University of Florida Libraries

Reference Collection Circulation Policy

The University of Florida Libraries include selected general and specialized Reference Collections which support the curriculum, research and general information needs of the University. Reference materials are generally believed to be of such import that they do not circulate. There are times, however, when items may be allowed to circulate for a limited amount of time. Such instances might include a request presented on a Friday before a holiday weekend, when the item might not be available, or a request from a researcher to use a bibliography outside the Library over an Intersession period when other use would be minimal. Requests should be allowed or denied through intelligence guided by experience.

Such decisions should be made by the appropriate staff member using the following procedures:

  1. Find out if there is another copy of the title or something else that will fill the patron's needs which does circulate. If there is, refer the user to the substitute.

  2. Is there a reason why the person cannot use the item in the Library? If s/he can use the item in the library or could photocopy appropriate parts, explain that reference books are put in the collection in order to keep them available for people to use. Point out those options, and say "no." Convenience or not liking to work in the Library are not acceptable reasons for taking materials out of the collection.

  3. If the item is being used for a class assignment and, in your judgment, would be useful to the whole class, say "no," and explain why. If a large class will be using the item, it can be placed on Reserve or Reference Reserve.

  4. Some items are so basic to our services as to make them non-circulating under any circumstances. Say "no." Some basic items are:

    Materials Restricted by Licensing Agreements
    Statistical Compilations
    Standard Handbooks
    Ready Reference or Reference Reserve Titles
    Single volumes of Multi-Volume Works or Sets
    Indexes or Abstracts
    General, English Language, Encyclopedia, Dictionaries, etc.
    National Bibliographies
    Material Heavily Used in the Daily Work of Answering Questions
    Atlases

Circulating a Reference Book:

If the decision is made to circulate an item, the following rules apply:
  1. Reference items normally circulate for 24 hours. (2 hour, 3 day, and 1 week circulation periods are available and may be used as appropriate - for example, 2 hour for photocopying outside the library.)

  2. No renewals are allowed, but an item may be brought in and checked out a second time on second approval by a staff member.