9/27/02, rev. 8/26/08
MCKELDIN REFERENCE SPECIAL PERMISSION POLICY GUIDELINES  

Reference Materials
Policies

Librarians give permission for reference materials and GovMG media 
(CD-ROMs, DVS's, videos) to be checked out.  
Only UMCP Graduate students and faculty/staff only may be granted special permission, 
except in the case of GovMG Media which anyone may borrow. 

Reference materials in the following categories may NOT circulate:

A.  Materials from a special location, i.e., ready reference, quick reference.
B.  Materials used for a class assignment (e.g., Simmons, SRDS, etc.)
C.  Materials used frequently (ex.  Annotated Code, Comar, etc.)
D.  Media cabinet item check outs must be approved by Cindy Todd.
E.  GovMG CD-ROMs with Library of Congress call numbers must be used at a computer behind the Info Desk.  
(These CD's are marked "For use at McKeldin Info Desk only.")  After use, please place these materials 
in the 'pick-up' tray marked to Annie's attention.

The loan period for reference materials is not less than 1 day, but
length of checkout can be negotiated with librarian.

Special Circumstances can be negotiated with a librarian.

Procedures

Librarians give initial permission for reference items to be checked
out of the library. Librarians will fill out and then sign the bottom 
of the form. Be sure to include "due back on X date" on the top of the
form. Please make certain to include the BARCODE number and the call number 
for the item to be circulated in the box marked Item No.  Also, include the title 
(including volume number) of the work.  Make sure that the borrower's name, signature 
and personal information on included on the form.

Once the form is complete.  Give the yellow copy of the form to the patron. We
will keep the white part of the form at the reference desk. We should
instruct the patron to take the form and item to the circulation desk
for check out.  Circulation staff will verify that the patron is an
eligible borrower in accordance with circulation policy.  The
Circulation System is the final authority on matters of patron
eligibility.  If the user is NOT an eligible borrower, the material
cannot be checked out even if reference staff  have issued initial
permission.  

The reference desk will hold the white copy of the form for a week.
Then we will make sure the item(s) have been returned to their proper
place. If not, and the book has been checked in, we will initiate a
search for the item(s).  If the item is more than one week overdue
and has not returned to the shelves, the reference staff will notify
Circulation staff to initiate a recall.

Circulation staff should not to accept any forms that have crossed-out
information on them.


Normal check out period for reference materials is 24 hours with the
option of extending this time frame at the discretion of the
librarian. Normal check out period for GovMG media is 72 hours.  
The patron will return the item at the end of the loan period to the circulation desk 
EXCEPT media.  Media (CD-ROM's, DVDs, videos) must not be put in a bookdrop.
That material should be returned to the Info Desk. Item(s) will be desensitized at the
circulation desk.

Fines for overdue reference materials

Normal circulation desk fine structure will apply.  The University
does not collect fines until they reach $2.00 per item.  Four days
from the due date the fine reaches $2.00, and the University will
bill the graduate student for that.  Faculty/staff are not charged
for overdue fines until they reach the lost book status - @34 days,
however faculty do get charged recall fines.  If a special permission
loan is more than one week overdue, reference staff will notify
Circulation staff to initiate a recall.