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Circulation policies: Home

Policies on checking out and renewing library materials.

Subject Index

Hiebert Library circulation policies

General circulation

  • Students may check out books and audio-visual items for four weeks. Faculty, staff, and administrators may check them out for 20 weeks. Books may be renewed for one additional checkout period, and then must be returned to the library.
  • Users may have up to 100 items checked out at any given time.
  • If items in circulation are requested by another borrower, they may be recalled after one week.
  • Recalled books must be returned no later than three working days after notification has been sent, or by the due date in the notification email, whichever is soonest.
  • Persons requesting an item to be recalled will be notified when the item has been returned, and must claim the item within a specific timeframe. Regular library books will be held for one week. Reserve books will be held for no more than 2 hours to 24 hours, depending on the checkout time chosen by the instructor.
  • Holds also may be placed on items currently in circulation. The patron will be notified upon their return. They must be claimed within a specific timeframe. Regular library books will be held for one week. Reserve books will be held for no more than 2 hours to 24 hours, depending on the checkout time chosen by the instructor.
  • Books and audio-visual items may be renewed for one additional check out period. Multiple renewals are not allowed, and items must be returned to the library at that time.
  • Reference books, bound and unbound journals, periodical indexes, and phonograph records may not be checked out by students, and are for use in the library only. Faculty may check out such items for up to one week.

Link+ items

  • Link+ items may be checked out for 21 days.
  • They may be renewed for an additional 21 days.

Inter-library Loan (ILL) items

  • Loan periods for ILL items are set by the loaning institution, not the Hiebert Library.
  • ILL items are NOT eligible for renewal.

Reserve circulation

  • Reserve items may be borrowed for two-hour, one-day, two-day, or one-week periods, depending on the period selected by the instructor.
  • Reserve items may be renewed once if no hold has been placed on them.
  • Items borrowed within two hours of closing time are due the following day that the library is open, unless the item has been designated as In Library Use Only.


Fines are charged for overdue materials at the following rates:

  • regular materials: No overdue fines.
  • reserve materials: $.25 per hour or portion thereof, per item.
  • Link+ items: No overdue fines.
  • ILL items: $1.00 per day per item.
  • Charge for lost or damaged items (30 days after due date): minimum $50, plus $30 processing fee.
  • Charge for lost or damaged Link+ items (30 days after due date): $115.

Overdue notices are emailed the day after an item becomes overdue. Second notices are sent after 5 days. At this point circulation privileges are suspended until the item is returned. An invoice for replacement cost of the item is sent after 4 weeks. If overdue fines accumulate up to $5, patron loses online database and eBook access privileges in addition to checkout privileges.

Community borrowers & FPU Alumni

Community borrower cards are available to anyone from the general public over age 18 for an annual fee of $25. The following groups of people qualify for a community borrower card at no charge:

  • Pastors in the Pacific District Conference of Mennonite Brethren Churches
  • FPU faculty emeriti & spouses
  • FPU Board of Trustees members
  • Members of the California Mennonite Historical Society

FPU alumni are entitled to a borrower card for a $5 service fee. Alumni card holders have the same library access as community borrowers.

Community borrowers have borrowing privileges for general circulation items only. They may not check out reserve material, journals, audio-visual items, or other non-print materials. Community borrowers may only have 10 items checked out at one time. They do not have Link+ or inter-library loan privileges. They do not have access to online databases. They do not have printing or photocopying privileges.