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Hilton M. Briggs Library Policies

Policies & Procedures

SUBJECT: Circulation of Library Materials


  1. Purpose

To clarify and communicate who is eligible to borrow circulating materials, which materials circulate, and the procedures to borrow materials from the library.

  1. Policy

Most library materials and equipment may be checked out by patrons with a current and unrestricted library account.Loan periods vary by type of material, which are detailed in the Library Charges Document.

  • Some library collections may only be used within the library.These collections include hourly Reserve, Reference, non-circulating Government Documents, materials in the Atlas Area, Current Periodicals, Newspapers, Popular Periodicals, Microforms (microfilm, microfiche, and microcard), and all collections housed in SDSU Archives and Special Collections. Distance students and faculty may consult with their subject librarian for access to these materials.
  • The following categories of individuals are eligible to borrow circulating materials: current students and employees of any SDBOR institution and current residents of South Dakota who have valid photo identification and proof of residency, and certain non-SDSU users as described in the Service to Non-SDSU Users Policy.
  • SDSU employees may give proxy permission for use of their university identification card to check out library materials to a student or other staff member by submitting a signed form to the Library Services Desk.
  • Note: The Agricultural Heritage Museum, South Dakota Art Museum, and SDSU Music Department each set the policies and procedures for their own collections of materials.
  1. Procedures

Library materials and equipment are checked out at the Library Services Desk.

  • Patrons bring materials and valid photo identification to the Library Services Desk.  Library staff check the materials out to patrons and inform them of the due date(s). Patrons are expected to return or renew materials on or before the due date(s).
  • If patrons request materials shelved behind the Library Services Desk or in a locked case, library staff will retrieve them. These materials will be checked out only if they regularly circulate.
  • Distance students and faculty may request materials be sent to them through Interlibrary Loan/Document Delivery services.
  • Materials may be renewed online, by phone, or at the Library Services Desk.

Patrons may request a recall at the Library Services Desk for items checked out to another patron.

  • The original patron will be notified that the item has been recalled and, if necessary, that the due date has changed.  Recalled items cannot be renewed.
  • When the original patron returns the recalled item, it will be placed on hold for the requesting patron.
  • Circulation staff will notify the requesting patron that the item is available for pickup at the Library Services Desk.
  • Items in heavy demand may be placed on Reserve at the discretion of Circulation staff.
  1. Related Documents
  1. Responsibility

The Head of Access Services or designee is responsible for oversight and ad hoc review of this policy and annual review of procedures. 


Reviewed by: Library Faculty: June 1, 2016

Approved by: Chief University Librarian: June 2, 2016

Origination date: June 2, 2016

Revision dates:

SUBJECT: Faculty and Staff Inventory and Renewals


  1. Purpose

To establish guidelines for a biannual inventory of items checked out by faculty and staff, which facilitates record keeping and helps employees keep track of their loans.

  1. Policy
  • SDSU Faculty and staff may borrow regular circulating books and government documents indefinitely unless another patron requests an item be recalled.
  • Due dates for regular circulating materials checked out to faculty and staff are set twice a year by the Access Services Librarian.  The due dates fall at the end of March and the end of September, usually on the last working day of the month.
  • Materials loaned to faculty and staff are inventoried twice a year.
  1. Procedures
  • Access Services sends a courtesy notice by email two to three weeks before the due date to all patrons with faculty or staff status who have loans.
    • The notice includes an inventory of materials on loan to patrons.
    • Patrons are responsible for ensuring that the library’s inventory matches the materials in their possession and communicating with Library staff about discrepancies as soon as possible.
    • After reviewing the inventory, patrons are asked to return materials by the due date or renew materials in their possession by email, by phone, or in-person.
    • For patron records that do not include an email address, notices are printed and sent through campus mail or USPS.
  • Access Services sends a second courtesy notice five to seven days before the due date.
  • The normal procedures for overdue materials are followed once the due date passes.
  • Renewal requests and other email correspondence regarding the inventory are saved in a subfolder of the Circulation email account.
  1. Related Documents
  1. Responsibility

The Access Services Librarian or designees are responsible for application and ad hoc review of this policy and annual review of procedures.  The Chief University Librarian is responsible for all revisions to said policy as well as approving the policy and all future revisions.


Reviewed by: Library Faculty December 8, 1999

Approved by: Chief University Librarian January 21, 2000 by mail ballot

Origination date: January 25, 2000

Revision dates: March 15, 2016

SUBJECT: Reserve Collection Copyright


  1. Purpose

To establish guidelines for use of copyrighted materials within the Reserve Collection.

  1. Policy
  • The library may place on Reserve materials copied from copyrighted works at the request of a faculty member in accordance with copyright law (17 U.S.C.).
  • Requests for paper copies on Reserve should meet the following guidelines:
    • The amount of material should be reasonable in relation to the total amount of material assigned for one term of a course taking into account the nature of the course, its subject matter, and level (17 U.S.C. Sec 107 (1) and (3)).
    • The number of copies should be reasonable in light of the number of students enrolled, the difficulty and timing of assignments, and the number of other courses which may assign the same material (17 U.S.C. Sec 107 (1) and (3)).
    • The material should contain a notice of copyright (17 U.S.C. Sec 401).
    • The effect of copying the material should not be detrimental to the market for the work. (17 U.S.C. Sec 107 (4)).
  • The uses of copied materials in the Reserve Collection that require advance permission from the owner of the copyright are:
    • Consumable works: The duplication of works that are consumed in the classroom, such as standardized tests, exercises, and workbooks, normally requires permission from the copyright owner (17 U.S.C. Sec 107 (4)).
    • Anthologies created as basic text material for a course (a.k.a. “course packs”): Collective works or anthologies created by copying a number of copyrighted articles and excerpts used together as the basic text for a course will in most instances require the permission of the copyright owners. Such copying is more likely to be considered as a substitute for the purchase of a book and thus less likely to be deemed fair use (17 U.S.C Sec 107 (4)).
  1. Procedures
  • Faculty members are responsible for following copyright law (17 U.S.C.) for all materials they place on Reserve. The library will maintain records of Reserve requests for copies of copyrighted materials during the time they are on Reserve.
  • Before any copied material is processed for Reserve, the faculty member responsible for the course must provide proof that all materials placed on Reserve for the course comply with the copyright guidelines. Documentation of compliance will be filed with the copied material and reviewed by the library’s copyright specialist on a case-by-case basis. Contact the Access Services Librarian with questions or review the University Copyright Guidelines.
  1. Related Documents

Hutchings, Mary. (1982). “Model Policy Concerning College and University Photocopying For Classroom, Research and Library Reserve Use.” College and Research Libraries News 43 (4), pp. 127-131.

  1. Responsibility

The Head of Public Services or designee is responsible for biennial review of this policy and annual review of procedures.


Reviewed by: Library Faculty April 5, 2001; March 7, 2018

Approved by: Chief University Librarian April 10, 2018

Origination date: April 10, 2018

Revision dates: April 10, 2018

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