Library Loans Policy
Find out how the Library Loans Policy affects you.
Overview
When you borrow from the Library, you agree to look after items and return them on time. All books, laptops, and equipment belong to the University, and you are responsible for the repair and replacement costs of anything borrowed on your account. You must use your own University ID card – you cannot borrow on behalf of someone else or share your card with others.
If you return a laptop late or forget to plug it back in, your account may be blocked. This could mean losing borrowing rights for a short time such as 1 week, or in repeated cases, a full ban on borrowing.
If you have unpaid fines, overdue items, or outstanding replacement costs, this may also lead to a graduation block. That means you won’t be able to attend your graduation ceremony, or receive your transcript and certificate, until everything is cleared.
In serious cases – such as repeated misuse or damage to library items – the University may also apply its student or staff disciplinary procedures. These rules are there to make sure everyone gets fair access to resources and that library items are kept in good condition.
1.0 Purpose
The purpose of this document is to specify the terms and conditions for use of library loan stock and equipment.
2.0 Scope
The policy applies to all borrowers of library loan stock and equipment:
- Students
- Staff
- Alumni
- External borrowers
3.0 Policy Statements
General Eligibility Criteria to Borrow
3.1.1 Students with a valid University user account without any system holds/blocks (bans) on their Library account.
3.1.2 Staff with a valid University user account without any system holds/blocks on their Library account.
3.1.3 Alumni with a valid Library membership card.
3.1.4 External Borrowers with a valid Library membership card.
3.2 General Borrowing Terms
3.2.1 By borrowing items/equipment from the Library, you are taken to accept the contents of this Policy. All items/equipment belong to the University.
3.2.2 You are not permitted to borrow items on behalf of someone else, or to loan or sub-hire items to any other person.
3.2.3 As per University policy users must not allow others to use their ID card, this includes sharing ID to borrow items with another users card.
3.2.4 When you borrow from The Library you agree you are fully responsible for any and all damage to the items on your library account and costs associated with them.
3.2.5 If you no longer require the use of library items they must be returned to the Library, thereby releasing them for other borrowers.
3.2.6 No reservations of equipment will be taken over the phone/email/chat.
3.2.7 None of the items or equipment must be used for any unlawful purpose or in any way that breaches any University of Salford guidelines, policies and regulations or that brings the University into disrepute.
3.2.8 If you are a student, you are not permitted to use items or equipment for profit or private use
3.2.9 You must take care to prevent loss or damage to library items and under no circumstances are any items or equipment to be left unattended unless they have been properly secured and stored.
3.3 Terms of the Loan – Books/CDs/DVDs other materials
3.3.1 The loan period is for 1 week from the point of issue.
3.3.2 A valid ID or membership card is required to borrow items via the self-service kiosks in the Library. Lost or stolen ID or membership cards must be reported to the Library as soon as possible via the enquiry desk (during opening hours) or email. You are responsible for all items borrowed on their ID or membership card before the loss or theft is reported.
3.3.3 You must use only your own ID to borrow items, sharing ID cards is not permitted.
3.3.4 Items will automatically renew for up to 13 weeks for UG and PGT students and 48 weeks for PGR and staff, unless reserved by another library user.
3.3.5 You are fully responsible for the items and must return them at the agreed time.
3.3.6 It is your responsibility to check your library account for return dates including items which may be recalled for use by another library user.
3.3.7 Items returned late will generate fines and you will be prevented from borrowing further items until fines have been paid or resolved. Appendix 1.
3.3.8 Limits on the number of books/DVDs/CDs that may be borrowed by library users at any time are in Appendix 4.
3.4 Terms of the Loan – Portable devices
3.4.1 Portable devices are only available to loan for students with a valid ID card.
3.4.2 Loan Periods
- 24 Hour* - Laptops are available for loan for a period of 24 hours from the point of issue from the self-service lapsafe lockers at Clifford Whitworth Library.
- 1 week loan* – Laptops and MacBooks are available for loan for a period of 1 week from the point of issue from self-service lapsafe lockers at Clifford Whitworth Library, Lady Hale Collaboration Space and Media City Library, Allerton Learning Space.
- 4-week loan* – Laptops are available for loan for a period of 4 weeks from Clifford Whitworth enquiry desk.
*If borrowed on a Friday from any location the loan period will extend until Monday as return of all items is not possible at every location over a weekend.
3.4.3 You must present your ID card to the self-service lockers to borrow a device.
3.4.4 Portable devices that are loaned via the lapsafe self-service lockers will display an on-screen disclaimer to which you must agree prior to the device being made available.
3.4.5 Portable devices that are loaned from the enquiry desk must have a form completed by you and library staff prior to the device being made available.
3.4.6 At the point of collection from a lapsafe locker or enquiry desk you must check the condition of the device.
3.4.7 If the device offered for borrowing is damaged this must be reported to the Library immediately via enquiry desk (during opening hours) or by email. You must neither borrow another device until the damaged device has been reported nor attempt to fix the damage.
3.4.8 Once the device has been loaned and checked, you are responsible for any costs to repair damage or to replace the device.
3.4.9 You must report to the Library as soon as possible (during opening hours) or by email any faults that are discovered or damage that occurs, while the device is on loan to you.
3.4.10 You must neither fix nor attempt to fix any damage or faults to devices nor allow anyone else to do so on your behalf.
3.4.11 Devices are charged in the lapsafe lockers, however, chargers for associated devices are available to loan from the enquiry desks at Clifford Whitworth Library, Allerton Learning Space and Media City Library. Chargers will be issued as a separate loan item to your account and it is your responsibility to return the charger to the drop boxes or enquiry desk.
3.4.12 Chargers should be loaned at the same site, unless mitigating circumstances.
3.4.13 Devices must not be altered or defaced. Software that is already installed on devices must not be removed and the installation of any other software is prohibited.
3.5 Returning Books/CDs/DVDs other items
3.5.1 You are responsible for ensuring items are returned in the same condition in which they were borrowed.
3.5.2 Items must be returned on or before the return date. You are responsible for checking the return date on your Library account.
3.5.3 Items can be returned at Clifford Whitworth Library, Media City Library and other book drop locations across campus.
3.5.4 When returning items using a self-service kiosk in the Library, it is your responsibility to ensure the item has been removed from your account at the time of return.
3.5.5 Failure to comply with the loan conditions of this policy will result in fines, possible borrowing blocks (bans) and you could incur replacement cost charges.
3.6 Returning Portable Devices and Chargers
3.6.1 You are responsible for returning devices and chargers in the same condition in which they were borrowed. Any damaged items that are returned could result in a full replacement cost or repair cost. See Appendix 3.
3.6.2 Each device (with charger) must be returned, by the end of the loan period, to the lapsafe locker from which it was borrowed or, if borrowed from the enquiry desk, returned to the site it was borrowed from.
3.6.3 Devices being returned to a lapsafe locker must be plugged in to remove the device from your library account. You remain responsible for the device until it is placed in the locker, plugged in and the locker door is closed. Failure to plug the device into the locker may result in a borrowing block. See Appendix 2
3.6.4 Any damaged items must be returned to the enquiry desk where they will initially be assessed by Library staff.
3.7 Theft of Library items or portable devices
3.7.1 In the event of theft of loan items or devices, you must immediately report the matter to the police to obtain a crime number.
3.7.2 You must also inform the Library at the earliest opportunity providing them a crime reference number.
3.7.3 Consideration will be given to the security measures that were in place to protect the items or device. Where there is reason to suspect that insufficient precautions were taken, or that you have not followed the policy, penalties may be applied. See Section Appendix 3.
3.8 Procedure for extended loan periods – exceptional circumstances
3.8.1 If there are exceptional circumstances which support the extension of a loan past the return date of an item or device you should contact the Library at the earliest opportunity to discuss this. It is at the discretion on the Library when items or device loans will be extended past their return date.
3.8.2 If an extension is agreed, a new return date will be set by Library staff and the item or device must be returned by this date or fines or replacement costs may be incurred.
3.9 Penalties for loss, theft, damage or late return of items or portable devices
3.9.1 The Library penalty system exists to encourage professional practice, to ensure that items and devices continues to be of useable quality and to ensure fair access to items and devices by all library borrowers. Even with a good stock of items and devices, there is also a high demand. Late returns and carelessness disadvantages other users.
3.9.2 A graduation block may be placed on the account of any student with outstanding debt with the University, this includes overdue library loan items and replacement costs.
3.9.3 The University’s Student Misconduct Procedure or Staff Disciplinary Procedure may be invoked against students and staff respectively where their negligent, careless or reckless behaviour causes loss and or damage to loaned items and devices or impacts other borrowers with repeated late returns.
3.10 Late Returns – General
3.10.1 It is your responsibility to check your library account for item return dates.
3.10.2 The Library will contact you with overdue items by the way of system reminder email, phone calls and text before referring to an external debt recovery company.
3.10.3 Any outstanding fines or invoices can be viewed on your library account. These can be paid online which is the preferred payment method. Payment difficulties may be discussed with Customer Services Team Leader.
3.10.4 Where a fine to cover replacement items has been added to your account, items can still be returned without incurring that fine only if our purchase of the replacement item has not been processed and can still be cancelled.
3.10.5 The Library will liaise with colleagues in school offices when high value items are overdue. Programme leaders may be notified and contact from the school initiated to support the return of loan items.
3.11 Late Returns – Books/CDs/DVDs
3.11.1 A borrowing block will be placed on the users account until the fine or invoice has been paid.
3.11.2 At 2.5 weeks overdue – a charge to cover the cost of replacing the unreturned item will be added to your account and an invoice emailed from the library system. A borrowing block will also be placed on your account. The unreturned item will be shown as missing on the library system to stop other library users requesting the item. See Appendix 3.
3.11.3 At 7 weeks overdue - if cumulative fines/charges are £50 or more, then the debt will be referred to a debt recovery company. If cumulative fines/charges are under £50, the fine to cover replacing the unreturned item will remain on your library account.
3.11.4 Any debt on a library account will result in a graduation block for final year students.
3.12 Late Returns/Failures to plug in – Portable Devices
3.12.1 Repeated late returns, failures to plug in devices or fully close the locker door on returning them will result in borrowing blocks. See Appendix 2.
3.12.2 In addition to a borrowing ban on portable devices, at one week overdue a charge for the replacement cost will be added to your account and an invoice emailed from the library system. See Appendix 2.
3.12.3 Further late returns/failure to plug in or failure to close locker door will result in a longer borrowing block and a potential complete ban on borrowing at the Library’s discretion. See Appendix 2.
3.12.4 Devices which are overdue by more than 7 weeks may be referred to an external debt recovery company.
3.12.5 Borrowing blocks will be removed only if the device is returned in working order, or the debt has been settled or appealed and removed.
3.12.6 We have no responsibility if a borrowing block causes you problems with completing assessments, course work, research, teaching or with participating in practical classes.
3.12.7 Any debt on a library account will result in a graduation block for final year students.
3.13 Debt Recovery Company
3.13.1 Where we refer your debt to an external debt recovery company, an additional administration charge of 10% of the debt will be added to cover the cost. If you are a student, and if the debt recovery company is unsuccessful in collecting the debt, a hold will be placed on your account meaning you will be unable to attend a graduation ceremony until all debts have been settled and you will not receive your transcript or certificate.
3.13.2 If an item or device which has been referred to a debt recovery company is returned prior to a replacement being purchased, the debt will be cancelled, however, the 10% administration fee will still have to be paid by you.
3.14 Loss of or Damage to items or portable devices
3.14.1 Lost or damaged items may be charged at full replacement or repair cost. For replacement costs see Appendix 3. Repair will be assessed on a case-by-case basis and applied to your account. Please notify staff in the Library immediately in the event of loss or damage. Equipment must be checked immediately on collection. You are liable for missing items or damaged equipment once the equipment is in your care.
3.14.2 Repairs will initially be assessed by Digital IT technicians and if required they will be sent to the supplier for a repair quote which will incur a request for quote charge.
3.14.3 Repairs are only able to be carried out by the approved supplier of the portable device.
3.14.4 Devices must be returned clean and ready to use by the next person. Any devices returned which are not up to standards may result in a borrowing block being applied.
3.15 Fines/Invoices Appeals Procedures
3.15.1 If you wish to appeal a fine or invoice you must contact askus@salford.ac.uk detailing the information below. We aim to review your appeal within 5 working days (Mon-Fri exc. public holiday:
- Name
- University email address
- Phone Number
- Course
- Items on account
- Return date
- Reason for appeal
3.15.2 If appeal is accepted the fine/invoice and borrowing ban will be removed from the users account.
3.15.3 If appeal is rejected and the borrower accepts the charge, then payment must be made as outlined in 3.10.3.
3.15.4 If appeal is rejected and you do not agree, you can submit a final appeal to be considered by the Appeals panel. The panel shall consist of a member of Library support staff, a Customer Services Team Leader and a Library Manager. The panel’s decision will be final.
4.0 Can this Policy be changed?
We may review and update this Policy from time to time and each update will take effect for all bookings from the date it is issued. Each updated Policy will be published on our relevant web page without notice being given to you and you should check for any new version each time you book equipment.
5.0 Does this policy apply if portable devices are borrowed from other Equipment Stores at the University?
No - other Equipment Stores may have their own Policies and you should check with relevant staff before you borrow any portable devices.
6.0 Does the borrowing of equipment constitute a regulated consumer hire agreement?
No there is no regulated consumer hire agreement under consumer credit legislation –in all cases each booking of equipment lasts no longer than 3 months and no fee is charged.
7.0 Related Documentation
- 7.1 Library Learning Spaces Policy
- 7.2 Student Misconduct Policy
- 7.3 Staff Disciplinary Policy
- 7.4 ICT Acceptable Use Policy
- 7.5 CCTV Policy
8.0 Appendices
- 8.1 Appendix 1 – Recovery Process
- 8.2 Appendix 2 – Fine/Invoice System – Books/CDs/DVDs
- 8.3 Appendix 3 - Fine/Invoice System – Portable Devices: borrowing blocks, invoices and student conduct procedures
- 8.4 Appendix 4 – Costs for replacing items
- 8.5 Appendix 5 – Maximum number of items on loan
- 8.6 Appendix 6 – Portable Devices Loan Lengths and Locations
8.1 Appendix 1 - Recovery Process
To ensure prompt recovery of all loan items, automatic reminders are sent to University email addresses and noted on the users' library account.
When an item goes overdue, the library team will commence the recovery process which includes;
3 phone calls to the number registered with the University
Text message to the number registered with the University
Letter in post to address registered with the University
Liaise with School Office who will contact the student
If the above contacts are unsuccessful with items being returned the outstanding debt for replacement costs will be referred to a debt collection agency
8.2 Appendix 2 – Fine/Invoice System – Books/CDs/DVDs
When an item is 2.5 weeks overdue a charge will be added to your library account to cover the cost that the Library will incur in replacing the item or obtaining a suitable alternative (see ‘replacement cost’ in Appendix 3 below).
If the item is returned prior to being 7 weeks overdue the replacement cost will be removed from your account.
If the item is returned after it is more than 7 weeks overdue and the replacement item has not yet been purchased, and at the time of return the debt has already been referred to a debt recovery company, the fine will be removed from the user’s account*, but the 10% administration charge must still be paid.
The replacement cost of books/DVDs/CDs is determined by the preferred University supplier. The cost includes processing the item to be ready for loan.
8.3 Appendix 3 - Fine/Invoice System – Portable Devices: borrowing blocks, invoices and student conduct procedures
If a borrower returns a device late or repeatedly fails to plug in the device borrowing blocks will be placed on their account.
Below is a general guide to potential lengths of borrowing blocks
| 1st overdue device | Borrowing block in place until device returned. Longer block may be implemented if the device is over 1 week late. |
| 2nd overdue device | 1 week borrowing block. Longer block may be implemented if the device is over 1 week late. |
| 4th overdue device | 6 week borrowing block. Longer block may be implemented if the device is over 1 week late. Consideration for complete ban (3.12.3) |
| 5th overdue device | 12 week borrowing block. Longer block may be implemented if the device is over 1 week late. Consideration for complete ban (3.12.3) |
| Devices returned over 1 month late regardless of number of late returns | Consideration for 6 – 12 week ban |
When an item is over 7 days overdue an invoice for the replacement cost will be added to the users account.
If device is stolen because you had left it unattended without taking adequate security precautions, the duration of any ban is at our discretion, but may be permanent.
The replacement cost of a portable device or charger is determined by the preferred University supplier. The cost includes processing the item to be ready for loan.
Assessments for repair are undertaken by DIT who will determine if it is cost effective to repair the device based on damage and age of device. Repairs can only be undertaken by the approved University supplier. If it is deemed not cost effective to repair, the replacement cost will factor in the age of the device.
The student conduct process may be instigated in cases such as repeated late returns, returning laptops which require deep cleaning, misuse of ID.
8.4 Appendix 4 – Costs for replacing items
By way of guideline, these are the replacement costs for equipment as of August 2021– for the latest replacement costs please see the Library website.
The full replacement cost may reduce dependent on the age and repair cost of the device.
| HP Laptop | £830 - £880 dependent on device |
| HP Laptop Charger | £30 |
| MacBook | £1275 - £1714.41 dependent on device |
| MacBook Charger | £83.61 |
| Books | Individually priced by University supplier to have them shelf ready |
| DVDs | Individually priced by University supplier to have them shelf ready |
| CDs | Individually priced by University supplier to have them shelf ready |
| Other items (e.g. blankets, headphones, power banks) | Individually priced by University supplier to have them shelf ready |
8.5 Appendix 5 – Maximum number of items on loan
Books/DVDs/CDs maximum at any time
| Undergraduate Student | 25 |
| Postgraduate Student | 35 |
| Staff Member | 35 |
| Alumni | 4 |
| External Borrower | 4 |
Portable Devices and other equipment
Only 1 portable device and charger can be issued to a user’s account at any time.
Only 1 item of any other equipment can be issued to a user’s account at any time (e.g. drawing boards, headphones, locker keys)
8.6 Appendix 6 – Portable Devices Loan Lengths and Locations
| Location | Locker ID (Letter) | Number of Devices | Device Types | Loan Length |
| Clifford Whitworth (Ground Near PC Suite) | A | 72 | HP Laptop | 24 hour |
| Clifford Whitworth (Ground Near PC Suite) | B | 48 | HP Laptop | 24 hour |
| Allerton Learning Space | C | 60 | HP Laptop | 1 week |
| MCUK | G | 24 & 12 | HP Laptop & MacBook Pro | 1 Week |
| Clifford Whitworth (1st floor Near PC Suite) | H | 48 & 48 | HP Laptop & MacBook Pro | 1 Week |
| Lady Hale (1st Floor) | J | 48 & 36 | HP Laptop & MacBook Air | 1 Week |
| Clifford Whitworth (Enquiry Desk) | N/A | 210 | HP Laptop | 4 Weeks |