Procedures for direct undergraduate borrowing privileges...

Procedures for direct Undergraduate Borrowing Privileges
in Quebec University Libraries, extending, on a restricted basis,
the CREPUQ agreement for faculty and graduate students

The granting of direct borrowing privileges, on a limited basis, to undergraduate students of Quebec Universities is a pilot project starting at the beginning of the Winter Semester 2003 and ending 30 September 2003. It is based on the philosophy of sharing library resources. Those who wish to take advantage of this privilege must first exhaust the resources of their own university library.

1. Agreement to extend, on a restricted basis, direct borrowing privileges to undergraduates in Quebec Universities

1.1 Aim

This agreement gives Quebec undergraduate students the privilege of borrowing up to three items* for a maximum of 14 days, without renewal, from other Quebec university libraries.

This agreement applies to all undergraduate students, full and part time, registered in a regular programme in a Quebec university.

* For restricted items, special procedures may apply.

1.2 Participating Libraries

The libraries of all Quebec universities are included in this agreement.

In addition, via special agreements, the Bibliothèque nationale, the Bibliothèque centrale de la Ville de Montréal, and the Institut Québecois de la recherche sur la culture are also included.

A complete list of participating libraries is in Appendix I.

1.3 Length of the Agreement

This agreement will be in force from the beginning of the Winter Semester 2003 until 30 September 2003. After evaluation, the pilot project may be extended with or without change.

1.4 Administration of the agreement and allowable criteria

This agreement grants direct borrowing on a limited basis to undergraduates of Quebec universities whose requests will be evaluated according to the following criteria:

student is registered in an undergraduate programme of study
student has expressly requested a CREPUQ card (i.e., the card is not automatically available)
student has justified his/her request
by virture of making a request, the student commits to respect the loans policies of any library he/she uses, as well as any other policies and procedures concerning external users.

Permission for direct borrowing privileges and the undergraduate CREPUQ card are granted by the user’s own library. A designated person is responsible for evaluating requests of undergraduate students and the need as expressed in their application.

Evaluation of requests will follow the criteria listed below:

student intends to apply to a graduate studies programme and has been recommended by a professor to use specialized collections in another library which will complement those of his/her own university libraries and which are indispensable to his/her research goals.
student is registered in a distance education programme; a programme offered in collaboration or cooperation with other Quebec universities; or following a course offered on the Web which requires timely access to a university library.
student regularly spends time in another place and has a need to borrow materials from a library conveniently located to assure success in completion of studies.
student is doing an academic “stage” (training) in a geographic area other than where his/her library is located.
student makes a good case for any other material needed for the successful completion of an academic project.

All requests for the undergraduate CREPUQ presentation card will be made electronically or in print using the form designed for this purpose and found in Appendix 2.

These forms will also be used for the evaluating Pilot Project.

2. Method of Operation

2.1 Borrower Identification

The borrower who wishes to take advantage of this agreement will identify his/her self to the lending library by means of a CREPUQ presentation card.

2.2 Borrower Registration

Each participating lending library will, according to local procedures, register the borrower.

When the CREPUQ card is presented, the library staff will record the information in their patron file or loans system. Each lending library will decide if it prefers to issue a borrowing card or use the CREPUQ card.

It is the responsibility of the borrower to show the lending library the CREPUQ card as well as to provide appropriate personal identification (picture ID). The lending library is responsible for confirming the identity of the holder of the CREPUQ card.

Each participating library will inform its clientele of the conditions under which the undergraduate CREPUQ card is provided. On the other hand, it is the responsibility of each user to obtain a CREPUQ card before going to another participating library.

In no case is the CREPUQ card to be surrendered to a lending library. The card is to be retained by the user.

2.3 Returning Borrowed Items

The undergraduate may return borrowed items to the returns counter of the lending library or to the returns counter of his/her home library. In the latter case, materials will be forwarded to the lending library by the PEBUQUILL truck.

When a borrowed item is returned by PEBUQUILL, the date received by the home library will be indicated on the truck slip. Even if the item is returned late to the borrowing library, no fine will be recorded as the return date to the home library will take precedence.

2.4 Overdues and Fines

In requesting a CREPUQ card, the borrower is acknowledging s/he will respect the policies and procedures of the lending library, including returns and fines policies.

The lending library is responsible for sending overdues notices, for billing for lost materials and overdues fines, and for any other billing fees.

The borrower with overdues who ignores notices or account information made available (e.g. On a library account to which s/he has access) will receive a bill from the lending library. When the overdues amount to $50 or more, the home library will be advised and the latter will contact the student to be sure that the fines are attended to, even if this means suspension of borrowing privileges in the home library.

All fines, replacement costs, etc are based upon the policies of the lending library.

The home library must be notified when the lending library bills a delinquent user.

The minimum personal information about a borrower must include name, telephone number, email address, home address, CREPUQ card number, and the amount owed.

The borrower in arrears may reestablish his/her borrowing privileges once all fines and fees are paid to the lending library. The borrower will receive a receipt for paid fines and this receipt is to be presented to the home library.

The home library has the right to apply other sanctions to their own borrowers who have fines elsewhere.

The importance of communication between the lending library and the home library about the resolution of fines is vital so that the libraries maintain correct records and users are treated fairly.

Participating libraries
Agreement on direct Undergraduate Borrowing Privileges
in Quebec University Libraries

Request Form for a CREPUQ Card

Family name: First Name:

University:

Student ID number:

Programme/Department:

Email address:

Telephone number:

Justification for your request:

Based on the criteria listed on the verso of this form, please explain in detail your need to borrow from another university library

Student Signature:

Approval For administrative use only

Your request has been approved: 

Please indicate the principal criteria used by ticking it : 1  2  3  4  5 
(select one number only)

Your request has been denied: 

Comments:

Signature of the Director of Libraries or delegate:

Signature :

Name :

Email Address:

Date :

Direct borrowing privileges for undergraduates in Quebec universities are available for students who meet the following criteria:

student is registered in an undergraduate programme of study
student has expressly requested a CREPUQ card (i.e., the card is not automatically available)
student has justified his/her request
by virture of making a request, the student commits to respect the loans policies of any library he/she uses, as well as any other policies and procedures concerning external users.

Evaluation of requests will follow the criteria listed below:

student intends to apply to a graduate and has been recommended by a professor to use specialized collections in another library which will complement those of his/her own university libraries and which are indispensable to his/her research goals.
student is registered in a distance education programme; a programme offered in collaboration or cooperation with other Quebec universities; or following a course offered on the Web which requires timely access to a university library.
student regularly spends time in another place and has a need to borrow materials from a library conveniently located to assure success in completion of studies.
student is doing an academic “stage” (training) in a geographic area other than where his/her library is located.
student makes a good case for any other material needed for the successful completion of an academic project.