Frequently Asked Questions for Circulation

Contents

Appeals

Q: How do I appeal charges on my library record?

A: You may appeal library charges if you believe they have been mistakenly assessed or if extenuating circumstances may warrant reduction or cancellation of the charges. Appeals should be made within 30 calendar days of the original billing by the Business Office. You may complete an Appeal of Library Charges (online or .pdf) form, also available at Circulation. You will be notified of the outcome by email.

Q: What are reasons for which an appeal will be denied?

A: The following reasons are generally not regarded as valid for canceling or reducing charges:

  • Lack of knowledge of library policy
  • Disagreement with library fine or fee structure
  • Inability to pay fees and charges
  • Material loaned to a third party
  • Non-receipt or late receipt of library reminder notice
  • Returning items to libraries other than the OSU libraries
  • Being out of town
  • Forgetting the due date
  • Term breaks, illness, leaves, vacations, exams, car problems, etc.

Q: If I am not satisfied with the outcome of my appeal, what else can I do?

A: You may appeal the initial decision to the Access Services department head within two weeks. The department head will make a decision within two weeks and inform you of the decision. The Access Services department head's decision may be appealed to the University Librarian within two weeks of receipt of the department head's decision. The University Librarian will make a decision in writing within two weeks of receipt of the appeal.

  • For members of the university community appeal to the University Librarian shall be considered as steps in the University's grievance procedure and may be continued through remaining levels.
  • For other borrowers, appeal to the University Librarian shall constitute the end of the available appeals within the University.

Circulation Request Form

Q: When should I use the Circulation Request Form?

A: The Circulation Request Form may be used for a variety of functions and requests online, rather than physically coming into the library. You can use it to:

  • request an article/item from another location (Cascades, Guin, Storage, Valley)
  • place a trace on an available item which could not be found in the shelves
  • request an item with a status of "in bindery, in process, in repair", or "on order"

Please do not use this form to request items with an "available" status from the Valley Library unless you are a member of Extended Campus, or are designated as off-campus in some way. The Valley Library is unable to offer paging services at this time for patrons who are in the home library area.

Fines and Charges

Q: What are the fines for overdue or lost library items?

Item Overdue Charge Lost Item Charge
General collections & maps 25¢/day per item See Lost or Damaged Library Materials
Summit loans 50¢/day first 10 days
$1/day next 15 days
$20 maximum		 See Lost or Damaged Library Materials
Interlibrary loans 50¢/day See Lost or Damaged Library Materials
Recalled items $2/day See Lost or Damaged Library Materials
Lockers $1/day $25.00+$15 Billing
Laptop computers $5 first 30 min.
$10 each additional hour		 see Checkout and Use Policies
Course reserves $1/hour for hourly circulating items
$2/day for daily/weekly circulating items		 See Lost or Damaged Library Materials
Group study rooms $5 first 30 min.
$10 each additional hour		 $25.00+$15 Billing
Other room keycards $1/hour $25.00+$15 Billing
Research & long term study rooms $1/day $25.00+$15 Billing
Bound journals $2/day See Lost or Damaged Library Materials

Q: I have already paid for my library fines and charges. Why do they still appear on my library record?

A: Overdue charges remain on your library record for 3 months and lost book charges remain for one year and then will be purged from your record. When a lost book is checked in, only the overdue charges will remain and the lost book charges will be credited to your account. Payments for library charges are made to the Cashier's office at Business Affairs and we do not receive record of your payment.

Q: My circulation record shows that I still have a book checked out that I have returned. What can I do about this?

A: Contact Circulation and inform us of your claim of return on the item. We will change the status of this item to "claimed returned." The library staff will search for it, and if the item is found, it will be checked in and related fines will be canceled. If the item is not found within 30 days, it will be declared lost and you will be billed for replacement and a processing fee.

Laptop Computer Check Out

Q: How do I check out a laptop from the library?

A: Any OSU student, staff or faculty member may check out a laptop at Circulation. You will need to present your OSU ID at the time of check out. Laptops may be borrowed without charge for a 3-hour period for in-library use only. If there is not a waiting list, the laptop may be borrowed for an additional 3 hours, but must be brought back to Circulation for the renewal.

Q: What software/hardware is on the library laptops?

A: The library laptops run on a wireless network and do not require data plugs. There are laptops with a CD-ROM and 3.5 floppy drive and laptops with a CD-ROM/CD-R (writer)/DVD player drive but no floppy drive. The following software is installed on the laptops:

  • Netscape Communicator 4.79
  • Adobe Acrobat Reader 5.5 with search options
  • SSH Secure Telnet
  • Microsoft Office XP
  • Microsoft Internet Explorer 6.0
  • Microsoft Windows 2000 Pro

Q: Why do I have to wait in line to return my laptop? Can't I just leave it in the drop box or on the counter at Circulation?

A: Because of the high monetary value and fragile nature of laptops in general, it is required that you return the laptop in person to Circulation and wait while we process the check in. Please leave the laptop on, as we have to verify that the computer is working before we clear it from your record.

Locating & Holding Materials

Q: I can't find a book on the shelf that says "Available" in the library catalog. What do I do next?

A: If a book is not found on the shelf, please check the re-shelving and copy areas on that floor. It may not have been returned to its regular shelf yet. If you are still unable to locate the item, a trace may be placed on the item. A request for a trace may be placed by using the Circulation Request Form or by contacting Circulation. Library staff will search for the item for 30 days and if the item is found, it will be placed on hold in your name for 7 days and a pickup notice will be sent via email. If the item is not found, you may use Summit or Interlibrary Loan to borrow items from another institution. Traces for materials located outside The Valley Library (i.e. Guin Library/HMSC or the Herbarium) must be directed to the specific location.

Q: What is a hold?

A: A hold is to request an item with a non-available status. Only items with a non-available status may be placed on hold. Loaned items may be placed on hold at any time and the items may be given an earlier due date for the current borrower. The current borrower has at least 21 days of use and will be notified of the adjusted due date by e-mail.

Q: Someone has placed a hold on a book I have checked out and I am not finished with it. What can I do?

A: Even though dealing with a shortened loan period on a library item can be difficult, it is important to honor all hold notices so others may have access to the material. There is no grace period on held items, and late fines will be charged for overdue materials. To avoid overdue charges, return items or make arrangements with someone to receive notices and return held items if you leave for breaks between terms, vacation, sabbatical, university business, etc. If you are not finished using the item that has been placed on hold, you may place a hold on it yourself at the time you return it. This will ensure that the item returns to you after a brief loan to the other requesting patron.

Q: How do I place a hold on an item that is currently checked out by someone else?

A: To submit a hold through the library catalog, go to http://oasis.oregonstate.edu. Search for the item you wish to place on hold. Once the item record is located, click on the blue "Request" button. Enter your name and university ID, choose a pickup location and submit. You should get a message that says that your request has been successful. Once the previous patron has returned the item, you will receive an email that it is available for pickup at Circulation.

Q: How do I request a book that is in the OASIS catalog but isn't available in the library?

A: Use the following suggestions to request a non-available item:

  • checked out - place a hold (allow 3 weeks) or request through Summit
  • on order - request through Summit or Interlibrary Loan
  • bindery - request through Summit or Interlibrary Loan
  • in repair - place a request using the Circulation Request Form or stopping by the Circulation desk or by calling (541) 737-2538
  • mending - place a request using the Circulation Request Form or stopping by the Circulation desk or by calling (541) 737-2538
  • in-process - place a request using the Circulation Request Form or stopping by the Circulation desk or by calling (541) 737-2538

When the item returns to an "available" status, you will be notified by email and it will be held for you for 7 days at Circulation. Guin Library/HMSC items can also be requested in this manner and arrive in 3 working days. Storage items are retrieved between 4 and 5 pm every day. Items with the status "on order" or "bindery" will be accessed more quickly if you use Summit.

Lockers

Q: How do I get a key to one of the lockers in the library?

A: Locker keys are available at Circulation. Anyone with a valid OSU ID card or library card may check out a locker for a 3-day or 3-week loan period (one renewal) or rent a 90-day locker for $10.00. The following rules apply to locker usage within the library:

  • The library reserves the right to inspect the contents of a locker at any time and will do so periodically.
  • Personal locks may not be used; doing so will result in forfeiture of the right to use any locker for one term.
  • Library materials kept in the locker must be properly checked out.
  • If the locker key is not returned on or before the due date, fines and charges will accrue. Personal items will be removed when the locker key is six weeks overdue and the lock will be replaced.
  • The library is not responsible for personal belongings placed in lockers.

Multimedia

Q: How do I check out the CD-Roms that were issued with the library books I am borrowing?

A: Some library books have computer disks (3.5 floppy) or compact discs that accompany them. Floppy disks and some compact discs are located at Circulation and can be checked out for the same period as the library book they accompany. Other compact disks are located inside the library book (check inside the back cover to see if a floppy disk or compact disc accompanies the item.) Ask for the disk by call number when you come to Circulation to check out the book. Discs designated as "Reference" need to have special permission from a Reference Librarian in order to be checked out. All PC floppy disks are recopied from the master upon return to prevent loss or corruption of data.

Q: Does the library have books on tape or CD?

A: The Valley Library has very few books on tape/compact discs, as our focus is on serving the University as a research library. These forms of media are readily available through most public libraries however.

Q: Where can I watch videos or DVD's in the library?

A: Videos may be viewed at one of the VCR/DVD combo units against the west wall in the Learning Commons area. If you will be viewing a video with a group of 3 or more, the key for a preview room is available at Circulation and may be checked out for 3 hours. DVDs may also be viewed at any of the Dell computers located in the 2nd floor Learning Commons. You will need to check out a set of headphones from Circulation to hear the audio portion.

The library also has VHS and DVD international format players. Check at the Reference desk or Circulation desk for information.

Patron and General Circulation Information

Community Patron Policy

Q: Where do I check out items, and how many books can I borrow?

A: Circulation is located on the main level of the library (second floor) near the main entrance and security gates. All items that are eligible for loan may be checked out at Circulation. OSU students, faculty and staff are eligible to have up to 200 items on loan at a time, community patrons in good standing may have up to 10 items out at a time.

Q: How long can materials be checked out?

A: Loan Periods:

  • General Collection:
    • OSU undergraduates and student affiliates, non-OSU borrowers, OUS faculty
      • 21 days, 3 renewals
    • OSU staff and affiliates; OSU associates; corporate borrowers; visiting scholars
      • 30 days, 3 renewals
    • OSU graduate students and their affiliates
      • 90 days, 3 renewals
    • OSU faculty, authorized borrowers and affiliates
      • Up to 6 months, 1 renewal (June & December due dates)
  • Summit Loans:
    • OSU students, faculty, staff
      • 42 days, no renewal
      • special materials, 6 days, no renewal
  • InterLibrary Loans:
    • OSU students, faculty, staff
      • designated by lender
  • Restricted Collections:
    Some collections have varied loan periods and may be limited to certain patron groups. Examples are course reserves, videos, journals, microformats, and CDs.
    • Bound Journals
      • OSU students, faculty, staff
        • 3 days, no renewal
    • Course Reserves
      • 2 hours or 2 days, no renewal
    • Headphones
      • 3 hours, no renewal
    • Laptop computers (in-library use only)
      • 3 hours, no renewal
    • Lockers
      • 21 days, 1 renewal; or 90 day rental for $10
    • Maps - print and CD (all borrowers)
      • 21 days, 3 renewals
    • Newspapers, Current
      • 2 hours, no renewal (current day)
    • VHS/DVD
      • 3 days, 1 renewal
  • Non-circulating Collections:
    On-site use only. Examples are Reference and Special Collections.
    • Group Study Rooms (white board pens available)
      • 3 hours, no renewal
    • Research Study Rooms
      • OSU faculty and doctoral students
        • 90 days, no renewal
    • Viewing Room (group video viewing)
      • 3 hours, no renewal

Q: Do you have online applications for patron borrowing?

A: Yes. Choose the application you need from the list below.

Q: Can I use the library if I am not affiliated with OSU?

A: The library is open to the public at no charge for on-site use of collections and offers library privileges to many members of the community outside of the University setting. Applications for the various types of Community Patron cards are available at Circulation. Members of the following groups and communities are eligible for library cards at the Valley Library:

  • Extension Volunteers
  • Friends of the Library
  • Oregon Residents
  • Oregon Corporations
  • OSU Alumni Association

Please see our Community Patron Program for further details. Students, faculty, and staff from other Summit and OUS institutions have borrowing privileges through reciprocal lending agreements.

Q: I am unable to access my Circulation Record through the web page link. What could be preventing this?

A: In order to log in to the system, your browser must allow cookies. This can be checked on Internet Explorer through Tools > Internet Options > Privacy > Advanced > "Accept third party cookies", and on Netscape Navigator, through Edit > Preferences > Advanced > "Accept all cookies".

Please contact OSU Computer Helpdesk at 737-3474 or with further questions on accepting cookies through your web browser.

The second possibility is that there may be an error in the data entry of library record (such as the SSN being entered incorrectly), or your record may be expired. Please contact Circulation at 737-7254, in person, or by email at . We will attempt to resolve the issue.

Q: What is the difference between Emeritus and Retired patron status, and what are the differences in their library privileges?

A: Retired OSU Faculty and Staff are eligible for a card as "OSU Retired." This status allows a 3-week loan period for most items and access to all on-site materials, with bound journals being for in-library use only. Emeritus Faculty status is available by appointment from a retired faculty member's former department. This appointment entitles Emeritus Faculty to full faculty privileges including the extended loan of OSU Libraries materials (with due dates in June and December) and Summit and ILL borrowing privileges. Some OSU retirees consider themselves Emeritus, but without the actual departmental appointment to this status, they will receive OSU Retired loan privileges.

Q: What hours is the library open?

A: A schedule of hours is available online, on the main doors of the library, and on the Access Services Brochure at Circulation.

Q: I have forgotten my OSU ID or library card. Can I still check out books?

A: While the OSU ID card is much faster and simpler for Circulation staff to use when accessing your record, we can take any form of photo identification in its absence. We require photo identification for all loans and library record inquiries in order to insure the privacy and validity of your library records. The Valley Library enforces Oregon law ORS 192.502 which ensures the confidentiality of library circulation records.

Q: Can you page someone for me if I can't locate him or her in the library?

A: To limit intrusions into patrons' study time, we do not page people in the library except in true emergencies. If you are meeting someone in the library, please arrange a meeting area ahead of time or use the bulletin board in the lobby to let others know where you can be located.

Q: Why am I no longer receiving overdue notices on my hotmail (or other web mail) account?

A: The Valley Library uses the ONID system for delivery of all email. Library emails and notices will be sent to your ONID address. Please visit the ONID homepage for information and instructions on set up and use of your ONID email account. You can automatically forward mail sent to your ONID address to another email account by logging in to ONID or at one of the kiosks around campus. The library is unable to change your email address as it downloads directly from Business Affairs. Please watch for your Library notices on your ONID account.

Renewing Materials

Q: I want to renew my books but am unable to come into the library at this time. What can I do?

A: You can extend the due date of library materials online via the View Your Circulation Records option on the library catalog page, by telephone at 737-2538, or in person at Circulation. Renewals are not accepted for recalled or billed items, course reserves, items loaned on an exception basis, and most bound journals. Renewal will not be allowed if you have reached the maximum renewal limit, have excessive library charges, or your library record has expired. Summit renewal requests do not process instantaneously, so please check back on your record later in the day to make sure the renewal was approved by the lending library.

Interlibrary loans may be tentatively renewed online at https://access.library.oregonstate.edu/, in person at the ILL office or by phone at (541) 737-4488. You will be contacted if the library that owns the material does not allow the renewal.

Returning Materials

Q: Where do I return my library materials?

A: There are three book return stations: outside at the main entrance; inside on the first floor in the Java II lobby; and inside at Circulation. There are special drops on the counter at Circulation for small or delicate items such as key cards, videos, locker keys, etc. Items also may be returned by mail or delivery service to:

  • Circulation Services
  • 121 The Valley Library
  • Corvallis OR 97331

Q: When I return a Course Reserve item do I need to hand it to someone in Circulation or can I use the drop boxes?

A: It is not necessary to hand reserve items in at the Circulation desk directly. Please use either of the drop boxes on the main floor of the library. They are emptied regularly throughout the day and your Reserve items will get processed in a timely manner. Do not use the book drop on the first floor outside of Java II as it is only emptied once daily and will cause your Reserve items to accrue overdue fines.

Study and Research Rooms

Q: How do I reserve a study room for my study group?

A: Group study rooms may be reserved one day to two weeks in advance. They are available to OSU students, faculty and staff for a three-hour period, and do not renew. Reservations are made through the library catalog:

Pick up the keycard for your study room at the Circulation desk. The keycard can only be checked out to the person who makes the reservation. OSU ID is required for check-out.

The keycards activate the lock on the study room door by waiving the keycard in front of the lock and turning the door handle when the green light is on. Study rooms that have not been reserved in advance will be available for last-minute reservation at the circulation desk. To ensure availability - reserve early!

Q: How do I find out what room my study partner is using?

A: Please make arrangements with your study group ahead of time for meeting location. We are unable to give out information about other patrons, their room numbers or whereabouts in accordance with Oregon law ORS 192.502 (.pdf) which ensures the confidentiality of library circulation records. There is a bulletin board located in the lobby near the phones that patrons may use to leave messages detailing room numbers for others.

Summit

Q: What is Summit?

A: Summit is the library catalog for the Orbis Cascade Alliance, a library consortium composed of public and private colleges, community colleges, and universities in the Pacific Northwest. Through Summit you have access to over 28.7 million books, sound recordings, films, video tapes, and more.

Although distances between member libraries can exceed 500 miles, faculty, staff, and students are able to access a unified library collection on the Web from their library, office or home computer. This system allows patrons to use the resources of all member libraries. At peak times, Summit is used to deliver more than 1,000 books each day.

The alliance provides a courier service for delivery throughout Oregon and Washington. The goal of the Alliance is to deliver requested material in three to five business days.

Q: How is Summit different from Interlibrary Loan?

A: The Summit catalog allows you to search and request materials from thirty-six Pacific Northwest universities and colleges and community colleges. Requests are received through WorldCat Navigator and directed to a member library where the item is currently available. The Alliance is currently partnered with OCLC in the development of a new catalog using WorldCat Navigator.

ILL requests are processed by library staff and sent to institutions across the country and sometimes across borders. The OSU Libraries pays for the cost of borrowing books and providing articles. Your ILL account is separate from your circulation account.

Q: How do I request a book from Summit?

  • After searching in the OSU Libraries catalog for the item and finding it unavailable, repeat your search in Summit by clicking the Try Summit Libraries button at the top of the catalog page.
  • Once you have found the right materials, click on the title which will bring up the item record.
  • If the item is the correct format, click Request Summit Item in the purple button.
  • On the Summit Sign-in page, for your affiliation, select "Oregon State University" from the drop-down and Submit, or:
    • Select the institution where you would like to pick up materials, if you have been adopted at that institution as a Summit Visiting Patron, and Submit.
  • Type your last name in lower case letters, enter your University ID number, and Submit.
  • If your request has been successful, you will receive a confirmation.
  • If the item you are requesting is not currently available through Summit, you can wait a while and resubmit your request later in the day, or the next day, or submit an Interlibrary Loan request for the material.

Your items should arrive in approximately 3-5 business days depending upon the distance from the owning library.

You will receive an email notice that your item is ready for pickup when the item has been received. If you are picking up at Valley Library in Corvallis, your Summit item will be on the hold shelf by 6pm, Monday through Friday.

Q: How long does it take to get a Summit request?

A: Summit items usually arrive within 3-5 days from the time you submit the request online. The Valley Library receives one delivery each evening, Monday through Friday. Incoming materials are put on the hold shelf at the Circulation Desk and an email notice is sent to your OSU email address. Summit items will be kept on the hold shelf for five days and then returned the owning school if you have not picked them up. If your Summit items have been sent back, you can re-request them.

Q: Can other people pick up my Summit requests?

A: Only OSU faculty can designate another person as an authorized borrower in order to have their library materials picked up for them. The authorization form must be filled out by the faculty person and submitted to Circulation. Summit materials must be checked out to the person who placed the request.

Q: How long can I check out Summit materials?

A: Videos, CDs, and DVDs will only check out for 6 days and cannot be renewed. Most books requested through Summit will check out for 6 weeks and cannot be renewed. If several libraries own the book you need, you can request a different copy before returning the copy which is due.

Q: How do I renew the Summit books I have checked out?

A: Summit items do not renew. If other Summit Libraries own the same item, you may be able to request the item from another Summit Library. If the item is not available through other Summit Libraries, you can return the item and make a subsequent request. Only items with a status of "available" in a Libraries' catalog can be requested through Summit.

Q: Where do I return Summit materials?

A: You can drop off your Summit items at any of the participating libraries.

Please be aware that if you are returning your materials to a site other than your home library or the owning library, the material will show on your patron record for 2-3 days until it has been checked in at the owning institution.

Q: Will I be charged any fines if my Summit books are overdue?

A: Yes, overdue Summit materials accrue fines, which will be charged to your OSU account through Accounts Receivable in the Kerr Building.

Q: I requested a book through Summit but I don't need it now. What should I do?

A: To cancel Summit items, log into your library account and click on the "Requests" button. If the status is still "Summit Request" or "Summit Paged", then:

  • Check the boxes in the Cancel column for each book that you do not want
  • Click on the "Cancel Selected" button

If the status is already "In Transit" or "Summit Recvd", then you can letting us know that you don't need it anymore. We will need your name and the book's title. If you do not pick up a book you requested, it will automatically be sent back to the owning school after five days.

Q: I got an email saying my Summit request was cancelled. How can I still get this book?

A: Check the Summit catalog again to see if any other schools have the item you want. Be sure to click on the # Summit libraries have this item link to see if any copies have the status Available. If so, click Request this item to get the material.

If there are no available copies, you can request the item from Interlibrary Loan; be sure to indicate in the comments field of your request that the item is not available via Summit.

Q: Who do I contact about other Summit questions?

A: You can contact the Summit Coordinator by calling (541) 737-7256 or emailing with any questions or concerns.

Contact Us
(541) 737-2538