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.