UNIVERSITY OF PITTSBURGH PROCEDURE 10-03-03



CATEGORY:        SUPPORT SERVICES

SECTION:         Library and Instructional Services

SUBJECT:         Special Library Cards and Access to University

                 Libraries

EFFECTIVE DATE:  September 10, 1990

PAGE(S):         4



I.   PURPOSE

     

     To define the process for requesting borrowing privileges and

     access to University libraries for individuals other than those

     that possess a valid University ID Card, e.g., individuals who

     belong to programs that have negotiated an agreement for

     borrowing privileges at a University Library.

     

II.  SCOPE

     

     This policy is applicable to all University of Pittsburgh

     libraries.  These include:

     

     -    University Library System (ULS) libraries (Graduate School

          of Business, Chemistry and Computer Science, East Asian,

          Economics, Engineering, Fine Arts, Graduate School of Public

          and International Affairs, Hillman, Langley, Mathematics,

          Music, Physics, School of Library and Information Science)

     

     -    Non-ULS Libraries (Falk, Law, Nursing, WPIC, and the

          regional campus libraries at Bradford, Greensburg, Johnstown

          and Titusville)

     

III. EXHIBIT

     

     Exhibit A, FORM 0088 PITT 1093, Special Library Card Application

     

     Exhibit B, University Library Card Fee Schedule

     

IV.  PROCEDURE

     

     Responsibility                Action

     

     A.   Requesting Library Cards for Individuals Associated With

          University Sponsored Programs

     

          Program Director         1.   Request borrowing privileges

                                        by forwarding a memorandum to

                                        the director of the sponsoring

                                        library at least two weeks

                                        prior to the specific need and

                                        include the following:

     

                                        a.   The reason that borrowing

                                             privileges are required

     

                                        b.   Program title

     

                                        c.   Program length

     

                                        d.   The sponsoring department

                                             and the FAIS account

                                             number to which the cost

                                             of borrowing privileges

                                             will be charged, as well

                                             as any outstanding fines,

                                             replacement fees, and the

                                             like, which remain

                                             uncollected at the time

                                             the participants have

                                             completed the program

     

                                        e.   The number of program

                                             participants receiving

                                             borrowing privileges

     

                                        f.   The name and permanent

                                             address of each

                                             participant

     

          Director of Appropriate

          University Library       2.   Approve or disapprove the

                                        request.  Notify the

                                        disapproved program

                                        application within five

                                        working days of receipt.  For

                                        approved applications, forward

                                        participant data to the

                                        appropriate ULS or Non-ULS

                                        circulation department.

     

                                        a.   Non-ULS Libraries:

                                             Appropriate University

                                             Library Circulation

                                             Department

     

                                        b.   ULS Libraries:  Hillman

                                             Circulation Department

     

          Circulation

          Department               3.   Enter patron information on

                                        the database, issue Library

                                        Card for each participant, and

                                        deliver all Library Cards to

                                        the Program Director via

                                        courier within five working

                                        days of receiving patron

                                        information.

     

     B.   Requesting an Alumni Library Card

     

          Applicant                1.   Present two forms of

                                        identification to the

                                        circulation department of the

                                        appropriate University

                                        Library.  One form must be a

                                        photo ID.  Complete FORM 0088

                                        PITT 1093, Special Library

                                        Card Application.

     

          Circulation

          Department               2.   Verify Alumni status through

                                        the Office of Development and

                                        Alumni Affairs.

     

                                   3.   Assess the appropriate fee

                                        (See Exhibit B, University

                                        Library Card Fee Schedule),

                                        and issue the Library Card to

                                        the applicant.

     

     C.   Requesting Purchase of a University Library Card

     

          Applicant                1.   Present two forms of

                                        identification to the

                                        circulation staff of the

                                        appropriate University library

                                        as previously established.

                                        Complete FORM 0088 PITT 1093,

                                        Special Library Card

                                        Application.

     

          Circulation Staff        2.   Register the applicant on the

                                        NOTIS patron database, assess

                                        the appropriate fee (See

                                        Exhibit B, University Library

                                        Card Fee Schedule), and issue

                                        the Library Card.

     

     D.   Requesting Library Cards for Individuals Associated With

          Institutions Having An Agreement With the University

     

          Applicant                1.   Present a validated ID Card

                                        from the institution to the

                                        circulation department of the

                                        appropriate University

                                        library.  Complete FORM 0088

                                        PITT 1093, Special Library

                                        Card Application.

     

          Circulation

          Department               2.   Verify that the ID Card is

                                        valid and from an institution

                                        that has an articulation

                                        agreement with the University.

     

                                   3.   Register the applicant on the

                                        NOTIS patron database and

                                        issue the Library Card.

     

     E.   Requesting Replacement of Lost Library Cards

     

          Applicant                1.   Present an acceptable form

                                        of identification, e.g., a

                                        Driver's License photo ID,

                                        charge cards, etc. to the

                                        appropriate University Library

                                        circulation desk.

     

                                   2.   Modify the patron record to

                                        invalidate original Library

                                        Card, assess the appropriate

                                        fee, and issue a new card.

     

V.   DEFINITIONS

     

     Access  Admission to a library facility for the purpose of

     study/research related to the subject areas of the library.

     

     Articulation Agreement  An agreement negotiated by a University

     Library and an outside institution to issue library cards to the

     associates of both parties without fee.

     

     ID Card  The University Identification card issued by the ID

     Center of the following type:  Faculty; Staff; Student; Trustee;

     Family; and General.

     

     Special Library Card  Cards issued by the University Libraries to

     facilitate borrowing by patrons not qualifying for a University

     ID Card.

     

     Library patron  Any person having privileges at any University

     Library.

     

     NOTIS Database Patron file  The library database created by

     combining all information from the ID Center and patron

     registration from all University libraries.

     

     University Libraries  The term used to collectively identify all

     libraries in the University of Pittsburgh, ULS and non-ULS.

     

     University Library System  The libraries which report to the

     Director of University Libraries under the administration of the

     Office of the Provost.

     

     University of Pittsburgh Alumni  Individuals awarded a University

     of Pittsburgh degree

     

     University Sponsored Program  Any event, activity, or program

     sponsored by a department of the University.

     

VI.  REFERENCES

     

     Policy 10-03-03, Special Library Cards and Access to University

     Libraries.