Policy Title: Borrowing Items
Policy Number: LP-002
Type Of Policy: Library 
Last Reviewed Date: May 2025 
Next Review Date: July 2028 
Responsible Administrator: Dean of Libraries 
Policy Owner: Library
Contact Name: Adam Kubik
Contact Title: Head of Collections and Resource Management
Contact Email: Library@clayton.edu 

 

Policy Statement: 
It is the policy of the Clayton State University Library to circulate eligible library materials to users who have authorized borrowing privileges.

 

Reason for Policy: 
Library policies are created to assist students, faculty/staff, and community users with developing a welcoming and inviting study and research space within the library facility. Each policy explains who, how, and when the library building, resources, etc. can be accessed. In the event library property becomes lost or damaged, or there is a disturbance during operating hours, policies and procedures explain how these matters will be resolved. 

Policy Scope:

This policy applies to the following groups: 

• students, faculty, staff, retirees and alumni of Clayton State University
• students, faculty and staff of the University System of Georgia
• members of the surrounding community who wish to borrow items from the library
• staff of the Georgia Department of Archives 

Policy
Borrowing Limits

• Fully authorized library users 
  • Limited to 5 total pieces of equipment and 1 laptop 
  • No limit on the number of books or other circulating items  
• Partially authorized library users 
  • Limited to 5 books 
• Visitors 
  • Visitors have no borrowing privileges 

Loan Period 
The period for which items may be borrowed is dependent upon the type of material and user group. The due date for materials borrowed near the end of a semester defaults to the patron’s expiration date (usually the day after finals end) which may shorten a standard loan period.  

• Books
  • Clayton State faculty, staff and retirees may borrow books for the length of the semester. Twenty-eight days prior to the end of the current semester, the due date will be updated to reflect the next semester’s end of term date. 
  • Clayton State students; University System of Georgia students, faculty and staff; users with a Community Borrowers Card; and ARCHE consortia students, faculty and staff may borrow books for a 28-day period.
• Reference Collection
  • Clayton State students, faculty, staff and retirees may borrow for a 7-day loan. 
  • These items are not available for checkout to other users. 
• Legal Research and Periodical Collections
  • Clayton State faculty, staff and retirees may borrow for a 2-day loan.
  • These items are not available for checkout to other users. 
• Audiovisual
  • Clayton State faculty, staff and retirees may borrow for the length of the semester.
  • Clayton State students may borrow for a 7-day loan.
  • These items are not available for checkout to other users. 
• Course Reserves
  • Course Reserves have restricted circulation because of expected high demand by students in a class. 
  • Clayton State students may borrow for a 2-hour, 1-day, or 7- day loan. 
  • These items are not available for checkout to other users. 
• Equipment
  • Laptops and VR headset:
    • These items are for in-library use only.
    • Clayton State students may borrow for a 4-hour loan. 
    • Clayton State students must have a current signed laptop agreement form on file before borrowing a laptop. 
    • Clayton State students must complete safety training and have a current signed borrowing agreement form on file before borrowing a VR headset.  
  • Small equipment
    • Includes headphones, adapters, chargers, webcams, wireless presenters, stands, and study room supplies. 
    • Clayton State students, faculty, staff and retirees may borrow for 4 hours.
    • Not available for checkout to other users.
  • DVD Players
    • Clayton State students, faculty, staff and retirees may borrow for a 7-day loan. 
    • Not available for checkout to other users. 

Library User Responsibilities 

• Users are responsible for the prompt return of library materials in good condition at the end of the loan period. 
• An item is considered overdue if it is not returned or renewed before its due date.
• Most loaned items are declared lost at 30 days overdue.
• Equipment and course reserves are declared lost at 1 day overdue. 

Penalties 

• Users may not borrow items if their account has been blocked by overdue items, lost items, or outstanding library fines.
• Users with lost items may be charged replacement and processing fines if the items are not returned in good condition.
• The library reserves the right to block equipment use privileges to anyone who is repeatedly late in returning equipment or who has exhibited a pattern of misuse of equipment.
   

Procedures
Renewing Items 

• Most borrowed items are automatically renewed twice for fully authorized users in good standing.  
• Partially authorized users are not permitted to renew loans.  
• In-person renewals are permitted for equipment based on availability. 
• Items belonging to audiovisual, course reserves, reference, legal, and periodical collections are not eligible for renewal. 
• After the renewal limit is reached, items must be returned at which time the item can be borrowed again if not needed by another patron.  

Returning Items 

• Books 
  • Return to the interior book returns at the lower-level Circulation Desk or the upper-level Information Desk or the exterior library book returns at the University Center entrance or Library building courtyard entrance. 
• Audiovisual
  • Return to the interior book returns at the lower-level Circulation Desk or the upper-level Information Desk.  
  • Do not leave audiovisual items in the external library book returns. 
• Course Reserves 
  • Return to library staff at the upper-level Information Desk 
• Equipment
  • Return laptops and VR goggles to library staff at the upper-level Information Desk. 
  • Return study room supplies and most other equipment to library staff at the lower-level Circulation Desk or the upper-level Information Desk. 
  • Do not leave equipment in the library book returns. 

Overdue and Lost Items 

• Users will receive email reminders about overdue items.
  • 1st notice is sent when the item is 7 days overdue. 
  • 2nd notice is sent when the item is 14 days overdue. 
• A circulating book or non-print material is declared lost at 30 days overdue.
• Equipment and Course Reserves materials are declared lost at 1 day overdue. 

Definitions:

Fully Authorized Library Users 

• Students, faculty and staff currently enrolled or working at Clayton State University with a current LakerCard or driver’s license for identification.
• Clayton State University retirees with a current Community Borrower’s card or LakerCard. 
• University System of Georgia students, faculty and staff with a current ID card issued by their home institution. 

Partially Authorized Library Users  

• Clayton State University alumni, continuing education students, and regional community members with a current community borrower’s card AND a valid email address on file that can receive Library notices. 
• ARCHE consortia students, faculty and staff with a current ARCHE card. 
• Georgia Department of Archives staff with a photo ID.  

Visitors 

Any other patron who is not an authorized library user as defined above. 

References/Sources 

1. Community Users and Visitors Policy
2. Library Fines Policy 

Policy History: 

Revision Date	Author	Description
01/01/1999	Library Leadership	Effective date
05/07/2024	Library Leadership	Reformatted from PDF to HTML
04/07/2025	Library Leadership	Reformatted to new template