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Borrowing Privileges - Visiting Scholars/Courtesy Appointments


  • Individual scholars who have received a courtesy appointment from Dartmouth College or DHMC - Must submit a letter from sponsoring department Chair, on letterhead, indicating the length of the visit/appointment.
  • Members of the Matariki Network of Universities:  Durham University, Queen's University, University of Otago, University of Tubingen, University of Western Australia, and Uppsala University - must show university affiliation and ID.


  • Upon notification to HR from the academic department scholars will automatically load into the library system.
  • All Visiting Scholars/Courtesy Faculty should obtain a library card issued at the Baker Berry Library.
  • There is no fee for visiting scholars/courtesy appointments.
  • A borrowing privileges agreement must be signed by the borrower and their sponsoring department.
  • Visiting Scholars will have library privileges for the length of time indicated on letter from department.
  • The privileges are non-transferable and may be used only by the person to whom they are issued.
  • The Scholar's Library Card establishes eligibility for the services described below and must be presented when requested by a library staff member.

Library Access

  • Onsite access is offered to all collections in all Dartmouth libraries.

Borrowing Privileges

  • Loan period 120 days, unless otherwise specified by the individual library.


  • 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 the 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 know that the item is on the hold shelf at the Circulation Desk.
  • 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:
    • Books - 14 days, Journals - 1 day
    • Exception: Items recalled by the Reserve Services Desk are due back to the Circulation Desk IMMEDIATELY.
  • 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.

Overdue and Recall Fines

  • Overdue fines for books are generally 10¢ per day. Overdue fines will be charged for late renewals.
  • Late respondents to recall notices are charged $1 per day per item.


  • Most library materials may be renewed up to three times via phone, email, Internet, mail, or in person. They do not have to be returned to the library for these renewals.
  • 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.
  • For more information and contact information for each Dartmouth Library: Renewals

Unreturned Materials

  • Patrons are responsible for all materials checked out to them.
  • Any materials not returned, lost, or stolen, must be replaced.
  • Replacement includes the cost of the book, a billing fee of $15.00, and a processing fee of $25.00.
  • If a book is lost or stolen, the library should be notified immediately to stop the accrual of fines and start the replacement procedure.
  • If the book is found and returned to the library, the replacement and processing fees will be refunded, but the billing fee of $15.00 will not.

Interlibrary Loan

  • Materials that Dartmouth does not own may be obtained from other institutions through Interlibrary Loan.
  • Interlibrary Loan is free for visiting scholars/courtesy appointments.

Borrow Direct

  • Borrow Direct is now available to visiting scholars.

Reference Services

  • Reference service is available in all libraries.

Educational Services

  • Services such as tours, orientation, and workshops may be available. Consult with the appropriate library to determine availability.

Last Updated: 7/18/17