I. Policy Information

Policy Title: UIS Library Borrowing Policy
Policy Owner: UIS Library User Services Department
Responsible Official: Program Coordinator Patron Services
Approved by: UIS Library Leadership Team
Date Approved: 12/11/24
Effective Date: 12/11/24
Targeted Review Date: April 2026
Contact: questions@uis.libanswers.com
Related Policies:

II. Scope

This Policy applies to all UIS library users, including: staff, faculty, graduate/undergraduate
students, emeritus faculty, I-Share patrons, reciprocal borrowers, alumni, and Friends of the
Library.

This Policy only applies to materials loaned from UIS. If UIS patrons request materials from
other I-Share or interlibrary loan institutions, they will be subject to the policy of the lending
institution.

III. Definitions

Good Standing: Having no blocks, fines, fees, or other demerits related to one’s library
account.

Libby: An online library of e-books and audiobooks created by Overdrive, available as an app or
via desktop.

Reciprocal Borrowers: Lincoln Public Library patrons who are granted a special borrow card to
borrow from UIS and UIS patrons who are approved to borrow from Lincoln Public Library.
Friends of Brookens Library: A membership-based service organization established to support
Brookens library with a focus on fostering community awareness, enhancing services, and
bolstering collection development.

Interlibrary Loan: Resource-sharing service which accommodates loans from libraries outside
of the I-Share consortium. This includes materials from public libraries, libraries outside of the
state of Illinois, and libraries outside of the United States.

Emeritus Faculty: UIS Faculty who have been awarded emeritus status.

I-Share: Resource-sharing service supported by the Consortium of Academic and Research
Libraries of Illinois. This allows patrons from our institution to easily request materials from
other university libraries throughout Illinois.

Loan Period: The amount of time an item can be checked out, often denoted in 7-day
increments.

Proxy Patron: A graduate student, designated by a UIS staff or faculty member, who may pick
up items on the staff/faculty member’s behalf.

Block: A non-financial hold on a patron’s account that prevents loans, renewals, and/or requests.
Blocks are applied for numerous reasons but are often the result of overdue or damaged items.

IV. Purpose

The purpose of the Policy is to outline our borrowing procedures. This will cover both how
patrons can apply to receive borrowing privileges and what those privileges are. It is designed to
ensure that all are able to access the library materials they need in a timely and orderly manner.

V. Background

The UIS library aims to provide a rich collection of resources which are accessible to our
patrons. To maintain equitable accessibility to these communal resources, these materials have
limited loan periods and item restrictions to facilitate orderly loans. In addition, as a public
institution, we allow both community members and UIS-affiliates to access our materials. These
borrower types have different levels of access, that is determined by our existing contracts. This
policy then aims to explore these borrower types, their access, and other stipulations to
borrowing.

VI. Statement of Policy

Approved Borrowers

Standard Borrowers

• Active Students: These users are automatically added to our system after enrollment.
  They are able to access online resources via their NetID and password. They may check
  out materials from UIS, I-Share, and Interlibrary loan. Their account expires 6 months
  after their last registered semester.

• Staff/Faculty: These users are automatically added to our system after hiring. They are
  able to access online resources via their NetID and password. They may check out
  materials from UIS, I-Share, and Interlibrary loan. Their account expires after their
  separation from the university. Staff and faculty may designate up to 3 proxy patrons to pick up items on their behalf.

  These must be UIS graduate students who are in good standing with the UIS library.
  Proxy status may last up to 1 academic year, at which point the staff/faculty member
  must reapply for their proxy status. The staff/faculty member is ultimately responsible for
  any materials checked out by their proxy patron, including any related damage or
  replacement fees. To apply for a proxy, staff/faculty must fill out the proxy patron request
  form.

Special Borrowers

• Alumni: All alumni from University of Illinois Springfield and/or Sangamon State
  University may apply for a Special Borrower’s library card at UIS library. All applicants
  must submit a special borrower card form. Approval is contingent on verification of
  graduation with the UIS registrar and records department.

   

• Retired Staff and Faculty: All retired staff/faculty from University of Illinois
  Springfield or Sangamon State University are eligible to apply for a Special Borrower
  library card at UIS library. Before applying for access, the patron must first request a
  retired staff or faculty i-card from the i-card office. After receiving this updated i-card,
  all applicants must submit a special borrower card form. Approval is contingent on
  verification of retired staff/faculty status. They will not be issued a new card, but will
  instead use their retired staff or faculty i-card for borrowing purposes.

• Reciprocal Borrowers: All Lincoln Public Library patrons who are 16 years or older and
  in good standing may apply for a Special Borrower’s library card at UIS library. All
  applicants must submit a special borrower card form. Approval is contingent on
  verification of patronage and good standing with the Lincoln Public Library circulation
  department.

   

• Friends of the Library: All active Friends of Brookens Library members may apply for
  a Special Borrower’s library card at UIS library. All applicants must submit a special
  borrower card form. Approval is contingent on verification of active Friends
  membership with Brookens Library administration.

   

• Emeritus Faculty: All retired emeritus faculty from University of Illinois Springfield or
  Sangamon State University may apply for a Special Borrower library card at UIS library.
  Before applying for access, the patron must first request an emeritus faculty i-card
  from the i-card office. After receiving this updated i-card, all applicants must submit a
  special borrower card form. Approval is contingent on verification of emeritus faculty
  status. They will not be issued a new card, but will instead use their emeritus faculty i-
  card for borrowing purposes.

• Visiting Scholar: Visiting scholars who have a current UIS i-card showing visiting status
  are eligible to request library borrowing privileges from their sponsor department.
  Requests for library privileges must be made by a Dean or Asst/Assoc Dean, who agree
  to assist in recovering materials or to cover any fees accrued by the visiting scholar in the
  instance that the library is unable to recover materials or collect fees.

  Once the request is approved by Library User Services, they are eligible to borrow
  materials from Brookens Library. Privileges will be granted for the time frame indicated
  by the Dean, but may not exceed one year. At that time, a new request would need to be
  submitted.

  Requests are approved at the discretion of the Library User Services department and may
  be revoked if borrowing policies are breached.

General Policy

Loan Periods and Item Limits

• Borrowing privileges are determined by the item collection and the borrower type. For
  full details regarding each group’s privileges, please reference our circulation matrix. It
  displays the initial loan period and the total renewal period allowed.

  
  All borrowers can check out up to 50 items total. Certain items, like those in our library
  of things collection, have additional stipulations for item limit which is covered in their
  related policy.

Overdue or Damaged Items

• All borrowers are required to return items in a timely manner. If items become overdue or
  are damaged, borrowers are subject to the library’s Fines and Fees Policy.
  Overdue I-Share or Interlibrary loan (ILL) materials are subject to the policy of their
  loaning institution. If I-Share or ILL materials are overdue, UIS library staff may place
  blocks on a patron account to facilitate their return or replacement.

Libby

• All borrowers are eligible to access UIS’s instance of Libby to check out eBooks and
  audiobooks. Special borrowers can request Libby access when applying for or renewing
  their card using the special borrower card form. If you are an existing special borrower
  and would like to request Libby access, please contact us.