Exceptions for Signing Out Journals

A.  Authorization:
Journals may be signed out with the authorization of the following RRUnit staff:
LT6s
Librarians
GALTs

B. Exceptions
In general journals, bound or unbound, do not circulate. However, the following
exceptions may be made:
1.  Item needed for plates to be made from in text photos.
2.  Item bound so close to margins that photocopy cannot be made.
3.  Original wanted to view photos, x-rays, coloured plates which won't
photocopy well.
4.  Entire issue is one article or a theme issue and cannot be photocopied for
copyright reasons.
5.  Readable photocopy cannot be made for other reason.
6.  Reasons other than those above which may come up from time to time and which
   seem valid to the person authorizing the request.
   (E.g. scanning, individual donated the item to the library originally)

Examples of reasons which are not valid for borrowing journals:
"I can get it copied cheaper elsewhere" or "it’s too long to copy" or "I need articles
 from several issues at once which would be too expensive".

C.  Procedures for Making Exceptions:
1.  Identify that patron wants "exception" or needs one to be made.
2.  Ask a person from Authorization list (Section A) to consider "exception."
3.  If exception is to be made the patron will be asked to fill out a manual
charge slip complete with call number, title, volume, issue, date and his/her name,
telephone number and library bar code number. Please see attached example of a completed manual
charge slip.

4. Authorizing person will sign the charge slip, with full first name & first initial of
 last name, after
a) ensuring the manual charge slip is filled out accurately and completely. See attached example.
b) checking that the library card of the person signing out the journal is valid. Staff on the
 Quick Questions side of the desk can be asked to assist with the checking of library cards.
c) adding a DUE DATE to the slip. This should be the shortest time possible, preferably a day
 or two.
5. Tell the patron
-that this is an exception and give reason.
-to return the item to the Information Desk.
-to have the item desensitized at the Loan Services Desk before leaving.

6. File the completed charge slip in the wooden  box-- labelled Box 1: Journals Signed Out
 on Exception--on top of the bookcase at the Information Desk.

Notes:  1.  Exceptions will not be made when there is no one available to authorize them
            (e.g. after 9 pm on weeknights). Please ask the patron to return the following day.
              2.  The normal fines rate will be charged for late returns of periodicals signed out as
            exceptions.

D. Procedures for Returning Journals Signed out on Exception:
When Journals Signed out on Exception are returned to the Information Desk slips should be left
in the volumes and the volumes should be placed in the wire basket on the top shelf under the
wooden charge slip boxes.  An Access & Info staff member will ensure the items are properly
discharged and returned to the collection.

S. Langlands
3 Dec 04