UCF Libraries Policies

Materials

Binding

The Acquisitions & Collection Services department at the John C. Hitt Library is actively involved with development of library resources to support and enrich the academic programs at the University of Central Florida.

  • Binding is an outsourced service through the National Library Bindery Co. For binding services, please contact the HF Group LLC. at 800-444-7534.
  • The UCF Libraries continues to bind print periodicals for which online access is still not available. Even when the library subscribes to a particular title electronically often times the access is only for recent years.
  • The binding unit continues to maintain the current periodical shelves on the 3rd floor of the John C. Hitt Library and routinely sends shipments to the bindery. If you have questions about the status of titles that indicate “At the Bindery” you may contact the Acquisitions & Collection Services department.

Book and Gift Donations

The UCF Libraries welcomes gifts of books, CDs, and DVDs from interested donors. For more information, prospective donors may contact: Acquisitions and Collection Services staff at the John C. Hitt Library, the Special Collections & University Archives staff, the Rosen Library staff, or Curriculum Materials Center (CMC) staff.

For donations received by the Acquisitions and Collections Services department, the Rosen Library or the CMC:

  • Materials donated become the property of the UCF Libraries and cannot be returned. Prospective donors are requested not to place any restrictions on gifts, their use, or disposition.
  • Donors that provide the Libraries with complete name and address are acknowledged in writing, acknowledging the number of items received and the month donations were received. However, the Libraries cannot appraise or assign a dollar value to any gifts received.
  • A librarian considers each gift received and determines its appropriateness to the UCF Libraries collection. All books and media selected for the collection are cataloged.
  • The UCF Libraries is particularly interested in obtaining rare or other out-of-print works of a scholarly nature. First editions and limited editions of works by renowned authors are of particular interest for the Libraries’ collection.
  • The UCF Libraries cannot accept most textbooks, print runs of journals or older magazines, or old media including LPs, audio cassettes, and VHS tapes.
  • Gifts should be dropped-off or mailed to the UCF Libraries, as the Libraries does not have a vehicle or staff to pick-up books. An appointment is necessary for dropping off at the loading dock at the John C. Hitt Library. Contact Acquisitions and Collection Services to set up an appointment.

Before dropping off a donation please fill out the following form and bring it with your donation: Donation Form

 

For donations received by the Special Collections & University Archives department:

  • For more information on the materials that Special Collections & University Archives collects, please see our Build Our Collections page.
  • Please contact the department prior to the delivery of materials, if possible.
  • Materials received must be accompanied by a Materials Receipt Form, please see our Forms page for more information.

 


Borrowing Privileges

To qualify for borrowing privileges at the John C. Hitt Library, the Curriculum Materials Center (CMC), or the Rosen Library, you must be a current UCF student enrolled in at least one class for the semester, be an active faculty or a current staff member, or have a Special Borrower card.  Privileges may vary at regional campus libraries.

All materials are subject to recall after 3 weeks and must be returned when requested.

 

Material Type Patron Type Loan Period Renewal
 General Collection Books
& Government Documents
Undergraduate students 3 weeks Yes, until recalled
Graduate students 8 weeks Yes, until recalled
Faculty & staff Biannual Yes, until recalled
Special borrowers 3 weeks Yes, until recalled
Knight Reads (popular books) All 3 weeks Yes, until recalled
Audiovisuals All 1 week Yes, 1 renewal
Course Reserve Materials All students varies No
Interlibrary Loan items All students, faculty, & staff varies 1 renewal may be allowed
 Newspapers & Periodicals All students, staff, & special borrowers In Library Use Only N/A
Faculty 24 hours No
 Reference books, special
collections, & annual reports
 All  In Library Use Only N/A
Curriculum Materials Center Picture Books All 1 week Yes, until recalled
Curriculum Materials Center Fiction All 3 weeks Yes, until recalled
Laptops, Tablets, & iPads See Technology Lending varies No*
Calculators See Technology Lending 24 Hours No*
Headphones See Technology Lending 4 Hours No*
Digital Cameras, Camcorders, Voice Recorders See Technology Lending 3 Days No*
Projectors, Microphones, Speakers, DVD/Blu-ray Players See Technology Lending 3 Days No*
Mobile Device Chargers / Cables See Technology Lending 4 Hours No*

Most UCF Libraries items are available on open shelves to patrons on a first-come basis.  UCF students, faculty and staff have no limit on the number of items to be checked out from our General Collection. Non-University Patrons who are issued Special Borrower Cards may have up to ten items checked out at a time.

*LibTech Borrowing Notes:

  • LibTech must have one of the same item in-stock for the item to be renewed immediately.
    • Transaction must take place in person; no renewals via phone or online.
  • Certain LibTech items have a 24 Hour Renewal Waiting Period; these include:
    • Systems (3 Day Laptops, Dell Venues, iPads)
    • Projectors (including the Portable Screen)
    • PA Speaker
    • DSLR Camera Kit
    • GoPro Hero Cameras
  • Multiple LibTech item checkouts of the same type (i.e. two phone chargers, tablet and laptop) are not allowed.

Collection Development Policies

The UCF Libraries maintains collections in support of the university’s mission to provide comprehensive teaching, research and service.  Each UCF department or program is assigned a librarian who acts as the collection development liaison.  Collection Development Policies for individual programs, subjects, or libraries are available from the Collection Development Policies page in our STARS digital repository.

For more information about individual collection development policies and philosophies, please contact the appropriate librarian on our Your Librarian page or contact the Acquisitions & Collection Services department.


Course Reserves – Placing and Removing

 

Fill Out the Reserve Form

 

Placing Materials on Reserve:

Course Reserves are class-related materials selected by faculty to support the university’s academic programs.

Reserve materials may include:

  • Books from the Library’s collections
  • Faculty member’s personal copy of books or journals.
  • Folders containing photocopies of specific journal articles or book chapters provided by the faculty member.
  • Photocopies of non-copyrighted materials such as class notes, tests, etc.
  • Audiovisual materials

The library staff strives to process all faculty requests for course reserves in a timely manner possible and in conformance to copyright law, as required by the UCF Office of the General Counsel.

  • Print materials can be put on reserve at the John C. Hitt Library on the 2nd floor at the Circulation Desk, at the Curriculum Materials Center (CMC), or at the Rosen Library.
  • Media items can be put on reserve at the John C. Hitt Library on 3rd floor at the LibTech desk, at the Curriculum Materials Center (CMC), or the Rosen Library.

Instructors must complete a Reserve Form and submit it to either the Circulation desk or the LibTech desk at the John C. Hitt Library, the CMC, or the Rosen Library. Copies of the form are also available at the service desks at each of these libraries. Library staff will pull library owned books or media items from the Library shelves for placement on Reserves.

Personal items or any reproductions of materials to be placed on Reserves must be delivered in person to the library or emailed to Reserve@ucf.edu. The Library must have a completed Reserve form for any emailed items sent to Reserve. Emailed items must include all of the requested information listed below. When completing the form, the expiration date, office room number, and email address are important. This information is used to ensure timely removal and return of materials to the faculty member. Incomplete forms are held with the materials until complete information is obtained from the professor.

Provide all requested information for each item to be placed on reserve:

  • Complete citation for each journal article the student is expected to read.
  • Complete citation for each chapter excerpted from a complete work.
  • Complete citation for all personal books provided.
  • All photocopied items MUST include a copy of the original copyright statement from the photocopied work (see section 108(a) (3) of U.S. Copyright Law).

Copyright for reserves:

  • All reserve materials must comply with copyright laws.  See our Copyright Policies page for more information.

Removal of Materials from Reserve

All materials are removed from Reserve at the end of the semester. Personal copies, including all file folders, are returned to faculty at this time. Unless otherwise requested, the address listed on the Reserve form will be used to mail materials. The Library is not responsible for lost or damaged personal items placed on Reserves.

Questions about Reserves

For questions or assistance with course reserves, contact the Circulation department at the John C. Hitt Library, the staff at the Curriculum Materials Center (CMC), or the staff at the Rosen Library.


Course Reserves – Using

Professors have the option of placing materials on reserve for students enrolled in their classes to access. These items are available for checkout at the John C. Hitt Library at the Circulation desk or the LibTech desk, at the Curriculum Materials Center (CMC), or at the Rosen Library.  Regional campus libraries may have different policies regarding course reserves.

A Driver’s License or UCF ID must be presented in order to check out reserve materials.  In addition, please have the course number/ prefix and instructor’s name with you to request reserve materials.

Please note that Reserve item will have a designated time restriction.  Reserve materials must be return on time or will accrue a charge of $0.25 per hour.

For help locating course materials on reserve, see our Course Materials page.

 


Electronic Resources Terms for Use

The majority of electronic resources offered by the Libraries have been licensed for the non-profit educational use of the University of Central Florida community. Use of these resources is limited to students, faculty, and staff of UCF. Guests can use most licensed electronic resources onsite. Systematic copying from these resources is prohibited. Copyright law, individual license agreements, the University’s policy on Use of Information Technology and Resources, as well as other applicable laws and regulations apply.


Fines & Bills

The following policies apply to materials at the John C. Hitt Library, the Curriculum Materials Center (CMC), and the Rosen Libary.  Policies may vary at regional campus libraries.

Overdue Fines

Category Hourly Fine Max Daily Fine Max Total Fine Billed Lost + Replacement Charge Academic Block Notes
General Collection $0.25 $5.25 30 Days 30 Days 72 hour grace period
from time of checkout
Reserve Collection $0.25 $6.00 Accrue until returned 3 Days 3 Days
LibTech Items $0.25 $6.00 $18-$100 3 Days 3 Days Fines PER barcoded item
Faculty / Staff 30 days

Replacement Costs

  • Any General Collection items that are more than 30 days overdue are considered Billed Lost. Replacement charges will be placed on your library account and an University Academic Block will be placed on your account.
  • Any LibTech items that are more than 3 days overdue are considered Billed Lost. Replacement charges will be placed on your library account and an University Academic Block will be placed on your account.
  • Regardless if the item is lost, stolen, or damaged the patron who borrowed the item is responsible for paying the replacement charges.
  • Billed lost items that are not lost, damaged, or stolen may be returned to Circulation and the replacement charges will be reassessed.
  • Items returned more than 30 days after payment will not be refunded paid replacement charges. The library will accept the item as a donation.
  • Replacement copies are not accepted.

Paying Fines

  • Fines may be paid…
    • At the John C. Hitt Library by check, cash, or UCF ID card
    • At the Curriculum Materials Center (CMC) by UCF ID card only
    • At the Rosen Library by check or UCF ID card
  • We are unable to accept credit or debit payment.
  • Checks should be made payable to UCF Libraries.
  • Partial payments are not accepted. All transactions must be paid in full.
  • The cash registers at the John C. Hitt Library close one hour before the library closes and staff are not able to provide change on the weekends — exact change only.
  • Mailed payments must be by check, money order, or cashier’s check (cash will not be accepted). Mail payment to: University of Central Florida, Library Circulation, P.O. Box 162666 Orlando, FL 32816-2666

Library Account Blocks

Patrons who owe $10.00 or more will have a block placed on their library account. This block will prevent the patron from checking out library materials and renewing library materials. This block will be removed once full payment is made by the patron, or the billed lost items are returned and any remaining fines are paid.

University Academic Blocks

Students who owe a total balance of $50.00 or more will have an University Academic Block placed on their account. The University Academic block will be placed on grades, transcripts, graduation, and registration. This block will be removed once full payment is made by the patron or all billed lost items are returned and any remaining fines are paid.

Library Account Blocks and University Academic Blocks may also be applied according to the discretion of the Head of Circulation Services, the Head of the CMC or Rosen Library, or the Library Administration.

 Collections

Students, Expired Faculty, Staff, and Special Borrower patron debts will be transferred to a collections agency under the following circumstances:

  • Patron owes a total balance of $100 or more and for whom a part all of that balance is more than 180 days past due.

Once you have been sent to collections UCF Libraries will no longer accept payment for the debt or accept the return of billed lost items included in that debt.

Library Charges Appeals Process

Appeals Form

All Library charges of overdue, damaged, or lost materials may be appealed upon patron request. The Appeals Form is available ONLY  online. The Library Appeals Committee will review your submission and make a final decision on the acceptance or rejection of your appeal, within one week. You will be notified by email or telephone of this decision.

Claims Returned

Library materials that remain on your account, that you believe have been turned into the library, must be reported to the Circulation Desk as soon as possible. After filling out a claims return form, a series of diligent searches for the item will be made throughout the Library over a period of two weeks. During these two weeks you are urged to continue searching your own residence, vehicle, or other related areas.

Any claim returned materials that are found in the Library by staff, will have their charge waived.  If the claim returned item is not found after the two week search period, you will be notified via e-mail that the searches have been unsuccessful. At this time, payment for the replacement of the lost materials is expected.

Questions About Fines & Bills

Contact the Circulation department at the John C. Hitt Library for questions or concerns about library fines and bills.


Library Cards

UCF Borrowers

For the the John C. Hitt Library, Curriculum Materials Center (CMC), and the Rosen Library, the following individuals may borrow library materials from with their UCF ID or valid government photo ID:

  • UCF Students (must be enrolled in at least one class for the semester)
  • Current UCF Faculty
  • Current UCF Staff
  • Current UCF Adjunct Faculty
  • UCF Retirees

Cards and privileges may vary at regional campus libraries.

Proxy Cards for Faculty

Faculty members may obtain a proxy card, enabling a designated individual (e.g. a student assistant, research assistant, staff member, or family member) to use their Faculty checkout privileges.

Proxy cards may be applied for at the Circulation Desk at the John C. Hitt Library or at the front desk at the Rosen Library.  Each faculty member is entitled to one proxy card per semester.  Once a proxy card is issued, it is valid for one year.

* Please note that the Faculty member is responsible for any Lost or Damaged books associated with his/her proxy card.

Special Borrowers

Special Borrowers cards are available upon proof of affiliation or by purchase.  All Special Borrowers cards are non-transferable between individuals.  A processing fee will be issued for the replacement of lost cards.  Special Borrowers card and valid government photo ID must be present at time of check-out.  Please read below for specific requirements for each Special Borrower category

  • Alumni: UCF Alumni may purchase a borrowers card with 6 months of privileges for $30 or 1 year for $60. Alumni with existing Knights for Life memberships can receive a borrowers card at no cost with proof of membership and government issued photo ID.
  • Distance Learners: If you are unable to visit a campus to get a UCF ID you may request a Library ID number.
  • Faculty Emeritus and Spouse of Active Faculty:  You must present your government issued photo ID and proof of UCF affiliation to obtain a Special Borrowers card.
  • Florida State Universities, Florida Community Colleges: You must present your school ID and government issued photo ID to obtain a Special Borrowers card.
  • Florida Pre-K-12 School Teachers: You must present your government issued photo ID and a letter from your school principal or administration to obtain a Special Borrowers card.

Community Special Borrowers

Community Special Borrowers cards are available for purchase at the John C. Hitt Library.  6 months privileges for $30 or 1 year for $60.  Payment must be made by cash or check at the John C. Hitt Library.

  • Community Patrons:  You must be 18 years old and have a valid Florida driver’s license or proof of Florida residency and a government issued photo ID or passport.
  • Community Patrons (Minors):  Any person under the age of 18 who wishes to purchase a Special Borrower’s card must have their parent or other legal guardian purchase the card and co-sign for the card with the minor.  By co-signing the card the guardian assumes full financial liability for any library item issued to the minor.  Only that one authorized minor can use the card to check out items; the parent/guardian who purchased the card for the minor cannot use the card. The minor must present a government issued photo ID card to use the Borrowers Card.

Lost, Damaged, Missing, Holds, and Recalls

The following policies apply to the John C. Hitt Library, the Curriculum Materials Center (CMC), and the Rosen Library.  Policies may vary at regional campus libraries.

Until library materials are received by the UCF Libraries, they are the responsibility of the borrower. Credit for return will be given when the material is checked in a UCF Libraries location. Materials returned to a non-UCF library or any other facility remains the responsibility of the borrower until they are received at the UCF Libraries and checked in.

Lost or Damaged Items

All materials which have been lost, damaged or stolen should be reported immediately. If the item is overdue by more than 30 days it is automatically assumed lost. Patrons will be billed for the replacement cost of lost or stolen items; replacement copies can no longer be accepted. In the case of damaged items, patrons will be billed for repair costs.

Missing Items

For items that are not checked out and cannot be found on the shelf, a missing form can be requested and filled out at the Circulation Desk of the John C. Hitt Library or the service desk of the Curriculum Materials Center (CMC) or the the Rosen Library. Library Staff will then conduct a thorough search for the requested item over a period of several weeks. When an item becomes available for pick up, you will be notified via email and the item will be held for one week from the date of notification.

Holds & Recalls

If a book is currently checked out to another patron, a hold request may be placed on that item. You may request a hold for an item online by using the following procedure:

  • Search for the item in our library catalog. If the item is checked out, a due date will be shown next to the title.
  • Click the Request link.
  • You will next be prompted to log in to your library account.
  • Fill out the information needed for the request and after completion, you’ll receive a confirmation of your request.
  • You will receive a notice via e-mail of when your hold request arrives and is ready to be picked up.

Recalled items will receive an adjusted due dates of 3 week from the original check out date. If the item has been on loan for more than 3 weeks from the original check out date, the patron will have 10 days to return the item. Patrons will be notified by email if one of their items has been recalled.

Once the recalled item is returned, the patron who placed the recall will be notified via email that the item is ready for pick up. The materials are held for seven days. Any materials not picked up after that time will have the hold deleted and will be returned to the stacks.


Pulling Materials

  • Upon request, UCF Libraries staff will help patrons find books while providing instruction on how books are shelved and reading call numbers.
  • By appointment, UCF Libraries staff will retrieve items from the stacks for patrons with a documented sensory or physical disability. Contact the Circulation Desk at the John C. Hitt Library or contact the staff at any other UCF Libraries location for assistance.
  • Graduate students, faculty & staff, undergraduates at branch & regional campuses, and distance learners may submit requests online to receive UCF Libraries items through the Interlibrary Loan Department. A 24-72 hour period is reserved to pull these items, not including weekends. Visit the Interlibrary Loan page for more information.

Returning Materials

UCF Library materials can be returned to any UCF Libraries location.  To check your library or ILL account, visit the My Account page.

For the John C. Hitt Library, book return receptacles are located between Millican Hall and Phillips Hall, beside the front entrance to the library, and at the circulation desk.

Library materials may also be returned via mail to:

University of Central Florida Library, Bldg. 2, Circulation Department 4000 Central Florida Blvd. Orlando, FL 32816

Materials mailed, returned to a non-UCF Library, or returned to another facility remain the responsibility of the borrower until they are received at a UCF Libraries location and checked in. Library materials can continue to be renewed by the patron until they are received by the UCF Libraries and discharged. Once discharged, materials will no longer be displayed on the patron’s library account.

Items borrowed from the John C. Hitt Library and other libraries through Interlibrary Loan & Document Delivery Services, may be returned to the Circulation Desk of the John C. Hitt Library or other branch campus libraries. It is preferred that you hand these items to a library staff member, but you may also place them in a designated library drop-box. Distance learners, and users unable to travel to their campus library, may mail these items back to the John C. Hitt Library.


Textbook Purchases

The UCF Libraries builds collections that support the teaching and research mission of UCF. The goal is to build breadth and depth in the various UCF-supported disciplines while taking into account two key factors – funding and space. These factors weigh in the decision by the Libraries not to purchase textbooks as a routine. There are so many different textbooks used at UCF each semester that funding would not be available to purchase them. These textbooks often change edition very quickly leaving the Libraries with outdated copies that take up valuable space. Finally, without the ability to purchase most of the textbooks any attempt to collect would result in the library benefiting some students while negatively impacting others. Occasionally students will find books in the UCF Libraries that are assigned as textbooks (see the Library Catalog or Course Reserves to check). This happens because the book has been selected on its merits and not because it is an assigned textbook. Patrons interested in seeing online textbook options should see the Libraries Online Book Sources guide.

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