Circulation Policies
On this page
- Who may borrow materials from the libraries?
- How do I obtain borrowing privileges?
- May I renew materials? How do I renew materials?
- May I recall materials if they are checked out? How do I recall materials?
- Where do I return materials?
- What are the charges for lost or damaged materials?
- What are the loan periods?
- What are the fines for overdue materials?
- What do I do if I try to log into Virgo and see an "Access Denied" message?
Who may borrow materials from the libraries?
- U.Va. students
- U.Va. faculty
- U.Va. staff
- U.Va. alumni
- Associates of the University of Virginia Library
- U.Va. research projects
- Individuals associated with U.Va. agencies by specific arrangement
- Virginia residents (at least 16 years of age)
- Faculty and students at other Virginia higher education institutions
- Independent researchers
- Faculty from OCLC Reciprocal Faculty Borrowing Program institutions
How do I obtain borrowing privileges?
Present current, valid identification at any Library circulation desk. Valid forms of identification:
- U.Va. student, faculty or staff ID card
- Virginia driver's license or ID card
- Membership card of the U.Va. Alumni Association
- Proof of graduation from U.Va. and an ID card
- Proof of membership in Associates of the U.Va. Library and an ID card
- ID card from a Virginia higher education institution
- Approved independent researcher application (available at circulation desks) and an ID card
- OCLC reciprocal borrowing identification card and an ID card
May I renew materials? How do I renew materials?
The libraries allow unlimited renewals of most materials. Materials that may not be renewed:
- items that have been recalled from you (i.e. requested by someone else)
- journal issues and volumes
- reserves
Some Interlibrary Loan materials may be renewed: you can do this through the Interlibrary Services/LEO website or by phone, (434) 982-2617.
May I recall materials if they are checked out? How do I recall materials?
Users who have a need for material currently checked out can place a recall on the charged item and specify the library at which they would like to pick the item up. Recalled items must be returned within 10 days of the recall notice. Recalled items accrue overdue fines at a rate of $1.00 per day. Once the item is returned, the requesting user will be notified and the item will be held at the specified library’s service desk for 7 days, after which it will be re-shelved or circulated to the next waiting user.
Where do I return materials?
Most materials can be returned to any U.Va. library. Many locations have outside book returns. There is a drive up book return at the Alderman loading dock on Newcomb Road.
Mailing Address:
Alderman Library Circulation
P.O. Box 400113
Charlottesville, VA 22904-4113
What are the loan periods?
| ITEM TYPE | FACULTY | GRADUATE STUDENTS & STAFF | UNDERGRADS | ALL OTHERS |
| Books and Printed Music | Unlimited, but subject to recall | All materials due at the end of the Spring semester | 30 days | 30 days - 25 item limit unless faculty at other VA colleges |
| Bound Journals (Clemons, Science & Engineering, Alderman, Biology/Psychology) | Unlimited, but subject to recall | All materials due at the end of the Spring semester | 30 days | 30 days |
| Clemons Browsing Books & Audio Cassettes | 30 days | 30 days | 30 days | 30 days |
| Current Periodicals (Alderman, Science & Engineering, Biology/Psychology) | 2 days, no renewal | 2 days, no renewal | 2 days, no renewal | 2 days, no renewal |
| ITEM TYPE | FACULTY | GRADUATE STUDENTS & STAFF | UNDERGRADS | ALL OTHERS |
| Reserves, 2-3 Hour (Some items are in-library use. Renew in- person) | 2 or 3 hours | 2 or 3 hours | 2 or 3 hours | 2 or 3 hours |
| Note: Some reserve 2-3 hour items may be checked out overnight shortly before closing | ||||
| Reserves, 2 Day | 2 days | 2 days | 2 days | 2 days |
| Music Sound Recordings | Unlimited, but subject to recalls, unlimited renewals |
All materials due at the end of the Spring semester, unlimited renewals
|
1 month, unlimited renewals,
|
In-library use |
| Laptops | 3 hours, in library | 3 hours, in library | 3 hours, in library | Not available |
| Microfilm & Microfiche | Unlimited, but subject to recalls & staff confirm once/semester | All materials due at the end of the Spring semester | 30 days | 30 days (25 item limit except faculty at other Virginia Colleges / Universities) |
| Videos/DVDs | 7 days
1 renewal 5 DVD (VHS, LD) limit |
7 days
1 renewal 2 DVD (VHS, LD) limit |
7 days
1 renewal 2 DVD (VHS, LD) limit |
Not available except by special permission |
Maps, CD-ROMS, and certain other materials in some libraries may have other loan periods.
Materials in some collections, such as Reference and Special Collections, do not normally circulate.
What are the charges for lost or damaged materials?
| In-print materials | Replacement cost as listed in Books in Print, Ulrich's Int'l Periodicals Directory, etc. |
| Out of print books | Price listed by out-of-print book dealer, or average cost of U.Va. Library titles purchased in the subject area. |
| Periodicals | Replacement cost or pro-rated current subscription cost. |
| Interlibrary Loan | Replacement charges are set by the lending institution. |
| Other materials | Original cost or actual cost of comparable item. |
What are the fines for overdue materials?
| Books | 10 cents per day per item; $5 maximum per item |
| Periodicals and Recalled Items | $1 per day per item; $20 maximum per item |
| In-library and Overnight Reserve | $1 per hour per item; $20 maximum per item |
| Two Day Reserve | $1 per day per item; $20 maximum per item |
| Laptop Computers | $5 per hour, no maximim |
| Videos, Sound Recordings, Slides | $1 per day per item; $20 maximum per item |
When materials are returned late and fines have accrued, the user will receive notification of the amount and reason for the fines. When materials are not returned and become long overdue, the user is billed for replacement cost and library privileges are suspended. This includes use of Special Collections, Interlibrary Services and LEO book delivery. Payment for materials found and returned within 90 days of payment will be refunded.
Student fines will be referred to the University Student Financial Services for collection as part of the university’s centralized billing system. Other users may clear their accounts at any Library circulation unit by returning the items. However, all fines incurred by non-students must be paid at Alderman Library.
What do I do if I try to log into Virgo and see an “Access Denied” message?
If you are unable to log in to Virgo to renew your books or recall an item, please contact lib-circ@virginia.edu or http://www2.lib.virginia.edu/askalibrarian/ for more information.
