Circulation and Checkout Policies

Borrower Responsibilities

Borrowers are responsible for any materials checked out on their library cards, including materials from other libraries. This includes returning or renewing materials by the due date and time, returning items in the condition in which they were borrowed, and being accountable for overdue fines or fees.

Users are responsible for monitoring their UTD email accounts for any notifications about due date/time changes, courtesy reminders and overdue items. Patrons are sent an email receipt that indicates when the materials are due. Borrowers also receive a monthly email that lists the titles and due dates of the materials they have checked out. The Library will also e-mail notices to borrowers when materials are recalled. [See Recalls section below].

A faculty member may appoint students or staff members as a proxy patron to check out materials on the Faculty member’s account. Proxy patrons must be UT Dallas students, faculty or staff with a valid current UTD ID (Comet Card) and must be approved by the Head of Access Services. Proxy requests can be sent to circ@utdallas.edu.

The Library sends notices as a courtesy only. The Library is NOT responsible for non-delivery of notices. Please advise the Library of a change in contact information to ensure your notices arrive.

In accordance with the Attorney General of Texas Open Record Decision No. 100, the UT Dallas Libraries will not release information about a borrower including name, UTD ID or check out information.

Recalls

A recall allows a patron to request most materials that are checked out or the library staff to request materials for course reserves. Recalled items may not be renewed. Recall requests may be submitted through the library catalog or by calling the Information Desk at (972) 883-2955. The initial borrower will be notified by email of any due date change. Borrowers with semester-long checkouts will be given 21 days to return a recalled item. If the item is not returned by the new due date, recall fines of $1/day go into effect. When the item is returned, the requestor is notified by email, and the item is held at the Services Desk for seven days.

Missing, Lost, and Damaged Materials

If material is missing from the shelves, library staff will conduct a search by request at the Services Desk. If located, library staff will notify the requestor of the results and hold the material at the Services Desk for seven days.

Materials that are long overdue will be declared lost. If an item that a borrower has checked out is lost or irreparably damaged, the borrower will be assessed a replacement fee that reflects the replacement cost of the material as determined by the library. In addition to replacement fees, the borrower will be assessed a $25 processing fee, as well as any existing overdue fines.

Damaged items will not be returned to patrons and replacement copies will not be accepted.

Library privileges may be suspended for borrowers who fail to abide by this policy or who have unpaid library charges. The library will block a borrower’s course registration or issuance of transcripts for any library account that includes unpaid charges totaling over $1.

Inquiries concerning a fine or suspension of privileges should be made at the Services Desk or submitted through an Appeal A Library Fine form.

Checkout Policies for Visitors

Visitors may borrow materials from the library with a valid TexShare card and a current Texas driver’s license or state ID card. TexShare is a program created by the Texas State Library and Archives Commission. Please visit our TexShare page for more information.

• Item Limit: Five main stacks items
• Checkout Period: 21 days
• Renewals: No Renewals
• Media Items: Audio CDs, DVD, & Videotape, four hours, must be used in the Multimedia Services room
• Community User Workstations: two hours

Visiting Scholars must apply for a Comet Card through a University sponsor.

Laptop Use & Checkout Policy

Borrowing

Laptops are available for check-out to current UT Dallas students, faculty, and staff. Check out a laptop from the Multimedia Desk using a valid Comet Card. Library fines must be paid before you can check out a laptop, and a current Laptop Agreement form must be on file. Laptops cannot be reserved in advance.

Laptops can be checked out for up to 14 days at a time. Laptops may be renewed one time. Renewals may be done online or by calling (972) 883-2955.

Current UTD students, faculty and staff must have a valid Comet Card present in order to print. See Adding Money to Your Card below for options in adding funds to your Comet Card. You cannot use cash for printing.

Applications Available on Laptops

Also Available: CDs, DVDs, and Blu-rays | Checkout Period: 7 days | Late Fine: $1.00/day; maximum $14.00

Multimedia Policies

Check Out Periods

Films On Reserve

Films are checked out to UT Dallas faculty for seven days. Materials may leave the library for classroom use.

UT Dallas students and staff check out period is four hours, and materials must remain in the library and are to be viewed on library equipment.

Films Not on Reserve

TexShare users may borrow one item for four hours for use in the Multimedia Services room only.

Digital Cameras, Tripods, and Calculators

UT Dallas faculty members, students and staff are allowed a 14-day, DSLR and mirrorless cameras may not be renewed. Other media items may be renewed one time.

Noise-canceling Headphones

UT Dallas faculty members, students and staff can check out headphones for eight hours.

Late Fees

Overdue DVDs, Blu-ray Discs, videotapes, audio CDs and audiobooks incur a $1 per day late charge with a $14 maximum overdue fine. After an item has been overdue for 14 days, it will be considered lost and a $14 overdue fee, a $25 processing fee, and the cost to replace the item will be charged to the borrowing patron’s account. Faculty do not accrue late fines but will be charged applicable replacement and processing costs.

Note

To make sure that the films are available for classroom presentations, the UT Dallas faculty members need to contact the Head of Access and Delivery Services or their liaison librarian. Otherwise, faculty might find that the films are checked out when they are needed for a class.

This policy should enable students to use films for class presentations. Under no circumstances are the materials to be used for a commercial presentation. This is strictly forbidden by federal copyright law.

Accessibility Policy

The Eugene McDermott Library at The University of Texas at Dallas is committed to equal access to educational endeavors for students with disabilities, and we offer a wide range of services for users with disabilities. If special assistance is needed to use our services and resources, please call 972-883-2953 to ensure staff availability.

In addition to the services listed, we abide by the policies of the UTD Student AccessAbility Office and the U.S. Department of Education.

Contact Information: Library Services Desk 972-883-2953

General Campus Assistance: studentaccess@utdallas.edu or 972-883-2098

Adaptive Workspace

The Accessibility Equipment Room (MC 2.516) is available to UT Dallas students, faculty and staff with disabilities on a reservation basis. An active UT Dallas NetID is required to use the equipment. Please contact Access Services at our checkout desk to reserve the room.

This space is intended for studying and research purposes. Due to its location, group meetings are not allowed.

Contact Information: circ@utdallas.edu or 972-883-2953

Equipment and Software

The Accessibility Equipment Room (MC 2.516) includes equipment and software that can assist students, faculty and staff in their research and studies.

Equipment

• Dell OptiPlex computer: Microsoft Windows-enabled.
• TOPAZ desktop magnifier
• SARA and PEARL Scanners: Convert books to digital text for reading aloud via the Open Book software. Converted books can be saved as TXT (plain or rich text), MS Word, or audio files.
• Braille keyboard

Software

• Open Book: For use with the PEARL scanner.
• MAGIC: Screen magnification software.
• JAWS: Screen reading software that assists with computer navigation.

Retrieval of Materials

Physical books or media items will be retrieved by Services Desk staff upon request. If you would like to ensure the item is available before you come to the library, please place the item on hold.

There are two types of hold requests:

• If the item is available: requesting the item will notify library staff to retrieve the item and make it available at the checkout desk in the lobby for you to pick up. You will receive an email when it is ready, and you will have seven days to pick up the materials.
• If the item is checked out: requesting the item will notify the current borrower that they must return the item within 21 days for books or seven days for DVDs. When this item is returned, you will receive an email that your request is ready to pick up, and you will have seven days to pick up the materials.

Popular and high-demand items may have a waiting list. The Services Desk staff can check your place on the list. Contact them at 972-883-2953 or email circ@utdallas.edu.

Placing a request:

1. Visit the library catalog.
2. Search by title, author or keyword to find the desired item.
3. Please note the item’s format, availability and location.
4. Click the title to expand to a detailed view of the record.
5. Click Sign In under the Get It section in the record.
6. Enter your NetID and password.
7. The Request option will appear in the Get It area.
8. Click Request.
9. Complete the prompts.
10. Check your email for a confirmation and/or updates.
11. Requested items are picked up at the Services Desk on the 2nd floor.
12. If the item is no longer needed, it is helpful to other borrowers to cancel the request.

If the item is no longer needed, it is helpful to other borrowers to cancel the request.

Print & Copy Assistance

Staff can assist with the printing, copying, and scanning of materials in the Library Print/Copy/Scan Center. If you need assistance, please approach the Services Desk. You will need an active Comet Card with funds on it to pay for your prints.

• Black and white prints and copies are 6¢ per page.
• Color prints and copies are 25¢ per side.
• Use the GET App to use a credit or debit card to load money onto your Comet Card ($5 minimum).

Alternative Formats

The Interlibrary Loan Department will provide accessible alternative formats of library-owned or library-licensed materials or Interlibrary Loan materials to eligible students, staff and faculty.

For assistance, please contact the Interlibrary Loan Department: ill@utdallas.edu or (972) 883-2966.

Writing Assistance

The University of Texas at Dallas Writing Center can provide constructive feedback and writing support for undergraduate and graduate students through one-on-one tutoring sessions.

Study Rooms

Study rooms are available for actively-enrolled UT Dallas students by reservation. These rooms are separate from the Accessibility Equipment Room. Study rooms can be reserved up to one week in advance for four-hour increments.

To reserve a room, please visit libcal.utdallas.edu or call (972)883-2953.

Emergency Situations

In case of emergency, an announcement will be made over the Public Announcement System. If you are unable to exit the building or make it to the basement, or you become trapped in the elevator in the instance of a power outage, please call the non-emergency police department number at 972-883-2222 and request police or public safety officer assistance. If you are experiencing an emergency, please call 911.

Report a Barrier

Individuals who encounter a physical, electronic or programmatic barrier on campus, such as an inoperative elevator, an inaccessible website, a blocked access ramp or any other access barrier, should contact the ADA Coordinator or fill out the form listed below.

For assistance, please contact the campus ADA Coordinator at ADACoordinator@utdallas.edu or use the Report an Accessibility Barrier Form.

Accessibility Animals

Service Animals, as defined by the Americans with Disabilities Act, are allowed in the McDermott Library. Under the ADA, a service animal is defined as a dog or miniature horse that has been individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the animal must be directly related to the person’s disability.

Emotional Support Animals are intended to provide emotional support, well-being, comfort or companionship to their owners. While these animals are allowed in some campus areas, they are not allowed in the McDermott Library without express permission from the Dean of Libraries.

Building Use Policy

Noise Levels

By designating areas Quiet and Group, we attempt to balance preferences for individual work, research consultations, library transactions and group study needs.

4th Floor: No Noise

Silent Study Only

3rd Floor and 2nd Floor: Low Noise

Quiet Study Only
Soft Whispering, Low Hum

1st Floor: Medium Noise

Group Study
Conversations at a moderate level

This is the ideal place for collaborative work or socialization. Can’t find a place to sit? Study rooms are available for all students to book!

If there is noise in your study area that you believe to be excessive, you are encouraged to ask the noisemaker(s) to be quiet. If you feel uncomfortable doing so or if the users refuse to cooperate, please report the disturbance to a library service desk on the second floor.

Cell Phone Use

Keep cell phones on silent mode throughout the library.

Send and receive calls in the first floor and the second floor lobby.

Accessibility Animals

Service Animals

Service animals, as defined by the Americans with Disabilities Act, are allowed in the library. Under the ADA, a service animal is defined as a dog or miniature horse that has been individually trained to do work or perform tasks for an individual with a disability. The task(s) performed by the animal must be directly related to the person’s disability.

Emotional Support Animals

Emotional support animals are intended to provide emotional support, well-being, comfort, or companionship to their owners. While these are allowed in some campus areas, they are not allowed in the library without express permission.

Questions?

For further questions or assistance, please contact one of our Accessibility Librarians.

Interpretation of all these guidelines is at the discretion of Library staff. Users that are non-compliant will be asked to relocate.

Computer Use

Printing

See the Printers/Copiers Use Policy for instructions on photocopying, printing and scanning at the library.

Printer & Copier Use Policy

The Eugene McDermott Library provides equipment to make black and white and color copies and prints. In addition there is equipment to make print copies and digital files from microfiche and microfilm. Scanners are also available.

 Printing is not available from the Community Users Workstations. Community Users must bring their own thumb/flash/USB drives if they plan to save data.

Copies

With an Active Comet Card:

$0.06 per page for black and white; $0.25 per side for color.

Prints

Current UTD students, faculty and staff must have a valid Comet Card present in order to print. See Adding Money to Your Card below for options in adding funds to your Comet Card.

Send a print job from any computer in the Information Commons area or library laptop, or print from your laptop by using Comet Print (pdf).

With Comet Cash on your Comet Card:

$0.06 per page for black and white; $0.25 per side for color.

You cannot use cash for printing.

Scans

Scans are free and can be emailed or saved to USB drive.

Digital Microform Scanners

The library has two digital microform scanners near the printers/copiers that allow active UTD affiliates to print, scan or save to a flash drive. An instruction manual is available at the scanner workstation.

Scanning is free; printing costs $0.06 per page for black and white and $0.25 per side for color.

Adding Money to Your Card

Use the GET Portal or GET mobile app using your NetID to add Comet Cash. Funds must be added using your credit card or debit card. The University has phased out accepting cash or checks for this purpose. A minimum deposit of $5.00 is required, and there is an additional $0.50 convenience fee.

Shredder

The library has a shredder near the printers/copiers to dispose of confidential or sensitive information.

Information Literacy Policy and Goals

Information Literacy Mission

Information Literacy at The University of Texas at Dallas is a means for students, faculty, staff and community users to develop library research skills, information literacy ability and competent information use as a part of lifelong learning.

Information literacy instruction is individual research sessions, library tours or class sessions. Any UTD student, faculty or staff with an activated Comet Card may request a library tour or an instruction session. Community users may request a tour of the library or participate in subject sessions. They may also request assistance from the Research Librarians at the Research Desk or more in-depth instruction from one of the Instruction Librarians.

Community Users

Community users are welcome to request a tour of the library or to participate in subject sessions. Community Users may request instruction on the use of the Community User Workstation from the Head of Information Literacy Services by telephone or email. Use of the Workstation is governed by the policy set by the dean of the libraries.

The Community User Workstation is available to visitors from the surrounding community. A valid form of identification will be necessary for accessing electronic resources and registering for tours or instruction. It will be necessary to call the library to register to attend tours or classes. For additional information about Community Users please visit the Policies for Visitors section.

Non-UTD users, including the general public, those with a TexShare card and Visiting Scholars, as well as community users 18 years old or over have access to the Library’s electronic databases, ejournals, and ebooks at the Community User Workstations. Use of these computers requires pre-registration at the circulation desk. There are time limits on the Community User Workstations, but these limits can be extended unless others are waiting. There is no off-campus access to the electronic resources for non-UTD users. Please refer to Computer Use Policy for addition details. Please also refer to the Circulation & Checkout Policies website for additional library use details.

Library resources may be used by high school classes in eleventh and twelfth grades when accompanied by a teacher during a class visit. The visit must be coordinated with the Head of Information Literacy and Outreach or the Instruction Librarian. The size of the group is a consideration for the visit’s approval as the goal would be to cause as little disruption to the Research Area as possible. Please contact the Head of Information Literacy and Outreach or the Instruction Librarian one week prior to the class date.

Library tours and visits by school groups are encouraged. To request a library tour or visit please contact Loreen Henry at 972-883-2126 or loreen@utdallas.edu or Sarah Dornback at 972-883-2631 or Sarah.Dornback@UTDallas.edu.

Information Literacy Goal

The goal of Information Literacy at The University of Texas at Dallas is to make McDermott Library an integral part of the campus learning experience; to integrate fully into the research environment; to advance lifelong learning for students, faculty and staff; to offer a variety of online tutorials; and to eventually offer credit courses. These goals can be achieved through information literacy instruction sessions, online tutorials, subject specific training sessions and ongoing, one-credit classroom instruction. It is the aim of the Information Literacy program to collaborate with faculty to provide students with research instruction.

Instruction Session Policy

Faculty attendance

The instruction staff strongly encourages faculty participation in the instruction session process.

Information Literacy Instruction Content

Information Literacy instruction sessions are designed to introduce users to the resources available at the University libraries (McDermott and Callier) and to assist in the development of research strategies that will enable users to pursue their research goals or other information needs. When an instruction session is requested, an instruction librarian customizes the session to best fit the faculty’s or student’s course and assignment requirements. Included in a general library instruction session are an overview of the library’s services and collections, an introduction to resources including our catalog, and a demonstration of periodical indexes and printed and electronic resources appropriate to the topic and level of the class. The session also includes a discussion of library research skills and search strategies. Advanced instruction sessions might include conducting a legislative history, researching a market for a new product, or a thorough literature review for a thesis or dissertation.

Information Literacy instruction availability

Instruction sessions are available at any time of the year and may coincide with class projects.

Information Literacy instruction location

Instruction sessions can be taught in the McDermott Library’s Instruction Area during regularly scheduled class meeting times. The instruction librarians are also available to hold the sessions in classrooms or lecture halls. Live demonstrations of the electronic resources may be limited by the room’s network connections.

Library Instruction Area Policy

McDermott Library adapts the policies and mission statements of the American Library Association’s LIRT and ACRL/ IS in developing its Library Instruction policy and mission. Additional information about this can be found online at the American Library Association.

Policy on Confidentiality of Patron Records

Confidentiality as a guiding principle

The policy of the UT Dallas Libraries is that its circulation records and other records linking a library user with specific materials or services are confidential in nature. According to the Texas Public Information Act (as amended 1999) and in accord with established principles guiding the provision of library services, staff members may not release the names of borrowers who are using or who have used library materials or services. Exceptions are made only upon court order, subpoena, or warrant, or when deemed necessary by University officials for internal investigations. The vice president of the Office of Facilities and Economic Development is the University’s liaison with judicial and law enforcement authorities in matters regarding official records of the University. A UT Dallas Library staff member may not release information except to the office of The vice president of the Office of Facilities and Economic Development or to a UT Dallas libraries administrator to be passed on to that office, except in the case of a warrant which is immediately executable. The University of Texas System Business Procedures Memorandum 32-06-05, Texas Public Information Act, establishes each component institution’s Chief Financial Officer as the custodian of records for that institution.

The USA PATRIOT Act

The Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act) became law on October 26, 2001. Under provisions of the act, the Federal Bureau of Investigation (FBI) and other law enforcement officials may seek court orders for library records for investigations relevant to national security or terrorism. Libraries or library staff served with these search warrants may not disclose, under penalty of law, the existence of the warrants or the fact that records were produced as a result of the warrants. Borrowers cannot be told their records were given to law enforcement agencies or that they were the subjects of FBI investigations.

How are the Libraries responding to the USA PATRIOT Act?

The USA PATRIOT Act overrides state library confidentiality laws protecting library records and the libraries will comply with it. The libraries’ policy relating to privacy and confidentiality of information has not changed as a result of the act. Many provisions of the PATRIOT Act, including the section that relates to libraries, expire automatically on December 31, 2005, unless renewed by Congress.

Minimum records kept

The UT Dallas Libraries keep the minimum number of records necessary to maintain operations. For example, when a user logs off a library computer, the library does not retain information that connects the user to activities performed during the session. When a borrower returns materials to the library, if no fines or fees are assessed, the patron’s link to the item information is automatically dropped.

For more information

More information on the USA PATRIOT Act is available from the American Library Association.

Gift Policy

Online

Your gift to the libraries at The University of Texas at Dallas will continue to build and preserve vast resources that serve the needs of our information community.

Book Gifts

At the present time, the libraries at The University of Texas at Dallas are no longer accepting any book donations except for materials for the Aviation or Philatelic Special Collections and the University Archives. Walk-In donations or unsolicited drop-offs will not be accepted.

For additional information contact:

Davin Pate
Assistant Director for Scholarly Communications and Collections
Davin.Pate@utdallas.edu
Phone: 972-883-2908

Policy for Volunteers and Interns

Purpose

This policy is designed to enable The University of Texas at Dallas libraries to accept volunteers and interns (or practicum students), reduce risk and protect the interests of the libraries, their volunteers, interns and the community they serve.

Definition

Volunteers and interns are uncompensated individuals who perform services directly related to the business of the libraries. In performing these tasks, they support the mission of the libraries and gain experience in specific library-related endeavors.

Responsibilities of the Volunteer or Intern and Library Expectations

Volunteers and interns are expected to abide by the libraries’ policies and procedures and external regulations that govern their actions including, but not limited to, those relating to ethical behavior, safety, confidentiality, protected health information, computer use, financial responsibility and drug use. Volunteers and interns are expected to conduct themselves in a businesslike and courteous manner, consistent with the high quality service goals of the libraries. A willful disregard for or deliberate violation of University or library policies and expectations will result in termination.

Appointments, assignments of duty and dismissals of volunteers or interns are the responsibility of the department supervisor or dean of libraries and are not subject to the employment policies and procedures of The University of Texas at Dallas. Volunteers or interns must agree to a specific work program and schedule with their supervisors. They are responsible for notifying their supervisors when they are unable to report for work. If the work is being done to complete a course or degree requirement (i.e., a practicum), the library supervisor and the practicum supervisor shall agree on an assignment for the intern/practicum student. Volunteers and interns are not covered by the Fair Labor Standards Act and are not considered employees for any purpose. Therefore, they are not eligible for compensation or benefits as a result of their association with the University libraries.

No employer-employee relationship shall be deemed to exist between an individual serving as a volunteer, intern or practicum student and the University libraries. There is no promise to pay or hire a volunteer/intern for services rendered. All persons serving in a volunteer capacity are not covered by worker’s compensation insurance and must sign a UT System Volunteer Release Form before they start their volunteer work.

Employees of the libraries shall not discriminate on the basis of race, color, religion, sex, national origin, disability, political affiliation or sexual orientation in the selection or supervision of volunteers or interns in accordance with UT Dallas Non-Discrimination Policy.

Dismissal

A volunteer/intern/practicum student’s term of service may be terminated at any time and without prior notice.

Contact

Comments or questions? Email the departmental supervisor at The University of Texas at Dallas libraries.