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Circulation Policy

Spiva Library

The revisions to the Circulation Policies document were approved by Faculty Senate on February 6, 2017, and by University Council on February 27, 2017. The VI. Overdue Fines and Lost Materials Fees section was shared with Staff Senate on February 8, 2017. The approval included the revisions that were made by the following entities/departments: Husch Blackwell (MSSU General Council) in May 2016; Bursar’s Office and Spiva Library in December 2016; Spiva Library in December 2016; Human Resources and Spiva Library in December 2016; Student Success Center and Spiva Library in January 2017; and Spiva Library in January 2017. Additional revisions to the Circulation Policies were approved by the Library Committee on April 21, 2017; reviewed by the Distance Learning Advisory Committee on April 28, 2017; reviewed by Faculty Senate on May 1, 2017; and reviewed by Academic Affairs on May 12, 2017.

Services Book Drops Borrowing / Renewing / MSSU Material Loan Periods Library Accounts Overdue Lost or Damaged Material  Charges Appeals Reserve Policy Lending to MSSU Distance Learning Students Miscellaneous Proctoring Study Hours

Services

The Library provides two Circulation Desks. The Main Circulation Desk is located on the third floor; a Secondary Circulation Desk is available on the first floor. Any questions about circulation services can be directed to the Main Circulation Desk at (417) 625-9362 or to the Circulation Specialist at (417) 625-9687. 

Both desks allow patrons to check Library material in and out; provide assistance with online journals, catalogues, databases, and ordering MOBIUS/SWAN material; accept payment for Library fines; and provide the use of basic office supplies such as staplers and hole-punches. 

The Main Circulation Desk also creates new Library accounts, maintains a lost and found, ILL requests, and donated material, provides assistance in locating Library material, prepares and stores course reserve material and MOBIUS/SWAN orders, provides access to standardized test guides and writing guides, provides study room keys, and provides free incoming and outgoing domestic and international faxes only for MSSU students and employees. The Library will not provide fax services to community patrons.

Book Drops

Items may be returned to any of the following locations:

  1. Main Circulation Desk, 3rd floor
  2. Just inside the 3rd floor entrance, next to the free phone
  3. Secondary Circulation Desk, 1st floor
  4. Outside the 3rd floor entrance, on the wall of the Library
  5. Outside the 1st floor entrance, near the handicap parking. This drop-off is drive-up accessible.

Borrowing / Renewing MSSU Material

Faculty, staff, and students must provide their valid MSSU identification card to borrow material. A valid driver’s license is a reasonable substitution. 

Graduate students, cooperative undergraduates, and other area students must show valid ID from their institution. 

Community borrowers must provide valid photo ID and the community card issued to them.

Items can be renewed by coming to the Circulation Desk in person, by phoning the Circulation Desk (417-625-9362), or through your online Library account. 

Items with holds placed on them cannot be renewed. 

Loan Periods

PATRON BOOKS PERIODICALS, VIDEOS, CDS, AND CURRICULUM

 

DVD

(Feature Films)
MOBIUS/SWAN RESERVE
MSSU Faculty Semester One Week Ten Days Twenty Eight Days Check-out differs
No renewals
MSSU Staff Four Weeks One Week Ten Days Twenty Eight Days Check-out differs
No renewals
MSSU Student Four Weeks One Week Ten Days Twenty Eight Days Check-out differs
No renewals
MSSU Community Four Weeks One Week Ten Days Non-Circulating/
Cannot Check Out
Non-Circulating/
Cannot Check Out
Faculty/Staff/
Students of Area
SWAN/MOBIUS
Libraries
Three Weeks Non-Circulating/
Cannot Check Out
Ten Days Twenty Eight Days Non-Circulating/
Cannot Check Out
Cooperative Graduate Students Four Weeks One Week Ten Days Twenty Eight Days Check-out differs
No renewals
MSSU Emeritus, Long-term Retiree, and VIP Semester One Week Ten Days Twenty Eight Days Check-out differs
No renewals

Library Accounts

Community members can purchase Library cards. All purchased Library cards are good for one year from the last day of the month that the account was purchased. Library accounts for local college faculty, staff, and students are good until the end of the current MSSU semester.

PATRON FEE
Alumnus with valid alumni card No charge
Alumnus without valid alumni card $15.00
Faculty/staff’s spouse and children No charge
Carthage resident
Must provide valid ID with Carthage address
No charge
Community Borrower $15.00
High School Students
Students 15 years of age and younger must have a parent’s signature
$10.00
MSSU Emeritus,
Long-term Retiree, and VIP
(with verification)
No charge

Overdue Fines and Lost Material Fees

Spiva Library patrons are responsible for returning materials when they are due and in good condition. The library will send one courtesy notice for borrowed items to a patron’s email account three days before they are due. The courtesy notices and overdue notices are sent as an accommodation via email and to physical addresses, and failure to receive them does not absolve the user from the responsibility of returning materials or from financing overdue charges and/or replacement costs. MSSU students and employees will receive notices to their MSSU email account. Additionally, and at its sole discretion, when it has not received payment for unpaid fines and/or the return and payment of lost materials, the Library may visit employees at their departments and offices, and may contact an employee’s supervisor/department chair. Records will be encumbered for these reasons:

  1. Item or items 14 days or more overdue
  2. Reserve material four hours or more overdue
  3. Aggregate fine of $2.00 or more
  4. Material that is lost or damaged

  Students

A Library encumbrance will prevent a student from borrowing Library material. Library charges will be transferred to the student’s Bursar’s Office account. Holds preventing registration, transcripts, grades, etc. will be placed on the balance of the aggregate student account balance in accordance with University hold policies.

 Faculty and Staff Employees

Overdue fines, unreturned fines and/or damaged materials are the responsibility of the individual who borrowed them and not the responsibility of the department to whom the individual is a member. A Library encumbrance will prevent staff and faculty members from borrowing Library material. Library encumbrances that are not resolved pursuant to these procedures will be deducted from the staff’s or faculty member’s wages or salary. Prior to wage or salary deduction, the Library will contact a staff or faculty member with a final standardized notice, sent to his or her MSSU email account, to request the return of lost materials and/or the payment of fines/material replacement charges, and to stipulate the next step to reach a resolution is wage or salary deduction. If non-compliant, the Human Resources Department and Library will collaborate to ensure the deduction of wages or salary. At the request of the Library, Human Resources will deduct ten percent per month until the fines and/or lost material charges are fully paid. The deduction of wages or salary is a last resort. The timeline for this process is as follows:

  Timeline
A.

An overdue notice is sent to a staff or faculty member’s MSSU email account – up to four overdue notices – or one per week – are sent over the course of 35 days.

B.

A “billed” notice is sent to the staff or faculty member’s campus office or residence.

C.

If the staff or faculty member has not returned the material and paid the fine/material replacement charges 28 days after the billed notice was sent, the Circulation & Resource Sharing Specialist will visit the staff or faculty member at his or her campus office or work space.

D.

The Circulation & Resource Sharing Specialist will contact the staff or faculty member’s department chair or supervisor.

E.

The Library will send a final notice to the staff or faculty member’s MSSU email account.

F.

Human Resources and the Library will collaborate to implement wage or salary deduction.

G.

When full payment is not made, the Library will notify the Bursar’s Office to request enforcement through the Library’s tax intercept program, which the Bursar’s Office administers.

The Library and Bursar’s Office will collaborate to ensure fines and lost materials are paid by students and employees who owe them. The Bursar’s Office will administer the Library’s tax intercept program.

Lost or Damaged Material Charges

Replacement cost for lost or damaged material will be determined by the Library. After 90 days, any billed item if it is returned to the Library, will not be accepted back by the Library. During the 90 day window, any billed item that is returned in an unsatisfactory condition, will not be accepted back by the Library. Patrons will face full replacement cost for the item. Patrons who have paid the replacement cost for a billed or claimed returned and later locate and return the missing item during the 90 day window may receive a refund up to 30 days after the bill was paid. This decision is up to Library staff. Patrons who have paid the replacement cost for a billed or claimed returned and later locate and return the missing item after the 90 day window will not receive a refund. SWAN/MOBIUS fines are non-refundable and non-negotiable. 

The Library will determine if returned Library materials are considered damaged. The Library considers items – books, curriculum kits, et cetera – that are checked-out and returned with missing pieces to be damaged. The cost of the damaged Library materials will be assessed by the Library. Patrons will pay the replacement costs of each damaged material and a processing fee, as outlined below:

MOBIUS/SWAN fines are non-refundable and non-negotiable. A hold will be placed on MSSU patrons’ accounts, as well as prevent them from receiving anymore material until the matter is resolved.

MATERIAL FINE RATE REPLACEMENT COST
Main Collection Book $.10 per day per item
$5.00 maximum
$95.00
or cost of item + $10.00 processing fee
Curriculum, Government Documents, CDs, Videos, Software $.10 per day per item $5.00 maximum $95.00
or cost of item + $10.00 processing fee
DVDS $.10 per day per item
$5.00 maximum
$50.00
or cost of item + $10.00 processing fee
Periodicals $.10 per day per item $5.00 maximum $55.00
or cost of item + $10.00 processing fee
bound journals will be the cost of every issue in that volume + $10.00 for binding + $20.00 service fee
Reserve Material $.50 per hour per item $12.00 maximum Replacement cost varies with material type
MOBIUS/SWAN Book $20.00 per item Non-negotiable $120.00 per book

Patrons who return MOBIUS/SWAN materials without the MOBIUS/SWAN bookband on each book will receive up to three email notifications that will remind them that the removal of the bookband is not permitted. After the third email notification, patrons will be fined fifty cents for each removed MOBIUS/SWAN bookband. 

Patrons will be billed for SWAN books when the item is 28 days overdue. 

Patrons will be billed for MOBIUS books when the item is 45 days overdue. 

Holds and fines will not be removed until the lending school receives payment.

Appeals

All borrowers have the right to appeal Library charges and encumbrances by following this process:

  1. Compose an email in which you provide your name, S number (if an MSSU student or employee), a phone number, and a summary of what materials are overdue, lost, or were fined because they were returned late, and why you believe the Library charges should be waived and/or the encumbrances should be lifted or removed.
  2. Send the email to the Circulation and Resource Sharing Specialist at Reed-K@mssu.edu or librcirc@mssu.edu.
  3. The Circulation and Resource Sharing Specialist will have seven business days from the date the email was received to reply to it with a decision and explanation to accept or deny the appeal.
  4. If you do not agree with the decision of the Circulation and Resource Sharing Specialist, you may appeal the decision to the Library Director. To do so, forward the email conversation to Capeci-J@mssu.edu. The Library Director will have seven business days from the date the email was received to reply to it with a final decision. 

Reserve Policy

Reserve material is restricted by copyright and fair use guidelines (www.copyright.gov/title17). It is the instructor’s responsibility to obtain copyright permission through the Copyright Clearance Center (1-978-750-8400 or www.copyright.com). A form letter is also available at the Main Circulation Desk. 

The Circulation Desk will accept:

  1. Book chapters and journal articles that meet fair use guidelines
  2. Instructor-prepared exams, problem solutions, sample papers, and syllabi
  3. Books, videos, and audio recordings - both personal copies and Library material 

The Circulation Desk will not accept:

  1. Book chapters and journal articles that were on reserve for one semester and do not have copyright permission to remain on reserve for another semester
  2. Reading packets (anthologies) 

Although the Circulation Department will add material as quickly as possible, it is asked that instructors allow 48 hours for the material to be added to their course reserves. Material will not be added on the weekends.

Lending to MSSU Distance Learning Students

Spiva Library is a member of the MOBIUS consortium and is assigned to its SWAN cluster. MSSU students and employees can electronically order materials from MOBIUS libraries and have them shipped to Spiva Library or though the MOBIUS Pick-Up Anywhere option. Students can request materials be delivered to the MOBIUS library closest to them. For example, an MSSU distance learning student (DLS) who lives in West Plains, Missouri, and enrolled in online only courses, can order a MOBIUS book through Spiva Library’s website, and have it shipped for pick up at the Missouri State University’s library in West Plains.

However, when a DLS does not live close to a MOBIUS library and wishes to check out library materials, the following steps are required:

  1. The student will contact the Circulation Specialist to determine if books are available.
  2. The Circulation Specialist will find materials that fit the needs of the student and will ask him or her if the entire materials are needed, or if a chapter or section from them would be sufficient.
  3. If the entire material is needed, the Circulation Specialist will contact the public library that is the physically closest to the student’s residence on file with the University to arrange pickup through the library’s interlibrary loan (ILL) service.
  4. The library will send the materials to the public library, covering the shipping costs with the student agreeing to pay the return costs.
  5. If there is not a public library, or if a public library declines to participate in the ILL service, the materials may be shipped to the student’s home. 

In order for Distance Learning students to participate in this service, they must meet the following requirements:

  1. They must live beyond a 100 mile radius from the MSSU Joplin campus.
  2. They must not have access to a MOBIUS library within a 25 mile radius, and state in an email to the Circulation Specialist that they are willing to pay the shipping charges for returning materials.
  3. Materials cannot be requested from a non-MOBIUS library and sent to the student. All materials must be MSSU Spiva Library materials.
  4. Multi-media materials (CDs, DVDS and audiobooks) cannot be shipped.
  5. Materials can be renewed twice. If materials are not returned, it will be billed to the student’s account. 

Misellaneous

The Circulation Department is responsible for the four card catalog computers – two adjacent to the Main Circulation Desk on the 3rd floor and two on the 2nd floor, near the southeast stairwell – the community typewriter, and the two 3rd floor black and white copiers in the alcove next to the Main Circulation Desk. Any maintenance issues should be reported to the Library Secretary. 

The Circulation Department is also responsible for maintaining the following collections:

  • 2nd floor Main Collection
  • 3rd floor CDs and DVDs
  • Colbert Report
  • Daily Show
  • Grant Resource Collection
  • Graphic Novels
  • IEP Collection
  • International Semester
  • New Bookshelf

Proctoring Study Hours and Tests

The library is not responsible for proctoring study hours for any group on campus. Groups may keep a sign in folder near the catalog browsing computers on the third floor but library staff is not responsible for signing off on study hours. For study hours proctoring, please contact the Student Success Center (Hearnes Hall Room 301, 417-659-3725, studentsuccesscenter@mssu.edu.) Additionally, test proctoring is available via the Advising, Counseling and Testing Services (ACTS) Department (Hearnes Hall Room 314, 417-625-9559). Please report any issues to the Main Circulation Desk.

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