections.

  • Students from campuses other than Manoa must use a student/library card from their own campus to use the UH Manoa Libraries.
  • Honors program students may receive extended loans if their Honors Program card is stamped for the thesis program. Ask at the Circulation desk for assistance.
2. Graduate Students of the University of Hawai'i System

Graduate students may borrow materials with a valid UH System student ID that has been imprinted with a "G". Graduate students have a 13-week long loan period and graduate student privileges include the following:

Basic Circulation Services

Renewals - Loans may be extended if items are not recalled or placed on hold for another user. Renewals may be made in person at the Circulation Desk or via the Your Account function in Hawai'i Voyager. Items may be renewed a maximum of 5 times unless otherwise restricted by special collections.

3. Staff and Faculty of the University of Hawai'i System

UH Staff and Faculty members may borrow materials with a valid UH faculty/staff card. Your card must be registered in order to borrow materials. Faculty and Staff have a 26-week long loan period and privileges include:

Basic Circulation Services

Renewals - Loans may be extended if items are not recalled or placed on hold for another user. Renewals may be made in person at the Circulation Desk or via the Your Account function in Hawai'i Voyager.

Proxy Card Requests - UH System faculty and staff, EWC participants and RCUH employees may authorize up to five other individuals to borrow library materials on their behalf. Both the authorizing individual and the proxy must be present to apply for a Proxy Card at the Circulation Desk. A valid UH ID for the main borrower and a photo ID for the proxy borrower are required to apply. When borrowing, the proxy must present their Proxy Card and their own photo ID.

Reserve Book Room (RBR) - Library material may be reserved by faculty for their courses and placed in Sinclair Library's RBR. Sign up sheets may be requested at the Circulation Desk.

4. Affiliated Users
Affiliated Users include East-West Center Participants, Research Corporation of the University of Hawai'i Employees and University of Hawai'i Foundation Employees. Affliliated users may user their own program ID cards, registered with the circulation department, to access library services. Affliate Users have a 26-week long loan period.

5. Associate Members of the UH Manoa Library

Associate membership provides support for the library and members receive the benefit of borrowing books. To apply for a library card, applicants must:

  • Have a valid, formal photo ID
  • Be 18 years of age or older.

Yearly membership is $65, of which $25 is tax deductible as a contribution to the library through the University of Hawai'i Foundation. Membership privileges expire one year from the date of registration. Associate member cards can only be used at Hamilton Library and Sinclair Library. A maximum of 25 items may be borrowed and items may be renewed once. Audiovisual items may be borrowed and used "In-House" only for no charge or may be borrowed for a loan period of 4 days at the rate of $23 per item. Privileges do not include the use of Intrasystem Loan (ISL), Interlibrary Service (ILL), computer labs, group study rooms, lockers, and remote access to licensed online databases.

6. Community Borrowers

To apply for a library card, applicants must have a:

  • Hawai'i Driver's License, Hawai'i State ID, Kingdom of Hawai'i ID, or a Military ID
  • Be 18 years of age or older.

Cards are issued upon payment of fees for either 6 months ($30) or 1 year ($60)and for persons 60 years and older for either 6 months ($20) or 1 year ($30). A maximum of 10 items may be borrowed and items may be renewed once. Audiovisual items may be borrowed and used "In-House" only for no charge or may be borrowed for a loan period of 4 days at the rate of $23 per item. Items on reserve or which have a note indicating UH Manoa Only or UHSystem use ONLY, or AV Center use ONLY may not be taken out of the library by community users. Community cards may also be used at UH Hilo, UH West Oahu, Kapi'olani Community College, Kauai Community College, Leeward Community College, Maui Community College, and Windward Community College. Privileges do not include the use of Intrasystem Loans (ISL), Interlibrary Service (ILL), computer labs, group study rooms, lockers, and remote access to licensed online databases.

7. Hawai'i State & City Agencies

Library research cards are available to State or City agencies. Application forms are available at the Circulation desks at Hamilton Library and Sinclair Library. A request with official letterhead from the requesting agency, with the names and Hawaii driver's license numbers or State ID numbers of up to two authorized borrowers, must be submitted with the application. Additional borrowers may be added for a fee. A maximum of 10 items may be borrowed and items may be renewed once. Audiovisual items may be borrowed and used "In-House" only for no charge or may be borrowed for a loan period of 4 days at the rate of $23 per item. Research cards may also be used at UH Hilo, UH West O'ahu, Kapi'olani Community College, Kaua'i Community College, Leeward Community College, Mau'i Community College, and Windward Community College. Privileges do not include the use of Intrasystem Loan (ISL), Interlibrary Service (ILL), computer labs, group study rooms, lockers, and remote access to licensed online databases.

8. Research Organizations

Research community cards are available to private organizations and schools for a fee and a signed memorandum of understanding between the organization or institution and the Access Services Department. Research card privileges include services for one year. A maximum of 10 items may be borrowed and items may be renewed once. Audiovisual items may be borrowed and used "In-House" only for no charge or may be borrowed for a loan period of 4 days at the rate of $23 per item. Research cards may also be used at UH Hilo, UH West O'ahu, Kapi'olani Community College, Kaua'i Community College, Leeward Community College, Mau'i Community College, and Windward Community College. Privileges do not include the use of Intrasystem Loan (ISL), Interlibrary Service (ILL), computer labs, group study rooms, lockers, and remote access to licensed online databases.

9. Overdue Fines

To facilitate the prompt return of library materials, fines are assessed at the following rates:

  • $.25 per day, per item. $.50 per day, per item for special permission loans and loans from special collections.
  • Media Fines: $1.00 per day, per item.
    Recall Fines: $.50 per day, per item.
    Reserve Fines: $1.00 per hour or fraction thereof.
  • Audiovisual and Reserve items must be returned to the library from which they were borrowed by the date and time indicated.
  • Fines for overdue items are assessed every day (hourly for Reserve Book Room items) including weekends and holidays.
  • An item will be deemed lost when the fine reaches $10.00 (10 days after the due date for items at $1.00 per day; 20 days after the due date for items at $.50 per day; 40 days after the due date for items at $.25 per day). Lost charges include the replacement cost of the item, a $10 NON-REFUNDABLE processing fee and accumulated overdue fines. Borrowing privileges will cease if financial obligations owed to the library total $10 or more.

Basic Circulation Services - Hamilton and Sinclair Libraries

10. Registering Your ID

You may register your ID online at http://libweb.hawaii.edu/uhmlib/forms/IDReg.htm. Most requests will be processed in less than two (2) business days, allowing for verification of enrollment and/or University affiliation and input. For immediate service, please visit your Circulation Department. Students at UH Manoa must validate their ID each semester at the Campus Center ID Office. Any card (faculty, staff, or student) may have to be registered if it is new, or re-registered in the event of a change of address or phone number.

11. Checking Out of Library Materials

Take the item(s) to be borrowed and your valid Library ID borrower's card to the circulation desk. Items from the general collections (second and third floors) and the Asia and East Asia Collections (fourth and fifth floors) are checked out at the Hamilton Library main Circulation Desk. The Hawaiian/Pacific/Special Collections, Government Documents/Maps Collection and Wong Audiovisual Center check out their own materials. Ask at each collection for information on borrowing privileges and special fine policies.

12. Returning Borrowed Items

Books may be returned to any UH System Library bookdrop or Circulation Desk. Audiovisual and special collection material should be returned to the library from which they were borrowed. Return receipts are available upon request when items are returned to a Circulation Desk.

13. Renewing Loans

Most books and some other kinds of library materials may be renewed, as long as no other borrower has requested them. Renewals may be done in two ways. You may bring the items to be renewed in person, or renew via the Your Account function in Hawai'i Voyager. Renewals depend on the kind of material, the collection from which the item was borrowed and the borrower's privileges.

Renewal of items from the following collections are limited as shown.

Hamilton Library:

  • Government Documents Collection (Ground floor) - limit of one renewal per item
  • Interlibrary Loan (1st floor) - no electronic renewals
  • Special Collections (5th floor) - limit of five renewals per item.

Sinclair Library:

  • Print Reserves (1st floor) - no electronic renewals; hourly loans may be charged out again after 15 minutes after they have been returned to staff at the desk, or immediately if there is a 2nd copy. Daily loans may be charged out again ONE HOUR after they have been returned to staff at the desk, or immediately if there is a 2nd copy.
  • Media Reserves (3rd floor) - no electronic renewals; hourly loans may be charged out again 15 minutes after they have been returned to staff at the desk, or immediately if there is a 2nd copy. Daily loans may be charged out again ONE HOUR after they have been returned to staff at the desk, or immediately if there is a 2nd copy.
  • Wong Audiovisual Center (3rd floor) - limit of one renewal per item

Circumstances that may block the renewal of an item:

  • The item has been requested by another borrower.
  • You are blocked from borrowing for non-payment of fines or another reason. These blocks can be viewed in your account.
  • Your borrower's card has expired or needs to be re-registered.
  • You have reached the renewal limit for your borrower status.
  • Item is on reserve or pending reserve.
  • Item has been scheduled for a classroom showing.

How the Hawai'i Voyager system indicates when an item has been renewed:

  • Select the items you wish to renew by checking the box next to each title in the column labelled "Renew?" and clicking on the RENEW ITEMS button
  • A new due date will display in the RENEWAL STATUS column on the far right of the screen. Please print this screen as a confirmation receipt.
  • Write in the new due date on the date due slip in the back of the item.
  • The Your Account screen will also indicate if any of the items were NOT renewed by displaying the words NOT RENEWED in red. The words "NOT RENEWED" will only display during that session. The only other indication that an item was not renewed will be an UNchanged due date in the Item Status column. Please return such items to the Library as soon as possible.

Your responsibilities:

The library is not responsible for unforwarded, unread, or misdirected mail or email or computer malfunctions. If renewing online via the Your Account function in Hawai'i Voyager an item is renewed only if a new due date appears next to the title when the screen is reloaded/revisited. Items which are NOT renewed are subject to fines for late return.

14. Holds or Recalls on Checked Out Items

You can request a hold or a recall on an item that is checked out by making a request at the Circulation Desk or by contacting the Circulation Department in Hamilton Library (956-7203) or Sinclair Library (956-8308). All items are subject to recall if requested by another borrower. You must have a valid, registered library ID card to use this service. Items requested will be held at the pickup branch that you specify and you will be notified by mail when the item is available. Holds and recalls may not be placed on items in the Hawaiian/Pacific/Special Collections or the Wong Audiovisual Center.

15. Can't Find an Item?

A request may be made to search for a library item not found in its usual shelf location or on the sorting shelves. Ask at the circulation desk for assistance in placing a search on an item. You will be notified by email ONLY if the material is found.

16. Your Account information in the Hawai'i Voyager Online Catalog (PAC)

By accessing your own Library account, you may check the due dates of items you have borrowed, see if you owe any fines or see if any books you have requested are available for pickup. Login to the Your Account function in Hawai'i Voyager. Enter the 10-digit barcode number or 8 digit UH number and your last name from your valid, registered library ID card.

17. Lost & Found Services

Items found in the library are held at the Circulation Desk for one month. If unclaimed, items are sent to the Campus Center Information Desk.


Sinclair Library Collections

18. Music Collection
The Music Collection at UH is the largest music collection in the state of Hawai`i. The main collection is located on the third floor of Sinclair Library. Printed music and books and periodicals about music are located in the central area of the floor while sound recordings (compact disk, audiotapes and records), videotapes, DVD, laserdisc and CD-Roms, are found in the Wong Audiovisual Center also on the third floor of Sinclair Library.
  • Circulating books and serials may be borrowed. Materials in reference collections and journals only circulate with special permission.
  • Some materials or collections in Sinclair Library are for limited use. If a book you want is checked out, you may usually recall the item. Or, if you cannot find an item on the shelf, you may ask the staff to place a search on it for you.
19. Reserve Book Room

Reserve services are for University of Hawai`i at Manoa faculty to provide free access to required class materials. Items placed on reserve are available for use at Sinclair Library. Please see:

Print Reserves
Media Reserves (Materials Booking)

20. Wong Audiovisual Center

The Center contains collections of videotapes (including feature films on video), phonodiscs, compact discs and audiocassettes. Filmstrips, kits, CD-ROMs, and videodiscs are also available. Please see Wong Audiovisual Center for more details and borrowing policies.

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