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Circulation Policies

Checking Out Materials

You must present a currently valid Dartmouth ID or library card to check out library material. Any user, regardless of his/her position at the College, will be refused the opportunity to check material out without his/her ID. IDs and library cards are not transferable.

If a faculty member or API would like to name a Research Assistant who is authorized to borrow library materials on his/her behalf, he/she may do so by completing and signing the appropriate forms, available at any Circulation Desk.



Any registered user may recall material that is currently checked out. ALL materials, checked out by ANY patron, are subject to recall.

You may request a recall at any Circulation Desk. We will notify the current user the following day that this item now has a new, earlier, due date. Once it has been returned, we will send you a Hold Pick-up Notice, letting you that the item is on the hold shelf at the Circulation Desk you choose.

Each user is entitled to keep an item for a minimum amount of time, calculated from the original check out date, before it is eligible for recall:

Minimum use:

Books   14 days
Journals   1 day

This "minimum use" period may delay the return of a recalled item accordingly.

EXCEPTION: Items recalled for use by Reserve Services are due back IMMEDIATELY.

Resource sharing ( BorrowDirect and DartDoc ) items are due back within 5 days. Failure to return resource sharing recalled items promptly may result in blocked library privileges.

If you receive a recall notice, it will name a new due date. The item must be returned to the Circulation Desk by that date, or overdue fines will be charged. Overdue fines on recalled items are $1.00 per day, per item. Recalled items CANNOT be renewed.

This recall policy remains in effect throughout the year, INCLUDING INTERSESSION. To avoid overdue fines and /or blocked accounts return your books before you leave campus.



Most library materials may be renewed up to three times via phone, email, Internet, fax, mail, or in person. They do not have to be returned to the library.

Exceptions include recalled materials, course reserve materials, and non-print materials from the Jones Media Center and other collections. These materials must be physically returned to the library and may be eligible to be checked out a second time if another patron is not waiting for the material.

A minimum loan period has been established to avoid premature renewals.

  • Materials with a 365-day loan period can only be renewed after 270 days from the circulation/renewal date.
  • Materials with a 120-day loan period can only be renewed after 90 days from the circulation/renewal date.
  • The phrase "Too Soon to Renew" will be displayed next to an item if it cannot be renewed.

Baker-Berry Circulation (also for Sherman Art Library): Phone: 646-2567; Email:

Dana Circulation: Phone: 650-1658; Email:

Feldberg Circulation: Phone: 646-2191; Email:

Kresge Circulation: Phone: 646-3563; Email:

Matthews-Fuller Circulation: Phone: 650-7658; Email:

Paddock Circulation: Phone: 646-3234; Email:

Renewing by Phone: To renew a book, we need your name, as well as the title of the book you'd like to renew. To renew a journal, please have the call number and volume number ready.

Renewing by Email: If the items are books, we usually only need for you to request the renewal. Please use the words "renewal request" in the subject line. If the items are journals, please also include the call number and volume numbers.

Renewing by Internet: Account Login. Sign into your account and renew your items.

Renewing by US or Hinman Mail: Either mail an overdue notice, with the words "please renew" and your signature, or sending a note specifying the titles of the books or the call numbers and volume numbers of the journals.

Renewing in Person: You may also renew library materials in person. It is usually NOT necessary to bring the material in for renewal, unless you have been specifically requested to do so.


Missing Items

If a patron is unable to find a book or journal in the stacks, the patron should visit the circulation desk at the library and ask for a tracer card to be filled out for the missing item.  Library staff will initiate a search process for the item.  The item will be marked missing, so if the item is not found within a reasonable period of time, the patron may file a request with Interlibrary Loan.


Overdue Notices

As a courtesy, the library will send borrowers a notice if they fail to return an item on time. The borrower is responsible for returning the materials on time and for paying any fines incurred, however, whether or not an overdue notice is received.


Lost Materials

If a book or journal is lost, the borrower will be charged the cost of replacement, billing/processing fees, and any overdue fines that accumulate.
Lost materials should be reported immediately to stop the accumulation of overdue fines.


Damaged Materials

If a book or journal is damaged or defaced while it is charged out to a borrower, the library may charge for the cost of repair or replacement.
Items returned with pencil/pen/highlighter marks or with Post-it Notes, will be charged to the borrower at $5.00 per item.


Fines and Charges

Overdue fines and lost book charges are dependent on the type of borrower.

  • Overdue Materials: $.10 per item, per day
  • Overdue Recalled Materials: $1.00 per item, per day
  • Items returned with pencil marks/post-it notes: $5.00 per item
  • Items lost, not returned, or not renewed after 42 days: Cost of the item (amount varies) + $25.00 processing fee + $15.00 billing fee
  • Items returned after 42 days: $15.00 per item

Students will be billed for unpaid charges on their DASH accounts. Click here for more information.


Abuse of Library Privileges

Abuse of Library Privileges by students is a breach of College regulations and may result in disciplinary action. Cases involving violations of reserve reading materials or books of limited circulation are considered more serious than those involving general circulation.

Dartmouth Community Standards of Conduct - Standard VIII
Students and student organizations must not intentionally disrupt, interfere with, or obstruct teaching, research, or College administration.
Interference with fair and equal access to Library resources is prohibited by this standard.

Conduct penalties are determined by the Deans and the COS. They may include fines, reprimand, discipline, suspension, or special action.

Last Updated: 10/6/16