Borrowing policies

Borrowing policies

Bishop’s University Library Learning Commons (LLC) is part of a consortium of University libraries in Quebec cooperating to better serve our communities. Students, faculty and staff at all participating institutions, including Champlain College are now able to borrow regular circulating materials from all other participating institutions. These categories of borrowers (students, faculty and staff) from the participating institutions are referred to below as BUQ borrowers. For more information, see the Shared Service Platform website.

Library Cards

A valid student, staff or faculty ID card serves as your library card. Cards for community borrowers are issued at the Library Services Desk, in the main lobby of the LLC. Please note that a valid identification must be presented in order to receive a library issued ID card.

Library cards must be presented for each transaction. A library card is to be used by the registered owner only and should not be loaned to others. Any fines incurred are the responsibility of the card owner. The library is not responsible for loaned, lost, or damaged cards. For the user’s protection, all lost or stolen cards should be reported to the Library Services Desk of your home institution.

Loan Periods

Circulating Items:

BUQ borrowers:

  • 30-day loan with automatic renewal
  • Note: Any items may be recalled.

Alumni and Community borrowers:

  • 14-day loan with possibility of 2 renewals

Loan Maximums:

BUQ borrowers: 100 regular circulating items, excluding course reserves.

Alumni and Community borrowers: 10 regular circulating items

Quick Reference Charts

General Books, CDs, DVDsReserves: OvernightReserves: For Use in Library Only
Loan period30 daysDue the next day at closing2 hours
Fine rates$0.50 / day$0.25 / hour$0.05 / minute
Maximum fine per item$20$60$60
Lost item chargeReplacement valueReplacement valueReplacement value

Limits for BUQ Borrowers:

All circulating items: 100 items
Recalls & holds: 50 items


BUQ Borrowers: 30-day loan with automatic renewal.

Note: Any item may be recalled.

General and reserve materials may be renewed unless another user has placed a hold on the item. Reserve renewals must be done in person at the library with a valid library card. Renewals of general material may be done online or in person at the library. Once an item is returned to the Library Services Desk, regardless of the due date, the loan is completed.

Holds and Recalls

Students may place holds on material which is signed out by another user. Placing a hold on an item prevents the material from being renewed. Returned items will be held at the Library Services Desk for 7 days for general books. There is a maximum of 50 requests per borrower. A borrower cannot place a hold on a book he/she already has signed out or which is currently available in the library unless the item is from storage.

Returning Library Materials

Reserve and overdue materials must be handed directly to a staff member at the Library Services Desk to be considered returned. Regular returns can be deposited either in the return slot at the Library Services Desk or in the external book return outside of the front door of the LLC.

Overdue & Fine Rates

All items are to be returned directly to the LLC by their due dates. Users are responsible for returning library materials by the date stamped on the date due slip. The fines on overdue material continue to accumulate at the rates listed below until the material is either returned or declared lost by the borrower. Fines are paid at the Library Services Desk during operating hours.

  • General materials which include books, videos and compact discs are assessed at a fine of $0.50 per day per item, until it reaches a maximum fine of $20.00. These materials are invoiced after 47 days overdue.
  • Overdue Reserve Materials – Overnight Loans are assessed at a fine of $0.25 an hour. These materials are invoiced after a fine of $60 has accumulated. The fines continue to accumulate when the library is closed.
  • Overdue Reserve Materials – 2 hour Reserve material is assessed at a fine of $0.05 a minute plus a $25.00 fine if removed from the library. These materials are invoiced after reaching a $60 fine. The fines continue to accumulate when the library is closed; there is no maximum fine limit.

Lost Material

The charge for invoiced material includes a $30.00 invoicing fee, the replacement cost of the item, and the accumulated fine. If the invoiced item is returned before it is replaced, the accumulated fine will be charged and the invoicing fee will be waived. If the item has been replaced, the replacement cost will also be charged. The fine on overdue material continues to accumulate at the rates listed above until the item is either returned or declared lost by the borrower or reaches the maximum fine. If a borrower loses an item he/she should report this to the Library Services Desk immediately. If the material is returned, users are still responsible for the overdue fine.

Damaged Material

The borrower will be charged for any damage to library material incurred while the material is signed out in his/her name. Charges are assessed according to the condition of the material and may include the replacement cost of the item or the re-binding charges, a fine of up to $75.00 and an invoicing fee.

Misuse of Library Resources

Users contravening library regulations or behaving inappropriately will be asked to present their library card to the library staff and an Incident Report will be filled out.

Mutilation, defacement, or attempted theft of library materials may result in a fine of up to $75.00, payment for the replacement of the material (if deemed appropriate), and a $30.00 invoicing fee. Charges will be assessed for each item depending on the circumstances.

The University Librarian will receive a copy of the Incident Report, and will decide on the appropriate action required. If the severity of the incident results in a fine, the user will receive a letter from the University Librarian via email which will indicate the amount of the fine.


In the event that users feel the charges levied by the library are not warranted they have the right to appeal. Library users have 30 days within which to launch an appeal and are advised to come forward as soon as possible and speak to the person at the Library Services Desk who is in charge of fines in order to clarify the reason for the charges. At that time, if the user is not satisfied with the explanation, he/she may make an appointment with the University Librarian to discuss the fine and/or charges. Second and all subsequent incidents may not be appealed.

The user’s borrowing privileges will be suspended until the fine and/or charges are paid in full or the appeal process has been completed and a decision has been reached by the University Librarian.

Fine appeals will not normally be considered under the following conditions:

  • Lack of familiarity with the Borrower Regulations, as these are available at the Library Services Desk and on the Library website and widely distributed.
  • If a library item:
    • is not date stamped as returned, and;
    • has not been electronically discharged, and;
    • has not been sensitized back into the Library.
  • Books are not returned directly to the Library book returns by the user; that is, they are returned by mail (internal or external).
  • Fines/charges have occurred on a loaned library card.

Suspension of Borrowing Privileges

Borrowing privileges are suspended until all fines or other charges are paid. Outstanding fines are transferred to the University Business Office at the end of each semester. Students must pay all outstanding fines before library privileges are restored.


The library makes a reasonable attempt to send overdue notices, for overdue items, recalled items and items that have been placed on hold to all library users. These notices are sent by e-mail to all users. Library users are responsible for keeping the library updated about where notices should be sent. Failure to receive a notice does not excuse a fine.


For further information, contact us at 819-822-9600 ext. 2605, or by email.