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UF Affiliated Circulation Policies (UF Foundation and Athletic Association Staff )
Your Gator1Card acts as your library card. Here's how you use your library card
- You must have a Gator1Card in order to check-out library material.
- All materials are subject to recall at any time regardless of the borrower's status or original due date of item.
- Materials are due back in the library at a specified time period. The amount of time given to check-out regular material depends on borrower's status.
- While most materials circulate for the time periods listed below there are exceptions.
Your GatorLink email account
- The University of Florida Libraries send email courtesy notices, overdue notices and other important library communications only to GatorLink accounts.
- It is the borrower’s responsibility to check their GatorLink mailbox frequently for library correspondence.
- If you choose to forward your GatorLink mail to another account, please note that the University of Florida GatorLink policy states, “Students selecting the forwarding option are still responsible for regularly checking for any mail sent to their GatorLink email address, or at their chosen forwarding address.” For more information about forwarding GatorLink email to other accounts see: http://www.it.ufl.edu/policies/forwarding.html
These policies pertain to operations in the Architecture and Fine Arts Library, Education Library, Marston Science Library, Smathers Library, Law Library and Library West and Storage collections.
PLEASE NOTE: Interlibrary Loan services, remote access to UF proprietary databases, and use of certain materials are restricted to current UF students, faculty, and staff.
Requests for circulation privileges for Retired Faculty and Staff, President's Council Members and Oak Hammock Residents should be submitted to Circulation Services, Library West. Additionally, this form will need to be submitted at time of application.
President's Council Members can be verified by calling the UF Foundation at: 352 392-7762.
We require that spouses/partners of UF Faculty, Staff and Students be verified when requesting library privileges. The UF student, faculty, or staff member must bring the completed form to Circulation Services in person at either the Marston Science Library or Library West. We require this form to be completed each semester for reactivation of privileges.
How To Get A Library Card
- Make on online request (if applicable) or submit an application for borrowing privileges at Library West or the Marston Science Library Circulation Desk.
- The Gator 1 identification card or a library assigned card is used for borrowing.
- An activated card allows you to charge out materials.
Renewing Library Privileges
Borrowing Library Materials
- Present the current identification card to the Library West or Marston Science Library Circulation Desk and complete a new application form.
- There must be no outstanding financial obligations or evidence of borrowing abuse.
- If the supervisor is unable to verify the applicant's current status and process the request on demand, allow three business days for renewal.
- Most library materials circulate for the borrower-specific period cited in the above chart.
- Some items (e.g., special loan materials within the active collection, reserve items, video recordings) do not circulate or circulate for shorter periods.
- Borrowers are responsible for returning materials on or before the due date stamped in each item.
- The Libraries send an email courtesy notice approximately 7 days before the due date.
- Failure to receive this notice does not exempt the borrower from fines.
Returning Library Materials
- Materials may be renewed at any circulation desk or by using the online renewal service, accessible from "your account" in the UF Library Catalog.
Note: An overdue item will prevent use of the online renewal service to renew any charged items.
- Items requested by, and recalled for, another borrower.
- Items for which renewals are not allowed (reserves, periodicals, etc.).
- Reserves, videos, and items from the Map & Imagery and Mead Libraries.
Requesting An Item Not On the Shelf
- Library materials may be returned at any UF library location and bookdrops are available when the libraries are closed.
Exceptions: interlibrary loans, reserves, videos, and items from the Map & Imagery and Mead Libraries.
- When returning materials by mail, please use the following address.
Materials Recalled For Other Borrowers
- Borrowers may request an item not charged out and not found on the shelf by completing a search request form at the item's owning location circulation desk.
- Borrowers may request "in process" items not yet on the open shelves and without a 'Request' link by completing a form available at the item's owning location circulation desk or from the Online Request link on the library home page.
- Borrowers may also recall an item charged to another borrower or request storage material by clicking the "request" button in the UF Library Catalog record.
- Multiple requests for the same item are handled in the order received.
- Borrowers will be notified when a needed item is available, except items requested from storage which are available the next business day.
- If an item in circulation is requested by another user, the library sends an email recall notice to the borrower. The recall due date overrides the original due date, and the date stamped on the date due slip.
- Upon returning it, the borrower may complete a new request for the item.
- Materials needed for course reserve are due immediately. Failure to respond promptly to recall notices is regarded as a very serious infraction of borrowing privileges. The Libraries will suspend borrowing privileges and may take other action.
- Borrowers must report immediately to the library materials lost, damaged or destroyed.
- Borrowing privileges are suspended and are not reinstated until the user has accounted for all non-returned items.
Lost Item Replacement Policy
When library materials are misplaced, not returned or renewed after the due date has passed, Smathers Libraries declares the materials “Lost” and will begin the replacement process. The libraries will attempt to quickly replace lost items with an exact copy, an updated edition of the title, or a similar title (see process chart below for Library action timeframe). The libraries no longer refund replacement costs for items that are returned after replacement copies are ordered. Overdue fines related to lost items are not increasing and are not refundable if the book is subsequently returned. Specific fines and fees are delineated at the Library Fines & Fees page
This policy and billing cycle pertains to the Smathers Libraries only and excludes the Health Science Center Libraries and the Legal Information Center. Please refer to their web sites for billing policies.
Bills For Library Materials
- Failure to return or renew materials on or before the due date will result in blocked library privileges.
- Overdue fine rates are posted the Library Fines & Fees page
- Library fines and replacement costs are collected by University Financial Services.
- Bills are paid through the UF Accounts Receivable Office, S-113 Criser Hall, and payment options are found at http://fa.ufl.edu/bursar/
- Overdue fines, replacement fines, and replacement costs are not refunded once billed.
Confidentiality Of Circulation Records
- A card used for borrowing may not be loaned to another person. The card holder is responsible for all costs and consequences of card misuse.
- If a card used for borrowing is lost or stolen, it is the responsibility of the card holder to notify the Smathers Libraries immediately to deactivate the card. Notifying the UF ID Card Services office or any other agency will not result in deactivation in the Libraries system.
- Promptly report address changes to the Libraries to ensure receipt of correspondence.
- The Libraries' preferred correspondence is via the borrower's GatorLink account (other email accounts or surface mail will be used ONLY if the borrower has no GatorLink account). It is the borrower's responsibility to check mail frequently.
- Library circulation records are confidential information. Library staff will not provide any information concerning who currently has an item except as required by law.
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