Borrower Services Policy
The collections of the Seneca Libraries are developed to support the College’s programs. The information needs of students, staff, faculty and the Board of Governors of the College are given priority. The community at large is encouraged to use the facilities of the Seneca Libraries and an individual may apply for registration as a Community Borrower. To ensure fair access to library materials for all borrowers and recognizing our primary responsibility is to serve the College’s educational goals; the following policy statements are applied:
1. All borrowers must be registered with the Seneca Libraries.
2. Borrowers are responsible for all materials borrowed from the Seneca Libraries on their identification card (OneCard or Library Card).
3. All registered borrowers are subject to the penalties and sanctions covering breaches of loan regulations.
4. All registered borrowers are responsible for keeping the College informed of their current address and telephone numbers.
5. At convocation time, marks and transcripts are withheld for outstanding library materials and fines over $5.00.
6. A fine will be imposed for attempted theft or mutilation of library resources and prosecution. Suspension or expulsion from the College or Seneca Libraries will result in severe cases.
7. The Seneca Libraries reserves the right to charge a community borrower’s fee and restrict the loan of high demand materials.
8. Information about a borrower’s use of materials is strictly confidential. The Seneca Libraries recognizes and honours the intellectual freedom and right of privacy of any person. "Personal information is collected under the legal authority of the College and Universities Act, R.S.O. 1990 c.M19, section 5 Reg. 770, and will be used for administrative, statistical and academic purposes. For further information concerning the collection of this information, please contact the Registrar, Seneca College, 1750 Finch Avenue East, Toronto, Ontario M2J 2X5."
9. The Seneca Libraries reserves the right to search briefcases, etc. and to check for material that activates the security system.
10. Replacement of Lost Items
Borrowers must pay the cost of the item plus a $6.00 processing
fee to replace lost items.
Seneca Libraries Borrowing Policy
- Administrative Regulations
A. Identification Required for Borrowing Privileges
1. All borrowers must present their Seneca identification card:
1.1 Full-time students, staff and faculty use their OneCard as identification. Full-time and sessional faculty and staff receive their OneCard from the OneCard Office when hired.
1.2 Part-time staff and faculty and Continuing Education students are issued a library card when they register with the Seneca Libraries. FCET students must show their FCET registration receipt and faculty and staff may be required to provide documentation of their employment at Seneca.
1.3 Community borrowers must provide two pieces of identification (one of which must be photo identification and one with a current address) to register as a borrower and receive a library card. Library cards are valid for one year from the registration date and may be renewed upon payment of the annual fee of $35.00 unless materials or fines remain outstanding.
2. Identification cards (Seneca OneCard or Library Cards) are not transferable.
3. Lost identification/library cards must be reported to the Seneca Libraries immediately. Borrowers will be charged for items borrowed on their cards up to the date the loss is reported.
B. Loan Periods
The majority of the collections circulate for two weeks. Materials in high demand or which can be perused quickly have shorter loan periods.
General Collection– two weeks
Periodicals – at King Campus one week, all other campuses In Library Use Only
Vertical Files - at Markham 2 hours, Newnham 2 days
Reference Collection – In Library Use Only
The Reserve Collections in each of the Seneca Libraries consist of materials identified by faculty or Seneca Libraries' staff as high demand materials and are placed on short loan to allow increased access to them. The loan periods vary as per faculty requests.
Audio-visual equipment, films and videotapes may be booked for classroom use by faculty members or by a student with a faculty member's authorization. These materials are used primarily as teaching aids or for class presentations but may be viewed in the Seneca Libraries. Audio-visual materials may not be taken off campus without permission of the campus manager.
Faculty and Staff may request extended loans on any item in the General Collection. The Seneca Libraries reserves the right to recall extended loans prior to the due date.
Borrowing Between Semesters
Patrons registered for the semester immediately following the current one may borrow items during the two-week break between semesters. Full-time students must show a copy of their timetable to Borrower Services staff and returning part-time students must show their registration papers. New part-time students must wait until classes begin.
Loans By Subject
The number of books per subject that a borrower may borrow varies
from campus to campus. Individual Seneca Libraries mandate
a variety of loan procedures due to size and range of their collection.
General Collection
Borrowers are permitted five books per subject from Newnham, four books from King,
three from Seneca@York, and three from Markham.
The maximum number of items per borrower is 25.
Reserve Collection
Borrowers are permitted a maximum of two books at any of the Seneca
Libraries. Community, Alumni and Direct Borrowers do not have access
to the reserve collection.
C. Renewals
Reserve Collection
Borrowers are permitted a maximum of two books at any of the Seneca Libraries. Community, Alumni and Direct Borrowers do not have access to the reserve collection.C. Renewals
Unlimited renewals are allowed on all circulating materials and apply to faculty, students and staff unless a hold is pending (other types of library borrowers may renew only once). There are no renewals for overdue materials, reserves, extended loans or if a patron has outstanding fines. Materials may be renewed when fines are paid.
Circulating Books – unlimited
Periodicals – one renewal (King campus only)
Vertical Files – one renewal
Paperbacks – unlimited
Borrowers do not need to have the items on hand to renew them. Materials will not be renewed if a borrower has outstanding fines and or overdue materials. Renewals can be done online, in person or by phone.
D. Holds and Recall of Material on Loan
Borrowers may request that a non-reserve item already on loan be held on its return. If an item requested is overdue, the Seneca Libraries will recall the item and will charge a higher rate on overdue recalled items not returned within three days of the recall. When the item is returned, the requester will be notified that the book is on hold for them and the item will be held for up to three days.
E. Intercampus Loans
Any borrower may request materials available for loan from any of the campus libraries. Holds/requests are placed through the Library Catalogue.
F. Interlibrary Loans
Loans from other libraries may be negotiated for items not held by the Seneca libraries. If the lending library charges for the loan or for photocopies, the borrower will be required to pay the charges. The Seneca Libraries will advise the borrower if charges are expected before placing the interlibrary loan request.
Reference, reserve materials, textbooks, rare books and periodicals may not be borrowed through ILL. Borrowers are not permitted to request materials from public libraries. Students can request up to 3 books and 4 periodical articles.
G. Community Borrowers
Residents of the regions served by Seneca College or within easy commuting distance to one of the campus Seneca Libraries may register as a community borrower for an annual fee of $35.00. The fee is charged by the Seneca Libraries.
H. Direct Borrowers (Policy)
Ontario college students and employees may borrow from any CAAT (Colleges of Applied Arts and Technology) libraries.
Confidentiality
Seneca Libraries staff members hold in confidence all information about individual library users and their choices of research or study material. Seneca College protects the confidentiality of borrower records of the circulation of materials, interlibrary/intercampus loan transactions, reference queries, reserve requests and the use of audio-visual materials as collected under the legal authority of the College and Universities Act, R.S.O. 1990 c.M19, section 5 Reg. 770.
Seneca Libraries Etiquette
Excessive Noise
The Seneca Libraries staff reserves the right to remove students from the Seneca Libraries who are excessively noisy.Food and Drink
Food or drink are not permitted in the Seneca Libraries.Cell Phones and Beepers
As a courtesy to the Seneca Libraries staff and fellow students, we ask that all pagers and cell phone ringers be turned off while in the Seneca Libraries.Smoking
The Seneca Libraries adheres to Seneca College’s Non-Smoking Policy. Smoking is not permitted in the Seneca Libraries. (http://www.senecac.on.ca/policies/srr.html)Personal Belongings and Valuables
The Seneca Libraries is not responsible for loss or theft of personal belongings and valuables. Please do not leave money or valuables unattended.
Borrower Classifications - Policies
Staff/Faculty (Full-time)
Full-time staff and faculty must present their Seneca OneCard or Library Card in order to borrow materials.Part-time Staff/Sessional Faculty
Part-time staff and sessional faculty are required to produce their contract or certificate of employment in order to obtain a library card.Full-time Students
All full-time students must present their Seneca OneCard when signing out items.Continuing Education Students
(Faculty of Continuing Education and Contract
Training FCET)
Part-time students must present their registration form in order
to receive a library card.
Nursing Students
Students who are enrolled in the joint nursing program with York University and are currently attending York University, have full borrowing privileges. To obtain a library card, the student must show photo I.D. and record of their current registration at York University (timetable, York University card). The students are responsible for all material & fines incurred for overdue material.Alumni
Alumni are issued a card at graduation and they must present this card, as well as another piece of I.D. to obtain a Library Card. They are granted borrowing privileges in the Seneca Libraries system. Alumni borrowers are responsible for all fines incurred for overdue material.
Alumni borrowers may use library materials in the Seneca Libraries and may borrow items from the general collections that have not been designated as high demand materials for courses.
Alumni borrowers may access Seneca College library databases on-site. In order to access the databases while at Seneca, Alumni borrowers may receive a ‘guest access’ computer log-in through the Student Help Desk which will be applicable for one-time, on-site access only. Current valid photo identification and the library card are required prior to issuing the guest access account.
For more information please contact the Alumni Office at 491-5050 ext. 2960.
Community Borrowers
Others who wish to use the Seneca Libraries must pay a $35.00 non-refundable Community Borrower fee. In order to obtain a Library card the Community Borrower must show the borrower services staff 2 pieces of I.D., photo identification and one piece with their current address on it. The card is valid for one year.
Community borrowers may use library materials in the Seneca Libraries and may borrow items from the general collections that have not been designated as high demand materials for courses.
Community borrowers may access Seneca College library databases on-site. In order to access the databases while at Seneca, Community borrowers may receive a ‘guest access’ computer log-in through the Student Help Desk which will be applicable for one-time, on-site access only. Current valid photo identification and the community borrower library card are required prior to issuing the guest access account.
Direct Borrowers (Policy)
A student or employee from another college may register as a "Direct Borrower".To register as a Direct Borrower, the prospective borrower must have a current identification card issued by the home college and another piece of photo ID with address, e.g. Driver's License, Health Card.
Part-time students/employees may not have been issued an ID by the home college.
A document such as their registration receipts or employment contracts as well as another piece of photo ID with address can be used to register a part-time student/employee. The document must have a start and end date.
Brock Students
Brock students studying at one of Seneca College’s campuses may access Seneca College library databases and print collections on-site. In order to access the databases while at Seneca, these students may receive a 'guest access' computer log-in through the Student Help Desk which will be applicable for one-time, on-site access only.
Students wanting to borrow print library resources would be required to pay the ‘community borrower’ fee of $35.00 which would allow them loan privileges for our collections. Current valid photo identification and a signature are required prior to issuing either the guest access account or the community borrower library card. Remote or off-campus access to Seneca’s electronic resources is not available.
Change of Address
It is the responsibility of the Seneca Libraries Borrower to notify the Registration Department immediately of any changes of address. Mail returned to the Seneca Libraries due to failure of a borrower providing timely and adequate mailing addresses may result in additional fines.Lost or Stolen Cards
If a Library Card is lost or stolen, the borrower must notify the Seneca Libraries immediately. The borrower to whom the card is issued will be held responsible for any material checked out with that card before the loss is reported.
Fines Policy
1. Fines will be assessed for the late return of materials according to the fees outlined on the Fines page.
2. Lost or damaged items will be charged at the cost of item replacement
plus a $6.00 processing charge.
If a lost and paid-for item is later found and returned within
one year of the date of the payment, the Seneca Libraries will
return the replacement cost less the overdue fines and the $6.00
non-refundable processing fee.
Overdue fines will be calculated from the due date to the date
the item was reported lost.
Refunds will not be given for damaged items.
3. Borrowing privileges will be suspended or cancelled in cases of infractions of the loan regulations and/or failure to pay charges assessed for the late return, loss or damage of materials.
4. At convocation time, transcripts will be withheld for students with outstanding materials or fines of $5.00 and over.
* Note: Overdue fines are calculated according to the days the lending library is open. If the campus where books were borrowed has weekend hours, fines will be charged for weekends.
Theft and Vandalism
Theft and vandalism is a violation of Student Rights and Responsibilities (Articles 2.6 and 2.7). A minimum fine of $50 will be imposed over and above the replacement costs of any materials that have been damaged beyond repair. A meeting is set up with the Seneca Libraries Manager who will stress the violation of the Student Rights and Responsibilities and informs the offender that a report of the incident is being passed on to Dean/Chair of the School. A letter regarding the incident will be sent to the Dean/Chair of the school.
If the fine is not paid, Borrow Services staff ensures that the student record is flagged at Registration.