Borrowing Information

Anyone wishing to check out any item from the Library needs to have a library card. Students of UPSem should bring their student identification to the Circulation Desk and fill out a registration form. A barcode will be printed on the student’s library access card; it is needed to check out any circulating item.

All other patrons wishing to check out items must show a photo ID with current address and fill out a registration form. Only the Circulation Supervisor or the Assistant Circulation Supervisor has the authority to approve this request and issue a borrower’s card. If these staff members are not available, the patron’s request will be held until the request can be approved and a card issued (usually by the following day). No one may borrow any item until this procedure has been completed.  More information about membership will be found HERE.

The Circulation Supervisor or Assistant Circulation Supervisor will normally be available during these hours :

Monday – Friday
8:00 am – 4:00 pm


    • The circulating collection is available during Library open hours. Most items checked out in person are charged and discharged from the main Circulation Desk and must be checked out at least 15 minutes before closing time every day.

      Visual media items (videos and DVDs) are charged in the Instructional Resource Center, between the hours of 8:00 AM and 4:30 PM, Monday-Friday. If you wish to charge visual media at any other time, please make arrangements in advance to have the item(s) left for you for pickup at the Circulation Desk.

      Materials sent through the Extension service are handled by the Library’s Technical Services department.


    • Borrowers can return materials at the Circulation Desk, in the book drop at the front of the Library when we are closed, or through the mail. Materials returned through the book drop will not be discharged until the following day. Materials returned through the mail will be discharged on the day the library receives the materials.


    • Most books, media and curriculum items are available for lending to all patrons. But certain materials in the collection do not circulate either because it is essential that they be available to the entire community at all times, or because of their value or condition. These include :

      • Periodicals, bound and unbound
      • books on course reserve
      • Items marked “Ref.”, most of which are located in the Reference room
      • books marked “Rare”
      • books bearing a star (*) above the call number
      • unclassified graduate theses
      • records or minutes of church courts and archival records and manuscripts
      • pamphlets and newspapers
      • microforms
      • Graduate Seminar collection (Reserve Room)
      • Chapel Collection (Reserve Room)
      • vertical file material

    • Different privileges are accorded to different patron statuses.
      If a patron falls into several categories, the most permissive of the patron privileges will apply.

      For a table showing details of borrowing periods for all patrons, click HERE.


    • Renewals, where permitted, may be initiated by the patron from the library’s online catalog, or a patron can request a renewal in person, by phone or by email.

      Renewals will not be allowed if a hold or recall is currently active on that item or if a patron has more than $10 in fines or other charges.


    • Any patron can request the recall of any item in the circulating collection once the item in question has been on loan for 3 weeks or in the case of media, once the media item has been borrowed for its normal loan period.
      The library always reserves the right to recall any item from circulation at any time if it is required for Course Reserves or other instructional use.

      Items that are not returned within four days of a recall notice are fined at a rate of $1.00 per day.


    • On the library’s online catalog, a patron can place a hold on any item in the circulating collection that has been charged out to another patron. If a hold is placed on an item, that item cannot be renewed by the patron who has borrowed it.

      Patrons will be notified when an item that they have requested be placed on hold has been returned to the library and is now available. The material will be held at the Circulation Desk for one week after notification. If the hold was placed on behalf of an extension patron, the material will be mailed as soon as possible after it becomes available.

      Holds cannot be placed on items that are currently available on the shelves of the library.


    • Starred (*) books must remain in the Library building; they can be checked out to graduate students or faculty with assigned carrels and used only in those carrels. However, any books checked out to a carrel are counted in the total number of books allowed to be borrowed under a person’s patron status.

      Every book in a carrel must be checked out properly on the occupant’s account; no unloaned book may be left in any carrel. No journals or periodicals may be kept in a carrel. A fine of $5 will be levied for each periodical or unloaned book left in an assigned carrel. The second time such an item is found in a carrel, the occupant’s carrel privileges will be revoked.